HomeMy WebLinkAbout2021-035 PO 20210272- PCE Pacific Inc Purchase Order
1111,41
RECORDF'R Fiscal Year 2021 Page: 1 of: 1.
B
City of Ashland
ATTN: Accounts Payable Purchase
L
20 E. Main
L Ashland, OR 97520 Order# 20210272
T Phone: 541/552-2010
O Email: payable@ashland.or.us
V H C/O Water Treatment Plant
E PCE PACIFIC INC I 90 North Mountain Ave
N 22011 26TH AVE SE p Ashland, OR 97520
D BOTHELL, WA 98021 Phone: 541/488-5345
R T Fax: 541/552-2329
ffi _ Alistair Andre
- _ 'I-_ I -`=I=I giI€- • -._. _---
02/17/2021 1352 •FOB ASHLAND OR/NET30 Ci Accounts Pa able
New EIM 3-Ph Actuator
1 Onsite installation support and start-up/commissioning of(1) new 1.0 $12,888.00 $12,888.00
EIM model MCA-3 460V/3-phase actuator.
Goods and.Services Agreement
Completion date: June 30, 2021
Project Account:
2 ADDED: Processed change order 07/15/2021 1.0 $3,190.00' $3,190.00
Amendment No. 1
Adding the inspection/maintenance of all 32 existing EIM valve
actuators at the WTP
Project Account:
***************GL SUMMARY***************
081900-602400 $16,078.00 • I
By: . /Date:
Aut •ri ed Sig .tur- L;11117=,___ - .16 078.00
FORM 010 , • CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM
Request for a ChangAsHLAND
e Order
. .
Name of Supplier I Contractor I Consultant: ace Pa ins Ino ` 'I', t i`�ti'f` + "s�'` " '
ppt � .� F_ r t rte. iti��
Purchase Order Number:20210272 t;' � ' Y l imo . "�
�£ .tq�u Ef Fkp'ggilE+ J
Title I Description:Adding lho tnspectronrmaintonanoeof an 32(rdsUna ElM valve actuators at the WrP 1,4 17,0;.'Stfr' - '„:, 5l,
i i"a�yc��Z �l lit.'1) ''%1R.. 4
® Par attached contract amendment at} •` yr,,:;4- }i c i
k`i't7gRshit
Contract Amendment •
Original contract amount $12,8e8 100 %of original contract
Total amount of previous contract amendments o %of original contract
Amount of this contract amendment 83,190 24.0 %of original contract
TOTAL AMOUNT OF CONTRACT $18,070 124.8 %of original contract
in accordance with OAR 137.047-OB00:1)The amendment is vAthin ho scone of procurement as described In the solicitation documents,Sole Source notice rir approval of Special
Ptocurement.2)The amendment Is necessary to comply with a change In law that affects perormance of the contract.3)The amendment results from renegotiation of the terms and
conditions,Inciudfng the contract price,of a contract end the amendment is advantageous to the City of Ashland,subject to all of the follovAng conditions:e)goods end services lobe
provided under the amended contract are file same as the goods and services to be provided under the unamended contract b)The City determines that,vAth at Things considered,the
amended contract Is al least as favorable to the City as the unamended contract;c)The amended coniractdoes not have a total term greater than allowed in the solicitation document,
contract et approval of a Special ProrcrremenL An amendment Is pot wilhh the scope of the procurement if the City determines that If it had described the Changes to be made by the
amendment In the procurement documents,It would likely have Increased competition or affected award of contract. •
•
Contract amendment Is withIn the scope of procurement: YEs r NO (if"NO",requires Council approval 1 Attach cony of CC.) •
Sourcing Method:
SMALL PROCUREMENT–Not oxoeedtngS5.000 JNVITATiON TO 510 or CooPERATIVE PROCUREMENT.QBERE
❑'YES•,the total amount of contrast and cumulative REQUEST FOR PROPOSAL ):KEMPTION PURSUANT TO AMC 2.60
amendments 5E000. El 'YES',the total omotinl of cumulative amendments El'YES',the total emountof original contract and
❑if'NO',amountexceeding authority requires s 25%of original centred amount or 32511000 • cumulative amendments a 5100K for Goods&Sentes,s
Council approval,Attach cosy of Councill vrnicheverls less. $75K for Personal Services,<$50K for Attorney Foes.
Communication,• ❑if'NO',amount excesdng authority requires ❑If'NO',amount exceeding authority requires Council
❑ Exempt–Reason: • Council approval,Attach copy of Council approval.Attach cony of Council Communication. ,
PERSONAL SERVICES!Direct Appointment) Communication, q Exempt–Reason:
tf'YES',cumulative amendments s 335,000 ❑ Exempt–Reason:
❑ trNO',requires council approval.(Attach CC)
JNTERMEDiATE PROCUREMENT SOLE SOURCE Fh1ERGENCY PROCUREMENT
Goods&Sorvtcoe•>$5,000 and<3100.000 0 'YES',the total amount of cumulative amendments 0 Written Findings:Document the nature of the .
Personal Services•>Sumo and<$70,000 S 25%of original contract amount or$260,000 emergency,lnduding necessity and circumstances
iuI 'YES',the total amount of cumulative whicheverts less. requiring the contract amendment
amendments s 25%of original contract amount Li li'NO•,amount exceeding ariUroolty requires El Obtain dtrecgonand written approval from City
❑1f'NO',amount exceadkrg authority requires Connell approval.Auaokcoav of Council Administrator
Cottncli approval.Attach copy of Coundt Communication, ❑ If applicable,attach copy of Council Communication
Communication. Cl Exempt–Reason: ❑ Exempt-Reason:
❑ Exempt–Reason: —
SPECiAL PROCUREMENT JNTERGOVERNMENTAL AGREEMENi;
❑'YES',the total amount of original contract and cumulative amendments are ❑ Renewal of Intergovernmental Agreement:Terms modified in accordance with inWal
within the amount and terms Initially approved by Cooed:as a Special agreernentORcostwillno►bemorethan•25%greaterthaninitialagreement.Renewal
Procurement. approved by City Attorney and department h ead affected by tonowal end epprovedlalgned '
❑ II'NO',amount exceeding authority requires Council approval, by City Administrator.AMC 2.28.045(8)
i .c co . Co r,.I Co lui u r c.11, . Ci If"NO',Council approval Is required.Attach_oogyof council Communication
•
Project Number -- . Account Number o o A o O. e o 2 4 0 o Account Number -
'Expenditure must be charged to the au!oprlsta account numbers forthe financials f o reliant the actual expenditures accurately. Attach extra pages if needed.
Employee Signature. Department Head Signature. '- 1' (1211 t024
arL�e 1r,r,: : •n$s,000)
• Cl,
'al ager "--
qu• foorg aforrhan$2b,000orlO%)
Funds appropriated for current fiscal year: Y�$.-/-NO ��:.a,,.,,-_a-- ' , ' '7r2-- .
Finance d!rector(Equal toorgrealo hen$5,000) Date ,
Comments: . ..
Form#10--Contract Amendment Approval Request Form,Request for a Change Order,Page'1 of 1,4/2312020
•
AMENDMENT NO. 1
to
GOODS & SERVICES AGREEMENT
between
• THE CITY OF ASHLAND,
an Oregon municipal corporation,
("City")
• and
PCE Pacific Inc,
a corporation, •
("Provider")
• for
Onsite installation,support and start-up/commissioning of(1)new EIM model MCA-3 460v/3-
phase actuator.
RECITALS
A. The City and Provider previously entered into a Goods and Services Agreement effective
February 16,2021 (the"Agreement"),for the onsite installation,support and start-up/commissioning
of(1)new EIM model MCA-3 460v/3-phase actuator.
B. The City and Provider now wish to amend the Agreement to increase the amount of compensation
to be paid to Provider for additional services in the attached"Exhibit A".
C. The City and Provider now wish to amend the Agreement to extend the term of the Agreement.
AGREEMENT •
•
NOW THEREFORE,in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows:
•
1. Amend Section 2 of the Agreement as follows,with strikeout wording deleted and
underscored wording added:
2.1 City shall pay Provider the sum of$16,078 (sixteen thousand and seventy eight dollars)
-$4278-88 as provided herein as full compensation for the Work as specified in the
SUPPORTING DOCUMENTS.
2.2 In no event shall Provider's total of all compensation and reimbursement under this
Agreement exceed the sum of $16,078 (sixteen thousand and seventy eight dollars)
$12,888 without the express, written approval from the City official whose signature
appears below, or such official's successor in office. Provider expressly acknowledges
that no other.person has authority to order or authorize additional Work which would
cause this maximum sum to be exceeded arid that any authorization from the responsible
official must be in writing. Provider further acknowledges that any Work delivered or
expenses incurred without authorization as provided herein is done at Provider's own
risk and as a volunteer without expectation of compensation or'reimbursement.
Page 1 of 2: Amendment No. 1 to Goods&Services Agreement between the City of Ashland and PCE Pacific
•
Amend Section 6 of the Agreement as follows, with strikeout wording deleted and
• underscored wording added:
6.1 This Agreement shall be effective from the date of execution on behalf of the City as set
forth below (the"Effective Date"), and shall continue in full force and effect until June
30,2021 December 31,2021,unless sooner terminated as provided in Subsection 6.2. •
2. This Amendment No. 1 is effective upon being signed by both parties.
3. Except as specifically modified by this Amendment No. 1,the terms and conditions of the
Agreement remain in full force and effect.
IN WITNESS WHEREOF the parties have caused this Amendment No. 1 to be signed in their
respective names by their duly authorized representatives as of the dates set forth below:
CITY OF ASHLAND,OREGON PCE PACIFIC INC.
By: �� ��'!� Y: MN 1.4pan
Printed Name: Anne M. Lo man
' Date: (4142ta' Title:
Mechanical Service Coordinator
Date: 6-23-2021
•
Page 2 of 2: Amendment No.1 to Goods&Services Agreement between the City of Ashland and PCE Pacific
FORM#10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST T FORM ASHLANDRequest for a Change Order
Name of Supplier 1 Contractor 1 Consultant: PCE Pacific Inc "°-,,,.,,.-„-,i,.,• -""` it_�'4"
AtilaiPurchase Order Number:20210272 � et�•-t-'_ �t'' "' `�`'
Title I Description:Addingthe ins cttonrmainlenance of all 32 existing EIM valve actuators at the WrP e'r�--tom =.n'*° r N 4,, _
p a° g x, _tom v,
0 Per attached contract amendment '4a``r'_`{�' - :'Peke'�
.._ .=�a-:r?�=as:�T a�'v °'.r ri�:.f:r�'Vi
Contract Amendment
Original contract amount $12,888 100 %of original contract
Total amount of previous contract amendments 0 %of original contract
Amount of this contract amendment $3,190 24.8 %of original contract
TOTAL AMOUNT OF CONTRACT $16,078 124.8 %of original contract
In accordance with OAR 137-047-0800:1)The amendment is within the scone of procurement as described In the solicitation documents,Sole Source notice or approval of Special
Procurement 2)The amendment Is necessary to comply with a change in law that affects performance of the contract.3)The amendment results from renegotiation of the terms and
conditions,Including the contract price,of a contract and the amendment is advantageous to the City of Ashland,subject to all of the following conditions:a)goods and services to be
provided under the amended contract are the same as the goods and services to be provided under the unamended contract b)The City determines that,with all things considered,the
amended contract Is at least as favorable to the City as the unamended contract;c)The amended contract does not have a tote I term greater than allowed In the solicitation document,
contract or approval of a Special Procurement An amendment is pot within the scope of the procurement if the City determines thatlf It had described the changes to be made by the
amendment in the procurement documents,itwould likely have increased competition or affected award of contract _
Contract amendment is within the scope of procurement: YES■ NO (If"NO",requires Council approval I Attach copy ofCC.) •
Sourcing Method:
SMALL PROCUREMENT—Not exceeding$5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT,QRF or
❑'YES',the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO Amp 2.50
amendments s$6;000, ❑ 'YES',the total amount of cumulative amendments 0'YES',the total amount of original contract and
❑If"NO',amountexceedingauthority requires 825%oforiginal contract amount or$250,000 cumulative amendments s$100Kfor Goods&Services,S
Council approval.Attach copy of Council whichever Is less. $75K for Personal Services,<$50K for Attorney Fees.
Communication. 0 If'NO',amount exceeding authority requires 0 If'NO',amount exceeding authority requires Council
❑ Exempt—Reason: Council approval.Attach copy of Council approval.Attach copy of Council Communication.
PERSONAL SERVICES(Direct Appointment) Communication. ❑ Etempt—Reason:
❑ 'YES",cumulative amendments s$35,000 0 Exempt—Reason:
❑ If'N0',requires council approval.(Attach CC)
INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT
Goods&Services->$5,000 and<$100,008. 0 'YES',the total amount of cumulative amendments 0 Written Findings;Document the nature of the .
Personal Services->$5,000 and<$75,000 S 25%of original contract amount or$250,000 , emergency,including necessity and circumstances
❑p "YES',the total amount of cumulative whicheveris less. requiring the contract amendment
amendments s 25%of original contract amount 0 if'N0',amount exceeding authority requires 0 Obtain direction and written approval from City
❑I1'NO',amount exceeding authority requires Council approval.Attach copy of Council Administrator
Council approval.Attach copy of Council Communication. 0 If applicable,attach copy of Council Communication
• Communication. 0 Exempt—Reason: 0 Exempt—Reason:
❑ Exempt—Reason: __. ,
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑'YES',the total amountof original contract and cumulative amendments are 0 Renewal of Intergovernmental Agreement:Terms modified in accordance with initial
within the amount and terms initially approved by Counci as a Special agreement OR cost will not be more than 25%greater than initial agreement Renewal
- Procurement. approved by City Attorney and department head affected by renewal and approved/signed
❑ It'NO",amount exceeding authority requires Council approval. by City Administrator.AMC 2.28.045(8)
Attach copy of Council Communication. 0 If"NO',Council approval is required.Attach copy of Council Commupication
Project Number - --- Account Number 0 8 1 9 0 o- 6 0 2 4 o o Account Number -
*Expenditure must be charged to the ap opriate account numbers for the financials 10 reflect the actual expenditures accurately. Attach extra pages if needed.
Employee Signature: (---1...- --,------4'..-- Department Head Signatur-.-iiiii!1r 0241202.1
� 3 o 2rg 7(177•n$5,000)
Cl j a •ger'
a ' qu to org aterthan$25,000or10f)
Funds appropriated for current fiscal year: YFS-HVO �'/ ' f
Finance!'rector(Equal to or greater haft$5,000) Date
Comments: '
Form#10-Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1,4123(2020
EXHIBIT A
o PCE PACIFIC
Emerson ImpaciPartner EMERSON'.
PCE Pacific, Inc.
22011 —26th Ave SE
Bothell, WA 98021
Phone:425-487-9600 Fax:425-487-1114
Field Service Estimate # AL21389 revision 1
Page 1 of 1 April 17,2021
To: Kevin Caldwell Prepared By: Anne Logman
Company: City of Ashland OR cc:
Phone: 541-552-2414 Phone: 425-487-8707
Email: Kevin.caldweWashland.or.us Email: Anne.Logman(a.pcepacific.com'
Onsite inspection, maintenance and recommendations for EIM electric actuators
Estimate includes living expenses and on-site labor for 2 days(assumes round trip travel $3,190.
time and expenses covered by work on Contract 20210272,detail below)
Scope of work and Assumptions:
• One(1)valve/instrument technician to travel to site one time for work scope. Estimate based on travel time
and expenses on Contract 20210272 for other work. Travel from Everett WA and all travel and onsite Monday-
Friday,day shift,no holidays. Estimate based on 2 days onsite for quoted scope,9 hours/day,day shift.
• Scope: 1)perform function check of actuators(list below),including setting switches,testing travel limits,
setting/confirming travel stops,etc.;2)witness function testing from customer control system if possible;
• 3)provide recommendations for future maintenance and/or parts;4)provide field report within 1 week of last
onsite date.
• Standard PPE(facial covering,hard hat,safety glasses,steel toe boots). There will be no confined space or
respirator-required work.
• If site specific training is required,customer to provide on first on-site day. Estimated 1 hour or less.
• Customer to provide: 1)safe access to equipment;2)personnel and equipment to lift actuators off of valves(if
needed);3)electrician support if needed for un-landing and re-landing wires,etc.
QUANTITY DESCRIPTION MODEL NUMBER SERIAL NUMBER
6 Filter Influent Actuators MCT1-6 034021H01
6 Filter Effluent Actuators . P2G1-6 034021CO3
6 Filter Waste Valve Actuators MCi1-6 034021DDS
6 Filter Backwash Actuators Q7T2-6 034021E06
6 FilterAir Scour Actuators P2T1-6 034021F04
1 Backwash Flow Control Actuator Q4G2-6 34021A01
1 Air Scour Flow Control Actuator P2G1-6 34021801
Parts: N/A for quoted scope—parts recommended for future work to be quoted separately after inspections
Expenses: Mileage=$1.00 per mile;Meals Per Diem=$60 per day;Other=Billed @ PCE Pacific cost
Level 1 Valve/Instrument Technician,2021 Labor,Travel&Standby Rates:
Standard(ST)=$155.00/hour(up to 8 hours per day,Monday—Friday);Overtime(OT)=$216.00/hour(over 8 hours per day but under
12 hours per day,Monday through Friday and up to 8 hours on Saturdays);Premium(DT)_$288.00/hour(over 12 hours per day
Monday through Friday,all hours over 8 hours on Saturdays,all hours on PCE Pacific scheduled holidays and on Sundays).
Please note: This quotation is an estimate only,based on information provided. Invoices will reflect actual time and materials. In
addition to travel and expenses,a minimum of four hours onsite labor will be charged for all field jobs. Standby/waiting/site-specific
training time will be charged at the prevailing labor rates. Availability of personnel cannot be guaranteed prior to receipt of Purchase
Order and confirmation by PCE Pacific,Inc.
Prices quoted are valid for work completed on or before 11/19/21. Unless specified above,sales,use,or other state or municipal taxes
are not included. Any orders placed are subject to current PCE Pacific"Mechanical Service Rates"and to current"PCE Services
Terms and Conditions of Sale which is available at our website http://www.pceoacific.com/lp/pcetc/. A 3%Convenience Fee will be
charged for Credit Card payments. Prices are in US dollars.
Thank you for this opportunity. If you have any questions regarding this quotation or if I can be of any assistance please do not hesitate
to call me at 425-487-8707 or via email: Anne.Logmanta7,pcepacific.com.