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ADDENDUM TO AGREEMENT FOR CONSTRUCTION OF PUBLIC UTILITIES PERFORMANCE CONTRACT - 08-0048-UT� � � � 1 YM ���� � � U Engineering Department REQUEST TU REQUISITI�N STANDARD PURCHAS� ORDER General Item Descriptian: Polymer Feed Equipment �.r�(�e , oD� '►��- l�� C.L� . . ���1� i :l16 ��-'� ������� � � � j% / � 'D Vendor: VELOCITY DYNAMICS (VELODYNE) INC. cantact — Paul Plache Street Address: 543 S. Pierce Ave. pplache@polymersolution.com City/State/Zip: Louisville, CO 80027 Phone No: (3Q3) 53p-3298 x 202 Receiving l.acatian (Ship to): Northeast WRF Street Address: 329Q SR 580 Ciiy/State/Zip: Clearwater, FL 33i61 Requested by: Phone Number: ��itQ;,(���1����Y,� Expense Code: Line # 1 Siemens Industry Inc., Clin# Sibille, Project Man�ger (clint.sibille@siemens.com) (850) 251 0235 �' 380Q-535-000-000 Units Det�iled Description Price Per Quanti $, etc. (List shipping � handling charges, if applicable) E�Ch Tot�l 2 LS Velocity Dynamics Inc. - $22,007 $44,014.00 Model VM-lOP-2400-Rp �� Exxgirxee�ing Services �'re i ght Field Service AmQUnt df PO N�edecl Tax Savings No retainage withheld Clint Sibille bate: _8/212011^ Requesting OfFcia Senior Project Manager, SIEMENS Industry, Inc. 7itle and Organization - Contractor Appendix Northeast Polymer System.doc „ .,.�,� . 2200.00 2,200.00 800.00 800.00 �000.00 �,000.00 54,014.00 2,690.00 �,_� � Date: '�'-Z9-t( Approving Qfficial �.�.lir. l�l(,�11��iC� Gr � 'T O'� C+..Fk�C�./rE7�S� Title and Organization — C_E.I. Services m������� 9/27/2010 � W � � �- ��t�� r U �ngineering Department REQUEST TO REQUISITION STANDARD PURCHASE ORDER � r`�" 1-'W'C' a CJ V� �l I�'1 �i� "' 1 " �/� � i� , ��° i r l . �. �-�- 1 a � �7�`�---- General Item Description: Polymer Feed Equipment __ Vendor: VEL.00ITY DYNAMICS NELODYNE) Inc. Cd��aG�� �Q �I �r��� ' L � � L I _._ Street Address City/State/Z'ip: ,. - - � - � � � �' �� � �� rr�r -�� .. Louisville, CO 80027 Phone No: (303) 530 3298 X ��� Receiving Locatian (Ship to): Marshall Street WRF Street Address: 1605 Harbor Drive, City/State/Zip: Clearwater, FL 33755 Requested by: Phone Number: , -.;,� � , „ d,i ;,;�:;, ,, �����1��'d` , .a�,��: Expense Code: Siemens Industry Inc., Clint Sibille, Project Manager (clint.sibille@siemens.com) _ 850 251 0235 0376-96621-563800-535-000-000 Units Detailed Description Price Per L.1112 # Quantit $ etC. (List shipping & handling charges, if applicable) Each 1 1 $ Velocity Dynamics Inc. - $22,007 r Model VM-lOP-240�-Rp Engineexing Services Freight Fiel.d Service Amount af PO needed Sales tax savings NQ rt�tainage Withheld 1,1p0.00 400.00 3,500.00 , Total $z2,00� 1,100.00 400.00 3,5Q0.00 27,007.00 1,370.00 � ) �� .�� 6 ►1.r S6�Jl �(`� � Date: � � ! � �� � 2 � - - - Date: �-� !v � � Requesting Official Approving Official �o+��"�2��� SPiVl6�� I'rJ 2CT � Ih J�'eM_.'l�VlS �VL(%t� r�G. ►'''t�N�ICmFl� G�T`j o� C���W�i�� Title and Organization - Con ractor 7'itle and Organization - C.E.I. Services Appendix Marshall St. Polymer System.doe r� 9/27/2010 � ° �DV"�,�+�� � � � Engineering Department REQUEST TO REQUISITIUN STANDARD PURCHASE ORDER General Item Description: Centrifuge Dewatering Equipment ��r �e ; . D�� �� l�� C�� ���r�, , ; J l� ��d� sr�o��q� Vendor: ANDRITZ SEPARATIONS, INC., Steve Walden, Regional Sales Manager Street Address: 1010 Commercial Blvd., South City/State/Zip: Arlington, TX 76001 ____ ___ __ Phone No: �$17) 419 1794 � Receiving Location (Ship to): Northeast WRF Street Address: 3290 SR 580 City/State/Zip: Clearwater, FL 33761 Requested by: Phon� Number: I����� , � � ,�� Expense Code: Siemens Industry Inc., Clint Sibille, Project Manager (clint.sibille@siemens.com) -,�850 251 0235 . .. . . . -_. ......_ .. ,.�,.�� --- - � Q376-96621-563800-535-000-000 Units Detailed Description Price Per Line # QUalltl $, etC. (List shipping E� handling charges, if applicable) Each Total i i $ Andritz Centrifuge Dewatering $327,950 $327,95p_p0 Equipment Model D5LL Freight Start-up Sex�vices Engineering Na retaa.n.age withheld Amount of PO needed Sales Tax Savings 3450.00 3,450_00 6200.Q0 6,200.00 7900.00 7,900.00 345,500.00 19,727.00 Clint Si le � q ~ I/J (- F� �' - z� r --- � �-- ���Cl.� Date: _8/7 9/11 Date; ��` !� � � � � v 1 Requesting O�cial Approving Official � Senior Project Manager, SIEMENS Industry, Inc. , ��� • M��7%Ll'��,�` G� �"� C'i� C.G.�rl<<_k�fl'���< Title and Organization - Contractor Title and Organization — G.E.I. Services Appendix Northeast Centrifuge.doc 9/27/2010 W � ��� � "� � � Engineering Department REQUEST TO REQUIS�TION STANDARD PURCHASE ORDER General Item Description: Centrifuge Dewatering Equ�ment _ �' ' �, uvw,� �" �.itr �.. � �ls�%r � ,'`��q3z� � � �O � ` �J Vendor: ANDRITZ SEPARATIONS, INC., Steve Walden, Regional Sales Manager �teve.walden@andritz.com) Street Address: 1010 Commercial Blvd., South City/State/Zip: Arlingtan, TX 7fiQ01 Phone No: (817) 419 1794 Receiving Location (Ship to): Marshall Street WRF Street Address: 1605 Harbor Drive, City/State/Zip: Clearwater FL 33755 —_.� _ _.. Requested by_ Phone Number: Exp�nse Code: Siemens Industry Inc., Clint Sibille, Project Manager clint.sibille siemens.com (85Q) 251 0235 U376-96621 �563800-535-000-000 Units Detailed Description Price Per Lir1e # Quanti $, �tC. (List shipping & handling charges, if applicable) E�ch 1 1 $ Andritz Centrifuge Dewatering $327,950 Equipmen.t MQdel DSLL C i,�,+5;�:�� I(� Freight Start Up Services Engineera.ng Ampunt of PO Sales Tax Savings No retainage withhe g 9 �3 �il Requesting Officialn � St'vt; Ut��l�r�a ��e�,� Yl-2 r, -S � �w�:�,,s .��tiC�t• Title and prganization - Contractor Appendix Marshall St. Centrifuge.doc -.,-........ ���a.00 6200.00 7900.00 Total $327,950 3450.00 6200.00 7900-00 345,500-00 19,727.00 �� �� �-..�� r � oate: � ��� � � Approving Official Zo6� � 5. ?�� �.,G. �huAGrr� C;T� or C���,�Cw� i r'IZ Title and Organization — C.E.I. Services 9/27/2010 ADDENDUM TO AGREEMENT FOR CONSTRUCTION UF CQNSTRUCTION OF PUBLIC UTILITIES PERFORMANCE CONTRACT CITY �F CLEARWATER CONTRACT # 08-0048-UT In reference to contract #08-0048-11T dated June_14 2011 between City of Clearwater, the Owner, and Siemens Industrv, Inc., the Contractor, it is further AGREED as follows: 1. The Owner has reserved the right ta purchase certain portions of the material for the Project direcUy in order to save applicable sales tax in compliance with Florida Law since owner is exempt from thE payment of sales tax. 2. The attachments IettEred "A", "B", and "C", attacMed hereta (as amended by notations thereon) and incorporated herein shall be executed by the Contractvr and applicable Sub-contractors and the terms thereof shall govern the purchase of materials for the Project as determined by the Owner. 3. 7he contract price shall be reduced by the cost aF the materials purchased by owner plus the normally applicable sales tax as bid by the Contractor even if the cnst is in excess of the cost for the materials as bid by the Contractor. However, far purposes of calculating engin�ering fees, contractor fees, architects fees, and any other amounts that are based on the contract amount, the original contract amount shall be used. 4. The Contractor reserves the right to authorize payments for invaced materials, prior to Owner's authorizatian prpcess, as outlined in Attachment "D". 5. The Contractor will assist Owner in owner's direct purchase of materials for the project. However, owner acknowledges that Contractor's Sub-cantractors nonetheless each reserves the right to purchase project materials directly, without Owner's prior approval and consequent p�wer to eliminate reimbursement af sales tax. This addendum, upon its execution by bath parties, is made an integral part of the aforementioned agreement. CITY OF CLE4RWATER: Date: `�� l l � ! / a- . � liam B. Morne II City Manager/Owner _ rr■���� Rosemarie Call City C1erk (City's Corporate Seal) APP OVED AS TO FORM: Leslie K. Dougall-Si e Assistant City Attor �����u�r��/� Ci ,�� (i, i � � �r �►.���. _ .,.C��� • � -7• • - � �. - / 11 . + I �� �` / /I, Contractor ATTEST: � �� � Notary Public Stat�s uf Fionda � Marilyn Clancy � MyCommissic,n�Ji"�Sn�'..o �oFr�°dP �rpires 06�98I2C' . �� - . :=^ti��•"hr�"� "'M„- , .. .. ATTACHMENT "A" FROM: CITY OF CLEARWATER (OWNER) TO: SIEMENS INDUSiRY INC. (CONTRACTOR) OWNER-FURNISHED MATERIALS PRO�ECr: PUBLIC UTILITIES PERFORMANCE CONTRACT # 08-0048-UT 1. The Contract Price includes Florida sales and other applicable taxes for material, supplies, and equipment which will be a part of the Contractor's Work. The owner, being exempt from sales tax, reserves the right to make direct purchases of various construction materials included in the Contractor's contract. Owner-purchasing af construction material, if selected, will be administered an a deductive Change Order basis. Additionally, Purchase Orders will include Owners Certificate of Exemption number. 2. The Cantractor shall provide the Owner a list of all intended suppliers, vendors, and material for consideratian as Owner-Furnished Materials. The Cantractor shall submit pric� quotes from the vendors, as well as a description of the materials to be supplied, estimated quantities, and prices. 3. The Contractar shall be fully resp�nsible for all matters relating to the receipt of materials furnished by the Owner in accordance with these Special Provisions including, but not limited to, verifying correct quantities, verifying documents af orders in a timely manner, coardinating purchases, providing and obtaining all warranties and guarantees required by the Contract Dacuments, inspection and acceptance of the goods at the time of delivery due to the negligence of the Contractor. However, th� awner assumes the risk af damage or loss during th� time that the building materials are physically stored at the job site priar ta their installation or incorparation into the project. The Contractor shall coordinate delivery schedules, sequence of delivery, loading orientation, and oth�r arrangements normally required by the Contractor for the particular material fumished. The Contractor shall provide all services required for the unloading and handling of materials. The Contractor agrees to indemnify and hold harmless the Owner from any and all claims of whatever nature resulting fr�m non-payment of goods to suppliers arising from the action of the Contractor. 4. As Owner-Furnished Materials are delivered ta the job site, the Contractor shall visually inspect all shipments from the suppliers, and approve the vendor's invoice for material delivered. The Contractor shall assure that each delivery of Owner-Furnished Materials is accompanied by documentation adequate to identify the Purchase Order against which the purchase is made. This documentation may cansist of a delivery ticket and an invoice from the supplier conforming to thE Purchase Order together with such additional information as the Owner may require. The Contractor will then forward the invoice to the Owner for payment, pursuant to Attachment A af this Contract. 5. The Contractor shall insure that Owner-Furnished Materials confarm ta the Specifications and determine priar #o acceptance of goods at time of delivery if such materials are patently defective, and whether such materials are identical to the materials ordered and match the description an khe bill of lading. If the Contractor discovers defective or non-conformities in Owner-Furnished Materials upon such visual inspection, the Contractor shall not utilize such nonconforming or defective materials in th� Contractors Work and instead shall properly notify the Owner af the defective or nonconfarming condition so that repair or replacement of those materials can occurwithaut undue delay or interruption to the Project. If the Contractor fails to perform such inspection and otherwise incorporates into the Contractor's Work such defective or nonconforming Owner-Furnished Materials, the condition af which it either knew or should have known by pertormance of an inspection, Contractar shall be responsible far all damages to the Owner, resulting from Contractor's incorporation of such materials into the Project, including liquidating or delay damages. 6. The Contractar shall maintain records of all Owner-Furnished Materials it incorporates into Contractor's Work from the stock of Owner-Furnished Materials in its possession. The Contractor shall accaunt monthly to the Owner for any Owner-Furnished Materials delivered inta the Contractor's possession, indicating portions of all such materials which have been incorporated in the Contractor's Work. 7. The Contractor shall be responsible for obtaining and managing all warranties and guarantees for all materials and products as required by the Contract Documents. All repair, maintenance, or damage-repair calls shall be forwarded to the Contractor for resolution with the appropriate supplier, vendor, or subcontractar. 8. Notwithstanding the transfer of Owner-Fumished Materials by the Owner to the Contractors possession, the Owner shall retain legal and �quitable title to any and all Owner-Furnished Materials. 9. The Owner shall indemniTy and hald Contractor harmless from any sales tax (and interest and penalties incurred in connection therewith) in the event there is a final determination that sales made by Owner, which Owner treats as being exempt from sales tax, are subject to sales tax. "Final d�termination" shall mean an assessment by the Department of Revenue that is no longer subject to protest, or a determination of a court having jurisdiction aver such matters that is finel and not subject to appeal. Contractor agrees to promptly notify owner of any audit, assessment, propased assessment or notice of deficiency issued with regard ta the Project and relating to Owner-Furnished Materials. 10. As invoices are received, Contractor shall be required to review invoices submitted by all suppliers of Owner-Furnished Materials delivered to the Project during that delivery for use by the Contractor and either concur or object to the Owners issuance of payment to the suppliers, based upan Contractor's records af materials delivered to the site and any defects in such materials. 11. In arder to arrange for the prompt payment to the supplier, the Contractor shall provide ta the Owner a listing indicating the acceptance of the goads or materials within thirty (30) days of receipt of said goads or materials. The list shall include a copy of all applicable Purchase Orders which will include owner's Certi�cate of Exemption number, invoices, delivery tickets, written acceptance of the delivered item, and such other documentation as may be reasonably required by the Owner. The check will be released, delivered and remitted directly to the supplier. The Contractor agrees to assist the Owner to immediately obtain partial or final release or waivers as apprapriate. At the end of the Project, Contractor will be provided with a deductive Change Order for the cost incurred by the Owner to provide all Owner-Furnished Materials. Salvage materials shall be stored or remov�i from the site by the Contractor at the Owner's direction, or may be turned over ta the Contractor for salvage ar disposal at the Contractor's option. 12. The Contractor shall be entitled to the ben�fits of any discounts attributable to the early payment of vendor invoices for materials furnished by the Owner pursuant to the Specifications. 13. The Contract between Cantractor and Owner is hereby amended to clarify that Owner-Fumished Material shall be included in the Cost af the Work for the purpose of determining the Contract Sum due Contractor. ATTACHMENT "S" FROM: SIEMENS INDUSTRY, INC. _ _ _ , _ �CONTRACTOR) T�: , ANDRITZ SEPARA710N. INC. (SUBCONTRACTOR) OWNER-FURNISHED MATERIALS PROJECT: PUBLIC UTILITIES PERFORMANCE CONTRACT # 08-0048-UT 1. The Contract Price includes Florida sales and other applicable taxes for material, supplies, and equipment which will be a part of the Subcontractor's Work. The Owner, being exempt from sales tax, reserves the right to make direct purchases of various construction materials included in the Subcontractor's contract. Owner-Purchasing of construction material, if selected, will be administered on a deductive Change �rder basis. Additionally, Purchase Orders will include owner's Certification of Exemption number. 2. The Subcontractar shall provide the owner a list of all intended suppliers, vendors, and material for consideration as Owner-Furnished Materials. The Subcontractor shall submit price quotes from the vendors, as well as a description of the materials to be supplied, estimated quantities, and prices. 3. The Subcontractor shall be fully responsible for all matters relating to the receipt of materials furnished by the Qwner in accordance with these Special Provisions including, but not limited to, verifying correct quantities, verifying documents of orde�s in a timely manner, coordinating purchases, providing and obtaining all warranties and guarantees required by the Contract Documents, inspection and acceptance of the goads at the time of delivery due to the negligence of the Subcontractor. However, the Owner assumes the risk of damage or loss during the time that the building materials are physically stored at the jab site pri�r to their installation or incorporation into the project. The 5ubcontractor shall coardinate delivery schedules, sequence of delivery, loading orientation, and other arrangements normally required by the Subcantractor for the particular material furnished. The Subcontractor shall provide all services required for the unloading and handling of materials. The Subcontractor agrees to indemnify and hold harmless the Owner from any and all c�aims of whatever nature resulting from non-payment of goods to suppliers arising from the action of the Subcontractor. 4. As Owner-Furnished Materials are delivered to the job site, the Subcontractor shall visually inspect all shipments from the suppliers, and approve the vendor's invoice for material delivered. The Subcantractor shall assure #hat each delivery �f Owner-Furnished Materials is accompanied by documentation adequate to identify the Purchase Order against which the purchase is made. This documentation may consist of a delivery ticket and an invoice from the supplier conforming to the Purchase Order together with such additional information as the Owner may require. The Subcontractor will then forward the invoice to the Owner for payment, pursuant to Attachment "A" of this Contract. 5. 7he Subcontractor shall insure that Owner-Fumished Materials confarm to the Specifications and determine prior to incorporation into the Subcontractar's Work if such materials are patently defective, and whether such materials are identical to th� materials �rdered and match the description on the bill of lading. If the Subcontractor discavers defective or non-conformities in Owner-Furnished Materials upon such visual inspection, the Subcontractor shall not utilize such nonconforming or defective materials in the 5ubcontractor's Work and instead shall properly notify the Owner of the defective or nonconforming condition sa that repair or replacement af thpse materials can occur without undue delay or interruption to the Project. If the Contractar fails to pertorm such inspection and otherwise incorporates into the Subcontractor's Wark such defective or nonconforming Owner-Furnished Materials, the condition af which it either knew ar should have known by pertormance of an inspection, Subcontractor shall be respansible for all damages to the owner, resulting from Subcontractor's incarparatian of such materials into the Project, including liquidating or delay damages. 6. The Subcontractor shall maintain recards of all owner-Furnished Materials it incorporates into Subcontracto�'s Work from the stock of Owner-furnished Materials in its possession. The Subcontractor shall account monthly to the Owner far any awner-Furnished Materials delivered into the Subcontracto�'s possession, indicating portions of all such materials which have been incorporated in the Subcontractor's Work. 7. The Subcontractor shall b� responsible for obtaining and managing all warranties and guarantees for all materials and products as required by the Contract Documents. All repair, maintenance, or damage-repair calls shall be forwarded to the Subcontractor for resolution with the appropriate supplier, vendor, or sub-subcontractor. . 8. Notwithstanding the transfer of Owner-Furnished Materials by the Owner to the Subcantractar's possession, ` the Owner shall retain legal and equitable title to any and all Owner-Furnished Materials. 9. The Owner shall indemnify and hold 5ubcontractor harmless from any sales tax (and interest and penalties incurred in connection therewith) in the event there is a final determination that sales made by Owner, which Owner treats as being exempt from sales tax, are subject to sales tax. "Final determination" shall mean an assessment by the Department af Revenue that is no longer subject to protest, ar a determination �f a court having jurisdiction over such matters that is final and not subject ta appeal. Subcontractor agrees to promptly notify �wner of any audit, assessment, proposed assessment or notice of deficiency issued with regard to the Project and relating ta Owner- Furnished Materials. 10. As invoices are received, Subcontractar shall be required to review invoices submitted by all suppliers of Owner-Furnished Materials delivered to the Project during that delivery for use by the Subcontractor and either concur or object to the Owner's issuance of payment to the suppliers, based upon Subcontractar's records of materials delivered to the site and any defects in such materials. 11. In order to arrange for the prompt payment ta the supplier, the Subcontractor shall provide to the Owner a listing indicating the acceptance of the goods or materials within fifteen (15) days of receipt of said goods or materials. The list shall include a copy of all applicable Purchase Orders which will include owner's Certificate af �xemption number, invoices, delivery tickets, written acceptance of the delivered item, and such other documentation as may be reasonably required by the Owner. The check will be released, delivered and remitted directly to the supplier. The Subcontractor agrees to assist the Owner to immediately obtain partial or final releas� or waivers as apprapriate. At the end of the Project, Subcontractor will be provided with a deductive Change Order for the cost incurred by the Owner to provide all Owner-Fumished Materials. Salvage materials shall be stored or removed from the site by the Subcontractor at the Owne�'s direction, or may be turned over to the Subcontractor for salvage or disposal at the Subcontractor's option. ATTACHMENT "C" FROM: SIEMENS INDUSTRY. INC. _ �CONTRACTOR) TO: ANDRITZ SEPARATION, INC. (SUBCONTRACTOR) Project PUBLIC UTILITIES PERFORMANCE CONTRACT # 08-0048-UT This project qualifies the Owner to utilize its sales tax exemption for the purchase of materials used in the project. In order to do this, the City of Clearwater, Florida, (Owner) must pay for the materials directly. This shall be accomplished in the following manner: 1. Subcontracts will be issued by Cont�actor to Subcontractors in the usual manner, including sales tax. 2. Subcontractors will prepare their material orde�s and forward same to Contractor so that City af Clearwater (owner) purchase orders may be placed for these materials. 3. Contractor will return to the Subcontractor a copy �f the City of Clearvvater (owner) purchase order on behalf of the Ciry of Clearwate� (�wn�r). It shall read: To: Supplier Far: Material per attached Subcontractor order, 4. The material supplier will then bill the City of Clearwater (Owner) c/a "Subcontracto�" c/o Contractor. Subcontractor will approve invoice and send ta Cantractor who will submit same to City of Clearwater (Own�r) for payment. 5. City of Clearwater (Owner) will then pay the invoice directly and the Subcontract�rwill be issued a deductive change order for the amount af the invoice plus sales tax. It is imperative that the Subcontractor approve the invoices and forward them to Cantractor by the 25"' of each month for payment by the 25'". Those received after the 25"' will be processed in the next month's billing cycle. � �.�_. ATTACHMENT "D" PROCEDURE FOR GENERATING 5UB-CONTRACTOR DIRECT PURCHASE ORDERS FOR SALES TAX CREDITS 1. General Contractor will submit requisition for materials with vendor information required (see vendor application form), item description, quantity if applicable, price, etc. Also included will be the sales tax savings amount. 2. Architect will review the requisitipn, and fOrward ta the projeCt manager far approval and preparation of electronic purchase requisition. Requisition must contain project number as well as correct account number. 3. Project Manager will then request requisition approval from the Finance Director. 4. Purchasing will issue purchase order and will mail, fax, or otherwise distribute purchase order as requested. 5. A purchase order summary repart will t� maintained indicating the following: purchase arder number, awner Certificate of Exemption number, vendor, total amount of P.O., total tax savings, amount previously requested, amount of current request, and remaining balance of P.O. This report will be updated and issued with each group of payment requests (monthly). 6. Payment requests with invoices must have receiving paperwork with authorized signatures and must be submitted for approval as indicated below: 7. Payment authorization sequence: invoices must be submitted for approval in the following order: a. General Contractor b. Architect c. Project Manager d. Engineering/City Manager e. Purchasing/far processing �nly f. Finance/for processing only , P�OCEDURES FOR SALES TAX SAVINGS, REQUESTS TO REQUISITION and RECE�VING/INVOICING CITY OF CLEARWATER PUBLIC UTILITIES PERFORMANCE CONTRACT PROJECT # OS-0048-UT Contractor: Siemens Industrv, Inc. Addendum to A�reement for Construction: See separate instructions for completing the Addendum to Agreement. Process nrocedures far tax savins�s: 2. Completian af the Request to Requisition forms by Contracto�. 3. Appraved by CEI. Approver(s): Robert Fahey. PE. Project Manager Original ta Owner's Representative for processing of P.O. requisition. 4. Based on Request to Requisition forms a schedule will be prepared for the City's Purchasing Menager to reduce the Contractor's P.O. by the am�unt of the P.O.s to the Materials Suppliers. It is important to process as many material supplier Requests to Requisition as possible at one time thereby reducing the amount of changes necessary to Contractors P.O. Construction contract will not change and the sum of the P.O.s to the Materials Suppliers plus the Contractors P.O will represent the total contract commitment. Befare sendln�r to the Pur�hasins� Manaaer. the schedule will be fon�rarded to the Owners ReQres�ntative. CEl and Contractor's r�ear�sentative for aanroval. We will need th� e-mail address for the Contractor's 8 CE/'s contact person(sl for fhis p/'DCeSS. � 5. The estimated sales tax savings for each materials requisition will be deducted from the primary lines of Contractar's P.O. A related Sales Tax Savings line for each charge code will be added to the Contractor's P.O. No changes will be made to the sales tax savings lines until all materials are purchased, received, accepted and paid for unless additional materials purchases are necessary. 6. Closing of the sales tax savings line on the Contractors P.O. can anly b� done through a change order (Recommendation is that it's done an the final C/O). Process nrocedures for reauest to reauisition forms: 1. General description is a brief recap (sewer lines and manh�les; water lines; etc) 2. Contractor should include their fax number as well as a contact number. 3. In the description section of the Request to Requisition include any special delivery instructions. 4. Indicate whether or not retainage is to be withheld. City's standard is 5%. 5. Include the address where the supplier is to mail inv�ices. fi. Where applicable, shipping and handling costs should be listed as a line item on the request to requisition. 7. City staff will complete the charge code line. Procedures where a detailed line item ra osal has b�en received from the ODP su lier: a. On the request to requisition summarize the materials to be ordered by type of system (starmwater, streets, water, sewer, reclaimed, etc) giving the tatal dollar amount per for each system. Leave 2 line spaces between each system to allow for the addition of the City's charge code. b. Attach the supplier's proposal ta be mailed as an attachment to the purchase order. Attachment should include estimated auantities and tyues of materials. Cost information is ontional. Pracedures where a detailed line item aroposal is not available: c. Provide quantities and detailed descriptions of the items to be ordered, per unit and total cost as the City's P.O. will b� sent directly to the Materials Supplier. ........ .�e.-- _� - � _�_ _ �,..�_..-- - .. d. Materials on each request to requisition should be grouped in relation to the major billing line - r items on Contractor's P.O. Leave 2 spaces between each group, as the City will add the appropriate charge codes. 8. The requesting official will be the Contractors ofFcial with autho�ity ta procure materials. Contractor's authorized procurer(s): 9. 7he o�cial approving that the materials requested me�t the design specifications will be authorized personnel from the CEI only. Authorized approvers: NOTE: Anv materials ordered bv the cantractor that are not included on the Citv's issued purchase order or anv amounts �rdered that exceed the amounts on the Citv issued purchase_order MUST be se aratel ordered ursuant to a urchase ord�r directl between the su lier and the contractor. These materials MUST be invoiced seqaratelv from the materials supnlied aursuant to the City issued purchase order. Another oation would be to submit an additional Reauest to Re uisition to increase the amount of the ODP urchase order for that su lier. Pr�cess nrocedures for receivins� and invoicina: 1. lJpon receipt of materials, Contractar's representative will veri the materials are in usable condition and the quantity reCeived. 2. The Materials Suppliers will be instructed on the City's P.�. to send their original invoic� to the Contractor to the attention of 3. C�ntractor must sign off on the invoice to approve the payment and, if no receiving repart is attached, must indicate on the invoice that all materials were received in usable condition. Any discrepancies with the invoice are to be resolved between the Contractor and the Materials Supplier. If the invoice is in errar, it can be corrected by the Contractor before forwarding for payment under the following conditions: a. A corrected supplier's invoice can be paid up to the amount of the originally issued invoice but not in excess of that amount. b. None of the original data on the invoice can be obliterated. If it is the City will return the invoice for replacement by a corrected one from the supplier. c. If the corrections cause the invoice amount to exceed the original billed amount, the excess must be invoiced separately by the supplier and is to have the same support documentation and/or approvals as all other invoices to be paid. 4. Supplier invoices for retainage amounts, if any has been withheld, are not required support documentation but must fallow the appraval pracess as all ather invoices. 5. After appraval the Contractor will f�rward the original invoice and any attachments to City of Clearwaters Owner Representative: City of Clearwater Engineering Attn: Robert Fahey, PE PO Box 4748 Clearwater, FL 33758-4748 6. After approval and verification of the materials received the Owne�s Representative will forward the original invoice and any attachments to the appropriate City department for payment processing. 7. Steps 1 through 7 will be follawed far each materials receipt and invoice. $. Materials purchase P.O.s can be closed anly upon completion af the materials acquisition and at the approval of the Contractor. 9. Upon clasing of a materi�ls purchase P.O. 8ny unused balance will be added b�ck to the �ppropriate line(s) on Contractor's P.O. � ' C�osinq af Contractor's P.O.: ° 1. All Materials 5uppliers' P.O.'s must be closed prior ta the final change arder and closing af the � Contractor's P.O. �„�-. _ . . .