HomeMy WebLinkAbout2009-031 Contract - Pape Material
Contract for GOODS AND SERVICES Less than $25,000
CITY OF
ASHLAND
20 East Main Street
Ashland, Oregon 97520
Telephone: 541/488-6002
Fax: 541/488-5311
CONTRACTOR: Pape Machinery
CONTACT: Dave Jones
ADDRESS: 4300 Hadley Drive, Central Point, OR 97502
TELEPHONE: 541-776-4706
DATE AGREEMENT PREPARED: 02-25-2009 FAX: 541-776-3818
BEGINNING DATE: March 9, 2009 COMPLETION DATE: April 20,2009
COMPENSATION: $8,066.07 per estimate dated 02/04/2009. No additional work is authorized without prior
written approval from Dick Wanderscheid, Director of Electric Utilities, or his designee.
GOODS AND SERVICES TO BE PROVIDED: Contractor to service the hydraulics of the hydro generator. Per
attached estimate dated 02/04/2009.
ADDITIONAL TERMS:
NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR AGREE as follows:
1 . All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and
materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned
in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Goods shall be paid for within 30 days of an invoice after delivery of goods
conforming to the standards and specifications. Once work commences, invoices shall be prepared and submitted by
the tenth of the month for work completed in the prior month. 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. Compensation under this contract, including all costs and expenses of Contractor, is limited to
$25,000.00, unless a separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 2798.220, 2798.225, 2798.230, 2798.235, ORS Chapter 244 and ORS 670.600 are
made part of this contract.
7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract
is $18,088 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 8 predominantly in areas where it will be seen by all employees.
8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Contractor (including but not limited
to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this
contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs,
judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
9. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
c. For Cause. City may.terminate or modify this contract, in whole or in part, effective upon delivery of
Contract for Goods and Services Less than $25,000, Revised 06/30/2008, Page 1 of 9
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 part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obliaation/Liabilitvof Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to
the termination date if such work was performed in accordance with the Contract.
10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City.
Contractor shall have the complete responsibility for the performance of this contract.
11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated
against minority, women or emerging small businesses enterprises in obtaining any required subcontracts.
Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to
City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any
requirement ofORS 279A.11 0 or the administrative rules implementing the Statute.
12. Asbestos Abatement License: If required under ORS 468A.71 0, Contractor or Subcontractor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible
in the performance of the contract work set forth in this document.
15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of
any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its ORF status pursuant to
the ORF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a
ORF if Contractor has qualified as a ORF for this agreement; institutes an action for relief in bankruptcy or has
instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing
business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's 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 L..!sb!liW~~nce with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,00~lj>-Q~, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
c. Automobile Lia ". . urance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, 1,000,000> r Not A licable for each accident for Bodil In'ur and Pro ert Dama e,
Contract for Goods and Services Less than $25,000, Revised 06/30/2008, Page 2 of 9
including coverage for owned, hired or non-owned vehicles, as applicable.
d. Notice of cancellation or chanae. 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 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.
17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
19. 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.
20. Prior Approval Required Provision. Approval by the City of Ashland Councilor the Public Contracting Officer is
required before any work may begin under this contract.
21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by
reference.
~yONTRACTOR ~ .
. Sign lure ~
IIf
Print Na e
TITLE /!-<1~e--/.JZ,J!L4td'~ CJ~I/~
,/ , ,4r#1~~
DATE 2-.2{-o7
FederallD#
73 -j /:z 7// a
*Completed W9 form must be submitted with contract
CITY OF ASHLAND:
BY
~
DATE
C~NTRA<K,A A~W. RD AND FI,~.DljU"J .GS DE.~~M~ BY:
By. fJYl~ /f/1~/ t~/tp/ t~1'
"
?/City Department Head Date: 4 ( r't ('
ACCOUNT # 6; {I ~ I ( /' e-;-~ tf!?:J 6C::/ ,,:2 /.;? c:9 C")
(For City purposes only)
PURCHASE ORDER # Vlg?~ 6 'f/
Contract for Goods and Services Less than $25,000, Revised 06/30/2008, Page 3 of 9
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 I nternal Revenue Service (I RS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
r(1) I carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
(6) I 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.
J
Contract for Goods and Services Less than $25,000, Revised 06/30/2008, Page 4 of 9
Scott Johnson - Reeder Gulch Power Plant
Page 1 of 1
From:
To:
Date:
Subject:
CC:
"Dave Jones" <djones@papemachinery.com>
<metzkerm@ashland.or.us>, <johnsons@ashland.or.us>
2/5/2009 11 :51 AM
Reeder Gulch Power Plant
<rwhite@papemachinery.com>
Mike,
Here is the estimate for generator service we spoke about. Feel free to call if there are any questions.
Thank you.
Dave Jones
Medford OR Store 04
Service ~.upervisor
541 ;;778=4706
541-944-2445
~1 /1 {L -,- t/ '1 0 {;7
?~7/1 it t-( r c.~ c.i' P(~
file://C:\Documents and Settings\johnsons\Local Settings\Temp\GW}OOOO1.HTM
2/5/2009
Product Support Estimate
Store/Div. 02 IW.O.#: I Written By: Credit Approval: I Date:
Customer: City of Ashland Date: 2/4/09
Address: Reeder Gulch Power Plant Written By Dave Jones
City/State: Salesman:
Location: Phone #: 541-772-4706
Contact: Mike Metzger Fax#: 541-776 -3818
Make: IModel: I SIN: Equip. # I Meter:
Authorized By: Ip.o.#: FOB:
Terms: Estimate Good for 30 days
Item # Description Parts Labor Misc. Total
1 Remove, teardown, and reseal 5 hydrau 1,301.00 2,590.00 $3,891.00
pumps.
2 Change filters, filter oil, and sampleoil i 1,075.20 1,480.00 2,555.20
both tanks.
3 Repair leak and reroute oil return line. 109.87 740.00 849.87
4 Check oil heater for proper size and 320.00 320.00
operation.
5 Travel to and from jobsite. Estimating 450.00 450.00
three trips
Does not include freight charges, or any
other repairs needed that are not covered
above.
Total $8,066.07
Page 1 of 1
Fo~ W-g
(Aev. october 2007)
D6PllrlmRrrt of tM TllllUll,lry
ln1e/'l'Jll/ RAvtnue SeNlCllt
Name (as BhOll./n r;m your inCOme tax r(!tlJrn)
N Pape'M8~lnc
&
a Bu...il'l~83 name, If different from above
~
c
G)w
p.!;
~~
~I
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o.u
!e
~
411I
g,
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Request for Taxpayer
Identification Number and Certification
Check aPPropriate bQ~; 0 IndMClvaVSole pro~letor 121 CorpOra'liOl'l 0 p"rtnershlp
o limIted /I;!lbility complllny. Enter the ~)c c'nelf1c:~ion (D=dI9rogtll'ded entity, C=corpormIQl'I, P=pal'fn<<!Jt'lip) .. .... _..
o othll/' (see 1~ltuGtlone) ..
Address (numb/;lf, street. 3n(1 apt. or BUitl) no.)
355 Goodpasture Island Rd. f Suite 300
ClIY, :>tete. and ZIp code
Eugene OR 97401
1I~ aCCount nl,lmbet(s) here (oJ:)tiona9
Eliter your TIN ill the approprlate box. The TIN ProvIded muat match the name given on Un9 1 to avoid SJ;lclsl !I11Curity number
backup withl1oldlng. f:Qr JndlvldUall;l, this Is YOUr socIal security number (SSN). However, fo~ a resIdent
allan, t:lole proprietor. or disregarded entity, see the Part' InstructIons on page 3. For other entltlea, It Is
your l!ml'loyer Identification number (EIN). " you do not have a numbst", see How tQ g~t a TIN on page 3.
Notll!. If tI1e aCCount Is In more than OM name. see the chart Oh page 11 for guIdelines on wl'loae
number to enter.
Certification
Under penalties of perjury, I certify ti'Jat:
1. The nllmber shown on thIs form Is my correct taxpayer Identlflcatiol1 number (or I am waiting for a number to be i/ilslJed to me), and
2. I am not subJec:t to backup withholding because: (a) I am exempt: from backup withholding, or (b) I have not b~n notified by the Intarnal
Revenue Service QRS) that I am subjiSlct to backup withholdIng as a result of a 'allure to report ell Interest Or dividends, or (0) the IRS has
notified ti'JE! that I am no longer ~l,Iblect to beckup withholding, and
3. I am a U.S. cltllen or othflir U.S. person (defined below).
Certification InS1rUctiollS. You rn1,l5t cross out Item 2 ~bove f1 you have been notified by tl1e IRS that you are CU~rently subject to backup
withhokflng b~l,I.Se you ~ve failed to repert all interest and dividends on your tax return. For real estate tranS3ctlon~, Item 2 do~ not apply.
For mortgage Intera$t paid, acqUIsition or .abandonmant of seour@o property, cancellation of debt, CQ11trlbution$ to an IndiVidual retlremel1t
arrangement (IRA). and generally, payments otl"ler than Interest and dividf3nds. YOI,I are not required to sign the Certification. but YQU must
provide your cOlTeO't l1N. See the Instn.Jc:tlQl15 on page 4,
Sign S1gn8tlrO Crf
Hera u.&. Ptrwon lit-
Definition of 8 U.S. perso For fede
considered 8 u.s. person If you are:
· An Individual who is a U.S. citIzen or U.S. resident alien,
· A partnershIp, corporation, company. or association created or
organized in the United States or Under tI"Ie laws of the United
States.
· An estate (other than a foreign estate), or
· A domestic trust (as defined in Regulations sectiOn
301.7701-7).
Special rules for partnerships. Partnerships that conduct 8
trade or business In the United States are generally "squired to
pay a withholding tax on any foreign partners' share of Income
from suoh buainess. Further. in oertain cases Where a Fortn W-9
has not baen received, a partnership Is reqUired to presume that
a partner is a foreign person, and pay the withholding tax,
Therefore, If you are a U.S. per$On that Is a partner In a.
partnership conducting a trade or business in the United States,
prOvide Form W-9 to the partnership to establish your U.S.
status and avoid withholding 0" your share of partnership
income.
The perElOI'1 who gives Form W-g to the ~~rtnership for
purposes of establishing its U-S. status and avoIding withholding
on Its allocable share of net inco~ from the partnership
conducting a trade or bUsiness In the United States i5 in the
following eases:
· The U.S. owner of a dlsregl':lrcled entity and not the entity,
~t. No. 10231X Form W~9 (Rev. 'O-~OO7)
Taxpayer Identification Number mN)
Generallnstructi ns
SectiOI\ references are to the Internal Revenue Code unless
otherwise noted.
Purpose of Form
A person who Is required to file an Information return with the
IRS must obtain your correct taxpayer Identification number (i1N)
to report, for example. income paid to you, real estate
transaotions. mortgage Interest you paid. acquIsition or
abandonment of seOUred property. cancellation of debt, or
contributions you made to an IRA.
Use FOI1T1 Wag only if you ate a U.S. person ~nQ)l.Idlng a
resident alien), to prOVide your correct l1N to the person
n!!Questlng It (the requester) and, when applieable, to:
1. Certify that the TIN you are giving I~ correct (or you are
waIting for a number to be issued),
2. Certify that you are not subject to baokup withholding, or
3. Claim exemption from backup withholding if you are a U.S.
exempt payee. If applicable, you are also certifying that as a
U.S. person, your allocable share of any partnEll'$hlp income from
a U.S. trade or business fa not subjeot to the withholding tax on
foreign partners' shara of effectively connected income.
Note. If a requester gives you a form other than Form W.9 to
request your TIN. you must use the requester's form If it is
$t.lbstantlally Similar to this Form W-9.
Give 10nn to the
tequ~ster. Do not
send to the IRS.
O Exempt
payee
Flat.t1,li!l3ter'a naml) end addr~~ (optional)
or
Empl~er Id'entlti~gn number
73: 1627810
0* ...
OREGON WORKERS' COMPENSATION
CERTIFICATE OF INSURANCE
~~~~l'i!
CERTIFICATE HOLDER:
CITY OF ASHLAND
20 EAST MAIN STREET
ASHLAND, OR 97520
The policy of insurance listed below has been issued to the insured named below for the policy
period indicated. The insurance afforded by the policy described herein is subject to all the terms,
exclusions and conditions of such policy.
POLICY NO.
938352
POLICY PERIOD
01/01/2009 TO 01/01/2010
ISSUE DATE
03/13/2009
INSURED:
PAPE' MACHINERY INC
PO BOX 407
EUGENE, OR 97440
BROKER OF RECORD:
LIMITS OF LIABILITY:
Bodily Injury by Accident $1,000,000
Bodily Injury by Disease $1,000,000
Bodily Injury by Disease $1,000,000
each accident
each employee
policy limit
DESCRIPTION OF OPERA TIONS/LOCA TIONS/SPECIAL ITEMS:
IMPORTANT:
The coverage described above is in effect as of the issue date of this certificate. It is subject to
change at any time in the future.
This certificate is issued as a matter of information only and confers no rights to the certificate holder.
This certificate does not amend, extend or alter the coverage afforded by the policies above.
CANCELLATION:
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL MAIL 30 DAYS' WRITTEN
NOTICE TO THE ABOVE NAMED CERTIFICATE HOLDER.
AUTHORIZED REPRESENTATIVE
PJr?}>' JF l<,qiiJ.----
President and CEO
@ SAIF CORPORATION 1400 High St SE I Salem, OR 973121 P: 800.285.85251 www.saif.com
A CORDTM CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
03/13/2009
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
MARSH USA INC. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
111 SW COLUMBIA, STE 500 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
PORTLAND, OR 97201 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
900810-PG-GA- PM INSURERS AFFORDING COVERAGE NAIC#
INSURED INSURER A: Zurich American Insurance Co 16535
PAPE' MACHINERY, INC.
c/o THE PAPE' GROUP, INC. INSURER B:
PO BOX 407 INSURER C:
EUGENE, OR 97440
INSURER D:
INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.
NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE
MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND
CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
NSR ADD'L TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS
LTR INSR[ DATE (MM/DD/YY) DATE (MM/DD/YY)
GENERAL LIABILITY EACH OCCURRENCE 1:Ii 1 000 000
A - GL03784857 -03 12/01/08 12/01/09 ~~~b~~J~~~~~~~ce) 100,000
X COMMERCIAL GENERAL LIABILITY $
- tJ CLAIMS MADE W OCCUR 5,00e
MED EXP (Anyone person) $
-
L WA~HINr,T()N ~T()P r,AP - PERSONAL & ADV INJURY $ 1,000,00e
- $1 000000 LIMIT GENERAL AGGREGATE $ 5,000,Ooe
GENERAL AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGe $ 2,000,00e
n POLICY n j~2T n LOC
A AUTOMOBILE LIABILITY BAP3 7 84856-03 12/01/08 12/01/09 COMBINED SINGLE LIMIT 2,OOO,OOC
>--- (Ea accident) $
X ANY AUTO
>--- ALL OWNED AUTOS BODILY INJURY $
I--
SCHEDULED AUTOS (Per person)
>---
X HIRED AUTOS BODILY INJURY $
-
X NON-OWNED AUTOS (Per accident)
I-- PROPERTY DAMAGE
I-- (Per accident) $
GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $
~ ANY AUTO OTHER THAN EA ACC $
AUTO ONLY: $
AGG
EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $
~ OCCUR D CLAIMS MADE AGGREGATE $
=l $
DEDUCTIBLE $
RETENTION $ ll:
WORKERS COMPENSATION AND IT~<J$'T~mc I jOJbl-
EMPLOYERS' LIABILITY ~.L. EACH ACCIDENT $
ANY PROPRIETOR/PARTNER/EXECUTIVE .L. DISEASE - EA EMPLOYEE $
OFFICER/MEMBER EXCLUDED?
If yes, describe under ~.L. DISEASE - POLICY LIMIT $
SPECIAL PROVISIONS below
OTHER
DESCRIPTION OF OPERATIONS/LOCATIONSIVEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS
RE: THE CITY OF ASHLAND, OREGON, AND ITS ELECTED OFFICIALS, OFFICERS AND EMPLOYEES ARE INCLUDED AS ADDITIONAL INSUREDS
WHEN REQUIRED BY WRITTEN AGREEMENT OR CONTRACT AS RESPECTS TO OPERATIONS OF THE NAMED INSURED.
CERTIFICATE HOLDER
SEA-001326042-01
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
CITY OF ASHLAND EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL
20 EAST MAIN STREET ~ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,
ASHLAND, OR 97520 BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND
UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES.
A~l~ ~ ~~EQl sRI~~S ENT A TIVE f.li:u.ht: 'fA 4. Whi-Ant'
Elizabeth A. Whiting
ACORD 25 (2001/08)
o ACORD CORPORATION 1988
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Page 1 / 1
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
DATE
3/31/2009
PO NUMBER
08864
VENDOR: 000117
PAPE MATERIAL HANDLING EXCHANG
POBOX 5077
PORTLAND, OR 97208-5077
SHIP TO: Ashland Electric Department .
(541) 488-5354
90 N MOUNTAIN
ASHLAND, OR 97520
FOB Point:
Terms: Net 30 days
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: ELECTRIC
Contact: Scott Johnson
Confirming? No
Quantity Unit Description Unit Price Ext. Price
Contractor to service hydraulics of the 8,066.07
hydro-Qenerator. Per attached estimate
dated 02/04/2009. No additional work is
authorized without prior written
approval from Dick Wanderscheid,
Director of Electric Utilities, or his
desiQnee.
Contract
Date of aQreement: 02/25/2009
BeQinninQ date: 03/09/2009
Completion date: 04/20/2009
Insurance required/On file
SUBTOTAL 8.066.07
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 8,066.07
ASHLAND, OR 97520
. c".c .... .." '.i .... :),' i'Amourit AccoU'rif Nt1l'ri6er ProjEfcf Number .. Amount
..,;11; r-I;9J~l;1 ..
E 690.1 1 .1 5.00.60240< E 0001 32.999 8.066.07
,/
4( ~< Lt!. @a ~:0> /'
Auth d Signature
VENDOR COpy
CITY OF
ASHLAND
REQUISITION FORM
Date of Request:
2-5-2009
THIS REQUEST IS A:
D Change Order(existing PO #
Required Date of Delivery/Service:
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
~ -# tf N'.,;: d./:"? ,', C:14/
(/? 2-"- l t{" jr cz-l) ~ ?'~ t:' ~ l +
'1 t:7 6 c;::>
(
SOLICITATION PROCESS
/
Small Procurement ~sole Source D Invitation to Bid
D Less than $5,000 Written findings attached (Copies on file)
D Quotes (Not required) -
Cooperative Procurement D Reauest for Proposal
D State of ORIWA contract (Copies on file)
Intermediate Procurement D Other government agency contract D Special I Exempt
D (3) Written Quotes D Copy of contract attached D Written findings attached
(Copies attached) D Emeraencv
D Contract # D Written findings attached
Description of SERVICES
Total Cost
~ Per attached PROPOSAL This estimate is for Pape Machinery, of Medford, to service the
hydrulics of the hydro generator.
Item # Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
TOTAL COST
D Per attached QUOTE ~ ~. ~--~ 7
ar:P 'Z-CJ $
Project Number 000132.999
Account Number 690.11.15.00.602400
* Items and services must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately.
By signing this requisition form, I certify that the i ation provided above meets the City of Ashland public contracting requirements,
and the documentation ca~rovided u~n re1uest. \ A .11 ;!. /
Employee signatu~ ~ ~ Lk~ Supervisor/Dept. Head Signature: If{lJJfYVV! f/I/}r' Vht:
G: Finance\Procedure\AP\Forms\8_Requisition form revised.doc Updated on: 2/5/2009
CITY OF
ASHLAND
Memo
DATE:
TO:
FROM:
RE:
February 26, 2009
Lee Tuneberg
Dick Wanderscheid; Scott Johnson of Electric Utilities
Sole source preventative maintenance of Reeder Hydro
The City of Ashland's Electric Department has taken on the maintenance for the City's Hydro Generator
because of the high cost of paying an outside firm to annually complete the work. In 2005, a Request
for Proposal for this service generated prices quoted ranged from $41,000 to $91,000. Therefore, we
made the decision to try and maintain this work ourselves. However, there are certain areas of work
which we are unable to complete. This includes removal, teardown and resealing 5 hydraulic pumps,
changing oil filters, taking oil samples, repairing leaks and checking the oil heaters.
We worked with P APE Machinery in Medford, last year when the new water line was put in service as
they helped take apart the needle valves and remove the debris that had collected in the line. We were
very pleased with the quality and cost of their services.
At the time we hired them for this project we searched extensively for other firms that could provide this
service. Our search along with CVO Engineering's help was unsuccessful in finding any other
companies that would provide this specialized service. Prior to requesting a bid this year, we again
attempted to see if anyone else would be interested in bidding but vye were unsuccessful in finding any
other bidders.
We requested a bid from P APE Machinery to provide the maintenance service and their projected cost
was $8,066.07. Weare requesting authorization to sole source this work to them for this price. The
benefit of working with a local company, which has provided good service to the City in the past for a
very reasonable price, seems like the best option for the City to pursue for this work.
We included a copy of their bid with this memo along with a Purchase Order Requisition Form for your
information. If you need further details or have questions, please contact Scott Johnson at 552-2307.
Electric Dept.
90 N Mountain St.
Ashland, Oregon 97520
www.ashland.or.us
Tel: 541-488-5357
Fax: 541-552 2436
TTY: 800-735-2900
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