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2015-311 Contract - Good Company
Contract for GOODS AND SERVICES C I T Y OF CONTRACTOR: Good Company ASHLAND CONTACT: Aaron Toneys 20 East Main Street Ashland, Oregon 97520 ADDRESS: 65 Centennial Loop Suite B, Eugene OR 97401 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-341-4663 DATE AGREEMENT PREPARED: 9/21/15 Email: aaron.toneys@goodcompany.com BEGINNING DATE: 9/30/15 COMPLETION DATE: February 28, 2016 COMPENSATION: Not to exceed 46,319 based on monthly billing invoices with supporting detail GOODS AND SERVICES TO BE PROVIDED: Completion of a greenhouse gas inventory for overall community, City operations and municipal electric utility. Detailed scope of work provided as Exhibit A ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Goods and Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said primary City of Ashland Contract. Contractor represents and warrants that throughout the duration of this Contract and any extensions, it complies and will comply with all tax laws of this state and all applicable tax laws of any political subdivision of this state. Should Contractor breach this provision, City may terminate this contract and seek damages and other relief available under the terms of this contract or under applicable law 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 date of termination. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of City. 5. Statutory Requirements: ORS 279B220, 279B.225, 27cF3 730, 279B.2357 ORS Chapter 244 and ORS 670.600 are made part of this contract. 6. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract is $20,142.20 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. 7. 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. 8. 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 any time by City upon 30 days' notice in writing and delivered b certified mail or in person. Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 1 of 5 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 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; ii. 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 notice, 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. ii. 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 pari of this cot tract if Contractor faiis io 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. 9. 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. 10. 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. 11. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 12. 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 ahem, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontracto and City. 13. 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. 14. 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. 15. Insurance. Contractor shall at its own expense provide the following insurance: a. 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 b. General Liability insurance with a combined single limit, or the equivalent, of not less than: $1,000,000 for each occurrence for Bodily Injury and Property Damage. C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than: $200,000, for each accident for Bodily Injury and Property e, including coverage for owned, hired or non-owned Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 2 of 5 vehicles, as applicable. 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 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 Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 16. 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. 17. 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. 18. Nonappropriations 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. 19. 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. 20. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by reference. Cont actor: City of Ashland By By t f. . Signature' Department Head Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 3 of 5 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 \;%,,o, ,k ur der 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. X (2) Commercial advertising or business cards or a trade association membership are purchased for the business. 'X1 (3) Telephone listing is used for the business separate from the personal residence listing. X (4) Labor or services are performed only pursuant to written contracts. u (F) 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 Less than $25,000, Revised 06/02/2015, Page 4 of 5 Exhibit A Proposed Workplan The following subsections describe Good Company's Proposed Workplan. This workplan assumes that the three (3) GHG inventories being requested will be conducted in parrallel and have a single, City of Ashland staff member assigned to the corrdination and management of this project. We have found that useful skills for the client project manager (GHG inventory lead) to possess include: comfort with numbers and statistics, intermediate to advanced skills with Microsoft Excel, attention to detail, existing professional connections with internal and external data sources or comfort with establishing these connections, and a general interest /understanding of energy and climate change. Further, this plan assumes the the City of Ashland staff provides 80 to 140 hours to support internal and external data collection efforts and deliverables review for the 3 inventories. Based on our experience, this is the total number of hours required by all staff participants. The majority of these hours will be required of the City's project manager to initiate and cooridinate data collection and review of deliverables. Shorter periods of time will be required of multiple City staff that manage data sets necessary to support the inventory and to review final inventory deliverables. More details about the hours required of City Ashland staff are included in the following sub-sections. This range of hours (80- 160 hours) is primarily dependent on existing data systems - the low end is applicable if there are existing data systems to support the inventories and the high end is if data systems need significant development. Upon contract award, Good Company will begin this project with 1, 2-hour meeting with the project manager to develop a plan that allows us to conduct 3 inventories, in-parallel and efficiently. This meeting will identify the parties that should attend the project kick-off meetings; plan early communications about the inventories with data sources and project stackholders; and establish critical project milestones to ensure the project stays on time and budget. The workplan outlined in the following sections is by inventory type and task. The tasks used to describe the work are identical for all three inventories: I • Task 1: Kick-Off Meeting and Weekly Progress Meetings • Task 2: Data Collection • Task 3: Calculate Emissions and Draft Report • Task 4: Final Report and Presentation of Results Although the tasks for each inventory are identical - the actual work in the tasks will differ between GHG inventory type and the associated boundaries. These differences are described in the following sub-sections. City of Ashland Operational Greenhouse Gas (GHG) Inventory As was previously descibed in this proposal - Good Company has completed 45 operational GHG inventories for public agencies. Our methods include adherence to the best exisitng and emerging protocols for conducting an operational GHG inventory and include: ■ Local Government Operations (LGO) Protocol developed by TCR, ICLEI and others ■ Greenhouse Gas Protocol's Scope 2 Guidance ■ GHGP's Corporate Value Chain (Scope 3) Standard fi Our team will provide these client-refined tools free of charge as part of the consulting engagement: ■ Good Company's Carbon Calculator (G3C), an Excel-based tool that supports year-over-year data entry. ■ Our Audit Trail process and documentation, which ensures future replicability of the data collection, even with staff changes. ■ Training and inventory materials (including PowerPoint slides and data gathering templates). i 3 E Y ) Task 1: Project Kick-Off and Weekly Progress Meetings The Operational GHG Inventory will begin with a kick-off meeting to be held at a location of convenience for the City's team members. Good Company staff will travel to attend the kick-off meeting in person. We have considerable experience conducting and managing projects remotely, but find it is best to begin a project of this scale and complexity in person. To maximize the value of the travel time, expense and GHG emissions, we suggest combining the kick-off meeting(s) for the three inventories into a single visit. At present, we do not see any reason that data collection for the operational, community, and portfolio inventories cannot be conducted in parallel. In our experience, the sooner the data collection process can begin, the better to ensure enough calendar time is available to complete the inventories as quickly as possible. During the kick-off meeting we will review project purpose and goals; define inventory boundaries; kick-off data collection by introducing the City's team to our data collection checklist; and select a software platform for emissions calculations. Weekly teleconferences will be held throughout the project. Early in the process, during boundary setting, methodology discussions and particularly data collection, it may makes sense for the City's team to hold meetings as a group, but later in the process these calls will likely include only Good Company's project manager and Ashland's project manager. Data collection will be kept on track through of Good Company's, client-tested, Data Collection Checklist. This Excel spreadsheet will be used as the centerpiece for weekly meetings to track data collection needs and progress. As previously stated, we are experienced at effectively working with clients remotely. Good Company has the ability to share files via multiple, cloud-based platforms, and hold meetings through webinar, screen share or over the phone, according to the client preference, in addition to in-person meetings. We re more than happy to have as many in-person meetings as the City desires, but the budget in this proposal reflects the more cost effective approach. Deliverables: ■ Finalized inventory plan and timeline ■ Data collection checklist and other inventory tools ■ Kick-Off Meeting -1, 2-hour, in-person (initiate data collection and confirm project contacts, schedule and procedures) i k Task 2: Data Collection ( We have seen over the course of our inventories that data collection and emissions calculations do not follow a linear process - it is a dynamic, iterative process of data collection, review, discussion and refinement culminating in the calculation of emissions. For some emissions sources, data will be easy to collect and highly accurate. In other cases, data will be incomplete or unknown and our team will need to perform a credible estimation of I impacts while documenting our methodology and assumptions (which will be discussed and approved of in weekly progress meetings). The operational inventory will include data collection to support emissions calculations for the following emissions sources: • Stationary fuel combustion • Mobile fuel combustion • Fugitive refrigerant loss • Electricity use • Solid waste disposal • Business travel • Employee commute E • Supply chain purchases (goods and services) ( Good Company Proposal for City of Ashland GHG Inventories 2 Good Company will work with City staff on data collection and will take the lead whenever appropriate, but in many cases it far more effective and efficient for City staff to collect the necessary data. The City should plan for staff to spend 40 - 60 hours in total supporting the operational GHG inventory (support for data collection and development of final deliverables). Our goal is to use these hours to efficiently collect data for the baseline inventory and to leaverage data collection to build internal capacity for data collection, performing calculations, reporting results and revisiting the entire process in subsequent years. All raw data files, resources and calculation files compiled the inventory will be catalogued in an easy-to-follow Audit Trail with source notes to guide those who conduct the next GHG emissions inventory. Source notes will detail data contacts, files provided, resources and methodology used for modeling and calculations, as well as any assumptions made for the interpretation of the data. The source notes will be provided as an Appendix to the final report. During the project, the Audit Trail will "live" in a cloud-based file sharing system, such as Dropbox, to allow for easy collaboration and sharing between City team members and Good Company. We will work closely with staff to teach them the process, methods and tricks-of-the-trade we have learned through experience. One of primary goals and missions during our GHG inventory work is to train staff during the project and leave them with the skills and tools required to complete the next GHG inventory independently. Good Company will provide its suite of data collection resources and tools to the City to complete the inventory. These tools will make conducting the baseline inventory and future inventories easier and more streamlined. These materials include: ■ Draft e-mail language to introduce GHG inventory process to relevant staff ■ Data collection checklist ■ Examples of reports written using the template ■ Draft data collection letter for landlords of leased facilities ■ Draft employee commute survey questions Deliverable: ■ Audit Trail - a catalogue of raw data, calculation files and resources used to support the inventory. Task 3: Calculate GHG Emissions and Draft Report Once the data is collected and considered complete for the inventory year(s), the GHG emissions will be calculated using Good Company's Carbon Calculator (G3C) or ICLEI's ClearPath calculator. A portion of the kick-off meeting will be used to discuss the pro's and con's of each tool to facilitate a selection by City staff. Our team will ensure that the most up-to-date emissions factors are used in whichever tool is selected for use in Ashland's inventory. Emissions can be entered into the either tool so that results can be analyzed at both granular and high levels. Normalized totals such as building energy emissions per square footage of facility, emissions per employee, will be determined and analyzed by emissions source and for the organization's overall emissions. Additional analysis will be required to estimate supply chain emissions. Good Company will perform this analysis using City of Ashland financial data and an economic input-output model developed and provided by Oregon Department of Environmental Quality. Additional work may also be required to estimate activity data for commute and business travel depending on Ashland's existing data systems. Inventory results will be summarized in a 6 -10 page report and submitted to City staff for comment. The City's project manager should plan to spend 10 hours in coordinating and participating in the review effort. Other City reviewers and stakeholders should plan to spend 1-2 hours each reviewing the draft report. The draft reports will, at a minimum, contain the following elements: City profile information and pertinent data, a presentation of GHG emissions results that highlight significant findings, and insights tailored to the primary audience(s) for the reports. The report will include a technical appendix that provides a summary of methodology, presentation of activity data used to calculate emissions, relevant assumptions, emissions factors Good Company Proposal for City of Ashland GHG Inventories and documentation of deviations from standard GHG inventory protocol and best practices which will also serve guidance documentation for City staff training in Task 5. Deliverables: ■ Final populated version of selected carbon calculator (G3C or ClearPath) ■ Draft report of operational GHG inventory results (6 -10 pages). Task 4: Final Report and Presentation Following the review of the draft deliverables, Good Company will address and incorporate any and all comments from City staff and other stakeholders into final versions of the deliverables. The content of the final report will be used to develop a final, in-person PPT presentation of results and a thorough Q&A. Deliverables: ■ Final report of community GHG inventory results (6 -10 pages). ■ 1, 1-hour, in-person presentation of results and Q&A. Presentation to be scheduled by City staff. ■ Final presentation PowerPoint file. City of Ashland Community GHG Inventory Good Company has completed 5 community emissions inventories in Oregon and is in the process of conducting our 6th for City of Eugene using ICLEI's Community GHG Inventory Protocol. Our methods include adherence to the best exisiting and emerging protocols which include: ■ ICLEI's US Community Protocol for Accounting and Reporting of Greenhouse Gas Emissions ■ Greenhouse Gas Protocol's Global Protocol for Community-Scale Greenhouse Gas Emission Inventories An Accounting and Reporting Standard for Cities Task 1: Project Kick-Off and Weekly Progress Meetings Like the Operational Inventory, the Community Inventory will begin with a Kick-Off Meeting and the process will include weekly progress meetings. Good Company and City staff will determine if there should be 1, project-level Kick-Off Meeting for all three inventories or 3, Kick-Off Meetings, one for each inventory. The answer to this question depends on the amount of overlap between data sources and project team members appropriate to the boundaries of each inventory. If there is significant overlap - it may be more efficient to have a single kick-off meeting and combined weekly progress meetings. What may prove to be difficult in having combined meetings is clearly differentiating and discussing the needs for each inventory type and the associated boundaries. As with the previously described Kick-Off Meeting, we will review the inventory purpose and goals; define inventory boundaries; initiate data collection by introducing the City's team to the communtity data collection checklist; and select a software platform for emissions calculations. Deliverables: ■ Finalized inventory plan and timeline ■ Data collection checklist and other inventory tools ■ Kick-Off Meeting -1, 2-hour, in-person meeting ■ Weekly Meetings - 16, 0.5 hour, teleconference meetings over the course of the 6 month project Good Company Proposal for City of Ashland GHG Inventories Task 2: Data Collection Good Company will work closely with City staff to difine the community inventory boundaries including which emission sources to include and identify the best data contacts and sources as we begin data collection. Weekly meetings (described in Task 1) will focus on providing guidance for data collection. As with the operational inventory, Good Company will take the lead on data collection when appropriate, , but in many cases it far more effective and efficient for City staff to collect the necessary data. The City should plan for staff to spend about 20 - 40 hours in total supporting data collection for the community inventory. The bulk of City staff's time will be spent collecting energy, transportation and solid waste activity data. Energy and solid waste data is typically some of the easiest to acquire. Transportation data however can be more challenging. We will want to connect with Rogue Valley Council of Governments early in the process to determine what community transportation data is readily available. This data can sometimes be difficult and time consuming to acquire. During the Kick-Off Meeting Good Company will facilitate a dicussions of which of these emissions sources Must, Should, and Can be included in the community inventory. We generally recommend a more comprehensive inventory so that in future years, when the protocols catch up to the science, the city is already on track. Without this, the city will likely have an increase in the footprint over the baseline and will show, at first look, a growing carbon footprint. Many times the decision of what to include comes down to data availability or the ability to estimate. Good Company will lead the effort on the other emissions sources, particularly those that require using an estimation methodology. Our team will develop a data collection checklist based on ICLEI's Community Protocol and will be used throughout the data collection process. The intent of this checklist is twofold. First, to define data needs for City staff and, second, to allow for the ability to systematically track data collection progress and gaps. The Data Collection Checklist will be used as the centerpiece of our weekly progress meetings with City project team members to manage the data collection process and ensure progress towards project milestones. All data collected will be cataloged in real time as it is collected in a formal Audit Trail - a catalogue of raw data, calculations and resources used to support the inventory. Task 3: Calculate GHG Emissions and Draft Report Good Company is in the process of supporting the City of Eugene in completing a community inventory. In the course of that work we've had the opportunity to test ICLEI's community carbon calculator, ClearPath. While there are undesirable elements, overall we've found ClearPath to function fairly well and recommend it as the tool to use for this inventory. This recommendation takes into consideration that City of Ashland is already an ICLEI member (and access to the tool is included with membership) and that it is the only tool currently available for community protocols. Some of the data (e.g. energy) is relatively easy to collect, but many of the other data sources, including transportation, process and fugitive emissions, community consumption, etc. require estimates and modeling. One example is that the community's consumption-based emissions, which are similar to the supply chain emissions described in the operational inventory will have to be estimated. There are a number of methodological approaches that could be used to model these emissions. The alternatives are described in the following section. Once the consumption-based emissions are modeled, they are easily entered into ClearPath. Our team will also perform additional analysis to estimate emissions from other sources, such as fugitive loss of refrigerants by the community and the upstream emissions associated with building and transportation fuel production. Note in our detailed cost table (later in this proposal) that the hours for Task 3 in the community Good Company Proposal for City of Ashland GHG Inventories inventory are larger than the other two inventories. This increase in hours for this inventory is based on the need for this modeling and is based on our recently completed community inventory for the City of Eugene. Once the data is collected and considered complete, we will calculate the community GHG emissions using ClearPath. This process is relatively simple once the activity data has been collected. Good Company will use ClearPath results to present the community inventory results in a 6 -10 page report. A draft report will be submitted to City staff and other stakeholders for comment. The City's project manager should plan to spend 10 hours in coordinating and participating in the review effort. Other City reviewers and stakeholders should plan to spend 1-2 hours each reviewing the draft report. Deliverables: ■ Final populated version of ClearPath ■ Draft report of community GHG inventory results (6 -10 pages) Highlighted Emissions Source: Community Consumption-Based Emissions for Goods and Food Good Company has learned that supply chain (i.e., the embodied upstream emissions from the production of consumed goods) is almost always the largest emissions source in all of our GHG inventories. For community inventories, indirect emissions from goods and services typically represent greater than 40% of total emissions. The figure to the right provides an example from for the Southern Oregon area findings that shows the scale of emissions for different sectors within a community inventory when consumption of materials is included. Excluding this emissions source creates a large, unseen gap in a community inventory and the learning associated with that finding for the community as a whole. We acknowledge that a community, or local governments, will have less control over consumption and the carbon intensity of production compared to Scope 1 and Scope 2 emissions sources, but believe messaging around the scale of this emissions source is important for community understanding and leadership. We suggest including a high-level estimate of these emissions to provide a sense of scale for your community. The methodology we propose to use to estimate the community's consumption-based emissions from goods and food is based on a 2009 EPA report' that uses national data. We will begin with a set of national data and will substitute local average household income to make adjustments that reflect local conditions. This methodology is leading edge, but has been vetted by numerous communities and is entirely consistent with the intent of ICLEI's draft Global Protocol for Community-Scale GHG Emissions. Communities currently using this methodology include: the Portland, OR metropolitan planning area (MPO), the Eugene-Springfield, OR metropolitan area (MPO), the Rogue Valley, OR including Jackson and Josephine counties (MPO), and the cities of Beaverton and Lake Oswego, Oregon, and Vancouver, WA. Beyond Good Company's client list, the State of Oregon and King County, Washington have both completed consumption-based inventories as well. A second, preferable methodology for calculating consumption-based emissions may be available. Oregon Deparmentment of Enviromental Quality's has developed Consumption-Based Emissions Inventory (CBEI) model to conduct state-wide CBEIs for Oregon. The Oregon model currently tracks emissions at a county level, rather than a city level. ODEQ is currently attempting to adapt the Oregon for the City of Eugene's community inventory. More will be known about whether using the Oregon CBEI model is a viable option by the end of August, 2015. ODEQ was contacted for this proposal to determine if they would be able to offer the service they are providing to Eugene to Ashland. ODEQ staff asked the project team to check with them at the end of August. If this approach is used to estimate the community's consumption-based emissions, the City of Ashland will need to purchase IMPLAN data files to support ODEQ's modeling. The cost of these files would be roughly $1,800. This cost is 1 "Opportunities to Reduce Greenhouse Gas Emissions through Materials and Land Management Practices," EPA (2009), http://www.epa.gov/oswer/docs/ghq land and materials management.0. Good Company Proposal for City of Ashland GHG Inventories worked into our proposal as hours to complete this task. If ODEQ is able to complete this work for City of Ashland, the majority of Good Company's budget for this task will be used instead to purchase the files. Task 4: Final Report and Presentation Following the review of the draft deliverables, Good Company will address and incorporate any and all comments from City staff and other stakeholders into final versions of the deliverables. The content of the final report will be used to develop a final, in-person PPT presentation of results and a thorough Q&A. Deliverables: ■ Final report of community GHG inventory results (6 -10 pages). ■ 1, 1-hour, in-person presentation of results and Q&A. Presentation to be scheduled by City staff. ■ Final presentation PowerPoint file. Ashland Muncipal Electric Utillity GHG Inventory Good Company has completed a ODEQ and TCR-compliant GHG inventories for Eugene Water and Electric Board for the last 5 years. Our methods include adherence to the most relevant exisiting protocol and State of Oregon requirements: ■ The Climate Registry's Electric Power Sector Protocol. Our team will provide these client-refined tools free of charge as part of the consulting engagement: ■ Good Company's Electricy Utility Portfolio Carbon Calculator, an Excel-based tool based on TCR's Electric Protocol. Task 1: Project Kick-Off and Weekly Progress Meetings Like the previously described inventories, the Electric-Utility Inventory will begin with a Kick-Off Meeting and the process will include weekly progress meetings. As with the previously described Kick-Off Meeting, we will review the inventory purpose and goals; define inventory boundaries and initiate data collection by introducing the City's team to the communtity data collection checklist. Deliverables: ■ Finalized inventory plan and timeline ■ Data collection checklist and other inventory tools ■ Kick-Off Meeting -1, 2-hour, in-person meeting ■ Weekly Meetings -16, 0.5 hour, teleconference meetings over the course of the 6 month project Task 2: Data Collection Good Company will work with City staff on data collection and will take the lead whenever appropriate, but in many cases it far more effective and efficient for City staff to collect the necessary data. The City should plan for staff to spend between 20- 30 hours in total supporting the operational GHG inventory (support for data collection and development of final deliverables). Our goal is to use these hours to efficiently collect data for the baseline inventory and to build internal capacity for collecting data, performing calculations, reporting results and revisiting the entire process in subsequent years. Good Company Proposal for City of Ashland GHG Inventories We will include emissions sources as dictated by TCR's Electric Power.iector Protocol. In general we will be asking City staff for activity data related to these emissions sources. This data will include, but is not limited to: generation efficiencies, fuel mix and ownership details for resources that supply Ashland's Electric Utility; generation and sales of Renewable Energy Certificates (REQ and details of Ashland's contracts with Bonneville Power Administration. As with previous inventories, all raw data files, resources and calculation files compiled the inventory will be catalogued in an easy-to-follow Audit Trail with source notes to guide those who conduct the next GHG emissions inventory. Source notes will detail data contacts, files provided, resources and methodology used for modeling and calculations, as well as any assumptions made for the interpretation of the data. Deliverable: ■ Audit Trail - a catalogue of raw data, calculation files and resources used to support the inventory. Task 3: Calculate GHG Emissions and Draft Report Once the data is collected and considered complete for the inventory year(s), the GHG emissions will be calculated using Good Company's Electricy Utility Portfolio Carbon Calculator. Our calculator was built to ensure consistency with TCR and ODEQ reporting guidelines. Good Company has completed or supported the completion of Eugene Water and Electric Board's (EWEB) utility inventory, which is also a municipal utility. We anticipate many similarities between EWEB and Ashland's utility inventories, as both utilities supply is dominated by contracts with BPA. Inventory results will be summarized in a 6 - 10 page report and submitted to City staff for comment. The City's project manager should plan to spend 10 hours in coordinating and participating in the review effort. Other City reviewers and stakeholders should plan to spend 1-2 hours each reviewing the draft report. Deliverables: ■ Final populated version of Good Company's Electricy Utility Portfolio Carbon Calculator. ■ Draft report of operational GHG inventory results (6 -10 pages). Task 4: Final Report and Presentation Following the review of the draft deliverables, Good Company will address and incorporate any and all comments from City staff and other stakeholders into final versions of the deliverables. The content of the final report will be used to develop a final, in-person PPT presentation of results and a thorough Q&A. Deliverables: ■ Final report of community GHG inventory results (6 -10 pages). ■ 1, 1-hour, in-person presentation of results and Q&A. Presentation to be scheduled by City staff. ■ Final presentation PowerPoint file. Good Company Proposal for City of Ashland GHG Inventories .ACORO® CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) lll.~ F10/12/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Carol Lawson NAME: Ward Insurance Agency PHONE (541) 687-1117 .AX No: (541)342^8280 PO Box 10167 AD E-MAIDREL .carol1@wardinsurance.net INSURERIS) AFFORDING COVERAGE NAIC # Eugene OR 97440 INSURER A:Libert Mutual Insurance Co. INSURED INSURER B : Hinrichs, Proudfoot 6 Skov Inc., DBA: Good Company INSURERC: 65 Centennial Loop #B INSURER n INSURER E : Eugene OR 97401 INSURER F: COVERAGES CERTIFICATE NUMBER:15/16 WC REVISION NUMBER: THIS IS TO CERTIFY THAT 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 OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POUCY EFF POLICY EXP LIMITS TYPE OF INSURANCE POLICY NUMBER MMlDDI YYY MMlDDlYYYY COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE S C'.1 AIM--MA r1F ❑ nr.,-..I IR rRREEMISCeOEo occurD r:cc MED EXP (Any one person) $ PERSONAL & ADV INJURY 5 GEN'L AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $ POLICY D PRO JECT ❑ LOC PRODUCTS -COMP/OP AGG S OTHER 5 AUTOMOBILE LIABILITY MBINED IN LE LIMIT $ Ea accident) ANY AUTO BODILY INJURY (Per person) S ALL OWNED SCHEDULED BODILY INJURY (Per accident) S AUTOS AUTOS FRORERTY DAMAGE L NON-OWNED Per acc{dcizt-+ HIRED ROTOE S AUT03 S UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CI AIMIS-MCr DE AGGREGATE C DID RETENTION $ S A WORKERS COMPENSATION X STATUTE EORH AND EMPLOYERS' LIABILITY ANY PFOPRIETORIPARTNERIEXECUTIVE Y/ N E.L. EACH ACCIDENT $ 1,000,000 OFFICERIMEMBER EXCLUDED? N I A (Mandatory in NH) WC539S317733 10/1/2015 10/1/2016 E.L. DISEASE - EA EMPLOYE $ 1,000,000 ff yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS 1 LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached it more space is required) All operations performed by the named insured for the certificate holder in accordance with policy terms and conditions. CERTIFICATE HOLDER CANCELLATION (541)488-6006 adam@ashland.or.us SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Adam Hanks ACCORDANCE WITH THE POLICY PROVISIONS. 20 East Main St Ashland, OR 97520 AUTHORIZED REPRESENTATIVE ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD INS025 /x014011 Page 1 / 1 C ITY OF AS H LAN D DATPO NUMBER ,20 E MAIN ST. 11/6/2015 13220 ASHLAND, OR 97520 III (541) 488-5300 VENDOR: 016204 SHIP TO: City of Ashland GOOD COMPANY (541) 488-6002 65 CENTENNIAL LOOP 20 E MAIN STREET EUGENE, OR 97401 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Adam Hanks Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Completion of qreenhouse qas inventor 46,319.00 for overall community, City operations and municipal electric utility. i Contract for Goods and Services Beqinninq date: 09/30/2015 Completion date: 02/28/2016 i i SUBTOTAL 46 319.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 46,319.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 710.01.02.00.60410 46 319.00 Authorded Signature' VENDOR COPY C FORM#3 ITY OF SHLAND REQUISITION Date of request: 11/2/I5 Required date for delivery: Vendor Name Good Company Address, City, State, Zip 65 Centential Loop Suite B Contact Name & Telephone Number Eugene, OR 97401 Fax Number Aaron.toneys@goodcompany.com SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached Attach co of council communication If council approval required, attach co of CC ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ Verbal/Written quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ® (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: -(Date) I - (Attach copy of council communication) Description of SERVICES Total Cost Completion of a greenhouse gas inventory for overall community, City operations and $$46,319 municipal electric utility. Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST F-1 Per attached quote/proposal G' Z' $46,319 r Project Number _ _ _ _ _ _ - _ _ _ Account Number 710.01.02.604100 Account Number Account Number "Expenditure must be charged to the appropriate account numbers for the Financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: Il IT Director Date Support -Yes / No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Employee: Department Head: _ l (Equal to or greater than $5,000) Department Manager/Supervisor: City Administrator: = LYIE3 J~ (Equal to or greater than $25,000) Funds appropriated for current fiscal year / NO~ S-- Finance Director- (Equaito o4reaterthan 55,000) Date Comments: Form #3 - Requisition