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Home My WebLink About2009-158 CONT Addendum - Cascade Columbia Dist Cascade Columbia Distribution Company PORTLAND WAREHOUSE 14200 SW Tuolafln-Sherwood Rd, Sherwood, OR 97140 ORDERS: 503-625-5293 Toll Free: 877-625-5293 Fax: 503-625-4335 SEATTLE WAREHOUSE/BILLING ADDRESS 6900 fox Avenue South, Seattle, WA 98108 May 14,2009 Ms. Keriann Olsen City of Ashland Wastewater Treatment Plant Ashland, OR 97520 Re: Fiscal '08-'09 Price Extension, Bid 2008-101 For Extension to 2009 -2010 Dear Keri: Cascade Columbia Distribution is pleased to extend current pricing on the chemicals we have been supplying: Alum, 48% Liquid, Bulk ($380.80IDry Ton) In accordance with the terms and conditions of the Bid the pricing on all of the above chemicals will remain unchanged for Fiscal Year '09-' 10. Should unexpected cost increases force us to review pricing during the next fiscal year, in one or more of the products, we will provide 60 day notification to allow time to re-bid the item. Thank you for the opportunity to supply your chemical requirements. Sincerely, Jeffrey J. Zachman (503) 636-8252 OfficelFax (503) 299-0775 Voice Mail Pager (971) 253-9215 Cellular ieffzuucascadecolu m bia.co m cc: J. Price, Cascade Columbia , , ;' ADDENDUM TO CITY OF ASHLAND CONTRACT FOR THE PURCHASE OF GOODS AND SERVICES Addendum made this 30TH day of ("City") and Cascade Columbia June ,2009, between the City of Ashland ("Contractor"). Recitals: A. On Mav 7,2008 ,City and Contractor entered into a "City of Ashland Contract for the Purchase of Goods and Services" (further referred to in this addendum as "the agreement"). B. The parties desire to amend the agreement to extend the date of completion and delete one chemical. City and Consultant agree to amend the agreement in the following manner: 1. The date for completion is being extended to June 30, 2010. 2. Chemical #2 Sodium Hypochlorite is being deleted from the contract. 2. Except as modified above the terms of the agreement shall remain in full force and effect. ::NTRAC~MO- Its CITY OF ASHLAND: BY LMJ.-.e.r L v.;Finance Director ..,/~ 07 Date DATE ~OL" 13 'Z.Dol1 CONTENT REVIEW: t'~ru.Q ~'" _ . } l (City Dept. Heali) Date: 7_ d..\_ 0' Purchase Order # !& t:f tP-&--lf 6'75 ?Jg/ 'f&c;J6~/7?CJ-CJ Acct. No.: (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR THE PURCHASE OF GOODS AND SERVICES ~ .. Cascade Columbia Distribution Company PORTLAND WAREHOUSE 14200 SW Tualatln-Sherwood Rd, Sherwood, OR 97140 ORDERS: 503-625-5293 Toll Free: 877-625-5293 Fax: 503-625-4335 SEATTLE WAREHOUSE/BilLING ADDRESS 6900 Fox Avenue South, Seattle, WA 98108 May 14,2009 Ms. Keriann Olsen City of Ashland Wastewater Treatment Plant Ashland, OR 97520 Re: Fiscal '08-'09 Price Extension, Bid 2008-101 For Extension to 2009 -2010 Dear Keri: Cascade Columbia Distribution is pleased to extend current pricing on the chemicals we have been supplying: Alum, 48% Liquid, Bulk ($380.80/Dry Ton) In accordance with the terms and conditions of the Bid the pricing on all of the above chemicals will remain unchanged for Fiscal Year '09-'10. Should unexpected cost increases force us to review pricing during the next fiscal year, in one or more of the products, we will provide 60 day notification to allow time to re-bid the item. Thank you for the opportunity to supply your chemical requirements. Sincerely, Jeffrey J. Zachman (503) 636-8252 Office/Fax (503) 299-0775 Voice Mail Pager (971) 253-9215 Cellular ieffzliilcascadecolu m bia,com cc: J. Price, Cascade Columbia .... , .. ,\ ' CITY OF ASHLAND CONTRACT FO,R PUR,CHASE OF GOODS AND SERVICES Contract made this 7th day of Ashland ("City") and Cascade Columbia Mav , 2008, between the City of ("Contractor"), . City and Contractor agree: 1. Contract Documents: This contract is made as a result of an Invitation to Bid issued by City entitled "INVITATION TO BID" for CHEMICALS FOR THE WASTE WATER TREATMENT PLANT. Bid No. #2008-101. Contractor was awarded the bid as the lowest responsible bidder on Mav 7,2008 . In the event of any inconsistencies in the terms of this contract, the contract documents defined in the invitation to bid and Contractor's bid, this contract shall take precedence over the contract documents which shall take precedence over the bid. 2. Scope: Contractor shall produce and deliver the goods and services described in the contract documents within the time prescribed in the contract documents. The following exceptions, alter- ations or modifications to the contract documents are incorporated into this contract: 3. Price and Payment: City shall pay Contractor the following prices for the following chemicals: Chemical #2 Sodium Hvpochlorite (Jones/Hasa) $1.80/Gallon Estimated usage - March to November - 18 Each / 55-Gallon Drums Delivery charge per order $125.00, Refundable drum deposit $40,00 Chemical #6 .Aluminum Sulfate (Cascade Columbia) Estimated usage - March to November - 80,000 Gallons Delivery charge per order $40.00 $380.80/Drv Ton 4, Terms: The contract terms will begin on July 1,2008 and expire on June 30, 2009, This contract may be extended annually for two additional fiscal years, for a total of three years, if mutually agreed upon by both parties. 5. This contract may be cancelled by either party with 3D-days written notice. :~RP~~=R . Signature J 0[[ fltl [~ Print Name CITY OF ASHLAND BY ~-;-:neber~ Finance Director Title: vP BY Fed ID #---9-1 - (f1o L(t{J L Dat Coding t/ '1 t:; tJ '?3 ('1 tPtJC;; tI r4tft e Purchase Order ;f) 13 '9 f!3 S (for city use only) PAGE 1 of 1 - BID FORM/CONTRACT ~ : i' ' '" ADDENDUM TO CITY OF ASHLAND CONTRACT FOF! PURCHASE OF GOODS AND SERVICES Addendum made this 7th day of Mav , 2008, between the City of Ashland ("City") and Cascade Columbia ("Contractor"). Recitals: A. On Mav 7, 2008, City and Contractor entered into a "City of Ashland Contract for the Purchase of Goods and Services (further referred to in this addendum as "the agreement"). ' B. The parties desire to amend the agreement to include insurance requirements that will applv to the contractor and transport carrier if different then contractor, City and Contractor agree to amend the agreement in the following manner: 1. 1. Insurance. Contractor shall at its own expense provide and maintain the following insurance: a. Worker's ComDensation insurance in compliance with ORS 656,017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. General Liabllitv 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. It shall include contractual liability coverage for the indemnity provided lmder this contract. c. Automobile Liabllitv insurance with a combined single limit, or the equivalent, of not less than $1,000,000 for each accident for Bodily Injury and Property Damage, Including coverage for owned, hired or non-owned vehicles, as applicable, d. Notice of cancellation or chanqe. 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. Additionallnsured/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 oniy 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 andlor self-insurance.. 2. Except as modified above the terms of the agreement shall remain in full force and effect. CONTRaOR: ~: zet:hI!J<1It<'t;jr (}, 610 LfLf3Z-- CITY OF ASHLAND: ~~ ~~ 1~ce .Director 7 tfr BY Date CONTENT REVIEW: '\'<\Ul.r,..,Q Q,L I J d. (City Dept. Head) Date: 7 7 ()-v . ~fer"':--~.?-5tJ#(ftftJ6tJl"7 c:flO DATE Acct. No.: f2cJ #' {/ tJ q g 0 Addendum to City of Ashland Contract for Purchase of Goods and Services, Page 1 of 1, aj:~ Fed. 10 # CU ,. OR Social Security # :Jul 14 2009 8:52RM UML Insurance ~erVlce5, , c..uu-u..;JU 1-' - ACORD CERTIFICATE OF LIABILITY INSURANCE I DATE IMMIDDNYVY) -_.~,.__._-"'" 07/14/2009 ---. nus CERTIFICATE IS ISSUED AS A MATTER OF INFORMA1l0N ",KOUUCI'R 1206) 838-9077 ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE DML Insurance Servioes, Inc. HOLDER. THIS CER."T1FICATE DOES NOT AMEN 0, EXTEND OR <:1005 20th Ave W Ste 132 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Seattle WA 98199- INSURERS AFFORDING COVERAGE NAICtJ lNSUHED INSURER 1\: Americ an lnt'l Soecial tv Newco, Inc, dba Cascade Columbia Distribution; INSURERS: Comm.erce and Industrv et al INSURER c: Amer i C B n Int"l Snecialtv -- 6900 Fox Ave S INSUR[;RD -- Sea ttlo WA 98108- INSURER E: COVFRAGES THE I'D! ICIr:.S OF INSURAIKE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY R[OL!IHl'::MENT, TERM OR CONDlfION OF ANY CONTRACT OR OTHER DOCUMENT Win-I RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, rilE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGHEGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADD'L TYPE OF INSURANCE POUCY NU/'.eER P8,Ni~~f6~E ~g~!fJI~~%~~~N LlMI1.S .h!!.l ~~RI A ~~ERAl. LIABIUTY EG2674220 10/31/2008 10/31/200. EACH OCCURRENCE , 1,000,000 --"- jMMERClAL GENERJ.1. liABILITY ~~~H9~~~~~nU1' . 100,000 - CLAIMS MAOk:: (2C] OCCUR / I / I MED E.KP 'An ont1~{SO(l\ , 25,000 X pol~ution Liabi~ P"RSONAL& ADV INJURY , 1,000,000 X Vendo~/J Liubi~!:.~_ / I / I r.~NERAlAGGREGATE S 2,000,000 .-... ~.~ AGG~EnE ~I~~ Afil~ pat PRODU"TS -COMPIOP Ar.G , 2,000,000 '--B POuey J~CT X LOC / / / I ~~"OBlLE LlABIlITY CA7655964 10/31/2008 10/31/200. COMBINED SINGLE L!MIT X ANY AUTO (Elle~cJdenIJ . 1,000,000 ALL O';\NED AUTOS I / / I BODILY INJURY (pcr per'-On) , . SCHED\.!LED AUTOS -, I I I I j "'RED@OS BDDIL Y INJURY IPDfOiCCldanl) . :~. ~O_N-OWN~D AUlO$ I / I I PROPERTY DAMAGE (poracclderrt) . f-- f--_.. ~~.RAGE LIABILITY AUTO ONt '{. EAACCIDENT . ~j "'.r AUrO I / / I OTHER ThAt~ EAACt; , AUTQONLV. AGG , - -'" C (;XCESSIUI,lBRELLA LU\B1L1TY !!:AU2679B23 10/31/200B 10/31/200. I"Ar'H OCCI'RRENCE , 10,000,000 .:zJ (KoCUR o CL<'IMS WADE AGGREGATE , 10,000,000 , ;1: QEDUCTlBLE I / / I . X FlETENnON I 10,000 . -- -- I ;'\f.J[~JN,T l"lP VVORKf;;RS COMf'E~SAnoN AND / / / / [1'~",I.O"ERS' L1ABJUn' tJr" r'ROPr.IETORIPARTNERIE;';ECUTIVE E.L. EACH ACCIDENT . aFFICERlMEMBER EXCLUDED< / / / / E.L DISEASE. EA EMPLOYEE a 1/ \.{\~. (joocriDo ufl(lef B j-E,'5C'/k J'f'/OVISIONS boor""" E,l. DISt:AS:;: . POLlCY LIMIT . OHlER Auto physical Damage CA766S964 10/31/200B 10/31/200. Cornp~":fl...;iv_ Ded 1.000 / I I I Collioion O~otib~e 1,000 / I / I DE$r.RI?liO~ Of OPERA1IOt;BILOCA TIONSNEI1ICLESJE)(CLUSIONB ADDeo BY ENDDRSEMENT/SPECIAL PROVISIONS CERlll'lC/l.TE HOLDER (541) 488-5354 Kari Olson - CANCElLAT10N (541) Purchasing 488-5320 SHOULO ANY OF THE. Aeove DESCRIBED POLICIES BE CANCELI.EO BEFORE THE EXPIRATION OATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL !L CAYS WRJne.N NOTICE TO THE CERTIFICATE HOLDER NAMED TO me. lEfT, 8m F#JLURE TO 00 SO SHALL IMPOSE NO OSLlGA.nON OR ..lABILITY Of ANY KINO UPON THE INSURER ITS AGENTS OR REPRESGNTATIVE.S, AUTHORIZED REPRESeNTATIVE eb'U"'J""<"cr~~ - Ci ty of Ashland 90 N Mountain AVGnue Ashland ACOfW Z!; (2001106) &e,,: IN;,()15(o-,08).0~ OR 97520- eACORO CORPORATION 15388 ELECTRONIC LASER I'ORtJS. INC. (000)327-0545 Pllg,,\oJ7 Jul 14 2009 8: 52AM DML Insurance Services, I 206-838-9076 p.1 DML INSURANCE SER VICES, INC: 4005 20TH AVE WSTE 132 . SEATTLE, WA' 98199 PHONE: 206-838-9077 . FAX.. 206-838-9076 Fax Memo DATE: July 14, 2009 TO: ATfN: FAX: City of Ashland Kari Olson (541) 488-5320 Pages following: 1 RE: Cascade Columbia Distribution Co. Certificate of Insurance Dear Kari: Following please find the Certificate of Insurance for our insured referenced. If you have any questions or need any changes please contact our office. Thank you. Sincerely, co~1'tt~ .-.....", Risk Management Done Better ~..' ._~ CITY RECORDER Page 1/1 CITY OF ASHLAND .20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 b~~~)i~lDA:rE(;;:L{ir~.ill r-'~ >:8-0-!Nl:JMBER~0',_:~ 7/2/2009 09009 VENDOR: 011016 CASCADE COLUMBIA DISTRIBUTION PO BOX 24745 SEATTLE, WA 98124-0745 SHIP TO: Ashland WWTP (541) 488-5348 1295 OAK STREET ASHLAND, OR 97520 FOB Point: Terms: Net 30 days Req. Del. Date: Speciallnst: Req. No.: Dep\.: PUBLIC WORKS Contact: David Gies Confirming? No ~:Qu~antitVL~ ff]Unlt'}'"2 :Y;T~- .. ~ ~-:-. ;~::-_. ~,:;;<'':=:~,:.~i ""::~~;~,"_.~_:]Descrrrrnon_~ .___~:_.-;_:::; ":j_.~if~;'~~,:Z_&i~_~:~::<::~~l~t;iD ~:-:jlifiiferice~;;~ j i ~,'~{;,JE:it.T~rice :'r~:;;; 200.00 Ton Aluminum Sulfate, $380.80IDry Ton, 380.80 76,160.00 Invitation to Bid #2008-101 - Contract extended to June 30, 2010 15.00 Load Delivery Charge - (15) Loads/4,OOO 40.00 600.00 Gallons per load SUBTOTAL 76 760.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 76,760.00 ASHLAND, OR 97520 [::ftf'~~ourmNrun:t;ei1'j11~,;~ r-;.~~..._-,-,- __.?-' ""='-=~:~~~-4"--. ~''.:'::,,~::~;AmOiJlff:~,:'''' .',; ~ --=C~_~-, -,....-=-::-......-..'- .:~" .'.~~ro}ec:tINU'mb~e!;:J:~~;~5 ~~3f~ountjili;~i; r;:_~/_:~P.r_oject:Numl:jer(c...> 2 :.. ._~!AccountJlluml:)er~ E 675.08. 1 9.00.601 50 76 760.00 ,/l#-J t/' ~ 26&; AU~~ Z~ftu~ VENDOR -COPY I FORM #11 I ~._ ~ .:'~'-::::':---'-"~..,':-:-.r::,'L"'_'~"'':' -'1:...:...;;;' G0'$D:Si;lAND 'SER~[eES t~....:.....;.:~;:;;::~~. I .-.- - ,--,.~; '-'-_.:.;:~'::':"';:i CHANGE ORDER/CONTRACT AMENDMENT APPROVAL REQUEST FORM CITY OF ASHLAND Description of Change Order 1 Contract Amendment to original contract Contractor: f I' d /' /7 C-4t..--?---e... "'--CU> C tfL-r:..u PYL"?----L-"" Purchase Order Number: 02--'/1 tf?67 1 .' Description: e:.~ L""-..~ k... A "..-r-L--^--"i- r::>r-c-~ lfS.,ry c2J'.u-- ~ ?I:. _"'- _12 ~ ;j?-t:L~.-V ~r attached contract amendment ~ont:r~(ctfAm'E!ridm~nf(f6f~;GaODS~&: .5 ER~\UeES Original contract amount &'.<; -f FY (O $ ~? 76tJ . tu> I" Total amount of previous contract amendments Amount of this contract amendment $ /~ "l6-(). d1 eJ TOTAL AMOUNT OF CONTRACT ---.1.Q!L % of original contract % of original contract % of original contract % of original contract Is the total aggregate cost change for the Goods & Services contract less than or equal to 350/.1 of the original contract amount? YES_ NO _ NotAPPlicable~-- If "No", City Council approval is required. City Council approval was received on (Date) Are there any applicable performance or payment bonds and insurance coverages ~. that need to be adjusted to account for the change in the contract amount? YES _ NO ~ Not Applicable _ Was the original contract approved by the City Council, or is it exempt? e='d" ''"'"''I C ~:,;,' '" - C B "I""m",,' "'"'''''1 Additional information: (Reason for exemption) &d. ;;2.. tfl-<:) @ - {tfJ f -:7 ~ U' "'---- ,;'Z cR-if r']p U-AL ~..:t.LY';? \J Y V k.~tU:'Y? ~ ~_~ Please circle: . . 6 /J~' ~roved;J c;6?~t!--!{"'--/yf 7 ~.2-.- 1?-z;-- ( Lee Tuneberg !) 7 - ;;2- '3 -6).9 ' Date: 7~~ 7' / . ~ Prepared by: Department: Date: Form #11 - Contract Amendment Approval Request Form, Page 1 of 1,7/23/2009 Not Approved A request for a Purchase Order REQUISITION FORM RECEIVED JUN 1 9 2009 ACCOUNTS PAYABLE CITY Of ASHLAND Date of Req uest: ~ -3-09 THIS REQUEST IS A: D Change Order(existing PO # Required Date of DeliverylService: &Sc"'/"" C';,/",...,,b/t;> Vendor Name Address City, State, Zip Telephone Number Fax Number Contact Name SOLICITATION PROCESS Small Procurement o Less than $5,000 o Quotes (Optional) S leS rce Wn findings attached Qu e Pro osal attached Coo ative Pro rement o tate of ORJWA contract o Other govemment agency contract o Copy of contract attached o Contract # ~ Invitation to Bid (Copies on file) Intennediate Procurement o (3) Written Quotes (Caples attached) #",;2& <913-( 0 { tu-2<-b Pi.,/.-A o Reauest for Proposal f'-rC-"-L, ."Y (Copies on file) .a" ,,"I' r . .vr o SDeciallExemDt 'dcfd~ o Written findings attached -V:o ~ o Quote or Pro sal attached o Emeraencv o Written findings attached o Quote or Pro osal attached Description of SERVICES jJ/,.JiYI IS (/s",d fur Sc?Q.5ona/ f;' o;:J, orv.J Os ('Pjv/red. P7 ;JPOE5 fiol'm/~ Total Cost ('("move / "'" ,~ . 40,<',_" . '$~". ._,-:7raj 30,0 D Per attached PROPOSAL u.:'':'c.'' ; _ ~ Item # Quantity Unit Description of MATERIALS 5~/l'q-l'(" Unit Price Total Cost 0'(00 3~D, 'io 7'" 300 ~t' V<.bY. cl!_Aj ~ tl'TOTAL:COST..' It\. Per attached QUOTE <; '.. Project Number ______. ___ . ,z'." L t u .,~/.,~ ~>,~_ Account Number~Z'['~<t,/L -tLQ'~ q {f!J_o '/tems and selVices must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately, By signing this requisition fonn, I cerlify that the information providedabove meets the City of Ashland public contracting requirements, and the documentation can be p'rovided u~ Employee Signature: Otlh./ SupervisorlDept. Head Signature: t--~r...p ~ 3n....,~ . J Memo DATE: June 16,2009 TO: Terry Ellis, Public Works Superintendent FROM: David Gies, Wastewater System Supervisor RE: Written Finding- Alum Background: The wastewater treatment plant is operated under NPDES permit nwnber 101609, issued by the Department of Environmental Quality. In order to meet the strict limits ofthe permit, alum is required in the treatment process. In 2007 we went out for bid on this chemical and Cascade Columbia received the contract. This contract allowed us to extend the chemical cost for an additional 3 years, if agreed upon by the distributor. Cascade Columbia has agreed to extend the current pricing for the 2009-2010 fiscal years. Procurement Procedures: & The City of Ashland went out to bid for budget year 2008-09. Invitation to bid nwnber was 2008-101. This was done under Section 2.50.070. Procedure for Competitive Bids, mhkil. r@f8r8ness ORS 279R979 Iffi~fffieEliate Pre61:1remel'lts. Attached you will find the letter from Cascade Columbia stating the cost of $380.80/ Dry Ton. Cascade Colwnbia will honor this price for our current budget year, 2009-10. The following recommendation is made: It is recommended that we allow the purchase of alum from Cascade Columbia. This request is for a blanket purchase order to cover the entire budget year 2009-10. Funds were budgeted in the wastewater collection system under chemicals. Thank you tJtUd~ David Gies Wastewater Systems Supervisor