HomeMy WebLinkAbout2024-112 PO 20240400 Stoddard Power Systems, LLC
Purchase Order
Fiscal Year2024Page:1 of: 1
THISPO NUMBER MUSTAPPEAR ON ALL
INVOICES, AND SHIPPINGDOCUMENTS.
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City of Ashland
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ATTN:Accounts Payable
Purchase
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20 E. Main
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20240400
Order#
Ashland, OR 97520
Phone: 541/552-2010
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Email: payable@ashland.or.us
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S
C/O Electric Department
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STODDARD POWERSYSTEMS, LLC
90 NorthMountain Ave
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1056 GREENACRESRD
Ashland, OR 97520
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SUITE102-527
Email: cobi.glick@ashland.or.us
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OEUGENE, OR 97408Phone: 541/488-5357
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Fax: 541/552-2436
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Vendor Phone NumberVendor Fax NumberRequisition NumberDeliveryReference
20240233
DateOrderedVendor NumberFreight Method/TermsDepartment/Location
DateRequired
06/27/2024647406/21/2024Electric Department
Item#Description/PartNoQTYUOMUnit PriceExtended Price
Renewable Energy GrantEngineering Contract
1Engineering and Design ConsultingFees1.0EACH$45,000.00$45,000.00
Project Account:
2Load Analysis1.0EACH$3,840.00$3,840.00
Project Account:
3Siting, Excluding Property Acquisition1.0EACH$10,000.00$10,000.00
Project Account:
4Ensuring Code Compliance1.0EACH$5,000.00$5,000.00
Project Account:
5InterconnectionStudies1.0EACH$5,000.00$5,000.00
Project Account:
6Transmission Studies1.0EACH$0.00$0.00
Project Account:
7Others: Community outreach activities, program outlines,1.0EACH$30,000.00$30,000.00
stakeholder meetings and workshops.
Project Account:
***************GL SUMMARY ***************
111800 - 604100$98,840.00
By:Date:
AuthorizedSignature
PO Total$98,840.00
Personal Services Agreement
City
InformationConsultantInformation
City of AshlandFirm Name:Stoddard Power Systems, LLC
Attn:Thomas McBartlettContact:Martin Stoddard
90 N. Mountain
Ave.Address:1600 Valley River Dr. Suite 380
Ashland, Oregon
97520Eugene, OR 97401
Phone:(541) 552-2314Phone:(541) 228-9353
Email:Thomas.mcbartlett@ashland.or.usEmail:Martin.stoddard@stoddardpower.com
Contract
Summary
Procurement
Method:Direct Award
Completion
Date:December 31, 2024
Contract
Amount:$98,840
Ninety-EightThousand Eight Hundred Forty Dollars
Description of
Services:1MW Renewable Energy Consultation
Supporting
Documents:ODoEGrant ApplicationDated:02/15/2023
Dated:
Dated:
Dated:
This Personal Services Agreement (hereinafter “Agreement”) is entered into by and between the
City of Ashland, an Oregon municipal corporation (hereinafter "City") and the Consultant listed
under Consultant Information above,("hereinafter “Consultant”), for the services listed under
Description of Services and Supporting Documents as noted in the Contract Summary above.In
the event of conflict between provisions of the Supporting Documents, the Supporting Documents
shall be given precedence in the order listed above.
This Agreement, the Exhibits and theSupporting Documents shall be construed to be mutually
complementary and supplementary wherever possible. In the event of a conflict which cannot be
Page1of7 Personal Services Agreement Between the City of Ashland andStoddard Power
Systems, LLC
so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in
any of the exhibits or supporting documents. The Consultant's initials \[_____\] herein signify
acknowledgment and agreement to this provision, if applicable, or if not sign “N/A”.
Consultant’s services are collectively referred to in this Agreement as the “Work.”
Page 2 of 7 Personal Services Agreement Between the City of Ashland and Stoddard Power
Systems, LLC
NOW THEREFORE,in consideration of the mutual covenants contained herein, the City and
Consultant hereby agree as follows:
1. Effective Date and Duration: This Agreement shall become effective on the date of
execution on behalf of the City, as set forth below (the “Effective Date”), and unless sooner
terminated as specifically provided herein, shall terminate upon the City's affirmative
acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final
payment therefore, but not later than the Completion Date listed under the Contract
Summary in the table one page one of this agreement.
1.1. Time is of the essence. Time is of the essence for Consultant’s performance of each
and every obligation and duty under this Agreement. City, by written notice to Consultant
of default or breach, may at any time terminate the whole or any part of this Agreement if
Consultant fails to provide the Work called for by this Agreement within the time specified
herein or within any extension thereof.
2. Compensation: City shall pay Consultant the sum listed as the “Contract Amount” under the
Contract Summary on page one of this document as full compensation for Consultant's
performance of all Work under this Agreement. In no event shall Consultant's total of all
compensation and reimbursement under this Agreement exceed the Contract Amount without
the express, written approval from the appropriate Department Head or City Manager.
Payments shall be made within thirty (30) days of the date of receipt by the City of Consultant’s
invoice. Should this Agreement be terminated prior to completion of all Work, payments will
be made for any phase of the Work completed and accepted as of the date of termination.
3. Consultant Obligations:
3.1. Independent Contractor Status. Consultant is an independent contractor and not an
employee of the City for any purpose. Consultant shall have the complete responsibility
for the performance of this Agreement. Consultant shall provide workers' compensation
coverage as required in ORS Chapter 656 for all persons employed to perform Work
pursuant to this Agreement. Consultant is a subject employer that will comply with ORS
656.017.
3.2. Qualified Work. Consultant has represented, and by entering into this Agreement now
represents, that all personnel assigned to the Work to be performed under this Agreement
are fully qualified to perform the services to which they will be assigned in a skilled manner
and, if required to be registered, licensed, or bonded by the State of Oregon, are so
registered, licensed, or bonded.
3.3. Assignment. Consultant shall not assign this Agreement or subcontract any portion of
the Work without the written consent of City. Any attempted assignment or subcontract
without written consent of City shall be void. Consultant shall be fully responsible for
the acts or omissions of any assigns or subcontractors and of all persons employed by
them, and the approval by City of any assignment or subcontract of the Work shall not
create any contractual relation between the assignee or subcontractor and City.
Page 3 of 7 Personal Services Agreement Between the City of Ashland and Stoddard Power
Systems, LLC
3.4.Work Performance Obligation.Consultant shall, at its own risk, perform the Work
described in the Description of Services and in the Supporting Documents and, unless
otherwise specified in this Agreement, furnish all labor, equipment, and materials required
for the proper performance of such Work.
3.5. Certification. Consultant agrees to and shall sign the certification attached hereto as
“Exhibit C” and incorporated herein by this reference.
4. Insurance: Consultant shall, at its own expense, maintain the following insurance:
4.1. Worker’s Compensation. Worker’s Compensation insurance in compliance with ORS
656.017, which requires subject employers to provide Oregon workers’ compensation
coverage for all their subject workers.
4.2. Workers’ Compensation Exemption. If applicable, Consultant affirms and certifies that
it is exempt from providing Workers’ Compensation per ORS 656.027.
Exemption criteria: Enter criteria here or delete if not applicable
1502603135
Consultant initials if exempt: _________ Date: ___________
4.3. Professional Liability insurance with a combined single limit, or the equivalent, of not
less than $2,000,000 (two million dollars) per occurrence. This is to cover any damage
caused by error, omission or negligent acts related to the Work to be provided under this
Agreement.
4.4. 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, Death, and Property
Damage.
4.5. Automobile Liability insurance with a combined single limit, or the equivalent, of not
less than $1,000,000 (one million dollars) for each accident for Bodily Injury and Property
Damage, including coverage for owned, hired or non-owned vehicles, as applicable.
4.6. Notice of cancellation or change. There shall be no cancellation, material change,
reduction of limits or intent not to renew the insurance coverage(s) without thirty (30) days’
prior written notice from the Consultant or its insurer(s) to the City.
4.7. Additional Insured/Certificates of Insurance. Consultant shall name the City of
Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds
on any insurance policies, excluding Professional Liability and Workers’ Compensation,
required herein, but only with respect to Consultant’s services to be provided under this
Agreement. The consultant’s insurance is primary and non-contributory. As evidence of
the insurance coverages required by this Agreement, the Consultant shall furnish
acceptable insurance certificates prior to commencing the Work under this Agreement.
The certificate will specify all of the parties who are Additional Insureds. Insuring
Page 4 of 7 Personal Services Agreement Between the City of Ashland and Stoddard Power
Systems, LLC
companies or entities are subject to the City’s acceptance. If requested, complete copies
of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant
shall be financially responsible for all pertinent deductibles, self-insured retentions, and/or
self-insurance.
5. Termination:
5.1. Mutual Consent. This Agreement may be terminated at any time by the mutual consent
of both parties.
5.2. City's Convenience. This Agreement may be terminated by City at any time upon not
less than thirty (30) days’ prior written notice delivered by certified mail or in person.
5.3. For Cause. City may terminate or modify this Agreement, in whole or in part, effective
upon delivery of written notice to Consultant, or at such later date as may be established
by City under any of the following conditions:
If City funding from federal, state, county or other sources is not obtained and
continued at levels sufficient to allow for the purchase of the indicated quantity
of services; or
If federal or state regulations or guidelines are modified, changed, or interpreted
in such a way that the services are no longer allowable or appropriate for
purchase under this Agreement or are no longer eligible for the funding
proposed for payments authorized by this Agreement; or
If any license or certificate required by law or regulation to be held by Consultant
to provide the services required by this Agreement is for any reason denied,
revoked, suspended, or not renewed.
5.4. For Default or Breach. Either City or Consultant may terminate this Agreement in the
event of a breach of the Agreement by the other. Prior to such termination the party
seeking termination shall give to the other party written notice of the breach and its intent
to terminate. If the party committing the breach has not entirely cured the breach within
fifteen (15) days of the date of the notice, or within such other period as the party giving
the notice may authorize in writing, then the Agreement may be terminated at any time
thereafter by a written notice of termination by the party giving notice.
5.4.1. Default: The Consultant shall be in default of this Agreement if Consultant:
commits any material breach or default of any covenant, warranty, certification, or
obligation under the Agreement; institutes an action for relief in bankruptcy or has
instituted against it an action for insolvency; makes a general assignment for the
benefit of creditors; or ceases doing business on a regular basis of the type
identified in its obligations under the Agreement; or attempts to assign rights in, or
delegate duties under, this Agreement.
Page 5 of 7 Personal Services Agreement Between the City of Ashland and Stoddard Power
Systems, LLC
5.5.Obligation/Liability of Parties.Termination or modification of this Agreement pursuant
to subsections 2.1, 2.2, or 2.3 above shall be without prejudice to any obligations or
liabilities of either party already accrued prior to such termination or modification.
However, upon receiving a notice of termination (regardless of whether such notice is
given pursuant to subsection 2.1, 2.2, 2.3, or 2.4 of this section, Consultant shall
immediately cease all activities under this Agreement, unless expressly directed
otherwise by City in the notice of termination. Further, upon termination, Consultant shall
deliver to City all documents, information, works-in-progress and other property that are
or would be deliverables had the Agreement been completed. City shall pay Consultant
for Work performed prior to the termination date if such Work was performed in
accordance with this Agreement.
5.6. The rights and remedies of City provided in this subsection are not exclusive and are in
addition to any other rights and remedies provided by law or under this Agreement.
6. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold City, its
officers, employees, and agents harmless from any and all losses, claims, actions, costs,
expenses, judgments, or other damages resulting from injury to any person (including injury
resulting in death), or damage (including loss or destruction) to property, of whatsoever
nature arising out of or incident to the performance of this Agreement by Consultant
(including but not limited to, Consultant's employees, agents, and others designated by
Consultant to perform Work or services attendant to this Agreement). However, Consultant
shall not be held responsible for any losses, expenses, claims, costs, judgments, or other
damages, caused solely by the gross negligence of City.
7. Consultant’s Compliance with Tax Laws: Consultant represents and warrants to the City
that: Consultant shall comply with all Oregon tax laws, including but not limited to ORS
305.620, ORS 305.380(4), and ORS Chapters 316, 317, 318, in addition to any rules,
regulations, charter provisions, or ordinances that implement or enforce any of the foregoing
tax laws or provisions and any tax provisions imposed by a political subdivisions of the State
of Oregon.
8. Living Wage Requirements: If the amount of this Agreement is $25,335.05 or more,
Consultant 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. Consultant is also required to post the notice attached hereto as “Exhibit B”
predominantly in areas where it will be seen by all employees.
9. 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, by mailing using registered or certified United States
mail, return receipt requested, postage prepaid, or by electronically confirmed at the
addresses set forth on page one of this agreement with a copy to:
Page 6 of 7 Personal Services Agreement Between the City of Ashland and Stoddard Power
Systems, LLC
City of Ashland –Legal Department
20 E. Main Street
Ashland, Oregon 97520
Phone: (541) 488-5350
10. General Provisions:
10.1. Ownership of Work/Documents: All Work, work product, or other documents
produced in furtherance of this Agreement belong to the City, and any copyright, patent,
trademark proprietary or any other protected intellectual property right shall vest in and is
hereby assigned to the City.
10.2. Non-appropriations Clause - Funds Available and Authorized: City has
sufficient funds currently available and authorized for expenditure to finance the costs of
this Agreement within the City’s fiscal year budget. Consultant understands and agrees
that City’s payment of amounts under this Agreement attributable to Work performed
after the last day of the current fiscal year is contingent on City appropriations, or other
expenditure authority sufficient to allow City in the exercise of its reasonable
administrative discretion, to continue to make payments under this Agreement. In the
event City has insufficient appropriations, limitations or other expenditure authority, City
may terminate this Agreement without penalty or liability to City, effective upon the
delivery of written notice to Consultant, with no further liability to Consultant.
10.3. Statutory Requirements: The following laws of the State of Oregon are hereby
incorporated by reference into this Agreement: ORS 279B.220, 279B.230 and
279B.235.
10.4. Nondiscrimination: Consultant 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 any Work under this
Agreement when employed by Consultant. Consultant agrees to comply with all
applicable requirements of federal and state civil rights and rehabilitation statutes, rules
and regulations. Further, Consultant 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.
10.5. Governing Law: 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
Page 7 of 7 Personal Services Agreement Between the City of Ashland and Stoddard Power
Systems, LLC
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.
11. Merger: This agreement and the attached exhibits constitute the entire understanding and
agreement between the parties. No waiver, consent, modification or change of terms of this
agreement shall bind either party unless in writing and signed by both parties. Such waiver,
consent, modification or change, if made, shall be effective only in the specific instance and
for the specific purpose given. There are no understandings, agreements, or representations,
oral or written, not specified herein regarding this agreement. Consultant, by signature of its
authorized representative, hereby acknowledges that he/she has read this agreement,
understands it, and agrees to be bound by its terms and conditions.
Page 8 of 7 Personal Services Agreement Between the City of Ashland and Stoddard Power
Systems, LLC
WITNESS WHEREOF, the parties have executed this Agreement in their respective names by
their duly authorized representatives as of the dates indicated below. This Agreement may be
executed in two counterparts, each of which shall be deemed an original, with equal force and
effect as if executed in a single document.
City of Ashland: Stoddard Power Systems, LLC (Consultant):
By: ___________________________________ By:
_______________________________
Thomas McBartlett, Director of Electric
Signature
1502703135
____________________________________
Nbsujo!Tupeebse
________________________________
Date
Printed Name
Qsftjefou
________________________________
Title
Purchase Order No.
1502603135
_______________________ _________________________________
Date
(W-9 is to be submitted with this signed Agreement)
APPROVED AS TO FORM:
____________________________________
City Attorney
____________________________________
Date
Page 9 of 7 Personal Services Agreement Between the City of Ashland and Stoddard Power
Systems, LLC
EXHIBIT B
Page 1 of 1: Exhibit B
Exhibit C
Certifications/Representations: Consultant, by and through its authorized
representative, under penalty of perjury, certifies that (a) the number shown on the attached W-9
form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Consultant is
not subject to backup withholding because: (i) it is exempt from backup withholding, or (ii) it has
not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as
a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no
longer subject to backup withholding. Consultant further represents and warrants to City that: (a)
it has the power and authority to enter into this Agreement and perform the Work, (b) the
Agreement, when executed and delivered, shall be a valid and binding obligation of Consultant
enforceable in accordance with its terms, (c) the work under the Agreement shall be performed in
accordance with the highest professional standards, and (d) Consultant is qualified, professionally
competent, and duly licensed (if applicable) to perform the Work. Consultant also certifies under
penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent
contractor as defined in the Agreement, it is authorized to do business in the State of Oregon,
and Consultant has checked four or more of the following criteria that apply to its business.
______ (1) Consultant carries out the work or services at a location separate from a private
residence or is in a specific portion of a private residence, set aside as the location of
the business.
______ (2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
______ (3) Telephone listing is used for the business separate from the personal residence
listing.
______ (4) Labor or services are performed only pursuant to written contracts.
______ (5) Labor or services are performed for two or more different persons within a period
of one year.
______ (6) Consultant assumes financial responsibility for defective workmanship or for
service not provided as evidenced by the ownership of performance bonds,
warranties, errors and omission (professional liability) insurance or liability insurance
relating to the Work or services to be provided.
___________________________________
Consultant’s signature
1502603135
___________________________________
Date
Page 1 of 1: Exhibit C
ODOE GRANT APPLICATION
Community Renewable Energy Grant Program (#22-016)
Prepared By:
Electrical Department,
City of Ashland, Oregon
Date: February 15, 2023
Table of Contents
1PURPOSE ................................................................................................ ERROR! BOOKMARK NOT DEFINED.
2ELIGIBILITY ................................................................................................................................................. 1
3PROJECT PARTNER ..................................................................................................................................... 1
4CONSULTANT/CONTRACTOR ...................................................................................................................... 1
5STAKEHOLDER CONSULTATION .................................................................................................................. 2
6PROJECT DESCRIPTION ............................................................................................................................... 2
7PROJECT PLAN ........................................................................................................................................... 2
8COMMUNITY BENEFITS AND EQUITY CONSIDERATION ............................................................................... 2
9FINANCES .................................................................................................................................................. 2
10 DOCUMENT CHECKLIST .............................................................................................................................. 3
PAGE i of TOC
1 PURPOSE & ELIGIBILITY
The City of Ashland (the City) is located in Jackson County, Southwest Oregon, and has an approximate
population of 22,000. The City provides all City utilities, including electric service. The City’s Electric
Department is one of the older municipal electric utilities operating in the State of Oregon and offers power
to customers within its service territory.
Ashland has a quality solar resource and the City is considering adding a 1 MW PV array to the existing
electric network. This will provide an increased renewable energy portfolio to the community and other
operational benefits as an alternate backup source and an approach for peak reduction/shaving. This fits in
the Oregon Department of Energy (ODOE) Community Renewable Energy Grant Program. The City desires to
apply available grant funds to plan and evaluate this renewable energy project.
Applicant:
City of Ashland, Electric Department
90 N Mountain Ave
Ashland, Oregon 97520
Phone: (541) 488-5357
Fax: (541) 552-2436
Authorized Representative:
Thomas McBartlett
Director of Electric
City of Ashland
Email: mcbartlettt@ashland.or.us
Phone: 541.552.2314
2 PROJECT PARTNER
The City’s Electric Department does not have an engineering team, and the engineering service was
contracted out to engineering firms under a 5-year contract. The planning of this 1 MW solar energy addition
and integration will be a collaborative effort between the City’s Electric Department and Stoddard Power
Systems, which is the current on-call engineering service provider.
Stoddard Power Systems, LLC (SPS) is a Veteran Owned Small Business located in Eugene, Oregon. SPS is an
engineering consulting firm serving power generation, utility, industrial, and heavy commercial customers
throughout the United States. The staff engineers at SPS are a group of professional engineers (licensed in
Oregon, Washington, Alaska, California, Florida, Idaho, Montana, New Mexico, and Texas) and power systems
experts with many decades of experience. SPS offers a variety of electrical engineering services including
power system design, electrical analysis and studies, troubleshooting, failure analysis, controls, and more.
The SPS team is proficient in all elements of utility engineering services including substation design,
distribution design (overhead and underground), transmission design, protective relaying, planning studies,
power factor correction, interconnect studies, power systems analysis, and SCADA design and integration.
Contact Information:
Martin Stoddard, P.E.
President, Stoddard Power Systems
1600 Valley River Drive, Suite 380
Eugene, Oregon 97408
Email: martin.stoddard@stoddardpower.com
Phone: 541.250.5646
3 CONSULTANT/CONTRACTOR
The majority of the planning project will be coordinated between the City and SPS. However, some additional
PAGE 1 of 3
consultation may be desired including technical discussions with various equipment suppliers and site
planning and review with civil engineers or geotechnical engineers. We do not anticipate using any other
significant consultant or contractor during the planning phase of this renewable energy project.
4 STAKEHOLDER CONSULTATION
This application is a direct result of coordinated efforts between the City and the City’s electric utility
department. Additional public discussion is anticipated as initial site locations are identified and feasibility
analysis is completed. The City’s electric utility department will be the lead organization in the planning of the
project.
5 PROJECT DESCRIPTION
The goal of the project is a 1 MW PV power system located within City limits and connected to City owned
and operated electric distribution systems. The City owns a number of locations that may be suitable for the
system and each will be explored during the project development.
6 PROJECT PLAN
The project team will consist of a technical lead engineer from the electrical engineering consulting firm, an
electric department representative responsible for planning integration and operation of the system, and a
representative from the City Planning Department assisting with siting options, permitting, and public
engagement.
The approximate milestone schedule for the project can be summarized as follows:
0-4 weeks – Project kickoff. Project team formation and start of project activites
4-8 weeks – Site visits to evaluate locations, stakeholder meetings, technical exploration
8-12 weeks – Development of preliminary conceptual design to include site plan, electrical requirements,
system impacts, and preliminary operation and maintenance plan. Develop cost estimates for site
construction and detail engineering and construction sequence. Outline an incentive program to encourage
business participation in receiving a portion of the solar generation output.
12-16 weeks – Develop project report outlining recommendations and cost estimates. Present project plan at
public city council meeting. Solicit feedback from all stakeholders. The project report will include an outline of
how the project output will be utilized partially to directly benefit low income members of the community
and incentives for businesses to participate in receiving output from the project.
16-20 weeks – Update project report incorporating comments and feedback. Issue final report with
recommendations for project execution. The conceptual design and cost estimate of the final report will be
the basis for project grant application.
7 COMMUNITY BENEFITS AND EQUITY CONSIDERATION
The City is committed to the development and utilization of sustainable resources for the benefit of current
and future generations. The system planning will focus on maximizing benefit to the community and will be
reviewed for impacts on lower-income residents to ensure they are not negatively impacted by the initiatives.
Additionally, it is the City’s intention that a portion of the project output will be dedicated to the City’s
existing low income assistance program. All power generated by the solar project will be connected to City
owned distribution equipment and will be utilized for the benefit of the community.
8 FINANCES
We anticipate that the total cost of the project will be ~$98,840 and are requesting a grant for this amount.
This cost estimate does not include all labor and time required of City personnel that will also be required to
support the project. The cost can be estimated as follows:
PAGE 2 of 3
Engineering and Design Consulting Fees $45,000
Load Analysis $3,840
Siting, Excluding Property Acquisition $10,000
Ensuring Code Compliance $5,000
Interconnection Studies$5,000
Transmission Studies $0
Others: Community outreach activities $30,000
Program Outlines
Stakeholder Meetings and Workshops
Total $98,840
The City has not received and is not applying for any additional grants associated with this project.
9 DOCUMENT CHECKLIST
Written authorization from the applicant’s governing body allowing submission of the application. –
See attached minutes from City Council Meeting authorizing this application.
For any partner that is a public body, written authorization from the partner’s governing body
allowing submission of the application. N/A
For any partner that is a private business, documentation that the partner owns a business site that
is located in Oregon. N/A
For any partner that is an owner of rental property, documentation that the partner owns rental
property that is located in Oregon. N/A
PAGE 3 of 3
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From:Thomas McBartlett III
To:Sabrina Cotta
Cc:Justin Biskeborn; Cobi Glick
Subject:RE: Stoddard contract
Date:Tuesday, June 18, 2024 10:05:49 AM
Attachments:image001.png
Thank you!
Regards,
Tom McBartlett, Director of Electric
City of Ashland
Email: thomas.mcbartlett@ashlandoregon.gov
Phone: 541.552.2314
This email transmission is official business of the City of Ashland, and it is subject to Oregon
Public Records Law for disclosure and retention. If you have received this message in error,
please contact me at (541) 552-2314. Thank you.
From: Sabrina Cotta <sabrina.cotta@ashland.or.us>
Sent: Tuesday, June 18, 2024 10:05 AM
To: Thomas McBartlett III <thomas.mcbartlett@ashland.or.us>
Cc: Justin Biskeborn <justin.biskeborn@ashland.or.us>; Cobi Glick <cobi.glick@ashland.or.us>
Subject: RE: Stoddard contract
Hello,
This is approved.
Thanks,
Sabrina Cotta, Interim City Manager/Deputy City Manager
She/her/hers
City of Ashland
City Manager’s Office
20 East Main Street, Ashland, OR 97520
541.552.2106|TTY 800.735.2900|541.488.5311 fax
This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records Law
for disclosure and retention. If you have received this message in error, please contact me at (541) 552-2106.
Thank you.
From: Thomas McBartlett III <thomas.mcbartlett@ashland.or.us>
Sent: Tuesday, June 18, 2024 10:04 AM
To: Sabrina Cotta <sabrina.cotta@ashland.or.us>
Cc: Justin Biskeborn <justin.biskeborn@ashland.or.us>; Cobi Glick <cobi.glick@ashland.or.us>
Subject: Stoddard contract
Good morning Sabrina
Can you please send Justin a note letting him know that you approve the direct award of the
Stoddard contract for the solar planning grant. Thank you.
Regards,
Tom McBartlett, Director of Electric
City of Ashland
Email: thomas.mcbartlett@ashlandoregon.gov
Phone: 541.552.2314
This email transmission is official business of the City of Ashland, and it is subject to Oregon
Public Records Law for disclosure and retention. If you have received this message in error,
please contact me at (541) 552-2314. Thank you.