HomeMy Public PortalAboutORD15714 BILL NO. 2017-55
SPONSORED BY COUNCILMAN "Henry
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A $100,000.00 TIME AND MATERIAL
AGREEMENT WITH ALELCO, INC. FOR SENSORY CONTROL AND DATA
ACQUISITION ("SCADA") AND PROGRAMMABLE LOGIC CONTROLLER ("PLC')
PROGRAMMING, MAINTENANCE AND UPGRADES
WHEREAS, Alelco, Inc., has become the lowest and best bidder on the SCADA and
PLC Programming, Maintenance and Upgrade Project.
NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF
JEFFERSON, MISSOURI, AS FOLLOWS:
Section 1. Alelco, Inc., is declared to be the lowest and best bid and is hereby
accepted for the SCADA and PLC Programming,.Maintenance and Upgrade
Section 2. The Mayor and City Clerk are hereby authorized to execute an
agreement with Alelco, Inc., for the SCADA and PLC Programming, Maintenance and
Upgrade
Section 3. The agreement shall be substantially the same in form and content as
that agreement attached hereto as Exhibit A.
Section 4. This Ordinance shall be in full force and effect from and after the date
of its passage and approval.
Passed: /, o�/� Approved: a0/
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Presiding Officer Mayor Carrie Tergin
ATTEST: APPROVED AS TO FORM:
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City t1drk City C uns r
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FINANCE DEPARTMENT
PURCHASING DIVISION
SUBJECT: Bid 2924 —SCADA/PLC Maintenance
Public Works, Wastewater, Opened July 20,2017'
BIDS RECEIVED:
Alelco, Inc., New Bloomfield, MO Hourly rates as attached:
R.E. Pedrotti Company, Inc.,Mission, KS Hourly rates as attached.
In addition,ten other bidders were sent the RFB but did not respond.
The request was listed in News Tribune and posted on the City web site.
FISCAL NOTE:
64-670-543040—Instrume_ntation
Wastewater Fund
Funds will be taken from the account on an as needed, if needed basis. It is estimated that
the expenses will be up to $100,000.00 under the agreement. Expenses are expected to be
approximately$56,000.00 during the remaining months of FY2017 and approximately
$44,000.00 for FY2018. Funds will be transferred into the-Instrumentation account to
cover expenses as needed.
PAST PERFORMANCE:
Alelco, Inc. currently performs these services under the prior agreement and has
completed work as required.
RECOMMENDATION:
Staff recommends award of the bid to Alelco, Inc. of New Bloomfield, Missouri at the
unit prices listed for year one. The bid carried up to two additional one year renewal
periods at the rates listed for year two and year three should the City choose to.renew.
ATTACHMENTS - SUPPORTING DOCUMENTATION
Signaturer`L.d
Pukhasi A nt :PU?bfift6rksbirector
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15
Department of Public Works Memorandum
320 E.McCarty Street -Jefferson City,Missouri 65101 • P 573-634-6410 • F 573-634-6562 • www.leffc1=o.or9
Date: July 21, 2017
To: Terry Stephenson, Director of Purchasing
From: Eric Seaman, Wastewater Division Director(6443)
Subject: Recommendation for SCADA& PLC programming, maintenance and
upgrades
B2924
Staff has reviewed the responses received for B2924.
We recommend executing a contract with the low bidder, Alelco, Inc. for the one year
with two possible annual renewals.
Let me know if you have any questions.
Public Works CORE-improve the Community-take Ownership—deliver Results—Empathize with the customer
City of Jefferson,Missouri
Tabulation of Bids
Bid Number: 2924
Date: July 20,2017
Subject: Scada&PLC Propramming/Maint. Alelco,Inc. R.E.Pedrotti Company,Inc.
Dept: Public Works-WPC New Bloomfield,MO Mission,KS
PAGE 1
ITEM QTY Unit Total Price Unit Price Total Price
YEAR ONE
1 Quarterly visits to be bid on an hour)
rate for service hours only 1 perhour $102.00 Instrument per hour $100.00
2 Travel cost to be bid on a total round trip
Program per hour $130.00
basis 1 per tri $21.00 Instrument Per tri $700.00
28 miles x.75 Program per hour $850.00
3 Parts Markup cost 20% 20%
4 Is there a minimum charge per visit 1No No
5 List any other charges that are ap5licable to Per Diem$52.00 per day Per Diem$175.00 if ovemi ht stay Is required
this type of service Overtime rate after 8 hours labor&travel is 1.5xstd rate
Weekend/Holiday rate labor&travel is 2.Oxstd rale
6 Ulst Complete warranty provisions for services Manufacturer warranlyonly'for any 1 year warranty all new arts
provided by your fine parts provided
7 Guaranteed response time for service request 7 days 72 hours
Emergency service guaranteed response time 24 hours 8 hours
Response time for call back service request 2 hours 4 hours
Do hourly labor rate,mark up&travel rates
apply to emergency uests. Yes No
If no,list the cost of each category,
Hourly Rate 1.5xstd rate weekdays
2.Oxstd rate weekends holidays
Travel per tripr 1.5xstd rate weekdays
2.Oxstd rate weekends holidays
Parts Marku 20%
Minimum charge per visit,if required No
City of Jefferson,Missouri
Tabulation of Bids
Bid Number: 2924
Date: July 20,2017
Subject: Scada&PLC Programming/Malnt. Alelco,Inc. R.E.Pedrotil Company,Inc.
Dept: Public Works-WPC New Bloomfield,MO Mission,KS
PAGE 2
ITEM Unit Price Total Price Unit Price Total Price
YEAR TWO
I Quarterly visits to be bid on an hour)
rate for service hours only 1 perhour $107.00 Instrument per hour $100.00
Program per hour $130.00
2 Travel cost to be bid on a total round tri
basis 1 per tri $21.00 per tri $700.00
28 miles x.75 70 miles x.55 $850.00
3 Parts Markup cost 20% 20%
4 Is there a minimum charge per visit No No
5 List any other charges that area pplicable to Per Diem$52.00 Per day Per Diem$175.00 if overnight stay is required
this type of service Overtime rate after 8 hours labor&travel is 1.5xstd rate
Weekend/Holiday rate labor&travel is 2.Oxstd rate
6 Lilst Complete warranty rovisions for services Manufacturer warrantvanly for any parts 1 year warranty all new arts
provided by your fine Provided
7 Guaranteed response time for service request 7 days 72 hours
Emergency service guaranteed response time 24 hours 8 hours
Response time for call back service request 2 hours 4 hours
Do hourly labor rate,mark up&travel rates
apply to emergency uests. Yes No
If no,list the cost of each category:
Hourly Rate 1.5xstd rale weekdays
2.Oxstd rate weekends holidays
Travel per trip 1.Sxstd rale weekdays
2.Oxstd rate weekends holidays
Parts Markup 20%
Minimum charge per visit,if required No
City of Jefferson,Missouri
Tabulation of Bids
Bid Number: 2924
Date: July 20,2017
Subject: Scada&PLC Programming/Maint. Alelco,Inc. R.E.Pedrotti Company,Inc.
Dept: Public Works-WPC New Bloomfield,MO Mission,KS
PAGE 3
ITEM Unit Price Total Price Unit Price Total Price
YEAR THREE
1 Quarterly visits to be bid on an hourly
rate for service hours only 1 tier hour $112.00 Instrument per hour $110.00
Program per hour $140.00
2 Travel cost to be bid on a total round tri
basis 1per tri $21.00 Instrument per tri $750.00
28 miles x.75 Program per hour $900.00
3 Parts Markup cost 20% 20%
4 Is there a minimum charge per visit No No
5 List any other charges that ate applicable to Per Diem$52.00 per day Per Diem$175.00 if overnight stay is required
this type of service Overtime rate after 8 hours labor&travel is 1.5xstd rate
Weekend/Holiday rate labor&travel is 2.Oxstd rate
6 List Complete warranty provisions for services Manufacturer warra ty only for any parts 1 year warranty all new arts
Provided by your firm provided
7 Guaranteed response time for service request 7 days 72 hours
Emergency service guaranteed response time 24 hours 8 hours
Response time for call back service request 2 hours 4 hours
Do hourly tabor rate,mark up&travel rates
apply to emergency requests. Yes No
If no,list the cost of each category.
Hourly Rate 1.5xstd rate weekdays
2.0xstd rate weekends holidays
Travel per trip 1.5xstd rate weekdays
2.0xstd rate weekends holidays
Parts Markup 20%
Minimum charge per visit,if required No
City of Jefferson,Missouri
Tabulation of Bids
Bid Number: 2924
Date: July 20,2017
Sublect: Scads&PLC Programming/Maint. Alelco,Inc. R.E.Pedrotti Company,Inc.
Dept: Public Works-WPC New Bloomfield,MO Mission,KS
PAGE 4
ITEM Unit Price Total Price Unit Price Total Price
Discount for prompt payment on invoices onIX NIA Net 30
Agree to cooperative procurement by Cote Co. No Yes
Housing Authority No Yes
Represent a minority business enterprise No No
Re resent a woman owned business enterprise I No No
lEverily,and W9 information included I INo Yes
A/./3"tff
CITY OF JEFFERSON
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT,made and entered into the date last executed by a party as
indicated below,by and between the City of Jefferson,a municipal corporation of the
State of Missouri,hereinafter referred to as the "City,"with offices at 320 East
McCarty,Jefferson City,Missouri,65101,and Alelco,Inc.,hereinafter referred to as
the "Contractor,"with offices at 2376 State Road MM,New Bloomfield,Missouri,
65063.
WITNESSETH:
THAT WHEREAS,the City desires to engage the Contractor to render certain
technical and professional services for SCADA and PLC programming,maintenance
and upgrades for the Water Pollution Control Plant,hereinafter described in Exhibit
A.
WHEREAS,Contractor has made certain representations and statements to
the City with respect to the provision of such services,and the City has accepted said
proposal to enter into a contract with the Contractor for the performance of services
by the Contractor.
NOW THEREFORE,for the considerations herein expressed,it is agreed by
and between the City and the Contractor as follows:
1.Scope of Services.The City agrees to engage the services of the Contractor to
render certain technical and professional services for SCADA and PLC
programming,maintenance and upgrades for the Water Pollution Control Plant,
hereinafter described in Exhibit A.
2.Term.This contract shall commence on the 22nd day of August,2017,and
continue until the 21st day of August,2018.This Agreement shall automatically
renew for two (2)additional one (1)year renewal periods,unless the City provides
Contractor a written notice of non-renewal at least thirty (30)days prior to the first
day of a renewal period.
3.Additional Services.The City may add to Contractor services or delete
therefrom activities of a similar nature to those set forth in Exhibit A,provided that
the total cost of such work does not exceed the total cost allowance as specified in
paragraph 7 hereof.The Contractor shall undertake such changed activities only
upon the direction of the City.All such directives and changes shall be in written
form and approved by the Director of Public Works,and shall be accepted and
countersigned by the Contractor or its agreed representatives.
4. Existing Data. All information, data and reports as are existing, available
and necessary for the carrying out of the work, shall be furnished to the Contractor
without charge by the City, and the City shall cooperate with the Contractor in every
reasonable way in carrying out the scope of services. The Contractor shall not be
liable for the accuracy of the information furnished by the City.
5. Personnel to be Provided. The Contractor represents that Contractor has or
will secure at its expense all personnel required to perform the services called for
under this contract by the Contractor. Such personnel shall not be employees of or
have any contractual relationship with the City, except as employees of the
Contractor. All of the services required hereunder will be performed by the
Contractor or under the Contractor's direct supervision, and all personnel engaged in
the work shall be fully qualified and shall be authorized under state and local law to
perform such services. None of the work or services covered by this contract shall be
subcontracted, except as provided in Exhibit A, without the written approval of the
City.
6. Notice to Proceed. The services of the Contractor shall commence as directed
in the Notice to Proceed, and shall be undertaken and completed in accordance with
the schedule contained in Exhibit A.
7. Compensation. The total amount for professional services rendered under
this shall not exceed One Hundred Thousand Dollars ($100,000.00) per year for all
Contractor services. No change in compensation shall be made unless there is a
substantial and significant difference between the work originally contemplated by
this agreement and the work actually required.
8. Failure to Perform, Cancellation. If, through any cause, the Contractor shall
fail to fulfill in timely and proper manner its obligations under this contract, or if the
Contractor shall violate any of the covenants, agreements, or stipulations of this
contract, the City shall thereupon have the right to terminate this contract by giving
written notice to the Contractor of such termination and specifying the effective date
thereof, at least five (5) days before the effective day of such termination. The
Contractor may without cause terminate this contract upon 30 days prior written
notice. In either such event, all finished or unfinished documents, data, studies,
surveys, drawings, maps, models, photographs, and reports or other materials
prepared by the Contractor under this contract shall, at the option of the City,
become its property, and the compensation for any satisfactory work completed on
such documents and other materials shall be determined. Notwithstanding the
above, the Contractor shall not be relieved of liability to the City for damages
sustained by the City by virtue of any such breach of contract by the Contractor.
9. Assignment. The Contractor shall not assign any interest in this contract,
2
and shall not transfer any interest in the same (whether by assignment or novation),
without prior written consent of the City thereto. Any such assignment is expressly
subject to all rights and remedies of the City under this agreement, including the
right to change or delete activities from the contract or to terminate the same as
provided herein, and no such assignment shall require the City to give any notice to
any such assignee of any actions which the City may take under this agreement,
though City will attempt to so notify any such assignee.
10. Confidentiality. Any reports, data or similar information given to or
prepared or assembled by the Contractor under this contract which the City requests
to be kept as confidential shall not be made available to any individual or
organization by the Contractor without prior written approval of the City.
11. Nondiscrimination. The Contractor agrees in the performance of the contract
not to discriminate on the grounds of race, creed, color, national origin or ancestry,
sex, religion, handicap, age or political affiliation, against any employee of
Contractor or applicant for employment, and shall include a similar provision in all
subcontracts let or awarded hereunder.
12. Independent Contractor. The Contractor is an independent contractor and
nothing herein shall constitute or designate the Contractor or any of its employees as
agents or employees of the City.
13. Benefits not Available. The Contractor shall not be entitled to any of the
benefits established for the employees of the City and shall not be covered by the
Workmen's Compensation Program of the City.
14. Liability. The parties mutually agree to the following:
a. In no event shall the City be liable to the Contractor for special,
indirect, or consequential damages, except those directly or
approximately caused by the City arising out of or in any way connected
with this contract.
b. The Contractor shall indemnify and hold the City harmless from and
against all claims, losses and liabilities arising out of personal injuries,
including death, and damages to property to the extent caused by any
negligent act or omission on the part of the Contractor related to the
services performed under this contract.
15. Insurance. Contractor shall provide, at its sole expense, and maintain during
the term of this Agreement commercial general liability insurance with a reputable,
qualified, and financially sound company licensed to do business in the State of
3
Missouri, and unless otherwise approved by the City, with a rating by Best of not less
than "A," that shall protect the Contractor, the City, and the City's officials, officers,
and employees from claims which may arise from operations under this Agreement,
whether such operations are by the Contractor, its officers, directors, employees and
agents, or any subcontractors of Contractor. This liability insurance shall include,
but shall not be limited to, protection against claims arising from bodily and personal
injury and damage to property, resulting from all Contractor operations, products,
services or use of automobiles, or construction equipment at a limit of $500,000 Each
Occurrence, $3,000,000 Annual Aggregate; provided that nothing herein shall be
deemed a waiver of the City's sovereign immunity. An endorsement shall be
provided which states that the City is named as an additional insured, and stating
that the policy shall not be cancelled or materially modified so as to be out of
compliance with the requirements of this Section, or not renewed without 30 days
advance written notice of such event being given to the City.
16. Documents. Reproducible copies of tracings and maps prepared or obtained
under the terms of this Contract shall be delivered upon request to and become the
property of the City upon termination or completion of work. Copies of basic survey
notes and sketches, charts, computations and other data prepared or obtained under
this Contract shall be made available, upon request, to the City without restrictions
or limitations on their use. When such copies are requested, the City agrees to pay
the Contractor its costs of copying and delivering same.
17. Nonsolicitation. The Contractor warrants that they had not employed or
retained any company or person, other than a bona fide employee working solely for
the Contractor, to solicit or secure this Contract, and that they have not paid or
agreed to pay any company or person, other than a bona fide employee working solely
for the Contractor, any fee, commission, percentage, brokerage fee, gifts, or any other
consideration, contingent upon or resulting from the award or making of this
Contract. For breach or violation of this warranty, the City shall have the right to
annul this Contract without liability, or, in its discretion, to deduct from the Contract
price or consideration, or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gifts, or contingent fee.
18. Books and Records. The Contractor and all subcontractors shall maintain all
books, documents, papers, accounting records and other evidence pertaining to costs
incurred in connection with this Contract, and shall make such materials available
at their respective offices at all reasonable times during the Contract and for a period
of three (3) years following completion of the Contract.
19. Delays. That the Contractor shall not be liable for delays resulting from
causes beyond the reasonable control of the Contractor; that the Contractor has
made no warranties, expressed or implied, which are not expressly set forth in this
4
Contract; and that under no circumstances will the Contractor be liable for indirect
or consequential damages.
20. Illegal Immigration.
Prior to commencement of the work:
a. Contractor shall, by sworn affidavit and provision of documentation,
affirm its enrollment and participation in a federal work authorization
program with respect to the employees working in connection with the
contracted services.
b. Contractor shall sign an affidavit affirming that it does not knowingly
employ any person who is an unauthorized alien in connection with the
contracted services.
C. If Contractor is a sole proprietorship, partnership, or limited
partnership, Contractor shall provide proof of citizenship or lawful
presence of the owner prior to issuance of the Notice to Proceed.
21. Notices. All notices required or permitted hereinunder and required to be in
writing may be given by first class mail addressed to the Department of Public
Works, 320 E. McCarty Street, Jefferson City, Missouri, 65101, and the Contractor,
at Alelco, Inc., 2376 State Road MM, New Bloomfield, Missouri, 65063. The date and
delivery of any notice shall be the date falling on the second full day after the day of
its mailing.
CITY OF JEFFERSON, MISSOURI
Carrie Tergin, Mayor
Date: -ZZ-2,917
ATTEST:
Phyllis Powel , City Clerk
APPROVED AS TO FORM:
Ryan691hlman, City Counselor
ALELCO, INC.
Title:
Date:
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EXHIBIT A
CITY OF JEFFERSON
JEFFERSON CITY9MISSOURI
OFFICE OF THE PURCHASING AGENT
INVITATION FOR BID:
Bid No. 2924
Subject: SCADA/PLC Maintenance
THIS BID HAS BEENPRINTED TWO SIDES.
Information for Bidders
Regulations
Disadvantaged Business
Specifications
Bid Sheet
INVITATION TO BID
Sealed bids will be received at the Office of the Purchasing Agent in envelopes provided for
SCADA/PLC Maintenance as described in specifications available at that office.
Bids will be received at the Office of the Purchasing Agent, 320 E. McCarty St., Room 202,
Jefferson City, MO 65101 until July 20, 2017 at 1:30 p.m. at which time they will be publicly
opened and read aloud in the Council Chambers. For additional information contact 573-634-
6324.
Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations
or alternative formats as required under the Americans with Disabilities Act. Please allow three
business days to process the request.
Equal Opportunity Employer
T rry StebheUoA
Purchasing Agent
NEWS TRIBUNE
July 2, 2017
City of Jefferson
Finance Department
320 East McCarty St.
Jefferson City, MO 65101
573-634-6324
BID INFORMATION AND REGULATIONS
1. Bid to be submitted F.O. B. Jefferson City, Missouri 65 10 1.
2. Items to be shipped as specified in the request for bid.
3. All bids must be submitted on the attached forms, and be signed by the bidder with his name and
address.
4. Bidders may withdraw their bid after depositing with the Purchasing Agent at any time prior to the
stipulated time for opening of such bids. No bid may be withdrawn within thirty (30) days after the
opening thereof, unless obvious errors are apparent.
5. RIGHT TO ACCEPT OR REJECT BIDS. The right is hereby reserved to accept or reject all or part
of any bid, to waive informalities and to request new bids as the interest of the City may require.
6. DELIVERY MAY BE MADE A BASIS FOR AWARD. The award may be based upon delivery as
well as price; whichever serves the best interest of the city.
7. Bidders should submit complete descriptive literature, a detailed specification of the brand/item bid
and detailed instructions on how each piece of equipment is to operate.
8. Payment will be made upon receipt and acceptance of items requested. Invoices must be sent to
Finance Department, 320 E. McCarty St., Jefferson City, MO 65101. Partial payment will be made
for partial receipt of goods or services.
9. The City of Jefferson is tax exempt by law. Do not include tax in bidding. A federal tax exempt
certificate will be furnished when requested.
10. COOPERATIVE PROCUREMENT. The City of Jefferson and Cole County and the City of
Jefferson and the Jefferson City Housing Authority have entered into cooperative purchasing
agreements. Cole County and/or the Jefferson City Housing Authority may or may not request an
unknown quantity of goods or service under this bid during the bid period or resulting agreement
period at the same prices, terms and conditions stated herein.
It is understood and agreed that each participating political subdivision will make its own separate
contract with the successful bidder, that each participating political subdivision shall only be liable
to the successful bidder for materials or supplies contracted for by such political subdivision without
any liability for purchases contracted for by any other participating political subdivision, and each
successful bidder shall be required to bill each participating political subdivision directly for the
materials or supplies purchased by it.
i 1. RESTRICTIVE CLAUSE. Bidders must contact the Office of the Purchasing Agent at least five (5)
days prior to the bid opening if any of the specification contains restrictive language or requirements
that render him unable to bid.
12. PROPRIETARY PRODUCTS. Any piece of equipment described herein that is a proprietary
product, or the use of a manufacturer's or vendor's brand name, is referenced with the intent to
indicate a standard of design desired by the buyer and shall not be construed to exclude other
manufacturer's products of comparable quality. The buyer reserves the right to determine the
quality of the equipment offered.
Rev 3-12
13. PREFERENCE FOR U. S. MANUFACTURED GOODS. On purchases in excess of
$5,000, the city shall select products manufactured, assembled or produced in the United
Stats, if quantity, quality, and price are equal. Every contract for public works construction
or maintenance in excess of $5,000 shall contain a provision requesting the contractor to use
American products in the performance of the contract.
I4. Individuals should contact the ADA Coordinator at (573) 634-6570 to request
accommodations or alternative formats as required under the Americans with Disabilities
Act. Please allow three business days to process the request.
DISADVANTAGED BUSINESS ENTERPRISE STATEMENT
Contractors bidding on City contracts funded in whole or in part by assistance from a federal agency shall
take the following affirmative steps to assure that small, woman owned, and minority businesses are
utilized when possible as sources of supplies, services and construction items.
I. Contractors will submit the name and other information, if any, about their DBE sub-
contractors along with their bid submissions.
II. Sufficient and reasonable efforts will be made to use qualified DBE sub -contractors when
possible on City contracts.
III. Qualified small, woman owned, and minority businesses will be included on solicitation lists
as sub -contractors for City supplies, services, and construction.
IV. Qualified small, woman owned, and minority businesses will be solicited whenever they are
potential sources.
V. When economically feasible, contractors will divide total requirements into smaller tasks or
quantities so as to permit maximum small, woman owned, and minority business
participation.
VI. Where the requirements permit, contractors will establish delivery schedules which will
encourage participation by small, woman owned and minority businesses.
Contractors will use the services and assistance of the Small Business Administration, the Office of
Minority Business Enterprises and the Community Services Administration.
Rev 3-12
SPECIFICATIONS AND BIDDER RESPONSE
SCADA AND PLC PROGRAMMING, MAINTENANCE AND UPGRADES
The City of Jefferson, Water Pollution Control Plant is requesting competitive bids for SCADA
and PLC programming, maintenance and upgrade services. There are approximately forty (40)
SCADA locations and thirty (30) PLCs. It is the intention of the department to set up visits for
all work to be done on an as needed, if needed, basis. The department will prepare a list of items
to be completed prior to each scheduled visit. Although it is estimated that an average of six
visits per month with approximately 48 hours will be required to complete work under the
agreement, there is no guarantee of service requirements. Service requirements may be adjusted
either up or down based on need. The successful bidder must be available for emergency
services, if required.
Scheduling
The Wastewater personnel will schedule maintenance visits on an as needed, if needed basis with
the successful vendor. The department will prepare a list of items to be completed prior to each
visit. All work shall be completed to the satisfaction of the department personnel.
Emergency Services
Bidder shall be available for emergency services, if required. Emergency services shall be at the
request of the department. Vendor shall state guaranteed response time required for emergency
requests.
Invoicing
Bidder shall provide an itemized invoice listing all service charges for each visit. Invoices must
include, at a minimum, the number of hours, the hourly rate for on-site hours, trip charge, if
applicable, a list of parts, their cost and mark up, and any other charges applicable to the services
provided. All Invoices must be submitted to the City of Jefferson within thirty (30) days of the
date of service.
GUARNATEED RESPONSE TIME: Call back shall be within one hour and service visit must
be within one week.
SUBMIT ORIGINAL AND ONE COPY OF THIS SHEET
BID RESPONSE
All bids must be as specified or equal. Any deviation from specifications must be clearly stated
and fully described. All bids must include all costs to the City of Jefferson. Bidder must
complete, sign and return this document with his bid information and state the fixed price for the
total number of days that he has made his price firm.
YEAR 011E
ITEM
QTY UNIT PRICE
1. Standard, scheduled visits to be bid on an hourly rate for
Service hours only. 1 hour
2. Travel cost to be bid on a total round trip basis
411 miles round trip x D 150 equal trip cost 1 trip
3. Parts Mark up cost
4. Is there a minimum charge per visit? Yes No X
5. List any other charges that are applicable to this type of service:
154, o D p -.r d; cm r d a Ll
6. List complete warranty provisions for services provided by your firm:
M a n tx CkLhAfQY p Qr� S vi Arran 0h�
7. List the guaranteed time required for responses to:
Service Visit Request '7 S
Emergency Services Request
Call Back Service Request a MAY S
$ 41.00
so
SUBMIT ORIGINAL AND ONE COPY OF THIS SHEET
Do the hourly labor rate, mark up and travel rates listed above apply to emergency
requests? YES _)�_ NO
If no, list the cost of each category: Hourly rate /hour
Minimum charge per visit if required
YEAR TWO
ITEM
Travel per trip
Parts Mark up
1. Standard scheduled visits to be bid on an hourly rate for
Service hours only.
2. Travel cost to be bid on a total round trip basis
1-- miles round trip x 4 15D equal trip cost
QTY UNIT PRICE
1 hour $/07,00
I trip
3. Parts Markup cost
4. Is there a minimum charge per visit? Yes No "54
5. List any other charges that are applicable to this type of service:
$ 52-- o o P X -V- UIN e M a
6. List complete warranty provisions for services provided by your firm:
�A &\r\ 1n�(N C--�YQ V- W V Y' ave eV -J
7. List the guaranteed time required for responses to:
Service Visit Request a S
Emergency Services Request �' �'�Y S
$ zM D O
o- 9 %
Call Back Service Request A Vl tM r S
SUBMIT ORIGINAL AND ONE COPY OF THIS SHEET
Do the hourly labor rate, mark up and travel rates listed above apply to emergency
requests? YES K NO
If no, list the cost of each category: Hourly rate /hour
Travel per trip
Parts Mark up
Minimum charge per visit if required
YEAR THREE
ITEM
QTY UNIT PRICE
1. Standard Scheduled visits to be bid on an hourly rate for
Service hours only. 1 hour
2. Travel cost to be bid on a total round trip basis
'--f Z. miles round trip x + sp equal trip cost 1 trip
3. Parts Markup cost
4. Is there a minimum charge per visit? Yes No
5. List any other charges that are applicable to this type of service:
S 2.0 9 -p u�-- a Lv-^' / Gk 0.✓1
6. List complete warranty provisions for services provided by your firm:
j� a v\ LA k a v- Cr.,\
7. List the guaranteed time required for responses to:
Service Visit Request -? & & 4 S
it
Emergency Services Request -LA L-1 rV'k YS
S 11011 op
$ Al,QD
Lit
O
Call Back Service Request
SUBMIT ORIGINAL AND ONE COPY OF THIS SHEET
Do the hourly labor rate, mark up and travel rates listed above apply to emergency
requests? YES X NO
If no, list the cost of each category: Hourly rate /hour
Travel per trip
Parts Mark up
Minimum charge per visit if required
Discount for prompt payment on invoices only % days.
Discount will not be evaluated on bid.
Do you agree to cooperative procurement by Cole County? YES NO X
Do you agree to cooperative procurement by Housing Authority? YES NO X
Do you represent a disadvantaged business enterprise? YES NO ."r
Do you represent a woman owned business enterprise? YES NO .L.
E -verify and WO information included YES NO )C
NAME OF COMPANY ,
AGENT AND TITLE Q�nA
ADDRES;
TELEPHONE DATE '"j ^ 2 O - IPA
BIDDER SIGNATURE
Form of Business: _ Sole Proprietorship _rship _X Corporation _ Limited Liability Corporation
NOTICE TO BIDDERS
Section 285.525-285.550 RSMo Effective January 1, 2009
Effective January 1, 2009 and pursuant to RSMO 285.530 (1), No business entity or employer
shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to
perform work within the state of Missouri.
As a condition for the award of any contract or grant in excess of five thousand dollars by the
state or by any political subdivision of the state to a business entity, or for a any business entity
receiving a state administered or subsidized tax credit, tax abatement, or loan from the state,
the business entity shall, by sworn affidavit and provision of documentation, affirm its
enrollment and participation in a federal work authorization program with respect to the
employees working in connection with the contracted services. Every such business entity shall
sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized
alien in connection with the contracted services. [RSMO 285.530 (2)]
An employer may enroll and participate in a federal work authorization program and shall verify
the employment eligibility of every employee in the employer's hire whose employment
commences after the employer enrolls in a federal work authorization program. The employer
shall retain a copy of the dated verification report received from the federal government. Any
business entity that participates in such program shall have an affirmative defense that such
business entity has not violated subsection 1 of this section. [RSMO 285.530 (4)]
For vendors that are not already enrolled and participating in a federal work authorization
program, E -Verify is an example of this type of program. Information regarding E -Verify is
available at http://www.dhs.gov/xt)revr)rotlprograms/Rc 1185221678150.shtm.
Affidavit of Compliance with Section 285.525-285.550 RSMo
For All Agreements in Excess of $5,000.00
Effective January 1, 2009
State of A" SS odr � )
) ss
County of cJ lk )
Before me, the undersigned Notary Public, in and for the County of
State of %�i0560rc , personally appeared
(name), name & c%mpany), (a corporation), (a partnership), (a sole proprietorship), a limited liability company)
and is authorized to make this affidavit, and being duly sworn upon oath deposes and says as follows:
(1) that said company is enrolled in and participates in a federal work authorization
program with respect to the employees working in connection with the contracted services; and
(2) that said company does not knowingly employ any person who is an unauthorized alien
in connection with the contracted services.
The terms used in this affidavit shall have the meaning set forth in Section 285.500 RSMo., et seq.
Documentation of participation in a federal work authorization program is attached to this affidavit.
Signature
Name (',Act Rk-5s-"0'L-
Subscribed
and sworn to before me this --�_ day of _.
"Notary Pu
My commission expires: -2. SHARON
STATE OAF M188OUFU
Caffvnh iort #13481028
Sample E -Verify Memo of Understanding — MOU Electronic Signature Page
Company ID Number: XXXXXXX
The foregoing constitutes the full agreement on this subject between the SSA, DHS
(Department of Homeland Security), and the Employer.
The individuals whose signatures appear below represent that they are authorized to enter into
this MOU on behalf of the Employer and DHS respectively.
To be accepted as a participant in E -Verify, you should only sign the Employer's Section of the
signature page. If you have any questions, contact E -Verify Operations at 888-464-4218.
Employer, Your Company Name
John Doe
Name (Please type or print)
Electronically Signed
Signature
Verification
Department of Homeland Security — Division
USCIS Verification Division
Name (Please type or print)
Electronically signed
Signature
Title
01/01/2009
Date
Title
01/01/2009
Date
STATEMENT OF QUALIFICATIONS
REFERENCES
Bidder to list at least three firms where similar services on the equipment listed have been
performed during the past five years.
Name of Company NA L '" W TP
Contact Person QV I V\ -S
Telephone 664' 511- b 01 %ervice Dates J 0 d 0" 4 416
Project Number and Description:
1
Name of Company F o, vVk-t- w W V
Contact Person 4v i 1 S c� a L4 f, r
Telephone � G OL- 298" ZI rH Service Date ,'P a C " MLS 43 T
Project Number and Description:
>LA -PA 4 W W Tf C,cv4IS
Name of Company
o -,J /k t,0 1_7'D tJ
Contact Person tku 10 At V 1 L-& ii Tr
Telephone &GO 19 $ - q75° Service Date MQ 7" 7
Project Number and Description:
F�LTA CoNT-R�b LS. 044£11 FEED
INDIVIDUALS ASSIGNED TO PROJECT
List key personnel to be assigned to this project and their qualifications for the services
specified.
S �'X � � ► �uN L G
CITY OF JEFFERSON
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT, made and entered into this day of ,
2017, by and between the City of Jefferson, a municipal corporation of the State of
Missouri, hereinafter referred to as the "City," with offices at 320 East McCarty,
Jefferson City, Missouri, 65101, and , hereinafter
referred to as the "Contractor," with offices at
WITNESSETH:
THAT WHEREAS, the City desires to engage the Contractor to render certain
technical and professional services for SCADA and PLC programming, maintenance
and upgrades for the City, hereinafter described in Exhibit A.
WHEREAS, Contractor has made certain representations and statements to
the City with respect to the provision of such services, and the City has accepted said
proposal to enter into a contract with the Contractor for the performance of services
by the Contractor.
NOW THEREFORE, for the considerations herein expressed, it is agreed by
and between the City and the Contractor as follows:
1. Scope of Services. The City agrees to engage the services of the Contractor to
render certain technical and professional services for SCADA and PLC
programming, maintenance and upgrades for the City, hereinafter described in
Exhibit A. In the event of a conflict between this agreement and any attached
exhibits, the provisions of this agreement shall govern and prevail.
2. Term. This contract shall commence on the day of, 2017, and
continue until the day of , 2017. This Agreement shall
automatically renew for two (2) additional one (1) year renewal periods, unless the
City provides Contractor a written notice of non -renewal at least thirty (30) days
prior to the first day of a renewal period.
3. Additional Services. The City may add to Contractor services or delete
therefrom activities of a similar nature to those set forth in Exhibit A, provided that
the total cost of such work does not exceed the total cost allowance as specified in
paragraph 7 hereof. The Contractor shall undertake such changed activities only
upon the direction of the City. All such directives and changes shall be in written
form and approved by the City Administrator and shall be accepted and
countersigned by the Contractor or its agreed representatives.
4. Existing Data. All information, data and reports as are existing, available
and necessary for the carrying out of the work, shall be furnished to the Contractor
without charge by the City, and the City shall cooperate with the Contractor in every
reasonable way in carrying out the scope of services. The Contractor shall not be
liable for the accuracy of the information furnished by the City.
5. Personnel to be Provided. The Contractor represents that Contractor has or
will secure at its expense all personnel required to perform the services called for
under this contract by the Contractor. Such personnel shall not be employees of or
have any contractual relationship with the City, except as employees of the
Contractor. All of the services required hereunder will be performed by the
Contractor or under the Contractor's direct supervision, and all personnel engaged in
the work shall be fully qualified and shall be authorized under state and local law to
perform such services. None of the work or services covered by this contract shall be
subcontracted, except as provided in Exhibit A, without the written approval of the
City.
6. Notice to Proceed. The services of the Contractor shall commence as directed
in the Notice to Proceed, and shall be undertaken and completed in accordance with
the schedule contained in Exhibit A.
7. Compensation. The total amount for professional services rendered under
this shall not exceed Sixty -Five Thousand Dollars ($65,000.00) for all Contractor
services. No change in compensation shall be made unless there is a substantial
and significant difference between the work originally contemplated by this
agreement and the work actually required.
8. Failure to Perform. Cancellation. If, through any cause, the Contractor shall
fail to fulfill in timely and proper manner its obligations under this contract, or if the
Contractor shall violate any of the covenants, agreements, or stipulations of this
contract, the City shall thereupon have the right to terminate this contract by giving
written notice to the Contractor of such termination and specifying the effective date
thereof, at least five (5) days before the effective day of such termination. The
Contractor may without cause terminate this contract upon 30 days prior written
notice. In either such event, all finished or unfinished documents, data, studies,
surveys, drawings, maps, models, photographs, and reports or other materials
prepared by the Contractor under this contract shall, at the option of the City,
become its property, and the compensation for any satisfactory work completed on
such documents and other materials shall be determined. Notwithstanding the
above, the Contractor shall not be relieved of liability to the City for damages
sustained by the City by virtue of any such breach of contract by the Contractor.
9. Assignment. The Contractor shall not assign any interest in this contract,
and shall not transfer any interest in the same (whether by assignment or novation),
2
without prior written consent of the City thereto. Any such assignment is expressly
subject to all rights and remedies of the City under this agreement, including the
right to change or delete activities from the contract or to terminate the same as
provided herein, and no such assignment shall require the City to give any notice to
any such assignee of any actions which the City may take under this agreement,
though City will attempt to so notify any such assignee.
10. Confidentialit . Any reports, data or similar information given to or
prepared or assembled by the Contractor under this contract which the City requests
to be kept as confidential shall not be made available to any individual or
organization by the Contractor without prior written approval of the City.
11. Nondiscrimination. The Contractor agrees in the performance of the contract
not to discriminate on the grounds of race, creed, color, national origin or ancestry,
sex, religion, handicap, age or political affiliation, against any employee of
Contractor or applicant for employment, and shall include a similar provision in all
subcontracts let or awarded hereunder.
12. Independent Contractor. The Contractor is an independent contractor and
nothing herein shall constitute or designate the Contractor or any of its employees as
agents or employees of the City.
13. Benefits not Available. The Contractor shall not be entitled to any of the
benefits established for the employees of the City and shall not be covered by the
Workmen's Compensation Program of the City.
14. Liability. The parties mutually agree to the following:
a. In no event shall the City be liable to the Contractor for special,
indirect, or consequential damages, except those directly or
approximately caused by the City arising out of or in any way connected
with this contract.
b. The Contractor shall indemnify and hold the City harmless from and
against all claims, losses and liabilities arising out of personal injuries,
including death, and damages to property to the extent caused by any
negligent act or omission on the part of the Contractor related to the
services performed under this contract.
15. Insurance. Contractor shall provide, at its sole expense, and maintain during
the term of this Agreement commercial general liability insurance with a reputable,
qualified, and financially sound company licensed to do business in the State of
Missouri, and unless otherwise approved by the City, with a rating by Best of not less
3
than "A," that shall protect the Contractor, the City, and the City's officials, officers,
and employees from claims which may arise from operations under this Agreement,
whether such operations are by the Contractor, its officers, directors, employees and
agents, or any subcontractors of Contractor. This liability insurance shall include,
but shall not be limited to, protection against claims arising from bodily and personal
injury and damage to property, resulting from all Contractor operations, products,
services or use of automobiles, or construction equipment at a limit of $500,000 Each
Occurrence, $3,000,000 Annual Aggregate; provided that nothing herein shall be
deemed a waiver of the City's sovereign immunity. An endorsement shall be
provided which states that the City is named as an additional insured, and stating
that the policy shall not be cancelled or materially modified so as to be out of
compliance with the requirements of this Section, or not renewed without 30 days
advance written notice of such event being given to the City.
16. Documents. Reproducible copies of tracings and maps prepared or obtained
under the terms of this Contract shall be delivered upon request to and become the
property of the City upon termination or completion of work. Copies of basic survey
notes and sketches, charts, computations and other data prepared or obtained under
this Contract shall be made available, upon request, to the City without restrictions
or limitations on their use. When such copies are requested, the City agrees to pay
the Contractor its costs of copying and delivering same.
17. Nonsolicitation. The Contractor warrants that they had not employed or
retained any company or person, other than a bona fide employee working solely for
the Contractor, to solicit or secure this Contract, and that they have not paid or
agreed to pay any company or person, other than a bona fide employee working solely
for the Contractor, any fee, commission, percentage, brokerage fee, gifts, or any other
consideration, contingent upon or resulting from the award or making of this
Contract. For breach or violation of this warranty, the City shall have the right to
annul this Contract without liability, or, in its discretion, to deduct from the Contract
price or consideration, or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gifts, or contingent fee.
18. Books and Records. The Contractor and all subcontractors shall maintain all
books, documents, papers, accounting records and other evidence pertaining to costs
incurred in connection with this Contract, and shall make such materials available
at their respective offices at all reasonable times during the Contract and for a period
of three (3) years following completion of the Contract.
19. Delays. That the Contractor shall not be liable for delays resulting from
causes beyond the reasonable control of the Contractor; that the Contractor has
made no warranties, expressed or implied, which are not expressly set forth in this
Contract; and that under no circumstances will the Contractor be liable for indirect
4
or consequential damages.
20. Illegal Immigration.
Prior to commencement of the work:
a. Contractor shall, by sworn affidavit and provision of documentation,
affirm its enrollment and participation in a federal work authorization
program with respect to the employees working in connection with the
contracted services.
b. Contractor shall sign an affidavit affirming that it does not knowingly
employ any person who is an unauthorized alien in connection with the
contracted services.
C. If Contractor is a sole proprietorship, partnership, or limited
partnership, contractor shall provide proof of citizenship or lawful
presence of the owner prior to issuance of the Notice to Proceed.
21. Notices. All notices required or permitted hereinunder and required to be in
writing may be given by first class mail addressed to the City of Jefferson, 320 E.
McCarty Street, Jefferson City, Missouri, 65101, and the Contractor, at
The date and
delivery of any notice shall be the date falling on the second full day after the day of
its mailing.
CITY OF JEFFERSON, MISSOURI CONTRACTOR
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Counselor
Title:
ATTEST:
Title:
W