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HomeMy WebLinkAbout2015-324 Rental Agrmt - Xylem Dewatering Solutions RENTAL QUOTATION** ~~i(~ M Customer: RH2 Engineering ~ ~ l Date: 04/01/2015 Let's Solve Water Project: City of Ashland temporary pumps godwin Rental Quotation: 125010725 Monthly Est. Total Item Qty Description Price 5/11/15 - 8114/15 Standby Electric Pump Options 1A 1 Godwin Dri-Prime HL160M Electric Pump $ 4,185.00 $ 15,345.00 >8" 150# Flange Suction and 6" 300# >400HP 3 Phase 460V Electric Motor >Skid-mounted >Standby Rent Per 28 Day Billing Cycle from date on rent, approx two billing cycles. 2A 1 Godwin VFD Control Panel $ 2,286.00 $8,382.00 >Maximum Overload 515 Amps > 3 phase >Standby Rent Per 28 Day Billing Cycle from date on rent, a rox two billing cycles. Est Total Standby Rate $ 23,727.00 Monthly Est. Total Item Qty Description Price 8/15/15 -10/15/15 Electric Pump Option 3A 1 Godwin Dri-Prime HL160M Electric Pump $ 7,533.00 $17,577.0 >8" 150# Flange Suction and 6" 300# >400HP 3 Phase 460V Electric Motor >Skid-mounted >Full Rent Per 28 Day Billing Cycle from pump setup and startup on or around August 15. Duration of job estimated at three months as shown. 4A 1 Godwin VFD Control Panel $ $ 4,113.00 $9,597.00 >Maximum Overload 515 Amps > 3 phase >Full Rent Per 28 Day Billing Cycle from pump setup and startup on or around August 15. Duration of job estimated at three months as shown. Total Rental Price $27,174.00 Grand Rental Total Price $ 50,901.00 Sales Tax not included Estimated Freight and Delivery: TBD based on selected pump(s) This pricing information is for internal use only. We ask that these items and terms be kept confidential. All quotations are subject to credit approval and are valid for 30 days. See attached Terms and Conditions. le m 2754 Pacific Highwav Hubbard, OR 97032-9640 Let's Solve Water Tel: 503-981-0341 Far. 503-981-1428 godwin ® FLYGT www.godwinpumps.com April 1, 2015 Mr. Morgan Wayman Phone: 541-552-2414 City of Ashland Fax: 541488-6006 20 E Main St Email: morgan.wayman@ashland.or.us Ashland, OR 97520-1814 RE: 12273 Rental Quotation 125010725 Dear Mr. Wayman: Thank you for your support of Godwin, a Xylem brand, for your portable pump needs in Ashland, Oregon. Per our conversation you requested standby and primary rates for the Godwin HL160M Electric and corresponding VFD. The equipment is currently in Godwin's Hubbard, Oregon yard. The location and availability of the equipment is subject to change as demand dictates. The equipment coulld be placed on rent at the standby rate until the customer designated start up date or product installation is complete in the Ashland, Oregon area, whichever comes first. At that point the equipment will go on rent at the full rental rate also quoted below. Please note that this quote does not include the following: * Rental rates for hoses and fittings or additional controls to complete the pump system. * Freight from Hubbard, Oregon to the jobsite in the Ashland, Oregon area. * Installation of equipment or labor costs associated with like activity. Please contact me with questions or to issue a purchase order for the equipment at 503-981-0341, office, or 503-509-9430, cell. Sincerely, Andrew Dodd Outside Sales Representative AD / Ik Home Office: 84 Floodgate Road, Bridgeport, NJ 08014 - www.godwinpumps.com • (856) 467-3636 - (856) 467-4841 Page 1 / 1 ® ASHLAND C T 'I<'Y OF DATE PO NUMBER Pr~ 20 E MAIN ST. 5/7/2015 12863 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 017093 SHIP To: Ashland Public Works XYLEM DEWATERING SOLUTIONS INC, GODWIN (541) 488-5587 PO BOX 935152 51 WINBURN WAY ATLANTA, GA 31193 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Morqan Wayman Special Inst: Confirming? No Quanti Unite. Descrition Unit Price Ext. Price Reservation and rental fees for the 50,901.00 electric pump intended for use at the TAP emergencv pump station. Per attached quotation 125010725 Quote does not include: Rental rates for hoses and fittings, etc. Freight from Hubbard, Oreqon to iobsite Equipment installation or labor costs SUBTOTAL 50,901.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 50,901.00 ASHLAND, OR 97520 [::-Account Number Project Number Amount Account Number Project Number Amount E 670.08.18.00.70420 E 200808.999 50 901.00 Authorizeq Signature 1 VENDOR COPY FORM #3 CITY OF ASHLAND REQUISITION Date of request: Sf tk Zo15 Required date for delivery: A5 AP Vendor Name Kit n~ pEw,p.-rt¢I_LLe Address, City, State, Zip f-' r3ox 4(351',52 ,ATL."LCD f (4 31113 Contact Name & Telephone Number 1At'ZlEu4 mcQ 5o 3 -tf''4 6 2-.A 1 Fax Number SOURCING METHOD ❑ Exemptfrom 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 ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ VerballWritten quote(s) or proposal(s) ❑ 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 44, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost Item # Quantity Unit Description of MATERIALS Unit Price Total Cost t S rs~ O ~t Z'3 ~Z ~ TOTAL COST Per attached quotelproposal $ S6'.Rot.cp Project Number-Zc10S_-04a Account AccountNumber -:1'C>440'0 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: IT Director Date Support-Yes/No By signing this requisiti form, l certify at the Cify's public contracting requirements have been satisfied. ~Z~22 l Employee: ! Department Head: J~D~ ~~e 6 / / ( uottoorgreaterthan$5,000) Department Manager/Supervisor- City Administrator: 1 -tea v - (E ual to or greater than $29,000) Funds appropriated for current fiscal year; ES' / NO Finance Director- (Equal to orgreiterthan $5,ooo) Date Comments: Form #3 - Requisition FORM 95 CITY OF ASHLAND SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS GOODS AND SERVICES Less than $100,000 To: Dave Kanner, City Administrator From: Michael R. Faught Date: 5-04-2015 Re: Sole Source Determination and Written Findings for Goods and Services In accordance with AMC 2.50.090(F), the Department Head shall determine in writing that there is only one provider of a product or service of the quality and type required available. Estimated total value of contract: S50,901. 00, reference attached quotation. Project name: Talent-Ashland-Phoenix Intertie (TAP) Description of goods and services: Reservation and rental fees for the electric pump to use at the TAP emergency pump station. Background: This procurement is related to the serious potential water shortages with respect to the City of Ashland's watershed. Previously the TAP intertie was constructed following emergency procurement procedures based on record level low snowpack and potential severe water shortages for the community. A temporary emergency pump station was constructed to meet the prior deadlines as it related to the potential need of the TAP intertie for water shortages. That pump station made use of a specific electric rental pump last season and until the permanent pump station is constructed and brought online the emergency pump station provides the City with the ability to use the TAP line. In preparation for this season the Public Works Department is again facing the potential of severe water shortages for the community. The snowpack this season is even less than the previous year's snowpack In order to effectively plan for this event, the procurement of the electric pump from Xylem to use at the emergency pump station is imperative. This pump is the only electric pump available that can meet the pumping requirements of the pump station as designed by RH2, the City's consultant engineer for the TAP project. Xylem has provided the City of Ashland with a quote that reserves the pump from May 11, 2015 to August 14, 2015 and then a rental fee from August 15, 2015 to October 15, 2015. It is imperative the City reserve this pump as it is the only electric pump in Xylem's inventory that can be used at the pump station. Form #5 - Sole Source -Goods and Services - Less than $100,000, Page 1 of 2; 514/2015 [In accordance with ORS 279B. 075, these are the examples o findings that should be addressed. Select at least one o the findings and prepare the determination as it specif cally relates to the goods or services being procured. More than one finding can be addressed. The findings are as follows. Pursuant to ORS 279B.075 (2)(a): Provide fmdings supporting your determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source. Previously the City's consultant engineer, RH2, requested the availability and quotes for the rental of pumps required to pump from the TAP intertie to the City from all know rental vendors of this type. Only one vendor could provide the required pumps. The pump rental vendor has only one of the required pumps currently available to rent. but cannot reserve the pump without a commitment to pay standby/reservation and rental use fees. There are no other vendors that can provide the required equipment and service in the time frame required by the City of Ashland with respect to use at the TAP emergency pump station. Form #t5 - Sole Source --Goods and Services Less than $100,000, Page 2 of 2, 514/2015