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HomeMy WebLinkAbout2019-041 20190353 Suburban Propane s ~ GOODS & SERVICES AGREEMENT PROVIDER: Suburban Propane ~AA CITY OF PROVIDER'S Melody Holmgren -ASH L,AN D CONTACT: 20 East Main Street Ashland, Oregon 97520 ADDRESS: 2175 Joseph Street, Medford, OR 97501 Telephone: 541/488-5587 Fax: 541/488-6006 PHONE: 541-772-5101 This Goods and Services Agreement (hereinafter "Agreement'") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and and Suburban Propane, a domestic business corporation ("hereinafter "Provider"), for propane refill pump. 1. PROVIDER'S OBLIGATIONS 1.1 Provide and install Service Center propane refill pump as set forth in the "SUPPORTING DOCUMENTS" attached hereto and, by this reference, incorporated herein. Provider expressly acknowledges that time is of the essence of any completion date set forth in the SUPPORTING DOCUMENTS, and that no waiver or extension of such deadline may be authorized except in the same manner as herein provided for authority to exceed the maximum compensation. The goods and services defined and described in the "SUPPORTING DOCUMENTS" shall hereinafter be collectively referred to as "Work." 1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance of all Work received hereunder, a policy or policies of liability insurance including commercial general liability insurance with a combined single limit, or the equivalent, of not less than $2,000.000 (two million dollars) per occurrence for Bodily Injury and Property Damage. 1.2.1 The insurance required in this Article shall include the following coverages: • Comprehensive General or Commercial General Liability, including personal injury, contractual liability, and products/completed operations coverage; and • Automobile Liability. 1.2.2 Each policy of such insurance shall be on an "occurrence" and not a "claims made" form, and shall. • Name as additional insured "the City of Ashland, Oregon, its officers, agents and employees" with respect to claims arising out of the provision of Work under this Agreement; • Apply to each named and additional named insured as though a separate policy had been issued to each, provided that the policy limits shall not be increased thereby; • Apply as primary coverage for each additional named insured except to the extent that two or more such policies are intended to "layer" coverage and, taken together, they provide total coverage from the first dollar of liability; • Provider shall immediately notify the City of any change in insurance coverage • Provider shall supply an endorsement naming the City, its officers, employees and agents as additional insureds by the Effective Date of this Agreement; and • Be evidenced by a certificate or certificates of such insurance approved by the City. Page 1 of 5: Agreement between the City of Ashland and Suburban Propane s I 1.3 All subject employers working under this Agreement are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126. 1.4 Provider agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Provider. Provider agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Provider agrees not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.I 10. 1.5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Providers of the Provider's obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws. 2. CITY'S OBLIGATIONS 2.1 City shall pay Provider the sum of $2,170 as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 2.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed the sum of $2,170 without express, written approval from the City official whose signature appears below, or such official's successor in office. Provider expressly acknowledges that no other person has authority to order or authorize additional Work which would cause this maximum sum to be exceeded and that any authorization from the responsible official must be in writing. Provider further acknowledges that any Work delivered or expenses incurred without authorization as provided herein is done at Provider's own risk and as a volunteer without expectation of compensation or reimbursement. 3. GENERAL PROVISIONS 3.1 This is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from Provider and is free to procure similar types of goods and services from other providers in its sole discretion. 3.2 Provider is an independent contractor and not an employee or agent of the City for any purpose. 3.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability insurance, paid leave, and retirement. 3.4 This Agreement embodies the full and complete understanding of the parties respecting the subject matter hereof. It supersedes all prior agreements, negotiations, and representations between the parties, whether written or oral. 3.5 This Agreement may be amended only by written instrument executed with the same formalities as this Agreement. 3.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 27913.220, 2796.230 and 27913.235. Page 2 of 5: Agreement between the City of Ashland and Suburban Propane 3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue. 3.8 Provider shall defend, save, hold harmless and indemnify the City and its officers, employees and agents from and against any and all claims, suits, actions, losses, damages, liabilities, costs, and expenses of any nature resulting from, arising out of, or relating to the activities of Provider or its officers, employees, contractors, or agents under this Agreement. 3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents, or other events beyond the control of the other or the other's officers, employees or agents. 3.10 If any provision of this Agreement is found by a court of competent jurisdiction to be unenforceable, such provision shall not affect the other provisions, but such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the intent of Provider and the City set forth in this Agreement. 4. SUPPORTING DOCUMENTS The following documents are, by this reference. expressly incorporated in this Agreement, and are collectively referred to in this Agreement as the "SUPPORTING DOCUMENTS:" • The Provider's complete written Proposal dated 9/18/18. 5. REMEDIES 5.1 In the event Provider is in default of this Agreement, City may, at its option, pursue any or all of the remedies available to it under this Agreement and at law or in equity, including, but not limited to: 5.1.1 Termination of this Agreement; 5.1.2 Withholding all monies due for the Work that Provider has failed to deliver within any scheduled completion dates or any Work that have been delivered inadequately or defectively; 5.1.3 Initiation of an action or proceeding for damages, specific pcrformance, or declaratory or injunctive relief; 5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent, and City may pursue any remedy or remedies singly, collectively, successively or in any order whatsoever. 5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or for anticipated profits. If previous amounts paid to Provider exceed the amount due, Provider shall pay immediately any excess to City upon written demand provided. 6. TERM AND TERMINATION 6.1 Term This Agreement shall be effective from the date of execution on behalf of the City as set forth below (the "Effective Date"), and shall continue in full force and effect until June 30, 2019, unless sooner terminated as provided in Subsection 6.2. Page 3 of 5: Agreement between the City of Ashland and Suburban Propane 6.2 Termination 6.2.1 The City and Provider may terminate this Agreement by mutual agreement at any time. 6.2.2 The City may, upon not less than thirty (30) days' prior written notice, terminate this Agreement for any reason deemed appropriate in its sole discretion. 6.2.3 Either party may terminate this Agreement, with cause, by not less than fourteen (14) days' prior written notice if the cause is not cured within that fourteen (14) day period after written notice. Such termination is in addition to and not in lieu of any other remedy at law or equity. 7. NOTICE Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in writing to the other party by personal delivery, by sending via a reputable commercial overnight courier, or by mailing using registered or certified United States marl, return receipt requested, postage prepaid, to the address set forth below: If to the City: City of Ashland - Facilities Maintenance Department Attn: David Arnold 90 North Mountain Avenue Ashland, Oregon 97520 Phone: (541) 552-2292 With a copy to: City of Ashland - Legal Department 20 E. Main Street Ashland, OR 97520 Phone: (541) 488-5350 If to Provider: Suburban Propane Attn: Melody Holmgren 2175 Joseph Street, Medford, OR 97501 541-772-5101 8. WAIVER OF BREACH One or more waivers or failures to object by either party to the other's breach of any provision, term, condition, or covenant contained in this Agreement shall not be construed as a waiver of any subsequent breach, whether or not of the same nature. 9. PROVIDER'S COMPLIANCE WITH TAX LAWS 9.1 Provider represents and warrants to the City that: 9.1.1 Provider shall, throughout the term of this Agreement, including any extensions hereof, comply with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.1.2 Provider, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: Page 4 of 5: Agreement between the City of Ashland and Suburban Propane (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.2 Provider's failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further, any violation of Provider's warranty, as set forth in this Article 9, shall constitute a material breach of this Agreement. Any material breach of this Agreement shall entitle the City to terminate this Agreement and to seek damages and any other relief available under this Agreement, at law, or in equity. IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF ASHLAND: Suburban Propane (PROVIDER): By: By: AJ-4,,~ Signature g ature Printed Name riiinntt~ed Name Title Title r r JA#j zo /9 ~ d' Date Date (W-9 is to be submitted with this signed Agreement) Purchase Order No. Page 5 of 5: Agreement between the City of Ashland and Suburban Propane 1 ® DATE(MMIDDIYYYY) A~oRO CERTIFICATE OF LIABILITY INSURANCE 092I20,B THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). CON A T PRODUCER NAME: FAX MPRSHUS4INC. PHONE AIC No: NORRSTOAN, 079WZ454 E-MAIL NUT Mxri9aMLCeIF?EgLestQT8dLmllFax 212948.0979 ADDRESS: INSURERS AFFORDING COVERAGE NAICp INSURER A: II MAd RM 11GtPX109 23005 INSURED ELP. INSURER a: LMIM1WPf[E CC Dakn 336M 24ORQJTETEIONESlOVES• 240 T INSURER C: UbErty IIK1f310E CO-pOgfiorl 42404 IAHPPAW,, NI 07981 INSURER D: INSURER E: NSURER F: COVERAGES CERTIFICATE NUMBER: NYC01025728302 REVISION NUMBER: I THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN- THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDLSUER POLICYEFF POLICYEFP UNITS LTR TYPE OF INSURANCE POLICYNUMBER MMIDDIYYYY MMIDOIYYYY A X COMMERCIAL GENERAL LIABILITY TB2E31507975088 16'0112018 16'01/2019 EACH OCCURRENCE s ZOCO.000 CLAIMSMADE ^ 1 OCCUR PREMISES Ea occunence s 250,000 MED EXP (Any one person) s 10,D00 r PERSONAL a ADV INJURY 5 ZOOQOOD GENLAGGREGATE LIMIT APPLIES PER. GENERALAGGREGATE s ZOOO.000 POLICY PROJECT- LOC PRODUCTS -COMPIOP AGO S 2D00.0DO X S OTHER: A AuiOMOeILELU1eILRY ASZ{31507975078 10012018 100172019 Ee eccvd.D SINGLE LIMIT 5 2000,000 X ANY AUTO BODILY INJURY(Perperson) S X OWNED SCHODULED BODILY INJURY (Per accident) s HIRED NLY IH. I NON-O PROPERTY DAMAGE X HIRED X NONED Per accident S AUTOS ONLY AUTOS ONLY 5 UMBRELLAIJAB OCCUR EACHOCCURRENCE S EXCESSLIAB CLAIMS-MADE AGGREGATE S S DED RETENTIONS PER 9TH- WORKERS DEMPLOWRS•RS-NSATION COMPENSATION VVL563D507975099 (•HJ$) 110012018 160112019 X sTATUTE B AN B A ER AND ROPRIF NR/PARTN ARTNER4FXECUTIVE YIN V05631-507975118 (All 110101/2018 16082019 1.000,000 l E.L EACH ACCIDENT 5 Q OFFICERWEaBERIXGLDDEDT W17.13 07975103(M'{1 1GUIM18 1DOWD19 E.L. DISEASE-EA EMPLOYEE 5 1.000,000 (Mandalay In NH) NIA (Mandatory R Dy SCRlPcdb eunder E. L. DISEASE-POLICY LIMIT S 1.000 COO DESCRIPTION OF OPERATIONS below DESCRIPTIONOFOPERATIONSILOCATONSIVEHICLES (ACORD 101, Additional Remarks Schedule. may be attached lfmore apace is required) TFECITY CFA%iX,D, QREGCIN ITSCFRCERS AGeffSAND B•/PLOYEESAFEUSTMASADORICNM.INSLFtEDSOLB.Y WIHRESPEI.TTO MHY+L UASILrrYM EPAGEASSVM FEABNA.NDSpB.YINTHEe,eUT-0SSTATUSISFRE-0UFEDWVNRr FN=Mt4(.TBETVOEJI JBLRBANPRCPAJ,ELPCRITSSLBSUaMESORAFHLIATESAJd1C6RTIRCATERXDER AND OILY W TH RESPECT TO SUBURBAN PROPANE'S SOLE PEGJGE NCE CERTIFICATE HOLDER CANCELLATION C1TYOFASHlAND SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 20 EAST Mal N STREET THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN A -[LAN OR 97520 ACCORDANCE WITH THE POLICY PROVISIONS. AUTHOR=DREPRESENTATNE of Marsh USA Inc. Manashi Mukhelee _Jvr" o" ©1988-2016 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD Suburban Propane@ On-site one Quote/Prroposal PROPANE PROPOSAL 8 Ph Suburban Propane, L.P. ("Suburban" or "Seller") Address: 2175 Joseph St Medford OR 97501 Telephone 541 772 _5101 Fax 541 773 _5314 Email csc1566 @suburbanpropane.com Date Account Number Account Representative Name CSC Number 09/18118 16495 1566 Name "Customer' Telephone CITY OF ASHLAND 541-552-2355 Customers Email Cell Telephone Fax wes.hoadley@ashland.or.us 541-951-5007 Billing Address City Slate Zip Code 20 E MAIN ST ASHLAND OR 97520 Delivery Address City State Zip Code 90 N MOUNTAIN AVE ASHLAND OR 97520 Delivery Address Owner if not Customer ("Landowner') Telephone Number Cell Telephone Number QUANTITY EQUIPMENT/SERVICES DESCRIPTION TOTAL Swap out tank with one that will accept pump and motor installation. Hook up $ pump and motor to tank. Safety and operational check when complete. $ 1 DW1-M1-3B - Smith pump w/1 HP motor $1675.00 1 Flexible Stainless Steel Connectors to connect tank to pump - 3/4" $125.00 Copper and misc fittings for pump by-pass $ 50.00 Labor to install tank, pump and motor - 3 hours $ 270.00 Oregon State Fire Marshall Tank Installation Fee $50.00 Suburban will provide tank with liquid outage, hose assembly and adaptors $ Customer to provide electrical to pump switch. $ Permit Fees (if applicable): $ Sales Tax: $ We propose to furnish the above stated Equipment/Services for the sum of $ 2170.00 PROPANE SALES DESCRIPTION We propose to sell propane for all of Customer's LP-Gas requirements at the initial per gallon price of $ 1.769 or as outlined above in Equipment/Services Description, subject to the terms and conditions set forth in the written agreement between Suburban and Customer. Customer acknowledges that, unless otherwise expressly stated above by Suburban, this price is applicable to Customer's first fill only. Customer acknowledges that this Proposal is confidential and agrees not to disclose its contents to third parties. Changes or additions to the Equipment/Services described above are subject to Suburban's approval and acceptance and may involve additional charges. This Proposal is contingent upon Customer's execution of a written agreement, completion of a credit check, and Suburban's acceptance of them. The terms and conditions of the agreement will include the Equipment/Services Description. This Proposal may be withdrawn if not accepted within 30 days. SUBURBAN MANAGER (SEE INSTRUCTIONS) OR REGIONAL SALES REP: SIGNATURE: DISC VER' ERIaaN yjsq r • t+ttwou EXPR PRINT NAME: Melody Holmgren, CSC Manager mm~ ACCEPTANCE OF PROPOSAL 1 am authorized to accept this Proposal for work to proceed at the Delivery Address. The above Equipment/Services/Propane Sales Description, prices and conditions are hereby accepted. CUSTOMER NAME: CUSTOMER AUTHORIZED SIGNATURE: DATE OF ACCEPTANCE: CITY OF ASHLAND DISTRIBUTION: CUSTOMER-COPY OFFICE - COPY Item No. 1527486 AGRA005-0213 Purchase Order Fiscal Year 2019 Page: 1 of: 1 ~v_THIS f't?'NUM3ER MUST-APPEAR ON ALL B City of Ashland INVOICES`, AND SHIPPING DOCUMENTS.' ATTN: Accounts Payable Purchase L 20 E. Main 20190353 Ashland, OR 97520 Order # T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Facilities Maintenance Div E SUBURBAN PROPANE-1566 1 90 North Mountain Ave N PO BOX 12068 D FRESNO, CA 93776 P Phone: 5411/488-5358 0 T Fax: 541/552-2304 R 0 a =IDber Vendoi_ = t claim - - - David Arnold 01/29/2019 2506 FOB ASHLAND OR/NET30 Cit Accounts Pa able ~t-. - - - =I °Exte0d_e_tl Pr W-ai Propane Refill Pump 1 Provide and install Service Center propane refill pump. 1 $2,170.0000 $2,170.00 Goods & Services Agreement Completion date: 06/30/2019 Project Account: GL SUMMARY 082400 - 602400 $2,170.00 By: Date. 1 Aulhorized Si re i PO Total _ $2,170.001 FORM #3 CITY OF -ASHLAND 1/17/19 REQUISETRON ~ q jDateofrequest: 42 / ~ Required date for delivery: Vendor Name Suburban Propane Address, City, State, Zip 2175 Joseph Street, Medford, Oregon 97501 Contact Name & Telephone Number Melody Holmgren 541-772-5101 Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Ememency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization Date approved by Council: ❑ Written quote or proposal attached ❑ AMC 2.50 ❑ Written uote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon N Direct Award Date approved by Council: Contract # ❑ VerbaVVVritten quote(s) or proposal(s) ❑ State of Washington Contract # Intermediate Procurement ❑ Sole Source ❑ Other government agency contract GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) Agency $5.000 to $100.000 ❑ Written quote or proposal attached Contract # ❑ (3) Written quotes and solicitation ❑ Form #4, Personal Services $5K to $75K Intergovernmental Agreement attached ❑ Agency PERSONAL SERVICES ❑ Special Procurement Date original contract approved by Council: $5.000 to $75.000 ❑ Form #9, Request for Approval (Date) ❑ Less than $35,000, by direct ❑ Written quote or proposal attached appointment' Date approved by Council: ❑ (3) Written proposals/written solicitation ❑ Form #4, Personal Services $5K to $75K Valid until: (Date) Description of SERVICES Total Cost Provide and install Service Center propane refill pump $ 2,170.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ® Per attached quote/proposal Project Number Account Number 082400-602400 "Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Directorin collaboration with department to approve all hardware and software purchases., IT Director Date Support-Yes/No By signing this requisition form, I certi that the City's public contracting requirements have been satisfied. Employee Signature: / Department Head Signature: /fJAOJ7012 (Equa to or greater than $5,000) City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year: YES / NO Finance Director- (Equal to orgreaterthan $5,000) Date Comments: Form #3 - Requisition