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HomeMy WebLinkAbout2011-275 Contract - Specialty Engineering Contract for Goods and Services CITY OF CONTRACTOR: Specialty Engineering ASHLAND CONTACT: Doug Rotella, Senior Engineer 20 East Main Street Ashland, Oregon 97520 Telephone: 541/488-6002 2 ADDRESS: PO Box 5828, Vancouver,WA 98668 Fax: 5411488-5311 TELEPHONE: 360-693-0588 DATE AGREEMENT PREPARED:October4 2011 FAX: 360-693-0592 BEGINNING DATE: October5,2011 COMPLETION DATE: October 21,2011 COMPENSATION: The cost to perform the scope of work outlined in the proposal attached as Exhibit C is based on Time and Materials Not to Exceed &M NTE amount of$29,489.00. An additional 10%will be added to all parts, GOODS AND SERVICES TO BE PROVIDED: SEI to perform emergency repairs,testing,inspections,and furnish and install the required parts on SEI purchase order attached as Exhibit D,along with a pressure relief device from Qualitrol for the following equipment:(1 Each)Siemens,Type SFR,Three Phase,2000kVA OA @ 13200-Volts,875 Amps,2666-kVA FA @ 13200-V, 1166- Amps,32—5/8%Steps.Serial Number:02337-1 outlined In the proposal attached as Exhibit C. ADDITIONAL TERMS: NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE as follows: 1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified, furnish all labor,equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon,are so registered, licensed and bonded. Contractor must also maintain a current City business license. 3. .Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later than the date indicated above and start performing the work under this contract by the beginning date indicated . above and complete the work by the completion date indicated above. 4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to dale of termination. Compensation under this contract, including all costs and expenses of Contractor, is limited to$25,000.00, unless a separate written contract is entered into by the City. 5. Ownership of Documents:All documents prepared by Contractor pursuant to this contract shall be the property of City. 6. Statutory Requirements: ORS 2798.220, 2798.225, 2798.230, 279B.235, ORS Chapter 244 and ORS 670.600 are made part of this contract. 7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract is$18,890 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor who performs 50%or more of the work under this contract. Contractor is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 8. Indemnification: Contractor agrees to defend,.indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions,costs, expenses,judgments, subrogations, or other damages resulting from injury to any person(including injury resulting in death),or damage(including loss or destruction)to property, of whatsoever nature arising out of or Incident to the performance of this contract by Contractor(including but not limited to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this contract). Contractor shall not be held responsible for any losses, expenses,claims, subrogations, actions,costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 9. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at anytime by City upon 30 days'notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Contractor,or at such later date as may be established by City under any of the following Contract for Goods and Services,Revised 06/30/2011, Page 1 of 5 conditions: i. 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; H. 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 contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Contractor to provide the services required by this contract is for any reason denied, revoked, suspended,or not renewed. d. For Default or Breach. i. Either City or Contractor may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the nolice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. IL Time is of the essence for Contractor's performance of each and every obligation and duty under this contract. City by written notice to Contractor of default or breach, may at any time terminate the whole or any part of this contract if Contractor fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d)are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c 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 whether such notice is given pursuant to subsections a, b,c or d of this section, Contractor shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Contractor shall deliver to City all contract documents, information,works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract. 10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. 11. Non-discrimination Certification:The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises In obtaining any required subcontracts. Contractor further certifies that It shall not discriminate in the award of such subcontracts, if any. The Contractor understands and acknowledges that it may be disqualified from bidding on this contract,including but not limited to City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any requirement of ORS 279A.110 or the administrative rules implementing the Statute. 12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 13. Assignment and Subcontracts: Contractor shall not assign this contract 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. Contractor 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 shall not create any contractual relation between the assignee or subcontractor and City. 14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. 15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of any covenant,warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a QRF if Contractor has qualified as a QRF for this 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 Contract;or attempts to assign rights in, or delegate duties under, the Contract. 16. Insurance. Contractor shall at its own expense provide the following insurance: a. Worker's Comoensation insurance in compliance with ORS 656.017,which requires subject employers to provide Oregon workers'compensation coverage for all their subject workers b. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000,$1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract. C. Automobile Liability insurance with a combined single limit,or the equivalent, of not less than Enter one: $200,000, $500,000,$1,000,000,or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned hired or non-owned vehicles as applicable, Contract for Goods and Services,Revised 06/302011,Page 2 of 5 - d. 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 30 days'written notice from the Contractor or its Insurer(s)to the City. e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Contractor's services to be provided under this Contract.As evidence of the insurance coverages required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work under this contract.The contractor's insurance is primary and non-contributory. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entitles are subject to the City's acceptance. If requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent deductibles,self-insured retentions and/or self- insurance. 17. Governing Law; Jurisdiction;Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding(collectively, "the claim")between the City(and/or any other or department of the State of Oregon)and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however,the claim must be brought in a federal forum,then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise,from any claim or from the jurisdiction. 18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER,CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT 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 CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT,AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 19. Nona ppropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor understands and agrees that City's payment of amounts under this contract 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 contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City,effective upon the delivery of written notice to Contractor,with no further liability to Contractor. 20. Prior Approval Required Provision.Approval by the City of Ashland Council or the Public Contracting Officer is required before any work may begin under this contract. 21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by reference. Contractor: City of Ashland By aus By KQY( (�OC rrr Si fature Department Head ) U6 LA �9•ttsw L'6 if % L uNifrS{1W—G Print Name Print Name �SA. EA0_114E,-l2 / o A3 Ad Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. i Contract for Goods and Services, Revised 06/30/2011,Page 3 of 5 Si nature cOi 13/I Date EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, 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) Contractor 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. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and.perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my 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) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. Contractor (Date) Contract for Goods and Services,Revised 06/30/2011,Page 4 of 5 CITY OF ASHLAND , OREGON EXHIBIT B City of Ashland LIVING . . WAGE =per.houreffective June 30, 2011 (Increases annually every June 30 by the Consumer Price index) portion of business of their cafeteria plans(including employer, if the employer has childcare)benefits to the ten or more employees,and amount of wages received by has received financial the employee. assistance for the project or ➢ For all hours worked under a business from the City of ➢ Note: 'Employee'does not service contract between their Ashland in excess of$18,890. include temporary or part-time employer and the City of employees hired for less than Ashland if the contract ➢ If their employer is the City of 1040 hours in any twelve- exceeds$18,890 or more. Ashland including the Parks month period. For more and Recreation Department. details on applicability of this ➢ For all hours worked in a policy, please see Ashland month if the employee spends ➢ In calculating the living wage, Municipal Code Section 50%or more of the employers may add the value 3.12.020. employee's time in that month of health care, retirement, working on a project or 401 K and IRS eligible For additional information: Call the Ashland City Administrators office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street,Ashland, OR 97520 or visit the city's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND Contract for Goods and Services,Revised 06/30/2011, Page 5 of 5 October 3,2011 /_ L Attn: Dave Tygerson NC l City of Ashland 90 N. Mountain Avenue Ashland, Oregon 97520 R Specialty ; Subject: Mt.View Substation's Voltage Regulator Emergency Repairs Engineering Dear Mr.Tygerson: Specialty Engineering Inc. (SEI) is pleased to offer the following proposal for the scope of work described herein: PO.Box 5828 ; SCOPE OF WORK Vancouver,WA 98668 SEI shall perform emergency repairs,testing,inspections, and furnish &install the parts as listed on the attached PO to Siemens,along with a pressure relief device from Qualitrol for the PHONE' i following equipment: 360/693-0588 FAx 1. (1 each)Siemens,Type SFR,Three-Phase,2000-kVA OA @ 13200-Volts, 3601693-0592 875Amps,2666-kVA FA @ 13200-V, 1166-Amps, 32-5/8%Steps, Serial Number: 02337-1 SEI anticipates this scope of work can be performed in two10 hour days. All testing performed will be in compliance with NETA MTS 2011 maintenance testing standards. A final report shall be submitted within 30 days of the completion of the aforementioned work. The cost to perform the scope of work outlined in this proposal is based on a Time and Materials Not to Exceed (T&M NTE) amount of$29,489.00. An additional 10%shall be added to all parts and expenses. This T&M NTE amount is based on the work taking place on week days during normal business hours. Time and Materials includes all project expenses including: Onsite labor,travel time,fuel, meal per diem, lodging,mist.supplies,shop preparation time, parts procurement time,shipping, test equipment rental, project management, and any other project expenses directly related to this project. This T&M NTE amount also includes all Time and Materials for the emergency mobilization to perform the initial evaluation &inspection on September 14t6& 151h, 2011. This T&M NTE amount does not include any oil processing (De-gas&dry out)should the need arise. Customer Responsibilities • Make all electrical equipment under work scope available to SEI personnel during the mutually agreed upon work schedule. • Schedule and perform switching operations to de-energize and re-energize equipment on which work will be performed. • Install all protective grounding. • Physically isolate all equipment which SEI is to perform maintenance and testing on prior to the arrival of SEI. • Reconnect all equipment upon SEI's completion of its work. • Provide boom truck and/or operator to assist with installation of new bushings if required. Any additional deficiencies found within the regulator shall be reported,but not corrected as part of this scope of work. Work(Including parts)to be performed beyond the scope of work will be performed on a Time&Materials basis only with the prior approval of the client. Any delays (Including weather)beyond the control of SEI shall be billed in addition to the cost of this proposal. The work is dependent on dry weather. Work is not dependent on BOLI prevailing wages. SEI's OR BIN: 1277113-7. If you have any questions please do not hesitate to contact me. Sincerely, Doug Rotella Senior Engineer Specialty Purchase Order . Date P.O. No. Engineering 9/21/20]1 8291 Vendor Ship To Siemens-Energy Specialty Engineering,Inc. Dept CH 10075 Job#:COA 11-0408,L.Rotella Palatine,IL 60055-0075 4901 N.E.68th Street Quote#:SF 11273372 Vancouver,WA 98668 (360)693-0588 Line Description Qty Rate Amount 1 Siemens-Energy-Bushings-Complete Assembly-Source&Load 4 1.280.00 5.120.00 Part#:21203805802 Estimated Lead Time:4-6 Weeks Note:THESE ASSYS HAVE THE LARGE TERMINAL STUDS BUT NO SPADE OR CLAMPON CONNECTORS 2011/09/21 2 Siemens-Energy-Bushing Mounting Hardware and Gaskets 4 0.00 0.00 Part#:21 1 15716802 Estimated Lead Time:4-6 Weeks Note:THESE ASSYS HAVE THE LARGE TERMINAL STUDS BUT NO SPADE OR CLAMPON CONNECTORS 2011/09/21 3 Siemens-Energy-By-pass arrestors with hardware 1 320.00 32001 Part#:21304115817 Estimated Lead Time:4-6 Weeks 2011/09/21 4 Siemens-Energy-2 Day Air Freight Prepaid&Add I 2011/09/21 Job#:COA 11-0408 Total $5440.00 Billing address: Specialty Engineering,Inc. 3305 Arctic Blvd.Suite 201 Anchorage,AK 99503 Phone(907)522-1953 Fax(907)522-1182 I ,acoCERTIFICATE OF LIABILITY INSURANCE °A0/4/ 011 to/a/zou PRODUCER (907)561-1250 FAX: (907)561-4315 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Alaska USA Insurance Brokers ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE P.O. Box 196530 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Anchorage AK 99519-6530 INSURERS AFFORDING COVERAGE NAIC# INSURED _ � INSU_RER A:EVdIlaton Insurance Company Specialty Engineering Inc. INSURERS:West American Insurance PO Box 5828 INSURER CNavigators Insurance Company 42307 INSURERD'Alaska National Ins. Company 38733 VancouV r WA 98668 INSURER E' COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OFSUCH POLICIES.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR= POLICY EFFECTIVE POLICY EXPIRATION LTR TYPE OF INSURANCE POLICY NUMBER 0 IDDNY E MM Y LIMITS GENERAL LIABILITY Best: A XIII EACH OCCURRENCE 2,000,000 X COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED PREMISES IEa occurrence_ $ _ 50,000 A X CLAIMS MADE OCCUR 1OP&G01841 R 12/1/2010 12/1/2011 M ED EXP(Anyone person) $ _ 5,000 X WA Stop Gap PERSONAL B ADV INJURY $ _ 2,000,000 X Surplus Lines Policy orldwide Facilities GENERAL AGGREGATE , $ 2,000,000 GENT AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGO $ 2,000,000 POLICY I PRO LOC X Deductible: 10,000 AUTOMOBILE LIABILITY 'AM Beat: A XV COMBINED SINGLE LIMIT ANY AUTO I (Ea accident) S 11000,000 B X _ ALL OWNED AUTOS IHAW1154282005 12/1/2010 12/1/2011 BODILY INJURY SCHEDULED AUTOS I(Per person) $ X HIRED AUTOS BODILY INJURY $ X NON-OWNED AUTOS I (Per accident) — — PROPERTY DAMAGE i $ (Per accident) GARAGELIABILITY AUTO ONLY-EA ACCIDENT I $ ANY AUTO OTHER THAN EAACC $ AUTO ONLY: AGG I$ r1E11t)UCTB1 ELLA LIABILITY Exc ess o£: Gen Liab, EACH OCCURRENCE_ $ 3 ,000 �X CLAIMS MADE Auto, Employers Liab, AGGREGATE _ $ 3,000,000 Pollution & Professional Prod/CO�l-Opa Age $ 3,000,000 C E ILAl0EXC719908IC 12/1/2010 112/l/2011 Poll: Clams-Made i ( RETENTION $ AM Beat: A X ; Prof: Claima-Made is WORKERS COMPENSATION �I ,.,� WC STATU- 0 D AND EMPLOYERS'LIABILITY , Beat: A IX I TORY_LIMT _— _ Y/N , ANY PROPRIETOR/EXCLUDRIE%ECUTIVE EL EACH ACCIDENT $_ 1,000,000_ OFFICER/MEMBER EXCLUDED? ❑N — (MandatorylnNH) 1DLW$59ED1 12/1/2010 12/1/2011 E.L.DISEASE-EA EMPLOYE $ 1,000,000 If yes,describe under — ---- SPECIAL PROVISIONS below E.L.DISEASE-POLICY LIMIT $ 1,000,000 A ( OTHER CLAIMS-MADE COVERAGE 1OPKGO1841 • 12/1/2010 12/1/2011 Limita: Deductible: Pollution Liability Surplus Linea Policy $2,000,000 $25,000 Professional Liab Worldwide Facilties I $25,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS Re: Mt. View Substation's Voltage Regulator Emergency Repaire The Certificate Holder is an Additional Insured on the General Liability & Automobile policies, but only with respect to work done by or on behalf of the named insured for the project referenced. Subject to policy terms, conditions & exclusions. CERTIFICATE HOLDER CANCELLATION (541)488-5320 olsonLaashland.or.us SHOULD ANYOFTHEABOVE DESCRIBED POLICIES BECANCELLED BEFORETHE EXPIRATION City of Ashland DATE THEREOF,THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN Attn: Dave Tygerson NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,BUT FAILURE TO DO SO SHALL 90 N. Mountain Avenue Ashland, OR 97520 IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER,ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE f)Lo Brenda Nolin, �,-�in_ ., / W, 1z,� _ACORD 25(2009/01) ©1988-2009 ACORD CORPORATION. All rights reserved. INS025(200901) The ACORD name and logo are registered marks of ACORD COMMENTS/REMARKS ALASKA SURPLUS LINES WORDING: °This is evidence of insurance procured and developed under the Alaska Surplus Lines Law AS21.34. It is not covered by the Alaska Insurance Guarantee Association Act, AS21. 80. This insurer does not hold a certificate of authority with Alaska, and is not subject to supervision by the Alaska Department of Insurance" Worldwide Facilities, Inc. - License #9718 OFREMARK COPYRIGHT 2000, AMS SERVICES INC. FORM #3 CITY OF request for a Purchase Order ASHLAND REQUISITION Date of request: to-tz-t1 Required date for delivery: Vendor Name SRFNAI N FNr;INFFRINr; Address,City,State,Zip PO BOX W8 VANr 01I\/FR WA 9866A Contact Name&Telephone Number Fax Number DOUG ROTFI I A 360 693 0588 FAX 360-693-0592 SOLICITATION PROCESS ❑ Exempt from Competitive Bidding N Ememency ❑ Written Findings(Form attached) ❑ Invitation to Bid (Copies on file) N Written findings attached ❑ Quote or Proposal attached Date approved by Council: N Quote or Proposal attached ❑ Small Procurement Cooperative Procurement Less than$5.000 ❑ Request for Proposal. (Copies on file) ❑ State of Oregon Note:Total contract amount,including any Date approved by Council: Contract# amendments may not exceed$6,000 ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract# GOODS A SERVICES ❑ Written Findings(Form attached) ❑ Other government agency contract $5,000to$100000 ❑ Quote or Proposal attached Agency ❑ (3)Written quotes attached Contract# PERSONAL SERVICES ❑ Special Procurement ❑ Intergovernmental Agreement $5.000 to$75.000 ❑ Written Findings(Form attached) Agency ❑ Less than$35,000,by direct appointment ❑ Quote or Proposal attached Contract# ❑ (3)Written proposals attached Date approved by Council: Date approved by Council: Description of SERVICES Total Cost SEI TO PERFORM EMERGENCY REPAIRES,TESTING,INSPECTIONS,AND INSTALL PRIMARY BUSHINGS SOURCE&LOAD,SIEMENS BY-PASS ARRESTORS INCLUDING PRESSURE RELIEF DEVICE PURCHASED FROM QUALITROL CO. (PER ATTACHED PERPOSIAL) 1$40.000.00 Item# Quantity Unit Description of MATERIALS Unit Price Total Cost ❑ Per attached QUOTE TOTAL COST Project Number 000225.999 Account Number 690-11-18-00.704100 Account Number Account Number___-__- -______ Account Number _ - _ 'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. By signing this requisition form,I certify that the information provided above meets the City's public contracting requirements,and the documentation can be provided upon request. Employee Signature; l X;l/11.l_" r�! C101T Q � Department Head Signature: .44L Additional signatures signatures(if applicable): Funds appropriated for current fiscal year / NO �s� l D 113 2- i r Finance Director Date Comments: CITY OF ASHLAND EMERGENCY PROCUREMENT DETERMINATION AND SOLE SOURCE AND WRITTEN FINDINGS GOODS and SERVICES $5,000 to $75,000 To: Martha Bennett, City Administrator From: Lee Tuneb erg, Assistant City Administrator Date: October 7, 2011 Re: Emergency , Sole Source Determination,Written Findings for Goods and Services In accordance with AMC 2.50.075, the appropriate department head shall determine when there is only one seller or price of a product of the quality required available within a reasonable purchase area. To the extent reasonably practical the appropriate department head shall negotiate with the sole source to obtain contract terms advantageous to the contracting agency. The determination of a sole source must be based on written findings, as follows: Background & findings: On September 13, 2011, the COA- owned substation at Mt. Avenue experienced serious damage to the voltage regulator when an animal got into the bus work and caused an are that took the substation off line. During the days that followed the City worked with other agencies to identify what was damaged and what could be done on a temporary basis to keep the citizens in power while the destroyed equipment was evaluated and prepped for repair. Load on the substation was transferred to minimize the risk of recurring problems. Out of production components were used to accommodate the transfer of load to the Ashland substation. Compatible replacements for the damaged components at Mt Avenue had to be found and shipped to Ashland. The damaged equipment also resulted in the load through the substation being unregulated. This is a risk and may have been acceptable for a short time while finding replacement parts but it became more risky with the recent, sudden change in the weather coupled with potential increased power usage due to college students returning to SOU. The required replacement parts became available and the timing for installing them was driven by weather conditions. The wetter weather forecast and risk of damage from unregulated power swings moved the window of opportunity up. The parts needed to be compatible with the existing bus work within the substation and the only companies that could supply them(those for both substations) are Cooper Power Systems, manufacturer of the electronic control boards and Siemans, manufacturer of the bushings. Specialized Engineering is considered the sole source . for installing the parts because they are the most familiar with our configuration in that they have been working on the substation in the last 6 months and could be available to meet the window of opportunity to do the repair safely and expeditiously. Direct award to these three companies is in the best interest of the City. I certify that the information provided above meets the City of Ashland public contracting requirements and if applicable,the documentation can be provided upon request. Department Head Signature: Date: �D �� Page 1 1 ^QTY RECORDER / �. CITY OF ASHLAND .` DATEr:�+ •t �:� i'','PO NUMBERS. . 20 E MAIN ST. 10/12/2011 10501 ASHLAND, OR 97520 (541)488-5300 VENDOR: 015919 SHIP TO: Ashland Electric Department SPECIALTY ENGINEERING INC, ELECTRIC POWE (541)488-5354 3305 ARCTIC BLVD, SUITE 201 90 N MOUNTAIN ANCHORAGE,AK 99503 ASHLAND, OR 97520 FOB Point: Req.No.: Terms: Net Dept.: Req.Del.Date: Contact: Dave Tygerson Special Inst: Confirming? NO '!.'!]uanti - : ,'`Unit ir._...'.�'^. .. .'V'^ . •- Descri lion -" - Unit Piice SEI to perform emergency repairs, 40,000.00 testinq, inspections, and install primary bushings source & load, Siemens By-Pass Arrestors including Pressure Relief Device purchased from Qualitrol Co. Per the attached proposal dated October 3, 2011. Contract for Goods & Services Beginning date: October 5, 2011 Completion date: October 21, 2011 Insurance required/On file SUBTOTAL 40 000.00 BILL TO:Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 40,000.00 ASHLAND, OR 97520 _... _ ,.cAccount Number,;`s , i ,, :.,;Project'Number ,�,� .:,.;,;,Amount:' .Account�Number ::;.-'Project Number. _ ., "` � 'Amount E 690.11.18.00.70410 E 000225.999 40 000.00 Author dSe VENDORCOPY