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HomeMy WebLinkAbout2019-289 PO 20200170 Perrine Industrial Electrician • ;,T h Purchase Order rift i Fiscal Year 2020 Page: 1 of: 1 B City of Ashland I ATTN: Accounts Payable Purchase L 20 E. Main 20200170 Ashland, OR 97520 Order# T Phone: 541/552-2010 0 Email: payable@ashland.or.us V H C/O Public Works Department E PERRINE INDUSTRIAL ELECTRICIAN I 51,Winburn Way N 6067 CRATER LAKE HWY p 'Ashland, OR 97520 CENTRAL POINT, OR 97502 Phone: 541/488-5347 R T Fax: 541/488-6006 0 =i [=�••l31=el=L s = =1 [_[_)�— r r, i i_)� i,F t 632 Mr-A. § .j a'e_i (541) 826-5505 Paula Brown • ;[;; 09/18/2019 333 FOB ASHLAND OR 'Cit Accounts Pa able ---��,•r =r [__[ =--� — .1a V _ ,. Bid_ - I got t � I Remove and reinstall pump i 1 Remove, rebuild, reinstall 3 water pump; #1 of 2 to be completed 1 $23,530.8600 $23,530.86 before the end of the contract period Goods &Services Agreement • Completion date: December 31, 2019 ' Project Account: ***************GL SUMMARY*************** 086100-602400 $23,530.86 . •i • • • By: & 7.Gc Date: L , 6 11 _—_ -_ Authorized Signature .a7 ==== $23 530.86 FORM #3 s CITY OF AS H LAN D A request.705. 2 PLwchnse Or 1 ,0 ( 7 0 REQUISITION Date of request: 08/05/2019 Vendor Name Perrine Industrial Electricians Incorporated Address,City,State,Zip 6067 Crater Lake Hwy Central Point,OR 97502 Contact Name Mary Telephone Number 541-826-5505 . Email address SOURCING METHOD • 0 Exempt from Competitive Bidding 0 Emergency` ❑ Reason for exemption: 0 Invitation to Bid (Copies on file) 0 Form#13,Written findings and Authorization ❑ AMC 2.50 Date approved by Council: 0 Written quote or proposal attached O Written quote or proposal attached _(Attach copy of council communication) _(If council approval required,attach copy of CC) • ❑ Small Procurement Cooperative Procurement Less than$5,000 0 Request for Proposal (Copies on file) 0 State of Oregon Date approved by Council: O Direct Award � Contract# ❑ Verbal/Written quote(s)or proposal(s) —(Attach copy of council communication) ❑ State of Washington Intermediate Procurement 0 Sole Source Contract# GOODS&SERVICES 0 Applicable Form(#5,6,7 or 8) 0 Other government agency contract $5,000 to$100,000 0 Written quote or proposal attached, Agency O (3)Written quotes and solicitation attached ❑ Form#4, Personal Services$5K to$75K Contract# • PERSONAL SERVICES 0 Special Procurement Intergovernmental Agreement $5,000 to$75,000 0 Form#9,Request for Approval 0 'Agency ❑ Less than$35,000,by direct appointment 0 Written quote or proposal attache ` S Date original contract approved by Council: El (3)Written proposals/written solicitation Date approved by Council:0812012019 all�riC1 (Date) ❑ Form#4, Personal Services$5K to$75K Valid until: (Date) —(Attach copy of council communication) Description of SERVICES Total Cost . Remove,rebuild,reinstall 3 water pump;#1 of 2 to be completed before the end of the contract contract period. 4,215;63.016' Item# Quantity Unit Description of MATERIALS • . Unit Price Total Cost T:OS TAL . 0 Per attached quotelproposal .a' r Project Number _ _ _ Account Numbertd_12 1 Da•OQ A Q® $_,_23 , ®. � __ ._ _ _ Project Number e -_ _ Account Number - $ _ _ _ _ _•_ Project 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. ` Employee:�� Department Head: 'r - r' /35.474'20) (Equal to or greater than$5,000) Department Manager/Supervisor: City Administrator: B (Equal to or greater than$25,000) Funds appropriated for current fiscal year: ei/ NO 1/I L , i b t It 111 Deputy Finance Director-(Equal to or greater than$5,000) Date Comments: Form#3-Requisition r , GOODS & SERVICES AGREEMENT PROVIDER: Perrine Industrial Electricians Incorporated CITY OF PROVIDER'S.CONTACT: Mary -ASHLAND 20 East Main Street ADDRESS: 6067 Crater Lake Hwy Ashland, Oregon 97520. Central Point, OR 97502 Telephone: 541/488-5587 PHONE: 541-826-5505 Fax: 541/488-6006 This Goods and Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Perrine Industrial Electricians Incorporated, a domestic business corporation ("hereinafter"Provider"),to remove, rebuild,reinstall 3 water pump; #1 of 2 to be completed before the end of the contract period. 1. PROVIDER'S OBLIGATIONS 1.1 Provide removal,rebuild,reinstall 3 water pump;#1 of 2 to be completed before the end of the contract period 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 Page 1 of 6: Agreement between the City of Ashland and Perrine Industrial Electricians Incorporated • Be evidenced by a certificate or certificates of such insurance approved by the City. 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. As evidence of the insurance required by this Agreement,the Provider shall furnish an acceptable insurance certificate prior to commencing any Work under this Agreement. 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.110. 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. 1.6 Living Wage Requirements: If the amount of this Agreement is $21,127.46 or more, Provider is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage,as defined in that chapter, to all employees performing Work under this Agreement and to any Subcontractor who performs 50% or more of the Work under this Agreement. Provider is also required to post the notice attached hereto as "Exhibit A"predominantly in areas where it will be seen by all employees. 2. CITY'S OBLIGATIONS 2.1 City shall pay Provider the sum of$23,530.86 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$23,530.86 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. Page 2 of 6: Agreement between the City of Ashland and Perrine Industrial Electricians Incorporated 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 279B.220,279B.230 and 279B.235. 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'. 3.11 Deliveries will be F.O.B destination. Provider shall pay all transportation and handling charges for the Goods.Provider is responsible and liable for loss or damage until final inspection and acceptance of the Goods by the City. Provider remains liable for latent defects, fraud, and warranties. 3.12 The City may inspect and test the Goods. The City may reject non-conforming Goods and require Provider to correct them without charge or deliver them at a reduced price, as negotiated. If Provider does not cure any defects within a reasonable time, the City may reject the Goods and cancel this Agreement in whole or in part. This paragraph does not affect or limit the City's rights, including its rights under the Uniform Commercial Code, ORS Chapter 72 (UCC). 3.13 Provider represents and warrants that the Goods are new, current, and fully warranted by the manufacturer. Delivered Goods will comply with SUPPORTING DOCUMENTS and be free from defects in labor,material and manufacture.Provider shall transfer all warranties to the City. 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:" Page 3 of 6: Agreement between the City of Ashland and Perrine Industrial Electricians Incorporated • The Provider's complete written Quote dated 7/19/2019. 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 performance, 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 December 31,2019,unless sooner terminated as provided in Subsection 6.2. 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 mail, return receipt requested, postage prepaid, to the address set forth below: If to the City: City of Ashland—Public Works Department Attn: David Gies 20 E. Main Street Ashland, Oregon 97520 Phone: (541)488-5587 With a copy to: City of Ashland—Legal Department 20 E. Main Street Ashland, OR 97520 Phone: (541)488-5350 Page 4 of 6: Agreement between the City of Ashland and Perrine Industrial Electricians Incorporated If to Provider: Perrine Industrial Electricians Incorporated Attn:Mary 6067 Crater Lake Hwy Central Point, OR 97502 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: (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. Page 5 of 6: Agreement between the City of Ashland and Perrine Industrial Electricians Incorporated • • CITY OF ASHLAND: Perrine Industria ectricians Inc porgy'ed.r ROVIDER): By: �2c�1�- - By: rty Administrator Signature P�u[4- G /giZawrd fuJ Pt,�tAwt Ke-j //rd Printed Name Printed Name /3_Wza V p Date Title t- /3-i? Date Purchase Order No. ` eP W-9 is to be submitted with this signed Agreement) • Page 6 of 6: Agreement between the City of Ashland and Perrine Industrial Electricians Incorporated PERRINE ELECTRIC INC • 6067 CRATER LAKE HWY COA71919 CENTRAL POINT,OR 97502 541-826-5505 fax 541-826-1259 • SALES QUOTE - . CUSTOMER Dates 7/19/2019 CITY OF ASHLAND ATTN: RON First Contact ATTN: DAVE Quote Issued 30 DAYS Accept/Reject \ J \ /. • QUOTE Quantity Price TOTAL 25HP FLOWAY PUMP 6 STAGE SHAFT DRIVERI LEAD TIME 1 WEEKS 1 $1,135.20 $1,135.20 BEARING BRONZE PIN 5493741039 LEAD TIME 1:WEEK 1' $54.60 $54.60 GLAND PACKING 1.25 LEAD TIME 1 WEEK 1 $279.40 $279.40 SHAFT TOP LINELEADTIME 7 WEEKS 1 $3,649.80 $3,649:80 - - - COUPLING LINE SHAFT 1.00 LEAD TIME 1 WEEK 2 $66.83 : $133.66 SHAFT LINE LEAD TIME,?WEEKS 1 $3,615.70 $3,615.70 RETAINER BEARING LEAD TIME 1 WEEK 1 $335.40 $335:40 BEARING TYPE H LEAD TIME 1 WEEK 1 '$29.25. $29.25 GASKET VELLUMOID LEAD TIME 1 WEEK 1 $9.75 $9.75 SHAFT PUMP BOWL LEAD TIME 4 WEEKS 1 $770.00 $770.00 • COUPLING LINE SHAFT 1.00 LEAD TIME.1 WEEK 2 $128.70' $257.40 BEARING BRONZE PIN 620100-1039 LEAD TIME 1 WEEK 6 $35.10 $210.60 IMPELLER 09JOH-C LEAD TIME 14 WEEKS-IF NEEDED 6 $1,23970 $7,438.20 COLLET IMPELLER LEAD TIME 1 WEEK -IF NEEDED 6 $48.30• $289:80. BEARING SUCTION LEAD TIME 1 WEEK 1 $62.10 $62.10 STRAINER BASKET LEAD TIME 1 WEEK-IF NEEDED 1 $625.00 $625:00 PUMP LABOR 30. $80.00 ' $2,400.00 LABOR REMOVAL&INSTALL 8' $90.00 $720.00 CRANE REMOVAL&INSTALL 1 $600.00 $600.00 MOTOR LABOR 8 $80.00 $640.00 MOTOR MATERIAL ., 1 $275.00 $275.00 • QUOTE'PER PUMP4 _ $23,530.86 Customer Taxes Notes TOTAL $23,530.86 r Wi%*-6*IL 93d Oregon WorkOrt' Ciornpeniallon salCertificate of of hist/trance. Ce- itiffcate holder. CITY OF.ASHLAND EAST MAIN STREET ASHLAND,OR 97520 Tho policy of insurance listed below has been issued to the insured named below for the policy Period indicated The insurance afforded by this policy Is subject to all the t:errne,exclusions and conditions of such Polley.this policy is Subjebt to change or'earcollation at any time Insured PrOdOcer/ContaOt Perrine Industrial Electricians tnc SAW Corporation 6057 Crater Lake Hwy Portland Service.benter Central Point,Or 975024424 603,573.5283 Sinvieigsaitonin Issued 0810612019 Limits of Policy 461372 Bodily Injury by Aacklent $500.000 each accident Period 07/0112019 to 07/61'12020 Bodily.Injury by Disease 000.000:eaeh employee Body Injury by Disease $606,003 poliCy limit Description of operationsfiocationespecfal Items MOTOR AND PUMP INSTALL Important This certificate is issued es a matter of information only and confers no rights to the certificate holder.This certificate does not aniend,extend or alter the Coverage afforded by the policies abeve.This certificate does not constitute a contract between the issuing inturer.,authorized representative or producer and the Certificate hoiden. Authorized representative Kerry — Korry Barnett President and CEO 440 High$tro.st SE S'alorn;OR 97312 PI pOrl.285,8525 F::713,584.9812 Ptacy OLCA CortmothiOririsuance i. ,..„;:.....s... .1--wozimpsoo,yiriti ;.ttc7.cux:.13,_ dERTIFItATE OP LIABILITY-INSURANCE -12/06/2018 . . __ THIS CE10104ATE'Is'itsti.igti4.s.:x:mAI7E,K.PFIN,FpgRIA:TON:6*,y•,-ANWCONOER0••iicRi0910 Oro*-mg CERTIFICATE 11.,01DPIt THIS.• pER-nOcATE DOES-NOT AprFiOrAtiVetY2,....0Akitoi.m..,.,_vg,,Y,4Fagioi EXTEND OR *: ,-, t:00VEEcA,Pk:0E00E0:0 71-i.K-e9LIOiEs BELOW tOft...-0EfetIFICATE OF jliSiiRANPlh-•Pf9h-a NOT CONSTITUTE OpOTR4CT.8E-.111VE*THE:ISOLIING.414SO.REROVAOTHORtiEd .. f.14FiRtsimillva 611 tFicipi4Ek Aimpliig_cEFrriogATE ODER . . . . .._ _ . . - lomortjApm-'Ritli4•001f*Wifplder 14-0trALIOITIOFJAL".INSVREWttisrlaolicij(tps).niust.haryeADOI.TIONAL INSURELliiroinoitift,i, or 0.1:40401:440,, - ..„ . .. , ..... ., ...,... 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NOTICE 5101-L BE",DECNEHED 'IN - - ' • - AdCORHANCE.WITH THE POLICY OM:WK:4a -PY'c4 ItOVilli-cli• :" ----. ... _.. .7. . 20 .E Naiii.StreetAUTHOR:Mb REFReseidAmit • Ashlaifd•ilk 97520 - . . ;., • TON - • .V. B820154,NPOFcORPO - AIIITIgHte rttre:fq•:!.:, .. ..... .. . .„. . — •AdORD2t i201.0103). TIleACOAO Haire.and logo are registered rriatt&of AOOktiv , ... .. • • . Business Registry Business Name Search New Search Business Entity144:Data 08-01 :129 12 Enti Entitv Registry Next Renewal Registry Nbr Type Status Jurisdiction Date Renewal Due? Date 061393-15 DBC ACT OREGON 02-05-1959 02-05-2020 Entity Name PERRINE INDUSTRIAL ELECTRICIANS, INC. Foreign Name New Search Associated Names Type PPB PRINCIPAL PLACE OF BUSINESS Addr 1 6067 CRATER LAKE HWY Addr 2 CSZ CENTRAL OR 97502 Country UNITED STATES OF AMERICA POINT Please click here for general information about registered agents and service of process. 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All Rights Reserved. Council Business Meeting September 3, 2019 xm�s A• pproval of a Special Procurement- Repairs to pumps, motors and related 7grda�ltem�� � e• quipment corn�u Paula Brown, PE Public Works Director „air Mike Morrison Public Works Superintendent raula.brownAashland.or.us, (541) 552-2411 Colrtact michael.morrisona,ashland.or.us, (541) 552-2325 SUMMARY `, This Special Procurement will allow the Public Works staff to directly award public contracts on an as needed basis to highly skilled and reliable contractors to perform troubleshooting, repairs,maintenance and services required to maintain large scale industrialized pumps,motors, gear boxes and related equipment used for critical plant and field operations. The term of this Special Procurement will begin on September 1, 2019 and end on June 30,2024. This item was initially on the August 20, 2019 agenda but pulled before Council took action to allow staff to insert a maximum amount for the purchases. This is a five-year contract and staff is requesting a maximum of$500,000. POLICIES,PLANS & GOALS SUPPORTED City Council Goals: _ Goal 1: Develop current and long-term budgetary resilience - Continue to improve the budget process:transparency4 rigor, innovation, community involvement, and collaboration Goal 2: Analyze City departments/programs to gain efficiencies,reduce costs and improve services - Implementa cost recovery plan and analysis for each department that coincides with the annual review of fees and charges and revenues Goal 3: Enhance and improve transparency& communication Maintain Essential Services • Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management'and financial resources PREVIOUS COUNCIL ACTION None BACKGROUND AND ADDITIONAL INFORMATION , A Special Procurement sourcing method is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the'direct selection or award of a public contract or for a series of contracts. The Special Procurement Approval Request Form with written findings is attached for your review and consideration. . The City Council,acting as the Local Contract Review Board,may approval this request for a Special Procurement if it determined,based on written findings,that the Special Procurement will be unlikely to encourage-favoritism in the awarding of public contracts or tosubstantially diminish competition for public Page 1 of CITY OF1 ASHLAND • • 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,nor 279B.070. FISCAL IMPACTS Funds are budgeted each fiscal year for equipment repairs and maintenance. i STAFF RECOMMENDATION Staff recommends City Council, acting as the Local Contract Review Board, approve this Special Procurement. - ACTIONS, OPTIONS & POTENTIAL MOTIONS 1. I move to approve the Special Procurement which will al1Qw public contracts to be directly awarded for the repair and maintenance of large scale industrialized pumps,motors, gear boxes and related equipment. 2. I move that staff solicit bids in accordance with.the procurement requirements set forth in AMC 2.50. • REFERENCES &'ATTACHMENTS' - • Attachment 1: Form#9, Special Procurement,Request for Approyal (Written Findings) i • . { 1. • • • Page 2 of 2 • CITY OF ASHLAND • CITY OF FORM #9 AS • • spECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board r From: Mike Morrison,Public Works Superintendent Date: August 20,2019 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: Public Works 2. Department Contact Name: Mike Morrison • 3. Type of Request: X Class Special Procurement Contract-specific Special Procurement 4. Time Period Requested: From September 10 2019 To: June 30,2024 , 5. Total Estimated Cost: Cost will be determined by the actual repairs,maintenance and technical services that are required to be outsourced to maintain large scale industrialized pumps motors gear boxes and related equipment used for critical plant and field operations. CONTRACT MAXIMUM $500,000 6. Short title of the Procurement:Repairs and maintenance for large scale industrialized pumps,motors, gear boxes and related equipment. • Supplies and/or Services or class of Supplies and/or Services to be acquired: Repairs,maintenance and technical services required to maintain large scale industrialized pumps,motors;gear boxes and related equipment used for critical plant and field operations. 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: Contracts are directly awarded to contractors based on competency,qualifications, certifications,workmanship,expediency,availability and competitive pricing. Form#9-Special Procurement-Request for Approval,Page 1 of 3,8/28/2019 - L ' Proposed procedure: Public Works is seeking an exemption from the competitive bid process to DIRECTLY AWARD public contracts on an as needed basis to highly skilled and reliable contractors to perform troubleshooting,repairs,maintenance and services required to maintain large scale industrialized pumps,motors,Rear boxes and related equipment used for critical planti,,,and field operations. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a • Special Procurement. Attach relevant documentation. Work to repair large scale industrialized pumps,motors,gear boxes andjrelated equipment must be outsourced. The City contracts with a number of qualified and competent contractorh available to perform these specialized services. These contractors also have access to repair parts and materials.Some contractors-only service specific brands and models of equipment..Transporting these types of equipment require hoists and forklifts. Oftentimes,troubleshooting is required to determine what repairs and maintenance are required to repair a specific piece of equipment. Depending on the repairs needed,the work may be performed onsite or offsite.There are also critical pieces of equipment that require immediath attention if a problem develops,and the work must also be completed immediately. • " 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 City contracts with a number of qualified,highly skilled and competent contractors to perform these types of services. The City considers_competency,qualifications,certifications,reliability,expediency, availability and competitive pricing when making the decision as to who will perform the required services on large scale industrialized pumps,motors,gear boxes and related equipment.If the City is contacted by additional competent contractors and/or becomes aware of additional skilled contractors,they too will be considered to perform these types of services. (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: . It is vital to minimize the amount of time the system is down and/or not available;therefore,repairs and maintenance on this equipment must be performed correctly in a timely manner to minimize the amount of time the system is unavailable. s - (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.060,279B.065, or 279B.070,or any rules adopted thereunder because: It is in the City's best interest to contract with highly skilled qualified contractors in order to maintain continuous plant and field operations. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form#9-Special Procurement-Request for Approval,Page 2 of 3,8/28/2019 . i 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)land 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 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 ww.ashland.or.us—[if appro wved,September 3,2019] PUBLIC NOTICE Approval of a Special Procurement First date of publication: [if approved,September 3,2019] 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[if dpproved,September 3,2019]. This"Class Special Procurement"(sourcing method)ways processed to seek an exemption from the competitive bid process to directly award public contracts on an as needed basis to highly skilled and reliable contractors to perform troubleshooting,+pairs,maintenance and services required to maintain large scale industrialized pumps,motors,gear boxes and related equipment • used for critical plant and field operations.It is imperative that the City maintain this equipment in a manner that ensures their continued use and safe operation.Public contracts will be awarded to contractors based on competency,expediency,workmanship,availability and competitive pricing. 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 2790070. � 3 An affected person may protest the request for approval of a4 Special Procurement in accordance with ORS 279B.400 and OAR 137-047-0300. A written pretest shall be delivered to the following address:City of Ashland,Purchasing Representative,Kari Olson,90 N.Mountain Avenue, Ashland,OR 97520. The seven(7)day protest period will expire at 5:00pm on[if posted September 3,2019,the protest period will expire September'10,2019]. This public notice is being published on the City's Internet VWorld Wide Web site at lea'st seven days prior to the awaid of a public contract resulting from tills request for approval of a Special Procurement. •Form#9-Special Procurement-Request for Approval,Page 3 of 3,8/28/2019