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HomeMy WebLinkAbout _ 4.11(a)--Authorize Purchasing Officer to extend current agreement with Ed Staub and Sons � � �' � � � � � � ' � �' � � ' � ` CITY OF REDDING REPORT TO THE CITY COUNCIL MEETING DATE: April l,2025 FROM: Michael Webb, Public Works ITElVI NO. 4.11(a) Director ***APPROVED BY*** � �c a� � �bEi� 'c�r�Cs I7�reetcsr 3f��12t}`?� r5' �p�i��,C�i �r� �, �,f2:��'2{�?. mwebb@cityofredding.org btippin@cityofredding.org SUBJECT: 4.11(a)--Authorize the Purchasing Officer to extend current agreement with Ed Staub and Sons for cardlock fuel urchases Recommendation Authorize the Purchasing Officer to extend the current contract with Ed Staub & Sons Petroleum, Inc., for cardlock fuel purchases, with all prices, terms and conditions remaining the same, through August 31, 2025. Fiscal Impact Due to fuel expenditures being planned and budgeted by each departmentJdivision, there are no new fiscal impacts. Alte�native Action The City Council cauld choose not to extend the current contract for cardlock fuel purchases and provide other direction to staff. Backg�ound/Analysis As a result of Bid Schedule 5119 — Cardlock Fuel Services, the City of Redding (City) entered into a contractual agreement with Shasta — Siskiyou Transport (SST) on June 1, 2020, for cardlock fuel purchases. During the term of the contract, SST was purchased by the current vendor, Ed Staub & Sons Petroleum, Inc. The current contract has exhausted all specified extensions and is set to expire on May 31, 2025; thus, the City needs to re-solicit the service in order to establish a new contract. Due to necessary contractual changes and additional requirements that are needed in the succeeding contract, the City needs time to prepare a we11 refined solicitation. As proposed, if City Council approves staff's recommendation, the current vendor has agreed to a three-month extension, extending the contract through August 31, 2025. Report to Redding City Council March 25, ZOZ5 Re: 4.12(a)--Authorize Purchasing Officer to extend current agreement with Ed Staub and Sons Page 2 Environmental Review This activity, a contract amendment, is not a project as defined by the California Environmental Quality Act, and no further action is reguired. Council PrioNity/City NfanageN Goals • This agenda item is a routine operational item. 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Ci�gr c�f F�e��irig F���t��ar�t�cfi:�� Jim��hrr�itz����}���_�Q�1 jsct�mi�z"�"�a�ityc�fredc#ir��.�r� �`ri�h��31ig�t�ant��3t3}�24-�{�9�}ts�li��s�c�t�city�fr��Sciin�.c�r� �c�caur�t��'�y�k�l�-F��f�re�c��:�ant���s in tPa�up���tef�cr�rn�:r ca�this d��urr��r�t. , � � ���.�, �� •���, .� , . �,, . , �, . r, -. . � .... :��rxd: .... j a��,.. �},vrar . � P , ,.``�����`�€ � � ; a � � � a ;, � � �l���1 ����� � � �l�t�f� ����� �, , � �'�������Cl2� �'�-���-���5 � City of Redding, CA: Purchase C?rder Terms and Conditions 1. GENERAL: If the goads andior services ordered herein are as a result of either a formal Request far Quotation, Request for P�aposal or Notice Inviting Bids then the Terms and Conditians set forth in this dacument are considered to be in addition ta the requirements and specifications stated in the RFQ, RFP or NIB.To the extent that one set of Terms and Conditions may cantradict the o#her,the requirements af the RFQ, RFP or NIB shall supercede the Terms and Canditions shown belaw. It is understaad that all materials and/ar services provided by SupplEerlCantractor/Consultant (Supplier}shall conform to the applicable requirerr�ents ofi City Ordinances, and all applicable State and Federal �aws. 2. DELIVERY: Supptier shall deliver the items andlor services stated herein free from any and ail claims,deb#s, or demands whatsoever. Deliveries shall be made as set forth in this order and any additional Specifications incorporated. Delivery is defined as complete delivery in gaod arder, at place designated in the Specifications/Purchase Order. 3. MISCELLANEOUS CHARGES: No charges for transpartation, cantainers, packing,etc.will be allowed unless so specified in this arder. 4. FREIGHT CHARGES: All shipments are F.O.B.- Destinatian,Supptier pays charges, unless specified otherwise in the body of this order. If City has agreed to pay freight it shaA be prepaid and added ta the invoice. tn that case a copy of the paid express ar freigh#bill must be attached to the invoice. 5.INDEMNITY:Supplier hereby agrees to protect, defend, indemnify and haid harmless, City, its ofiFicers,elected and appointed officials,employees, agents and vafunteers frorn and against any and all daims,damages, losses, expenses, judgements,demands, penalties,fines,defense casts, and consaquential damage or liability af any kind or nature, however caused,arising directly or indirec�y aut of the obligations or operations herein undertaken by Supplier,caused in whale or in part by any act or omission af the Supplier, any subcontractors, any directly or indirectly emplayed by any of them or anyone for whase acts any of them may be fiable, including but not limited to concurrent active or passive negligence,except where caused by the active negligence,sole negligence or willful misconduct af the City. Supplier will conduct all defense at its sole cost and expense a�d the City sha!(have the right to approve or disapprave Supplier's legal caunsel. City shall be reimbursed for ali casts and attorneys'fees incurred by the City in enforcing this obligation.This indemnity shall apply to ail claims and liability regardless of whether any insurance palicies are applicable.The policy limits do not act as a limitation upon#he amount of the indemnification to be provided by Contractar. 6. PATENT RIGHTS:Ariy equipment ar service ta be fumished hereunder shall not,either in constructian, manufacture, use,sale or other particular, infringe any letters patent, copyright or registered trademark heretofore granted,and the Supplier shall defend and pay the entire cast of defending any claim or suit whenever or wherever made or brought against the City based upon an infringement or alleged infringement of such letters patent, copyright or registered trademark and shall indemnify and save harmless the City from and against any and all liability, damage, loss or injury adjudged or sustained in any such claim or suit. 7. NONDlSCRIMINATION CLAUSE: Faccept as pravided in Section 1294Q et seq.af the Gove�nment Code,Supplier sha11 not discriminate against any person because of hislher race, religiaus creed, calor, natiana!arigin, ancestry, physical disability, mental disability, marital status, mentai conditian,or gender, nar refuse to hire or employ a person or to refuse to select#he persan for a training program leading to employment or to bar or discharge the person from employrnent, ar fram a training program leading to employment, or ta discriminate against the persan in compensatEon or in terms, conditians ar priviteges of employment.The Supplier shall insert in all subcontracts far any work covered by this P. O. this nandiscrimination provision. 8. EXClSE TAX: If federal excise tax is appl�cable to the transaction, it must be clearly stated so and excluded from the price of the articte.The City of Redding, as a government agency, is exempt fram the payment of said tax and will issue an exemptian certificate. 9.SALES AND USE TAXES: Sales and/or use tax must be shown on the invoice as a separate item. 10. DEFAU�T BY SURP�tER: !n case of defau!#by Supptier,the City reserves the right to pracure the goods or services from ather sources and to hold the Supplier respansible for any excess costs occasioned ta the City thereby. Supplier must notify the City immediately upan knowing that nan-performance or delay will apply to this order whether as a resul#af Force Majeure or not. Upon agreement by the City that Force Majeu�e is applicable,Supplier shalf not be hetd accountable for the delays directly related ta the Farce Majeure condition.When detay is ascertained Supplier is to submit in writing a Recovery Plan for this o�der. If the Recovery Plan is not acceptable to the City or not received within 10 Proprietary and Confidential 3 calendar days of ths necessary notification of delay or Farce Majeure default, the City may cancel this order in its entirety at na cost ta the City, owing only for gaads and services completed ta fhat point. City shali not be liable for lost profits, implied or express damages ar consequential damages. 11.INSPECTIC3N AND ACCEPTANCE: Inspectian and acceptance shail be at destination, unless otherwise provided. Until delivery and acceptance, and after any rejections, risk of loss shall be on the Suppiier unless loss results from the negligence of the City af Redding. Notwithstanding the requirement far any inspec#ion and test contained in specificativns applicable to this contract, except where specialized inspection or tests are specified solely for the City,the Supplier shall perform or have pertormed the inspection and tesis required ta substantiate that the supplies and services provided under the contract conform to the drawings, specificatians, arsd contract requirements incorporated herein, including if applicable #he technical specifications for the manufacturers'part numbers or products specified herein. 12. PAYMENTS: Payment terms are Net 30 unless otherwise agreed ta by both parties.All Cash Discaunts shall be taken and computed from the date of delivery or completion and acceptance of the material,or from the date of receipt of invaice,whichever is latest. Each paymenf abligation of the City is conditianed upan the availability of state or lacal government funds which are appartianed or allacated far the payment of such an abligadon. If the funds are not allocated and availabie far the continuance of the functian perFormed by the Supplier,the product or service directiy ar indirectly involved in the performance of that function may be terminated by the City at the end af the periad for which funds are availabls. No payment wi11 be made until the order has been delivered and accepted. 93.tNVt'�tGES: Invoices shali contain the following infarmation: Supplier's Federal Tax I.D, number, purchase arder numbe�, invoice number and date, item number, description of supplieslservices, quantities and units af ineasure, unit prices and extended totals. Bill af Lading number and weight af shipment will be shawn far shipments an Gavemment Bills of�ading. 14.WARRANTY:The Supplier agrees that the supplies/services fumished under this contract shall be covered by the mast favorable cammercial warranties the Supplier gives ta any custamer for such supplieslsecuices, and that the rights and remedies provided herein are in addition to,and do not limit any rights afforded ta the City by, any other clause of a contract awarded hereunder. 15.ASSIGNMENT OF CLAIMS: Claims far manies due or to become due under this contract shall be assigned only pursuant to priar written consent of the City Purchasing Officer or designated cepresentative. 16. CCiNTRACT TERMINATION:The City may, by giving ten (10}calendar days written notice to the Supplier,terminate this contraet priar to the designated completian date for due cause. Due cause for termination shall be, but not limited to, the best interests of the C�ty,fa�ture of the praduct to meet specifications,and/or for reasons af unsatis#actory service.The City may, upan giving thirty(30}calencfar days written notice to Sup�lier,terminate the contract without cause. � 17.GOVERNING LAW: Any action filed regarding the award of the Quote/Bid/Propasal or Purchase Qrder rnust be filed with the Superior Court of the Ccsunty of Shasta, Califamia.Any subsequent agreement shalt be deemed ta have been entered into in Reddi�g, Califomia; all questions of the velidity, interpretatian or perfa�mance of any af its terms or af any rights or obligations of the parties to the agreement shall be govemed by Califnrnia law;and any action brought by either pa�ty to enforce any of the terms of the agreement shall be filed with the Superior Caurt of the County of Shasta, Cal'�fomia. 18.ATTURNEYS'FEES ANO COSTS: In any aetion by a parly ka enforce its rights hereunder,the nonprevailing party shall pay#he prevailing party's legal casts and expenses (including reasonable attomeys'fees). 19. CHANGE ORDERS: The City reserves the right at any time to make written changes with�n the general scope of the cantract. If any such changes cause an increase or decrease in the cost of, or in the time required for the perfarmance af the contract, an equitable adjustment shatl be made in the contract price, delivery schedule, ar both.Any claim by Supplie�fo�adjustment in this cause must be appraved by the City's authorized representative(s}in writing(formal change order, amendment,or revision)before Supplier proceeds with such change Proprietary and Confidential 4