HomeMy WebLinkAbout2007-203 Agrmt - Portland Energy Conservation
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August 16, 2007
City of Ashland
Attn: Cathy Cartmill
51 Winburn Way
Ashland, OR 97520
Dear Vem,
Enclosed is the fully executed Attachment A to the 2007 eAL Promotion for your
records.
Please do not hesitate to contact me if you have any questions.
Best regards,
/H.ur ~tA-
Marque Remior
Contract Administrator
503-248-4636, ext. 217
mremior@DecLorg
Enclosure
512
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Attachment A
Scope of Work
Portland Energy Conservation, Inc. (PECI) will conduct the following tasks for City of
Ashland in support of a compact fluorescent (CFL) markdown promotion in connection
with Bonneville Power Administration's region-wide Change a Light, Change the World
promotion, which runs September 15, 2007 -- May 31,2008.
Task 1: Setup and Kickoff
· PECI will design and produce retail Point of Purchase (POP) materials for
participating retail locations, including those in City of Ashland territory. One POP
piece will include City of Ashland's logo.
· Marketing materials will be sent directly to the stores and phone training will occur.
Field representatives will support participating retail stores in City of Ashland
territory and provide on-site merchandising and sales associate training, when
possible.
Task 2: Sales Data Tracking
· Program staff will receive retail sales reports from partnering retaiiler locations.
· Program staff will enter sales reports into the tracking database.
Task 3: Summary Report and Invoicing
· City of Ashland will receive detailed electronic reports of sales once a month. Sales
will be broken out by retailer and by individual product. This data will also be
provided in a hard copy along with the monthly invoice.
· Invoices for CFL sales and administrative costs per unit sold within the prior month
will be sent to City of Ashland monthly. Invoicing is dependent upon PECI receiving
sales data reports from manufacturer/retailer partners in a timely manner, due on the
15th of each month. However, City of Ashland will be invoiced by PECI within 10
working days of receipt of sales data.
Reflector High
Heat Certified
Spiral Lamp Globe Lamp Lamp 3-Way Spiral A-Lamps
(Winter only) (vanity) (recessed cans) Lamps (Covered CFL)
Markdown $1.25 $1.75 $2.25 $2.00 $1.75
Administration $0.40 $0.40 $0.40 $0.40 $0.40
Total Cost $1.65 $2.15 $2.65 $2.40 $2.15
· City of Ashland will be invoiced for markdown and administration costs per CFL
sold, according to lamp type as follows:
PECI Scope of Work
Change a Light, Change the World Specialty CFL Promotion
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Budget:
City of Ashland commits to fund (check one and fill in blank) the following, based upon
proof of sales by store at participating retailers in the attached store list:
o A maximum of ~romotional CFLs sold.
o Up to $ in markdown funds for promotional CFLs sold.
X All promotional CFLs sold for the duration of the promotion.
Portland Energy Conservation, Inc.
Initial:
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City of Ashland
Date:
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PEcr Scope of Work
Change a Light, Change the World Specialty CFt Promotion
2
From:
To:
Date:
Subject:
"Teri Duncan" <TDuncan@peci.org>
"Cathy Cartmill" <cathy@ashland.or.us>
8/8/2007 12:05:29 PM
CAL Specialty CFL Promotion, part 2
Hi Cathy,
Thank you for your interest in continuing to participate in the
specialty CFL markdown. PECI has a Service Contract on file with City
of Ashland for the Change a Light, Change the World Specialty CFL
Promotion. The agreement is in effect until June 30, .2007 unless as
indicated in Item #2 of the contract, "the Parties agree in writing to
extend the Term". To speed up the process, I propose that you extend the
effective date to July 31, 2008 in order to cover the upcoming phase of
the promotion (which runs through May 31, 2008 plus a potential1-month
extension). I have attached your new Scope of Work which covers the
specifics of markdown costs and any budget limits, if applicable. If you
would like to exercise this option, please send a signed letter to me at
the address below.
Feel free to call me if you have any questions. Thank you,
Teri
Teri Duncan
PECII Senior Program Manager
1400 SW 5th Ave. I Suite 700
Portland, OR 97201 I 503.595.4487
T duncan@peci.org
<<City of Ashland_est sales_CALFallSpec._080707.xls>> <<Ashland Attach
A.doc>>
cc: "Matthew Winthrop" <mwinthrop@peci.org>, "Juan Carlos Blacker"
<jcblacker@peci.org>
Change a Light, Change the World CFl MarkdOWn Promotion Agreement
January 15, 2007
1. Service Contract-
This Agtaement Is made end entered into by and between City of Ashlend, the Client, end
PorUand Energy Conservation, Inc. (PECI), the Consultant, listed below for specjfled services
provided by the Consultant to the Client. This Agreement shall remain in force only for the
duration of the period specified below, unless extended in accordance with this Agreement
(Term). All obligations incurred under this Agreement shall survive the Term until satisfied.
Pro'act Name
,Contract Period
C' of Ashland
Cath Cartmill
541-552-2063
20 E Main St
Ashland, OR 97520
Portland Ener Conservation" Inc.
503.248.4636
1400 SW 5 Ave. #700
Portland, Ore on 97201
93-0770824
2. Term
The term of this Agreement (Term) shall commence on the January 15, 2007 and
continue in effect until June 30,2007, unless the Parties agree in writing to extend the
Tenn, or unless this Agreement is earlier tenninated in aCCOrdance with the Early
Termination provisions below.
3. Services
This Agreement covers the services specified in Allachment A Scope of Work, which is
hereby included and made a part of this Agreement. The Consultant agrees to pertonn
the services specified in Allachment A in the manner and within the time specified
therein. Except as expressly provided elsewhere in this Agreement, any and all
modifications or revisions to Allachment A (including, but not necessarily limited to,
additions, deletions and extensions) must be in writing and signed by both parties.
4. Billing and Payment
The Consultant shall be compensaled by City of Ashland for the perfonnance of those
services described in Allachment A, which is hereby included and made a part of this
Agreement.
To ensure payment within 30 days after receipt by City of Ashland, the invoice for each
month must be submitted to City of Ashland within 10 days of receipt of retail sales data
by PECI for the month prior.
Submit all invoices to:
Attn: Cathy Cartmill
City of Ashland
20 E Main St
Ashland, OR 97520
5. Documentation
The Consultant shall maintain records documenting all fees and expenses in excess of
$5.00, incurred either by Consultant or any subcontractor of Consultant in the
performance of this Agreement. During regular business hours and upon reasonable
notice, City of Ashland, or its designee, shall have the right tOI inspect and audit all
records required to be maintained under this Agreement.
6. Insurance
The Consultant, and any subcontractor engaged by Consultant in its perfonnance of this
Agreement, shall carry and maintain fully paid commercial general liability, automobile
liability and workers compensation insurance. All policies shall be written only by
insurers admitted to do business in Oregon and having a rating of at least "A" and a
financial rating of at least "'VIII" on the most current edition of Best's Key Rating Guide
or comparable rating by another generally recognized rating agency. All policies shall
be endorsed to (a) specify City of Ashland as an additional insured to the full extent of
its right to indemnification under this Agreement, and (b) provide that City of Ashland
shall be given no less than thirty (30) days advance written notice of cancellation or
material change in coverage. Certificates of insurance shall be sent to City of Ashland
before work begins.
1. Consultant shall obtain the following minimum insurance coverage.
("Required Insurance") prior to the Effective Date, at its expense, and keep the
Required Insurances in effect during the Tenn (except with respect to
Professional Liability Insurance, when they shall be kept in effect for a period of
the Tenn plus two years):
2. Workers' Compensation Insurance in compliance with statutory
requirements;
3. Commercial General Liability Insurance (including contractual liability), on
an occurrence basis, with not less than $1,000,000 per loccurrence for bodily
injury and property damage liability, with an annual aggregate limit of $2,000,000;
4. Professional Liability Insurance, including errors and omissions coverage,
with a per occurrence and aggregate limit of not less than $1,000,000, to protect
against all loss suffered by City of Ashland or third parties, including financial and
consequential loss, caused by error" omission, or negligent acts related to
provision of the Services;
5. Commercial Automobile Liability Insurance, with a combined single limit,
or the equivalent of not less than $1,000,000 per occurrenCE!, for bodily injury and
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property damage with respect to Consultant's vehicles, whether owned, hired, or
non-owned, assigned to, or used by Consultant in connection with the Services;
and
6. Umbrella coverage in excess of the Workers' Compensation Coverage B
(Employers' Liability), Comm~rcial General Liability, and Commercial Automobile
liability insurances specified above of not less than $5,000,000.
The Required Insurances shall be with insurance companies admitted to do business in
the state of Oregon and rated MAM or better by Best's Insurance Rating. Consultant shall
furnish City of Ashland with certificates of insurance for each of the Required
Insurances.
The Commercial General liability, Commercial Automobile Liability, and Umbrella
Coverage shall (i) name City of Ashland, its directors, officers, and employees, as
additional insured, (ii) provide that it is primary insurance with respect to the interests of
City of Ashland and that any insurance maintained by City of Ashland is excess and not
contributory, (iii) include a cross-liability and severability of interest clause, and (iv) shall
include coverage for Hazardous Substances.
In the event Contractor fails to maintain, or require its subcontractors to maintain,
insurance poliCies in compliance with this provision, City of Ashland may in its discretion
either purchase such insurance coverage and charge the premium to Contractor or treat
such failure as an event of default by Contractor and terminate this Agreement for
breach of contract.
7. Governing Law. Venue and Attorney's Fees
The laws of the State of Oregon shall govern this agreement. Exclusive venue in case
legal suit or action is instituted to enforce compliance with any Iterms. covenants, or
conditions of this agreement shall lie in Jackson County, Oregon. Both parties agree to
submit to the personal jurisdiction of any court of competent subject matter jurisdiction
in Jackson County, Oregon. In the event of legal suit or action, including any appeals
there from, brought by either party against the other to enforce any of the obligations
hereunder or arising out of any dispute concerning the terms and conditions hereby
created, the losing party shall reimburse the prevailing party for its reasonable attorney
fees and costs incurred in the suit or action including investigation costs, expert witness
fees and aU costs of depositions. If any part of this agreement is found to be incbnflict
with applicable laws, such parts shall be inoperative, null and void so far as it is in
conflict with said laws, but the remainder of this agreement shall be in full force and
effect.
8. Good Faith Negotiation/Mediation
Prior to filing suitor initiating arbitration on any dispute, which arises between the
Parties under or relating to this Agreement, the Parties agree to attempt to resolve the
dispute through good faith negotiation. If the dispute cannot be resolved through good
faith negotiation, the Parties agree to hire an independent, trained and mutually
acceptable mediator to mediate the dispute. The cost of the mediator will be shared
equally by the Parties. The mediation shall be conducted in Ashlancl, Oregon.
3
9. Suspension of Work
Suspension by City of Ashland
City of Ashland may suspend, in writing,all or a portion of Consultant's services under
A~chment A in the event unforeseen circumstances make nonnal progress in the
perfonnance of the Consultanfs work inadvisable in the opinic)n of City of Ashland.
Consultant may request that the work be suspended by notifying City of Ashland, in
writing, of circumstances which are interfering with normal progress of the work. The
time for completion of the remaining work shall be extended by the number of days the
work is suspended by City of Ashland, unless both parties can mutually agree upon a
new completion time. In the event the period of suspension exceeds 90 days, the terms
of this Agreement shall be subject to renegotiation; provided, however, tha~ if such
renegotiation of a mutually acceptable replacement contract has not occurred within 180
days after suspension (Renegotiation Period), then either party may terminate this
Agreement in accordance with the early termination provision hereof, provided further,
that the failure to renegotiate this Agreement within the Renegotiation Period shall not
be construed as a breach of the Agreement by either Party. .
Suspension by Contractor
Contractor may suspend, in writing, all or any portion of its services under this
Agreement, but only if and to the extent City of Ashland fails to make timely payment in
accordance with the terms of this Agreement. City of Ashland shall have a period of
sixty (60) days from the date o'n which payment was due (Cure Period) within which to
. satisfy any arrearages in payment. Contractor shall resume performance of any
suspended services upon receipt of payment of any arrearages from City of Ashland
within the Cure Period.
10. Early Termination
Early Termination of Agreement Prior to Expiration of the Term
Either party shall have the right, but not the obligation, to terminate this Agreement, on
sixty (60) days written notice, in the event the other party's service or performance fails
to conform to the requirements of this Agreement. Contractor shall have the right, but
not the obligation, to terminate this Agreement, effective upon expiration of the Cure
Period, in the event City of Ashland fails to pay any arrearage within the Cure Period.
Either Party shall have the right but not the obligation, to terminate this Agreement in
the event work is suspended under this Agreement for a period in excess. of 90 days
and no renegotiation of this Agreement has occurred within the Renegotiation Period.
Any right of early termination shall be in addition to, not in replacement of, any and all
rights and remedies a party may have for breach of the Agreement by the other Party.
11. Subcontractors
Consultant may contract with one or more qualified subcontractors (Subcontractor
Agreement) to perform a portion of the services specified in the Scope of Work;
provided, however, that Contractor shall remain solely responsible to City of Ashland for
all performance under this Agreement and, provided further, that City of Ashland shall
have no responsibility for the review or supervision of the work of any subcontractor or
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for any payment to any Subcontractor. All subcontractor agreements shall require the
Subcontractor to comply with the invoicing, insurance, suspension of work, aud~,
documenlation, confidentiality and retum of .records obligations imposed on Conbactor
by this Agreement. No subconbactor shall be deemed to be a third party benefICiary of
this Agreement or to have any other rights under this Agreement
12. Relationship of Parties
Consultant is an independent contractor, and this Agreement is not intended to form a
partnership or jOint venture between the Parties. Individuals employed by Consultant
are not employees or agents of City of Ashland, nor are Consultant's subcontractors
employees or agents of City of Ashland. Each Party is solely responsible for payment
of compensation to its employees and personnel and will withhold and pay to the
appropriate authorities all taxes, contributions, and assessments impOsed or required
under all laWs with respect to payments. The Consultant will require these tenns in all
agreements With subcontractors for work undertaken for this Agreement.
13. Return of Records
On tennination of the contract, the Consultant will consuK with the project manager at
City of Ashland about whether pertinent records should be retumed. If requested, the
Consultant will deliver to City of Ashland .all records, reports, data memoranda, notes,
models or PUblications whether electronic or hard-copy, eqUipment and supplies of any
nature, and receipts for any and all billing made to City of Ashland that are in
possession or under control of the Consultant, prepared or acquired in the course of the
contract with City of Ashland. Further, the Consultant agrees not to keep or withhold
such information or data, or reproductions of such infonnation or data that relate to the
business activities of City of Ashland or to parties in a contract relationship with City of
Ashland. Alternatively, if the return of records and equipment or supplies is not
requested, Consultant agrees to retain these items for three years after the completion
of this contract and to notify the City of Ashland project manager at the end of that time
before dispOSing of them. Consultant shall include a provision substantially identical to
the foregoing in all its Subcontractor Agreements.
14. Indemnification
The Consultant will indemnify, hold hannless, and defend City of Ashland and, its
officers, employees, agents, representatives, and affiliates (each an Indemnified Party)
against any and all losses, liabilities, damages, claims, suits, proceedings, judgments,
assessments, costs, and expenses (including interest and penalties), and including
reasonable attorney fees and expenses, incurred by City of Ashland and arising from
(Q negligent or wrongful acts or omissions of the Consultant or of its officers,
employees, agents, representatives, or subconbaclors, affiliates, (ii) breach by the
Consultant or of its officers, employees, agents, representatives, sUbconbactors, or
affiliates of this Agreement, or (iii) any finding, judgment or other detennination or
settlement whereby the Consultant is deemed or considered to be the empioyer of the
other Party.
The Parties specifically agree that the provisions of this Section also apply to any claim
of injury or damage to the persons or property of the Consultant's employees.
Consultant acknOwledges and agrees that, as to such claims, the Consultant, with
5
respect to City of Ashland, hereby waives any right of immunity which Consultant may
have under industrial insurance (Title 51 RCWas amended and under any substitute or
replacement statute). This waiver was specifically negotiated by the Parties, is solely
for the benefit of the Parties and their successors and assigns, and is not intended as a
waiver of Consultant's right of immunity under said industrial insurance for any other
PUrpose.
15. Force Majeure
Notwithstanding anything contained in this Agreement to the contrary, neither Party will
be deemed liable or to be in default for any delay or failure in performance under this
Agreement deemed to result from acts of God, acts of civil and military authority, acts of
pu~lic enemy, war, or any like cause beyond the Parties' reasonable control.
16. Severability
Should any provision of this Agreement be held by a tribunal of competent jurisdiction to
be invalid or unenforceabll!, the remainder of the Agreement will remain in full force and
effect.
17. Notices
Notices required to be made under this Agreement shall be served personally, by
facsimile transmission, by overnight courier to the address shown above, or by email,
with a duplicate sent by certified mail, return receipt requested. Notice shall be effective
only upon receipt by the party being served.
18. Effective Date and Term
This Agreement, including its attachments, shall be effective immediately upon
execution by both parties.
City of Ashland
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Attachment A
Scope of Work
Portland Energy Conservation, Inc. (PECI) will conduct the following tasks for City of
Ashland in sUPpOrt ofa compact fluorescent (CFL) markdown promotion in connection
with Bonneville Power Administration's region-wide Change a Light. Change the World
promotion, February 15,2007 - May 31, 2007.
Task 1: Setup and Kickoff
· PECI will design and produce retail Point of Purchase (POP) materials for
participating retail locations, including those in City of Ashland territory. One POP
piece will include City of Ashland's logo.
· Marketing materials will be sent directly to the stores and phone training will occur.
Field representatives will support participating retail stores in Civy of Ashland
territory and provide on-site merchandising and sales associate training, when
possible.
Task 2: Sales Data Tracking
· Program staff will receive retail sales reports from partnering retailer locations.
· Program staff will enter sales reports into the tracking database.
Task 3: Summary Report and Invoicing
· City of Ashland will receive detailed electronic reports of sales once a month. Sales
will be broken out by retailer and by individual product. This data will also be
provided in a hard copy along with the monthly invoice.
· Invoices for CFL sales and administrative costs per unit sold within the prior month
will be sent to City of Ashland monthly. Invoicing is dependent upon PECI receiving
sales data reports from manufacturer/retailer partners in a timely manner, due on the
15th of each month. However, City of Ashland will be invoiced by PECI within 10
working days of receipt of sales data.
· City of Ashland will be invoiced for markdown and administration costs per CFL
sold, according to lamp type as follows:
Reflector High Heat
Globe Lamp Certified Lamp
Spiral Lamp (vanity) (recessed cans)
Markdown $1.25 $1.75 $2.25
Administration $0.25 $0.25 $0.25
Total Cost $1.50 $2.00 ,$2.50
. "
Budget:
City of Ashland commits to fund (check one and fill in blank) the following, based upon
proof of sales by store at participating retailers in the attached store list:
o A maximum of promotional CFts sold.
o Up to $ in markdown funds for promotional CFLs sold.
}4 All promotional CFLs sold for the duration of the promotion.
Portland Energy Conservation, Ine.
City of Ashland
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~A'
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
07775
VENDOR: 011374
PORTLAND ENERGY CONSERVATION, PECI
1400 SW 5TH AVENUE #700
PORTLAND, OR 97201
SHIP TO: Ashland Conservation Dept.
(541) 488-5306
20 E. MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: ELECTRIC
Contact: Cathy Cartmill
Confirming? No
Chanqe a Liqht, Chanqe the World FY
2007 -2008, Specialty CFL Promotion
(PECI)
6,500.00
Aqreement has been extended to
May 31,2008 per the attached
Attachment A, Scope of Services.
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
6 500.00
0.00
0.00
6,500.00
~ ~ ~Z~7
Au rized Signature
VENDOR COPY
"
CITY OF
ASHLAND
REQUISITION FORM
THIS REQUEST IS A:
~ Cl1aflge Ofder{excn's 'ng PO # 0] J 71/ }
~~t!-#~
~)
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
Date of Request: I ~ "1.(-07/
Required DatE! of Delivery/Service: 17, 3 i - 08 I
f'Jf-H ~,i E..,1 U 'j (OIl> W \/~Tldn I ..::r..,(.. (r '=- ex')
1'10D $./,,) s-H:. A v<.. .it- 700
P (J I' of tv.M J 0 I'- ..,. 7 z...O I
ph. SQ~_ S'IS, '/1/87 /-h>, $.::,;S 'J(,j-- (.,./~f3
leI ~ '1) Lu-H CV'I
SOLICITATION PROC_
Small Procurement B" Sole Source 0 Invitation to Bid
o Less than $5,000 Q.-'written findings attached (Copies on file)
o Quoles (Not required)
COODerative Procurement 0 Reauest for ProDosal
o State of ORNYA contract (Copies on file)
Intermediate Procurement o Other govemment agency contract 0 SDeCia11 ExemDt
o (3) Written Quotes 0 Copy of contract attached 0 Written findings attached
(Copies attached) 0 Emeraency
0 Contract # 0 Written findings attached
Description of SI!RVlCI!S
CA(~~. q. L;S'" t- ) u... ~ St. '+-1'<. ",) 0 r Ie( 2..0 0 . i _ Z-DO&-
Sp((~~\ '""t CJ-=L ffOrYIo+:,(fYl C PeCI')
erPer attached PROPOSAL
Item #
Quantity
Unit
Description of MATI!RIALS
Unit Price
Total Cost
Project Number____ _ __ . __ __
o Per attached QUOTE
Account Number!t 1-2. - 1. '-- . Q~ - ~:? . '" J Q LOJ2
. Items and services must be charged to the appropriate account numbers for the fll:ancla/s to reflect the actual expenditures accurately
By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracting requirements.
and the documentation can be provided upon request.
Employee Signature: CQ ~ ') C~~.
Supervisor/Dept. Head Signature:
~~
G FinanceIProcedureIAPIFormS\8_ReqUisition form revised,doc
Updated on 8/13/2007