HomeMy WebLinkAbout2023-157 PO20230136 Amnd #1- Synagro West LLC Purchase Order
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rift CIT' RECORDE9Fiscal Year 2023 Page: 1 of: 1
374 N'rdiv
B City of Ashland C,
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I ATTN: Accounts Payable20 E. Main Purchase
L
Ashland, OR 97520 Order# 20230136
T Phone: 541/552-2010
O Email:'payable@ashland.or.us
V H C/O Public Works Department
E SYNAGRO WEST LLC I 51 Winburn Way
N 435 WILIAMS COURT SUITE 100 p Ashland, OR 97520
O BALTIMORE, MD 21220 Phone: 541/488-5347
R TT Fax: 541/488-6006
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Scott Fleury
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09/27/2022 7277 FOB ASHLAND OR/NET30 . City Accounts Payable^
Rental Centrifuge Equipment 0
1 Rental of Centrifuge equipment, supporting equipment, 1.0 $76,000.00 $76,000.00
mobilization, set up, training and demobilization.
Goods and Services Agreement(Greater than $35,000)
Completion date: 12/31/2022
Project Account:
2 ADDED: Processed change order 02/01/2023 1.0 $20,012.00 $20,012.00
Amendment No. 1 .
Rental of centrifuge equipment
Project Account:
*************** GL SUMMARY***************
I 086100-602400 $96,012.00
•
By: 1III _
Ii1 Date: °-1a- (r5
Au ori'e• ig a re n � _ $96 012.00
FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM
SH LAN
Request for a Change Order
it../
_ . .
Name of Supplier t Contractor I Consultant synagro West LLC ' Total amount of this,
''contrast amendment's` `
Purchase Order Number:2023-0136
Title/Description: Rental of centrifuge equipment .
$ 20,012
0 Per attached contract amendment
Contract Amendment
Original contract amount $76,000.00 100 %of original contract
Total amount of previous contract amendments 0 0 %of original contract
Amount of this contract amendment 20,012.00 26.3 %of original contract
TOTAL AMOUNT OF CONTRACT $96012.00 126.3 %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)Th a 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 tota I 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 ■ NO (If"NO",requires Council approval 1 Attach copy of CC.)
Sourcing Method:
SMALL PROCUREMENT—Not exceeding$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 s$6,000. 0 "YES",the total amount of cumulative amendments 0"YES",the total amount of original contract and
❑If"NO",amount exceeding authority requires s 25%of original contract amount or$250,000 cumulative amendments s$100K for Goods&Services,s
Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$50K for Attorney Fees.
Communication. 0 If"NO",amount exceeding authority requires 0 If"NO",amount exceeding authority requires Council
❑ Exempt—Reason: - Council approval.Attach copy of Council approval.Attach copy of Council Communication.
PERSONAL SERVICES(Direct Appointment) Communication. 0 Exempt—Reason:
❑ "YES",cumulative amendments s$35,000 0 Exempt—Reason:
❑ If"NO",requires council approval.(Attach CC)
INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT
Goods&Services•>$5,000 and<$100,000 ❑ "YES",the total amount of cumulative amendments ID Written Findings:Document the nature of the
Personal Services•>$5,000 and<$75,000 s 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 s 25%of original contract amount ❑If"NO",amount exceeding authority requires I] Obtain direction and written approval from City
❑If"NO",amount exceeding authority requires , Council approval.Attach copy of Council Administrator
Council approval.Attach copy of Council Communication. 0 If applicable,attach copy of Council Communication
Communication. 0 Exempt—Reason: 0 Exempt—Reason:
❑ Exempt—Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ,
❑"YES",the total amount of original contract and cumulative amendments are 0 Renewal of Intergovernmental Agreement:Terms modified in accordance with initial
within the amount and terms initially approved by Council as a Special agreement OR cost will not be more than 25%greater than initial agreement.Renewal
Procurement. approved by City Attorney and department head affected by renewal and approved/signed
❑ If"NO",amount exceeding authority requires Council approval. by City Administrator.AMC 2.28.045(B)
Attach copy of Council Communication. 0 If"NO",Council approval is required.Attach copy of Council Communication
Project Number Account Number - Account Number o a 6 1 0 0- 6 0 2 4 0 0
*Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
Employee Signature. _J.Al. h 'JiA.. . ! e,,L.a, �,:.artment Head Signature•
,moi
•rth ' $5,000)
City Mana er: /1... -` /A '�
ntract and a dend gr ter than$35,000)
Funds appropriated for current fiscal year: �/ ND A (�Z, 1
Finance Director(Equal to or greater than$5,000) Date
Comments:
Form#10—Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4/23/2020
AMENDMENT NO. I
to
GOODS&SERVICES AGREEMENT
betWeen
THE CITY OF ASHLAND,
an.Oregon municipal corporation,
cie)
and
S3inagro West LLC,
a(corporation),
("ProWdey")
for
RENTAL OF CENTRIFUGE EQUIPMENT
RECITALS
A. The City and Provider previously entered into a Goods and Services Agreement effective
9/20/2022 (the"Agreement"),for the rental of centrifuge equipment.
B The City and Provider now wish to amend the Agreement to increase the amount of compensation
to be paid to Provider and extend the completion date.
AGREEMENT
NOW TIIEREFORE,jn consideration of the mutual benefits and obligations set fOrth
herein,the parties agree as follows:.
1. Amend Section 2 of the Agreement as follows,with strikeout wording deleted and
underscored wording added:
2.1 City shall payProvider the sum of $96,012.00 (ninety-six thousand twelve dollars)
$7.65004100 as provided herein as full compensation for the Work as specified in the
SUPPORTING DOCUMENTS.
2.2 In no event shall Provides total of all coitipensation and reimbursement under this
Agreement ,exceed. the sum of $$96,012.00 (ninety-six thousand twelve dollars)
$76500.07.00-withont the 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 maxithum.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.
2.. Amend the Completion Date as followS,with strikeout wording deleted and underscored
wording added:'
COlVfPLETION DATE: December 31,2022.February 28,2023
Page 1:Of 2: Amendment No.1 to Goods&:Services Agreement between the City of Ashland and! (> '. '1.1;>
3. This Amendment No. 1 is effective upon being signed by both parties.
4. acetaa speCifically modified by this Artiendirient No. 1,the terns and conditions of the.
Agreement remain in full force and effect.
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 the dates get forth below:
CITY OF ASHLAND,OREGON Spiagr e§t LLC /
• - /
" -
By: .,27, 1 aget By: / '
Printed Name: vaafzigtt 0,411_:( ,
Date: 12- --- Title: ,1)..-/pix-
Date: ./1 V,. 204
•
Page 2 of 2: Amendment No.1.to Ooods&Services Agreement between the City of Ashland and VO.W6'4755r
YOUR PARTNER FOR A CLEANER,
GREENER WORLD )
Proposal to Provide Equipment Delivery,Installation, Rental and"Operations
August 18`",2022
Chance Metcalf,PMP
Senior Project Manager
City of Ashland,Public Works
20 East Main Street,Ashland OR 97520
Dear Chance,
•
Synagro West,LLC,is pleased to present the following proposal for the mobilization,delivery,set
up,training and rental of one centrifuge and supporting equipment.Our proposal is as follows:
Rental of:
- One Flottweg Z5E Centrifuge
- Polymer provided by the City will be introduced into the sludge.feed line prior to entering
the centrifuge.
Sufficient pipe,hose and connections to tie into sludge feed and water supply lines.
o Filtrate return lines.
One to two filtrate return pumps.
- One cake discharge system to load into the City's trucks for disposal.Modification of the
cake discharge system may be required depending on the City's disposal equipment.
Synagro will also provide the following support services:
- Three days of setup and training on the use and the daily maintenance check of the
Centrifuge:Setup and Training are included in the MOB DEMOB cost.
Other specific conditions:
- Polymer is to be provided by City of Ashland,OR WWTP.
- Sludge feed line to be exposed and accessible by Synagro for tie-in.
- Transportation and Disposal is to be provided by City of Ashland,OR:
Synagro andrepresentatives will have access to plant restroom facilities while on site.
- City of Ashland to provide preventative maintenance on rented equipment as shown during
setup.
- All on-site personnel will be paid not less than the general prevailing rate-of wages as
determined by the local Department of Labor.
- Small forklift for the setup to be provided by the City of Ashland.
- If secondary containment is needed,please advise immediately.
Timing of operations:
- Once a PO is approved and received,Synagro will mobilize the equipment We would
expect to be onsite within 1 week of PO approval.Any opportunities to expedite the
equipment will be evaluated.
- This contract shall be for a minimum of 56.days of operations.Synagro acknowledges that
the total project duration may extend past the agreed upon minimum operating days.
YOUR PARTNER FOR A CLEANER, `�®l,
GREENER WORLD
- l
Pricing:Total pricing is to not exceed$$76,000 unless requested by the City of Ashland and
negotiated with Syiiagro.
Description Unit of Measure Units Unit Price
Mobilization-
Demobilization and Lump Sum 1 $13,043.00
installation of equipment
Monthly Rental of one Per Month(28 1 $20,012
Centrifuge(no labor) days)
Pipe,hoses,connections,
and fittings Lump Sum 1 $2,400.00
Daily Prorated Rate without Per Day TBD $800.00
labor
The pricing schedule above is an estimate based on the scope of work provided and excludes
additional costs for unforeseen conditions.Synagro will notify the City of Ashland promptly upon
encountering any changes in conditions and will obtain written approval prior to assessing any
charges over and above those listed.The above charges do not include state and local sales tax,if
applicable.Daily prorated rate will be charged if rental is called off before months end of the
monthly centrifuge rental.
The above proposal is nonbinding until such time that the City of Ashland and Synagro enter into a
mutually acceptable agreement and are subject to Synagro standard terms and conditions,a copy of
which is attached.
Very truly yours,
Saha t shenaara
Garrett Behrman
2
, . .
Memo
TO: Joseph L. Lessard, City Manager ' 1.2A.2 L3
FROM: Tami De Mille-Campos,Administrative Analyst
DATE: 1/18/2023
RE: City Manager Signature Needed for Synagro amendment
Background: In October 2022 we obtained a trailer mounted centrifuge to provide redundancy. This
item is coming to you for signature to extend the original PO for an additional 4 weeks due to the delay
in delivery of the new centrifuge unit that was previously approved by Council. .
Council Action: PO for new centrifuge purchase was approved by Council on 6/7/2022. At that time
Council was informed of a plan to continue operations with the existing centrifuges, one of those units
being in need of repair and the plan included an emergency plan should the need arise until the new unit
arrived.
Signatures Required:
1. Deputy City Manager as Interim Finance Director on Form 10
2. City Manager on Form 10
3. City Manager on page 2 of amendment
Other Relevant Information: Under the emergency procurement section of the code (2.50.090 (E)
the City Manager has the authority to approve an Emergency Procurement up to $100,000 for
Intermediate Procurements (see code below).
I 2.50.090Exemptions from Formal Competitive Selection Procedures .
_ n '
All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or
Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A1- 279C and the
Model Rules except for the following:
A. Contracts listed in ORS 279A.025(2).
CITY ASHLAND
20 Eastst Main Street Tel:541-488-6002
Ashland,Oregon 97520 Fax:541-488-5311 ,�
www.ashland.or.us TTY: 800-735-2900
rk
B. Purchases through federal programs as set forth in ORS 279A.180.
C. Public Improvement Contracts that qualify for exemption as set forth in 279C.335.
D. Small Procurements—a public contract not exceeding $5,000.
1. Small Procurements shall be awarded in accordance with ORS 279B.065, OAR 137-047-0800,
OAR 137-047-0265 and all other applicable provisions of law.
E. Interm,e;Vat. :am 'meats—a public co a time, for goods and sei,ices ;ireater t a o $.5,0000 and
less ITE $1U0T000
Insurance waived or reduced? No
Who to return to if different from sender?
Are all other signatures required collected? Yes
If no,please collect before sending them to the City Manager.
Are all attachments listed included?Yes
CITY ASHLAND
20 East Main Street Tel 541-488-6002
Ashland,Oregon 97520 Fax:541-488-5311
www.ashland.or.us TTY: 800-735-2900 ,�
