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Home My WebLink About2011-015 Contract - Hughes Fire Equipment . " . ' CITY OF ASHLAND CONTRACT FOR PURCHASE OF EQUIPMENT CONTRACT Contract made this 27th day of December ,2010, between the City of Ashland ("City") and Huqhes Fire Equipment \,..<-. ("Contractor"). . City and Contractor agree: 1. Contract Documents: This contract is made as a result of an Invitation to Bid issued by City entitled "INVITATION TO BID" for a TYPE 1 - AMBULANCE, Bid No. #2010-103, Contractor was awarded the bid as the lowest responsible bidder on December 27,2010 . The contract documents are comprised of the Invitation to Bid and all included attachments, which are hereby incorporated by this reference, and the Contractor's Bid, which is also incorporated by this reference. In the event of a conflict between this contract and the Invitation to Bid, the terms of this contract govern. In the event of a conflict between the Invitation to Bid and the Bid, the Invitation to Bid shall take precedence over the Bid. 2. Scope: Contractor shall produce and deliver the equipment described in the contract documents within the time prescribed in the contract documents. The fOllowing exceptions, alter- ations or modifications to the contract documents are incorporated into this contract: 2.1. Modification to SpeCifications for Equipment: The Ward Diesel Filter System costing an additional $10,463.00 is being deletedldeducted from the initial bid of $217,997.00, which makes the final bid price $207,534.00, per emails dated 11/01/2010 and 12/16/2010 and attached as Exhibit A. 2.2. Modification to the Bid: Payment will be made upon acceptance of the vehicle provided the vehicle meets the specifications and only minor adjustments as determined by the City are required as agreed upon in ExhibitA. 3. Price and Payment: City shall pay Contractor the sum of $207.534.00 for the new equipment. Delivery shall be FOB Ashland within 180 days after receipt of order. CORPORATE OFFICER BY ""'-~~~ Sig ~ 'Ke.).. \-\~e.s Pr t Name Title: vre... S', d.e...n-\- CITY OF ASHLAND BY ~ I{~ n Karns Ire Chief Legal epartment BY Fed ID# C\~ -OCtlc2L\DL\ Date Coding 7~tJ81,%JtJ7tJd&-&<!) Purchase Order 0 f' f' <P .:z-.. (for city use only) Page 36 of 36 - ITB, GEN COND, SPECIFICATIONS, SPECIAL PROVISIONS, BID FORM, CONTRACT' .;..: , G-u;Ih?/1 Kari Olson From: Sent: To: Subject: John Karns [karnsj@ashland.or.us] Friday, December 17,20101:30 PM olsonk@Zimbra.ashland.or.us Fwd: RE: Modified proposal price for ITB FYI John Karns, Fire Chief Ashland Fire & Rescue 455 Siskiyou Boulevard, Ashland, OR 97520 Phone 541-482-2770 Fax 541-488-5318 TTY 800-735-2900 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) 482-2770 >>> "Sheri Taylor" <stavlor(@hughesfire.com> 12/16/2010 7:20 AM >>> Chief, In an effort to keep the ball rolling forward on this project we are willing to accept those terms. We look forward to a successful Council meeting. Please let me know 'if you'have any other questions. Thanks! Sheri Taylor I 5ales Manager Hughes Fire Equipment, Inc. I www.hughesfire.com 910 Shelley Street I Springfield, OR 97477 I Phone: 541.747.0072 I Fax: 541.747.0073 I Email: stavlor(@hughesfire.com P Please consider the environment before printing this e-mail This message is intended solely for the use of the individual and entity to whom it is addressed, and may contain information that is privileged, confidential and exempt from disclosure under applicable state and federal laws. If you are not the addressee, or are not authorized to receive for the intended addressee, you are hereby notified that you may not use, copy, distribute or disclose to anyone any portion of this message or the information contained herein. If you have received this message in error, please immediately advise the sender by reply email and destroy the message. -----Original Message----- From: John Karns [mailto:karnsj@ashland.or.us] Sent: Wednesday, December 15, 2010 5:02 PM To: Sheri Taylor Subject: Re: Modified proposal price for ITB Sheri, I just got out of a being one of them. rather lengthy meeting concerning some purchasing issues, the ambulance Here is what the City is willing to do to proceed with the purchase. We 1 - can have a check' immediately ready when the ambulance arrives in Ashland, assuming it reasonably meets the specs and only minor adjustments are all that is left. We won't be exercising the drive-out discount. We're willing to pay the $217,997.00 per the original bid, minus the $10,463.00 for elimination of the Ward (Erik's email of 11/1/2010). This yields a total cost of $207,534.00. This is what's on our Council communication that was created on Monday. If this is acceptable to you please let me know ASAP. We need to submit the Council packet tomorrow morning early. The Council meeting is the 21st. I understand either way this goes. FYI, for future bid's the current City staff will want a FOB Ashland proposal. Thanks for your help on this. John Karns, Fire Chief Ashland Fire & Rescue 455 Siskiyou Boulevard, Ashland, OR 97520 Phone 541-482-2770 Fax 541-488-5318 TTY 800-735-2900 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) 482-2770 >>> "Sheri Taylor" <stavlor(alhughesfire.com> 12/15/2010 9:38 AM >>> Chief Karns, Per your voice mail request attached is a modified price page for the proposal we submitted October 26, 2010 in response to ITB 2010-103. Please contact me if you have any questions or need any additional information. We look forward to a successful Council meeting next week! Thanks! Sheri Taylor I Sales Manager Hughes Fire Equipment, Inc. I <htto://www.hughesfire.com/> www.hughesfire.com 910 Shelley Street I Springfield, OR 97477 I Phone: 541.747.0072 I Fax: 541.747.0073 I Email: <mailto:stavlor(alhughesfire.com>stavlor(alhughesfire.com . <htto://www.hughesfire.com/> HFE <http://www.facebook.com/pages/edit/?id=118400961520478&sk=basic#!/pages/5pr 2 ingfield-OR/Hugh~s-Fire-Equipment-Inc/118400961520478> facebook_emai12 P Please consider the environment before printing this e-mail This message is intended solely for the use of the individual and entity to whom it is addressed, and may contain information that is privileged, confidential and exempt from disclosure under applicable state and federal laws. If you are not the addressee, or are not authorized to receive for the intended addressee, you are hereby notified that you may not use, copy, distribute or disclose to anyone any portion of this message or the information contained herein. If you have received this message in error, please immediately advise the sender by reply email and destroy the message. 3 . " Kari Olson From: Sent: To: Subject: John Karns [karnsj@ashland.or.us] Tuesday, December 14, 2010 2:00 PM olsonk@zimbra.ashland.or.us Fwd: Life Line Ambulance Options KariJ Here is the adjustments from Hughes. The only one we're taking advantage of is the Ward for $10,463.00. Let'me check with them regarding the payment. John Karns, Fire Chief Ashland Fire & Rescue 455 Siskiyou Boulevard, Ashland, OR 97520 Phone 541-482-2770 Fax 541-488-5318 TTY 800-735-2900 This email transmission is official business of the City Oregon Public Records Law for disclosure and retention. error, please contact me at (541) 482-2770 of Ashland, If you have and it is subject to received this message in >>> "Erik Franks" <efranks(ii)hughesfire.com> 11/1/2010 9:14 PM >>> Chief Karns After speaking with Dave Cole at Life Line, I understand you are looking for options to help rim the price of the ambulance bid we sent last week. Here are a few suggestions for reducing the overall price: Change the inverter to a (Vanner 20-1050 CUL 1000W Inverter With Display Includes 55 Amp Battery Charger) $2,367 Savings o Switch from LED Rope Lighting to (Standar.d 3" Round Super-LED Surface Mounted Compartment Lights) Savings $1,136 Eliminate the Engine Block Heater: Savings $400 Eliminate the As-Built Wiring Diagrams: $400 1 .' Eliminate the C.P.I. Single Recessed Light Housings: Savings $636 /-----~.., . , '- Eliminate the Ward No-Smokes: Make the travel arrangements for the final inspection trip yourself: Savings $1,366 Have someone from your department drive the new ambulance back from Iowa to Oregon: Savings $3,666 I hope these suggestions are helpful. If you have any questions or concerns, or if you would like to speak in-person, please don't hesitate to call or e-mail me at your convenience. Thank you, Erik Franksl Sales Representative Hughes Fire Equipment, Inc. I <httD://Www.hughesfire.com/> www.hughesfire.com 916 Shelley Street I Springfield, OR 97477 Phone: 541.747.6672 I Fax: 541.747.6673 I Cell: 541-255-9858 Email: <mailto:efranks~hughesfire.com>efranks~hughesfire.com <httD://www.hughesfire.com/> HFE <http://www.facebook.com/pages/edit/?id=118466961526478&sk=basic#!/pages/Spr ingfield-OR/Hughes-Fire-Equipment-Inc/118466961526478> facebook_email2 This message is intended solely for the use of the individual and entity to whom it is addressed, and may contain information that is privileged, confidential and exempt from disclosure under applicable state and federal laws. If you are not the addressee, or are not authorized to receive for the intended addressee, you are hereby notified that you may not use, copy, distribute or disclose to anyone any portion of this message or the information contained herein. If you have received this message in error, please immediately advise the sender by reply email and destroy the message. 2 ~.w~ .,-~ ; CITY OF CITY RECORD ASHLAND Page 1/1 :;:S,j;,S..~'"8ATBt!-;~rZ:tt,J ':(~:.tiF?01NOMBER~Jftt1: 20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 / 1/24/2011 09992 VENDOR: 000534 HUGHES FIRE EQUIPMENT, INC 910 SHELLEY STREET SPRINGFIELD, OR 97477 SHIP TO: Ashland Fire Department (541) 482-2770 I 455 SISKIYOU BLVD ASHLAND, OR 97520 FOB Point: Terms: Net 30 days Req. Del. Date: Speciallnst: Req. No.: Dept.: Contact: John Karns Confirming? No ~'i:iirailii~!Illi l\1!u:=;li,l~ ~~~.',)J;'''I!i!-lli.M}:'''N.''''''V~~'r'\''lll'~'''''''''"""<"''';'''''' '~~"1'jj"i~.' ~'Wi!':'E- ~p. 'COJ,.>I~ '", ---~~..' " . ,'If.' .,,' ,..F'..,..,." ;;;g::!.,(";~,,,,;:':f-,tl escr On.i,,*"'''''''''>l-''t-, ,'"r ,-- '1:,'{:I;'~_",:_ ("-.L.'!" .;b~,,' 01, ,r ce:,~ii"l.J ;;Il.:i~ xt. .rlce, ~k 1.00 Each Invitation to Bid #2010-103 207,534.00 207,534.00 Type 1 - Ambulance - Per the attached contract - Note two modifications: 1. The Ward Diesel filter system costing an additional $10,463.00 is being deletedldeducted from the initial bid of $217,997.00, which makes the final bid price $207,534.00, per emails dated 11/01/2010 and 12/16/2010 and attached to the contract as Exhibit A. 2. Paymen,t will be made upon acceptance of the vehicle provided the vehicle meets the specifications and only minor adjustments as determined by the City are required as agreed upon in Exhibit A of the attached contract. SUBTOTAL '207534.00 lILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 207,534.00 ASHLAND, OR 97520 II1'Accouni!Nliinli8r1lll KlliSiP'rOject'NUniwaml ___A"l11ounl~ ~Account1rii'UmDe~.tll ~~'llip';ojOc1(Numtier_ _AJiioun l~ :: 730.08.10.00.70300 207 534.00 f/L ~$ . e. _ LyA..,I/ AU~rized Signature VENDOR COpy I FO~#3 I CITY OF ASHLAND A request for a Purchase Order REQUISITION p.~::!11:.;1) Date of request: Required date for delivery: , A~' :-: ," ,.::. !.;. ,. ',.',.",'" ',"I"', Vendor Name Address, City, State, Zip Contact Name & Telephone Number Fax Number c/1'l-G.A...tL d!--~ "r~A. '" ""'~/..!' &/'2 "p l,;j -5" 'f / /1 q. 7 ~ PC 7;;L r""-;0 ?"<I-/ 7"'7 .-&~ 73 /l 77 SOLICITATION PROCESS D ExemDt from Competitive Blddina Reason for exemption: nvitation to Bid (Copies on fit ) Date approved by Council: "r:z.:;2./ /6> Sole Source Written findings attached Quote or Proposal attached D Emeroencv D Written findings attached D Quote or Proposal attached CooDerative Procurement D State of Oregon Contract # D State of Washington Contract # D Other government agency contract Agency Contract # D intergovernmental Agreement Agency Contract # Date approved by Council: Total Cost D Small Procurement Less than $5.000 Note: Total contract amount, including any amendments may not exceed $6,000 Intermediate Procurement D GOODS & SERVICES D $5.000 to $100.000 D D (3) Written quotes attached PERSONAL SERVICES D SDeciai Procurement $5.000 to $75.000 D Written findings attached D Less than $35,000, by direct appointment D Quote or Proposal attached D 3 Written ro osals attached Oate a roved b Council: I D.~~~ ~~~~.'.;' ~ ~ c.. - << . /~a-::2-& / ~ - /03 Unit Description of MATERIALS D Reauest for Proposal (Copies on file) Date approved by Council: ..... I ~;.: ~~"::":, ~~~. Item # Quantity Unit Price Total Cost ~ached~ ~,p--n "f-v~y- Project Number ______ - ___ Account Number?" f!- ~_ $_ ~ >?J!.Z?~ 4:?-~.'eJ:dlmt Number .. .. .. .. --- -- -- -- ------ Account Number ___ - __' __' __ - ______ Account Number ___ - __ - __ - __ - ______ 'Expenditure must be charged to the appropriate account numbers for the "nancia/s to reflect the ectual expendftures accurete/y. Affach ex/re pages if needed. By signing this requisition form, I certify that the informetion provided ebove meets the City's public contrecling requirements, end the documentetion can be provided upon request. Jl Employee Signature: Department Head Signature: -{ ~ Additional signatures (if applicable): ~~// ( Date Funds appropriated for current fiscal year: .tf!J! NO ,d2W<~~ "-~_ Finance Director Comments: G: FinancelProoodurelAPlForrnslFonn #3 - Requ~ition.doc Updated on: 1/24/2011