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HomeMy WebLinkAbout2022-115 PO 20190259 AMND #3- Answer Page & Messaging Purchase Order F/4111 CITY O B rift Fiscal Year 2019 Page: 1 of: 3 -0.bliqt B City of Ashland _'117 -7-.- L 20 E. Main I ATTN: Accounts Payable Purchase L Ashland, OR 97520 Order# 20190259 T Phone: 541/552-2010 O Email: payable@ashland.or.us V H CIO Electric Department E ANSWER PAGE &MESSAGING I 90 North Mountain Ave N 1910 ELM AVE STE 106 p Ashland, OR 97520 MEDFORD, OR 97501-1724 Phone: 541/488-5357 O T Fax: 541/552-2436 R __ S3 fis�'8'oj-�� iF -€-'33�1 - (541) 773-3838 Mary McClary HeFLf� � 5 [1FEHT -13-Wit-M_1 _7<— _ 4 ,s g 'iE €€a� _ t r s3ea= �_ ` 10/24/2018 366 FOB ASHLAND OR City Accounts Payable Answering Services 1 Answering Services for City of Ashland (Excluding Fire/Police) 1.0 $6,869.40 $6,869.40 Electric$1 627.32 Com Dev/Building $180.00 Corn Dev/Planning $180.00 PW/Street$527.40 PW/Water$527.40 PW/Waste Water$572.40 AFN $1,627.44 Parks$1,627.44 Change Order Processed on 8/30/19 Account Line changed from: 081800-604160 to 081800-604100 Project Account: Project Account: Project Account: Project Account: Project Account: Project Account: Project Account: Project Account: 120 CANCELLED: __ _ _ _ __ _ __ _ • _ _: _ __ - 8 - $0.00 $0.00 €lectric$�-�1 00 AFN $1,125.00 Parr Effective date• November 4 t (124 8 t GL Account: GL Account: GL Account: GL Account: GL Account: CONTINUED ON NEXT PAGE We Purchase Order Fa 2 Fiscal Year 2019 Page: 2 of: 3 B City of Ashland _�'__ � >°°=.:tea_ Lt izii I ATTN: Accounts Payable 20 E. Main Purchase L Ashland, OR 97520 Order# 20190259 T Phone: 541/552-2010 0 Email: payable@ashland.or.us V H CIO Electric Department E ANSWER PAGE & MESSAGING I 90 North Mountain Ave N 1910 ELM AVE STE 106 p Ashland, OR 97520 MEDFORD, OR 97501-1724 Phone: 541/488-5357 OT Fax: 541/552-2436 R (541) 773-3838 MaryMcClary - - -3= _ c-_l= ,- 7-1. .=a-M'f Fa €j. --__ �_7EZZFa3:Flull`��c.'ir7 �s�zi. _—i. �_� M��;=;z14_lr 1�-�- 10/24/2018 366 FOB ASHLAND OR City Accounts Payable qttr. _ �_ §-_�a#_ =i :_ _ - .€T - __ €_— _ __ —. � je'^i_ 6{[@jai-- =a-a3_ � GL Account: 130 CANCELLED: 94)- - $0.00- $0410- _e. eeee . . GL Account: GL Account: • GL Account: GL Account: GL Account: • GL Account: GL Account: GL Account: 4 RESTORED: Processed change order 10/22/2020 0.0 $0.00 $0.00 Contract Amendment FY 21 Completion date extended to October 31, 2021 Department: AFN Project Account: • 5 RESTORED: Department: Street 0.0 $0.00 $0.00 Project Account: 6 RESTORED: Department: Water 0.0 $0.00 $0.00 Project Account: 7 RESTORED: Department: Wastewater 0.0 $0.00 $0.00 Project Account: 8 RESTORED: Department: Planning 0.0 $0.00 $0.00 Project Account: 9 RESTORED: Department: Building 0.0 $0.00 $0.00 Project Account: CONTINUED ON NEXT PAGE Purchase Order Fiscal Year 2019 Page: 3 of: 3 Iz-c�k' 1=3� IL=�� City of Ashland — _-- 61E I ATTN: Accounts Payable20 E. MPurchase L Ashlandaln OR'97520 Order# 20190259 T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Electric Department E ANSWER PAGE &MESSAGING I 90 North Mountain Ave N 1910 ELM AVE STE 106 p Ashland, OR 97520 O MEDFORD, OR 97501-1724 Phone: 541/488-5357 R O Fax: 541/552-2436 541 773-3838 Ma McCIa it] W"--71;1,_[ [7aet= 1$I-1 =y Tv_s=_t a(10/24/2018 366 FOB ASHLAND OR Ci Accounts Pa able — y � _— — _= — -=� Ae1�1 sh=y='9:— 7.1E[=i:,IZ t __ — �_. — 10 RESTORED: Department: Electric 0.0 $0.00 $0.00 Project Account: 11 RESTORED: Department: Parks 0.0 $0.00 $0.00 , Project Account: 12;ADDED: Processed change order,01/1'§/202,2--_-,- 1.0 $17,709.12 $17,709.12 Estimate for{FY 2022 $17,709 12 Amendment,Na�3 �� Complet io��d_att extendedLa9,264,,A1gegg Project Account: Project Account: Project Account: Project Account: Project Account: Project Account: Project Account: ***************GL SUMMARY*************** 024700-604160 $4,157.31 081200-604160 $3,057.27 081800-604160 $3,057.27 086000-604160 $3,102.27 092700-603100 $2,709.87 092800-603100 $180.00 111800-604160 $4,157.19 120900-604160 $4,157.34 By: Date: w ' _ A4thoriz -ignature v F c t FORM #3f '' � �� � CITY o F � HLA A r uesi fora Purchase Orta,i , ti.V.1" AS e)( ND REQUISITION Date of request: 09i29/2021 Required date for delivery: Vendor Name ANSWER PAGE&MESSAGING Address,City,State,Zip 1910 ELM AVE STE 106, MEDFORD,OR 97501 Contact Name&Telephone Number KATRINIA SPENCER 49 _ ,.Arzwgatily4411, Email address r kspencer@answerpage.com SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Invitation to Bid D Emergency ❑ Reason for exemption: Date approved by Council: — ❑ Form#13,W` en findings and Authorization • ❑ AMC 2.50 _(Attach copy of council communication) ❑ :tten qu..—or proposal attached ❑ Written quote or proposal attached _(If co;ncil..proval required,attach copy of CC) ❑ Small Procurement ❑ Request for Proposal Cooperat.v• •rocurement Not exceeding$5,000 Date approved by Council_ © State.1 Oregon ❑ Direct Award _(Attach copy of council communication) Contr.c , 8618 ❑ Verbal/Written bid(s)or proposal(s) ❑ Request for Qualifications(Public Works) ❑ Sta of Wa•64ington Date approved by Council: C. tract# I (Attach copy of council communication) 0 0 her government agency contract Intermediate Procurement ❑ Sole Source ' gency GOOD &SERVICES 0 Applicable Form(#5,6,7 or 8) Contract#__- Gr erthan$5,000 and less than$100,000 0 Written quote or proposal attached Inte ovemmental A.reement (3)Written bids&solicitation attached 0 Form#4,Personal Services$5K to$75K Agency PERSONAL SERVICES Date approved by Council: 0 Annual cost to City does not exceed$25,000. Greater than$5,000 and less than$75,000 Valid until: . (Date) Agreement approved by Legal and approved/signed by O Less than$35,000,by direct appointment 0 S_pecial Procurement City Administrator.AMC 2.50.070(4) O (3)Written proposals&solicitation attached 0 Form#9,Request for Approval 0 Annual cost to City exceeds$25,000,Council O Form#4,Personal Services$5K to$75K 0 Written quote or proposal attached approval required.(Attach copy of council communication) Date approved by Council: Valid until:_ (Date) Description of SERVICES Total Cost Answering Services Contract extended to October 31,2022; 12 months Item # Quantity Unit Description of MATERIALS Unit Price Total Cost Annual base rate of$2,109.12(175.76 x 12) , $175.76 $2,109.12 Additional amount to cover after hour calls $1,300.00 $15,600.00 O Per attached quotelproposal , TOTAL.tCOST , Project Number Account Number ! "'r Settoe-W $ 17'709 1 - r 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: IT Director Date Support-Yes/No By signing this requisition form,I certify that the City's public contracting requirements have been satisfied. /'l Employee: Department Head: (Equal to or greater than$5,000) Department Manager/Supervisor: City Manager: I (Equal to orreater than$25,000) Funds appropriated for current fiscal year: ES NO 'N.— �°�=2,7 Finance Director-(Equal to or greater than$5,000) Date Comments: Form#3-Requisition • ,/ AMENDMENT NO.3 to SERVICES AGREEMENT between- - THE CITY OF ASHLAND, an Oregon municipal corporation, ("City") and Answer Page, Inc. ("Contractor") for AFTER HOURS SERVICE RECITALS A: The City and Contractor previously entered into a Personal Services Agreement effective November 1, 2019 to October 31, 2020 to Answer Page Inc. to provide after hour services and - B. The City and Contractor wish;to amend the Agreement to extend the term of the Agreement. C. In addition, the City and Contractor wish to amend the Agreement to increase the amount of compensation to be paid to Provider. AGREEMENT NOW THEREFORE, in consideration of the mutual benefits and obligations:set forth herein, the parties agree as follows: 1. Amend the Completion Date as follows,with strikeout wording deleted and underscored wording added: COMPLETION DATE: October 31,2021 to October 31,2022. 2. Amend.Section 2 of the Agreement;as follows, with strikeout wording deleted and underscored wording added: 2.2 Monthly base rate of$4-69:08$175.76 including 200 units/:97:1.05 per unit thereafter. In,addition, monthly voicemail.box charge $30/00. Contract may be renewed for one(1)one-year extensions with an annual increase not to exceed 4% for base rate and overage per unit'rate. 3. Except as specifically modified by this Amendment No. 3, the terms and conditions of Page I of 2: Amendment No3'to Personal Services Agreement the Agreement remain in full force and effect. 4. This Amendment No. 3 is effective upon being signed.by both parties. IN WITNESS WHEREOF the parties have,caused this Amendment No, 1 to be signed in their respective names by their duly authorized representatives as of thedates set forth below: CITY OF ASHLAND, 0 ANSWER PAGE, INC. (CONTRACTOR) By• 4/1/ B VI: IL/A Printed Name: Thomas McBartlett— Printed Name: kort-6rv,,.,. ' ?.t Title: Director of Electric Utility Title,: C ' r torr ge Date:_September 30,2021 Date: Page,2 of 2: Amendment No:3 to Personal Services Agreement 024700.604160 2,529.87 175.76 2,109.12 081200.604160 2,529.87 1,300.00 15,600.00 081800.604160 2,529.87 17,709.12 086000.604160 2,529.87 092700.603100 , 2,529.87 111800.604160 2,529.87 120900.604160 2,529.87 17,709.12 - • • • AFTER HOURS SERVICE CONTRACT CONTRACTOR: Answer Page and Messaging • CITY OF AS H LAN D CONTACT: Katrina Spencer 20 East Main Street ADDRESS: 1910 Elm Ave., Suite 106, Medford, OR 97501 Ashland, Oregon 97520 Telephone: 541/488.6002 • TELEPHONE: 541.770,0279 • Fax: 541!488-5311 FAX: 541.770.5629 EMAIL: kspencer@answerpage.com EFFECTIVE DATE: November 1, 2018 COMPLETION DATE: October 31, 2019 -COMPENSATION: Monthly base rate of$162.50 including 200 units/,93 per unit thereafter. Monthly voicemail . boxes$30.00 and monthly TNA$4.95. CO-rttl'a to-. ay beWre edffal�, ur (4)on eariext efitms w l -ar��;, annua Grease n t t rexge.st a Etiail o f lI ,Verageper,unitrate,.,. GOODS AND SERVICES TO BE PROVIDED: The City of Ashland is requesting quotes from companies that provide professional and reliable answering services. The City of.Ashland is currently Is in contract with ECSO • (Emergency Communications of Southern Oregon)for 911 Emergency Dispatch Services for calls related to Police and . Fire, Calls related to other department issues such as water/sewer,electric, parks, Internet, and cable TV,will be routed to the company providing answering services. The answering service will then be required to promptly relay the message by calling the appropriate telephone number on the call lists provided by the City of Ashland. • All invoices will need to include a breakdown by department the base number of calls answered,and then the additional • amount if any. (Public Works, Parks, Electric, IT/AFN). • • • ADDITIONAL TERMS,: In the event of a conflict or discrepancy among the contract documents,this City of Ashland Contract for Goods and Services will be primary and take precedence,and any exhibits or ancillary agreements having redundant or contrary provisions will be subordinate to and interpreted In a manner that will not conflict with the said primary City of Ashland Contract. • NOW THEREFORE, pursuant to AMC 2,50,090 and after consideration of the mutual covenants contained herein the 'CITY AND CONTRACTOR AGREE as follows: 1. All Costs by Contractor: Contractor shall,provide all goods as specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified,furnish all labor, equipment and/- materials materials requiredfor the proper performance of such work, 2. Qualified Work: Contractor has represented, and by entering into this contract now represents,that any personnel assigned to the work required.under this contract are fully qualified to perform the work 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. Contractor must also maintain a current City business license. 3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later than the date Indicated above and start performing the work under this contract by the beginning date indicated above and complete the work by the completion date indicated above, 4, Compensation:City shall pay Contractor for the specified goods and for any work 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, Compensation under this contract, including all costs and expenses of Contractor, is limited to$25,000,00, unless a separate written contract is entered,into by the City. • - 6. Ownership of Documents:All documents prepared by Contractor pursuant to this contract shall be the property of City, 6. Statutory Requirements:ORS 279B.220, 27911226,279B.230,2798,235,ORS Chapter 244 and ORS 670.600 are made part of this contract, 7. Living Wage Requirements: if contractor is providing services under this contract and the amount of this contract • is$20,688.86 or more, Contractor 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•work under this contract, Contractor Is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 8; indemnification: Contractor 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 • Contract for Goods and Services Less than$25,000,06/19/2017,Page 1 of 6