HomeMy WebLinkAbout2012-064 Contract - Cut N Break Construction Contract for GOODS AND SERVICES Less than $25,000
CITY OF CONTRACTOR: Cut 'N Break Construction, Inc. .
-AS H LAN D CONTACT: John Lawton
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 519-B North Front Street, Medford, OR 97501
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: (541) 779-1482
DATE AGREEMENT PREPARED: 3/23/2012 FAX: (541) 772-1913
BEGINNING DATE: 3120/2012 COMPLETION DATE: 5/1/2012
COMPENSATION: Not to Exceed $18,236.43; per attached Exhibit C (includes pre-demolition vegetation
removal @ $3,614.23
GOODS AND SERVICES TO BE PROVIDED: Project No. 2012-12 N Main Bridge Repair— per attached
Exhibit C
ADDITIONAL TERMS: None
NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR,AGREE as follows:
1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and
materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned
in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the
contract be prematurely terminated, payments will be made for work completed and accepted to date of termination.
Compensation under this contract, including all costs and expenses of Contractor, is limited to$25,000.00, unless a
separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 27913.220, 279B.225, 2796.230, 279B.235, ORS Chapter 244 and ORS 670.600 are
made part of this contract.
7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract
is $18,890 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor
who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached
hereto as Exhibit B predominantly in areas where it will be seen by all employees.
8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses,judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Contractor(including but not limited
to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this
contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs,
judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
9. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Contractor, or at such later date as may be established by City under any of the following
conditions:
Contract for Goods and Services Less than $25,000, Revised 06/30/2011, Page 1 of 5
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Contractor to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Contractor may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Contractor's performance of each and every obligation and duty under
this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d)are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to
the termination date if such work was performed in accordance with the Contract.
10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City.
Contractor shall have the complete responsibility for the performance of this contract.
11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated
against minority, women or emerging small businesses enterprises in obtaining any required subcontracts.
Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to
City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any
requirement of ORS 279A.110 or the administrative rules implementing the Statute.
12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all
persons employed by thefn, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible
in the performance of the contract work set forth in this document.
15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of
any covenant, warranty, certification, or obligation it owes under the Contract, if it loses its QRF status pursuant to
the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a
QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has
instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing
business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
d. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or
Contract for Goods and Services Less than$25,000, Revised 06/30/2011, Page 2 of 5
intent not to renew the insurance coverage(s)without 30 days' written notice from the Contractor or its insurer(s)to
the City.
e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages
required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work
under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the
parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The
Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
19. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further
liability to Contractor.
20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is
required before any wor may begin.under this contract.
21. Certification ontr r s II sign the certification attached hereto as Exhibit A and herein incorporated by
refererx
Contractor: City of Ashland
By By
ignature Department Head
VU A� N I cc�n��l Q �ac(V
Print Name Print Name
Title Date
W-9 One copy of a W-9 is to be,submitted with 7 9 9
the signed contract. Purchase Order No.
Contract for Goods and Services Less than$25,000, Revised 06/30/2011, Page 3 of 5
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria: /
(1) 1 carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
(6) 1 assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
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Contract for Goods and Services Less than$25,000, Revised 06/3012011, Page 4 of 5
® EXHIBIT C
CITY OF
ASHLAND
March 16, 2012
TO: John Lawton, Cut'N Break Construction, Inc.
Fax: 541-772-1913
FROM: Morgan Wayman, Project Manager City of of Ashland, Public Works Department
RE: REQUEST FOR QUOTATION
Emergency N Main Street Bridge Repair: (PWE#2012-02)
John, as we discussed:
Enclosed Is the Bid preparation sheet covering the demolition phase for the above referenced project.
These items should cover the items discussed over the past few days and help you prepare your bid
for the remaining demolition work on the project. Each item below Includes a brief description of what
the Item will cover.
The items below do not Include the emergency work already performed at this site by Cut`N Break on
March 131h, 14", and 15", 2012 which Included some ivy removal, wood wall demolition and the
securing of the concrete edge beam running along the sidewalk on the east (downstream) side of fhe
bridge. As agreed, that work is to be paid on a Time & Material basis. Please send an Invoice for the '
work already accomplished as soon as possible.
REMAINING DEMOLITION WORK:
Item Description
10 Temporary Protection and Direction of Traffic' Including Traffic Control Plan
Lump Sum cost for all traffic control items needed for the project including flagging personnel
as required to protect the safety of the public. This item will include all costs for setup,
maintenance and removal of all traffic control devices to Include cones, barricades, temporary
signing, temporary warning tape and all other Items required to Isolate the work area from
public traffic, including pedestrian traffic.
20 Scaffolding Supply/Set Up
t utnp Sum cost for the supply and Installation of all required scaffolding and working surfaces
required to safely demolish and remove the Ivy, concrete, and wood materials from the east
face of the bridge.
Engineering Department Tel:641/480-5313
20 E.Alain street FOX:641/400-6006
Ashland,Oregon OY620 TTY:8001136.2000
....-.,ashland.or.Rs
G:Vbb-w/ks1en9112-02 N Main 61 BAdge R6'JM_A4anl0one Pre Conw�OC.1•N 8.ak0ammNon•RF¢-cat N 0reak 340.2012.doo
. 'Mar. 16. 2012 3:05PM 'CUT A BREAK CONSTRUCTION No- 0760 P. 3
30 Scaffolding Weekly Rental
Lump Sum cost per week for scaffold rental. This cost will include all maintenance and upkeep.
(Two week minimum)
40 Scaffolding Removal
Lump Sum cost for the disassembly and removal of the scaffolding after use. .
50 Floatina Filter Boom
Lump Sum cost for the installation and removal of the floating filter boom to be installed below
the demolition work.
60A De o (Removal of Ivy)
Lump Sum cost for the removal of ivy from the east face of the bridge structure.
6013 Demolition
Lump Sum cost for the demolition, removal, and disposal of the "Concrete Edge Beam"
element at the sidewalk level on the east face of the bridge and all costs for the demolition,
removal,and disposal of the wood element on the east face of the bridge as well as the area
north of the stream.
70 Site Cleanup
Lump Sum cost for the final site clean-up; This Item will include all cleaning/patching to all
areas to return the site to the pro•demoiltlon condition.
Any other elements will be discussed with the Construction Engineer and the City of Ashland Project
Manager to establish costs prior to the work beginning. If directed, the work may proceed on a time
and materials basis.
cc! Mitre lVoght _
Jim Olson
Stott Fleury
Hetsy H'nrslunan
Enginonring Department Tel:541/488-6313 -
20 E.Matn Sireel Fax;6411488.6006
Ashland,Oregon 87620 TTY:600035-20110
vww.neAlend onra ® .
G.'Vbb-wrWn69112-o2 N Main 81 BAdge RWA AdmTlCena P!A Conbac8CU1'N BreaMDAn1oIlVon.RFO• Cel N Brank 346-2612.dw
Mar: 16. 2012 3:05PM CUT A BREAK CONSTRUCTION No. 0760 P. 4
C H IVY OF
ASHLAND
REODESTFOR QUOTATION
Project located on the east side of the N Main Street Bridge near the interseolion of N Main Street
and Water Street.
Main Street Bridge Repair
PVVE# 2012.02
BID SCHEDULE
Rd Item DesufpBon Unit Quantity UnitPdm ce Total Prim _
! o�
10 Terrp R-otedion&Ur of Trafflo Lunp sum I (� 15 a7 l,S
20 scaffold-supply Ldarp am 1 00 2 8 Q
30 Scaffold-Weakly fbrltai Bach 2
40 S Wfoid-Fbrrwval Lunp an 1 �'
50 Floating differ Boom Liffrp 8um 1 . 01,50 r P,50 �o
60A Dermlilion-Ivy flamoval Llrrp%m 9 1510
60D bennlitlon LthrpSrrn 1 3n u=37ao °
70 Me Cleanup WIp aim 1 ' `pL D -D
Total I �Q
ESTIMATED DIJRATTON OF DEMOLITION: ' E' e 1e,
Date-
By:
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TO N r,! lr AI Address: F0
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Phone:
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�nglneerinq DepnHnlahl .Te1:541148E-5313
20 E Mehl Weal Fez;6411488.6006
Ashland,Orogoh 07820 TTY;800035-2800
www.ashland_or.VS
G:Ipub�kslangNlzvZ N Mein s1 oddae RawLAdm7rteons pfa ConlmcAjcel'N 13106W0M0000n-RFQ-Cul N Break 3,19.20I21oo
Mar. 16. 2012 3:05PM CUT 'N BREAK CONSTRUCTION No. 0160 P. 5
cut W.'arvalk
coms'raucTff®m'
CCB Llcense#72046
P.O.Box 1455/Medford,OR 97501-0108
(541)779-1482/'Fax(541)772-1913
John Lawton,President
No
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'Mar. 16. 2012 3:05PM "'CUT 'N BREAK CONSTRUCTION °• No. 0760 P. 6'
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Morgan Wayman
From: kara @cutnbreak.com
Sent: Tuesday, March 13, 2012 10:06 AM
To: waymanm @ashland.or.us
Subject: Work in Ashland
Hi,
We are planning to work on the ivy removal and supporting the concrete beam that crosses the creek
today March 13th as well as tomorrow March 14th. We will be charging $50 per hour, per man, and expect
there to be 2 men working (includes equipment). Additional charges for any materials.
Let me know if you have any questions.
Thanks,
Kara Esselstrom
Office Manager
541-779-1482
1
7 ® � DATE(MMIDDNYYY)
CERTIFICATE OF LIABILITY INSURANCE 3/_9/2011.
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED,the policy(les)must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy,certain policies may require an andorsement. A statement on this certificate does not confer rights to the
certificate holder In lieu of such ondorsement s.
PRODUCER NAME; Susan Wilson, AAI, AIC _
Beecher Carls On Insurance Agency LLC' AID No Eo : (541)772-1111 NC Nv;(541)]72-3785
E-MAIL
7 y�lsan.wilsonftcechercarlson.com
07 Murphy Rd ADDRESS:
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Medford OR 97504 INSURER(S)AFFORDING COVERAGE HAD
INSURED INSURERAAAmerican Hallmark Ills Co of TX. 43494
Cut N Break Construction Inc; INSURERB:SAXT 52412
John Lawton Builders INsURERC:: BIB In Surety Company
P O BOX 1455 INSURERD:
INSURSR6:
Medford OR 9750i-Olos INSURERF-
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THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS;
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAYHAVE BEEN REDUCED BY PAID CLAIMS.
RDM gun NR TYPE OF INSURANCE I POUCY NUJBER MMLICY EFF MMIODYE UWTS 3Ka
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A - CLAIMSMADE OOCCUR' 14CL44930204 4/13/2011 4/13/2012 .MEDEXP(AIIVoneporson) S 5,000
P66ONAL 4 ADV INJURY 4 1,000,000
GENERAL AGGREGATE. r 2,000,000
GENt AGGREGATE UNIT APPLIES PER: PRODUCTS-COMPIOPAGG $ 2,000,000
X POLICY PRO- LOC 4
AUTOMOBILE LIABILITY COMBINED SINGLE LIMB $ 1,000,000
(Ea eccidart)
X ANY AUTO BODILY INJURY(Per person) S
A ALL OWIED AUTOS 4CL44930204 4/1312011 4/13/2012
BODILY INJURY(Per amideN) S
SCHEDULED AUTOS PROPERTY DAM AGE r
HIREDAUTOS (Perecaderl)
NON-O MEDAUTOS _ Medicel peymen5 S 5,000
PIP a.;. f 15,000
UMBRELLA LIAR OCCUR EACH OCCURRENCE S
EXCESS LAB CLAIMSMADE - AGGREGATE S
DETII I(TIHI.F 4
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B WOR1<101SCOMPENSAMON _ X NI:STATU- OTH-
ANDEMPLOYERS'LIABILITY YIN
AM PROPRIETOR/PARTNERIEXECUTIVE❑ NIA E.L.EAEASE-EA S 500 000
OFFICEMMEMeER EXCLVOE[Y) 99003 10/1/2011 10/1/2012 E.L.DISEASE-EA EMPLOYE F 500 000
(Mandrtory In NH)
Ityas DES60esaibeuntler E.L.DISEASE-POLICY LIMIT S 500,000
DESCRIPTION OF OPERATIONS below
C BOLI Bond-Prevailing Wage 0106243 6/5/2011 x/5/2012 UMR: $30,000
(Btntutory)
DESCRIPTION DFOPERATIONS I LOCATIONS I VEHICLES(Adaeh ACORD 101,Addkbnal Remarks Scfi,*At irmore apace is requlmd)
Certificate holder included as additional insured (excluding work comp) per attached endorsement 14095380305 where
required by written contract. Subject to policy terms, conditions and exclusions.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE- THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
City of Ashland
Hari.. Olson AUTHORIZED RFPRESEMAnYa
90 N Mountain Ave
Ashland, OR 97520
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ACORD 25(2009109) - O 1988-2OD9 ACORD CORPORATION. All rights reserved.
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Morgan Waynnan
From: Michael Grubbs [grubbsm @ashland.or.us]
Sent: Friday, March 09, 2012 10:11 AM
To: 'Mike Faught'
Cc: 'Bill Molnar'; 'Morgan Wayman'
Subject: Ashland Creek Bridge
Mike,
Re:Ashland Creek Bridge, north side timber and concrete facade
As you are aware,the facade has deteriorated significantly and is now in danger of collapse.This condition poses a
hazard to property and persons who may use Blue Bird Park.The exterior patio next the Thai Pepper restaurant may be
in danger as well however the existing ivy that covers the facade does not allow inspection.The report dated February.
29,2012, issued by OPEC consulting Engineers confirms these facts.Therefore it is strongly suggested that the steps
detailed in AMC section 15.04.010 and the International Existing Building code section 115 be taken which include:
• Post signage stating the entire area as unsafe
• Install appropriate barriers and caution tape along the entire length of the facade
• Remove ivy to allow inspection of the facade at the west end
• Take immediate action to repair/replace the facade
Thank you,
Michael Grubbs, Building Official
City of Ashland, Community Development Department
51 Winburn Way,Ashland,.OR 97520
Phone: (541)552-2073,TTY(800) 735-2900
Email: michael.arubbs@ashland.or.us
This email transmission is official business of the City of Ashland and it is subject to Oregon Public Records Law for disclosure and
retention. If you have received this message in error,please contact me at.(541)552-2073. Thank you.
1
C ➢ T V OF
ASHLAND
Mem' o
DATE: March 20, 2012
TO: Dave Kanner, City Administrator
FROM: James Olson,Engineering Services Manager
RE: Update on the Bluebird Park stairway replacement
The Parks and Recreation, Electric and Public Works Departments have joined forces to replace the
wooden stairway leading into Bluebird Park located at the corner of North Main and Water Streets.
The park is a small pocket park that is convenient to plaza visitors and is extremely popular in the
summer months. City crews and staff are working quickly to replace the main entrance to the park
prior to the summer season. Following is a brief summary of the tasks that have been completed to
date and those that will be finished prior to the end of May.
Task 1 —Design of stairway_(complete) .
The Parks Department hired the architectural firm of Covey-Pardee to design the new stairway.
Working closely with the Parks Commission, the design team settled on an attractive, all steel stairway
design which incorporates concrete landings coupled with steel anti-slip treads. This design was
selected for its longevity, minimum maintenance requirements and its resistance to flooding.
Task 2—Removal of wooden stairway_(completed)
It was hoped that the old wooden stairway could remain in place until the new steel stairway was
constructed and ready to be placed, however some of the wood support members were so rotted that
the stairway was no longer safe. It was demolished and removed by Parks and Street Division crews.
The existing wooden handrail which is still in good condition was extended to block the former
entrance to the stairway.
Task 3 —Sidewalk modification(complete)
To provide a more seamless and level entrance to the new stairway it was necessary to remove and
replace:approximately_180-square-feet-of-sidewalk. It was=also-necessary-to-replace-the-rotted`wooden
fapade which covered a large open area under the sidewalk along North Main Street. This open area
was where old concrete rubble had been dumped during some long past construction project. The
Engineering staff designed a unique method of securing and stabilizing this concrete rubble by using
reinforcing steel and shot-crete to add structural strength to the area. The wooden fagade was replaced
with cedar beams and planks to look exactly as the historical fagade that was removed.
Task 4—Stairway construction and placement(on-going)
The Engineering staff has sent the plans and specifications for the steel stairway to six steel
manufacturers with a request to submit proposals to construct and place the steel stairway. The
proposals are due on or before March 29, 2012. The specifications call for the completion and
placement of the stairway by May 1, 2012.
Page I oft
Council Memo Bluebird Park.doc
C n T V OF
ASHLAND
Task 5—N Main Street Bridge Repair(on-going/emergency)
Until the late 1960's the.entire Bluebird Park area was taken up by a large two story wood structure
which spanned Ashland Creek. This building was demolished in 1968 but the wooden truss which
supported the south wall of the building was left intact as it covered the open area between the
sidewalk and the concrete bridge arch. At one time this truss supported the wooden handrail along the
sidewalk but the rail was reconstructed and mounted on the sidewalk in the 1980's.
This wooden truss has now become so rotted that it is in danger of falling and is a hazard to life,
property and to the creek itself An emergency plan has been implemented to remove this wooden
structure and replace it with a more stable type of material as quickly as possible. This plan also has
several phases including:
1. Phase 1 —Beginning March 12th,the Electric Department will begin removing all electrical
conduits from this structure and to re-route the service to the 25-foot street light adjacent to the
park.
2. Phase 2—Engineering staff will amend the contract with the contractor who completed task 3
to include the removal of the wooden structure. This will be removed from above using a crane
to lift the truss away from the bridge and onto awaiting trucks.
3. Phase 3 —OBEC Consulting Engineers have been retained to analyze the bridge and sidewalk
area once the wood truss is removed. A new structure will be designed, with input from Parks
and the Historical Commission. It is anticipated that this portion of the work will be completed
by very early summer.
Project Cost
The estimated costs for this combined project are:
1. Task 3—sidewalk modification $ 10,250
2. Task 4—stairway construction 30,000
. 3. Task 5—N. Main bridge repair 80,000
$ 120,250
Funds will be allocated from the Parks and Street maintenance budgets.
Page 2 of 2
Council Memo Bluebird Park.doc
CITY RECORDER Page 1 / 1
CITY OF
ASHLAND DATE ". . ` ` PO NUMBER
20 E MAIN ST. 416/2012 10799
ASHLAND, OR 97520
(541)488-5300
VENDOR: 004823 SHIP TO: Ashland Public Works "
CUT N' BREAK CONSTRUCTION INC. (541)488-5587
P O BOX 1455 51 WINBURN WAY
MEDFORD, OR 97501 ASHLAND, OR 97520
FOB Point: Req.No.:
Terms: Net Dept.:
Req.Del.Date: contact: Jim Olson - Morgan Wayman —.
Special Inst: Confirming? No
`-'-Quanti ty Uriit � ->�,. ' �� � `-�. -�r.Description - ' ''' '.• ' . .UnifPrice ExL'Price _..,
Contractor to'remove vegetation and 18,236.43
existing wood facade on the north side -
of the N. Main St Bridge over Ashland
Creek
Contract for Goods and Services
Beginning date: 03/20/2012
Completion date: 05/01/2012
Insurance required/On file
_SUBTOTAL 18 236.43
BILL TO:Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT
541-552-2028 TOTAL 18,236.43'
ASHLAND, OR 97520
- Account Number .- .-Project Number " -; Amount -' Account Number : . Project Number - Amount -
E 260.08.12.00.70420 E 201202.120 18 236.43
7 y9�ii
Authorized Signature
VENDOR-COPY
FORM #3 CITY OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: /f (A I
Required date for delivery: fl 1 G) 11 .2-
Vendor Name Cti + N i3( o A K
Address,City,State,Zip Jl� - P� tv`v2? H r?On1f STf?EcT , t2icOFn✓zD;62 e)75b1
Contact Name B Telephone Number J GVI N L r1 Vb'i0 w' X14 7 7�� = f 4 f�Z
Fax Number 54i -77.2_
SOURCING METHOD
❑ Exempt from Competitive Bidding �Emeraency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) Z P6rm#13,Written findings and Authorization
❑ AMC 2.50 Date approved by Council: 21 Written quote or proposal attached
❑ Written quote or proposal attached
❑ Small Procurement Cooperative Procurement
Less than$5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract#
❑ VerbaliWritten quote(s)or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract#
GOODS&SERVICES ❑ Applicable Form(0,5,7 or 8) ❑ Other government agency contract
$5.000 to$100.000 ❑ Written quote or proposal attached Agency
❑ (3)Written quotes attached ❑ Special Procurement Contract#
PERSONAL SERVICES ❑ Form#9,Request for Approval Intergovernmental Agreement
$5.000 to$75,000 ❑ Written quote or proposal attached ❑ Agency
❑ Less than$35,000,by direct appointment Dale approved by Council: Date original contract approved by Council:
❑ (3)Written proposals attached Valid until: Date (Date)
Description of SERVICES Total Cost
`�Ya,sL`'JG V�9r-i-a�rG� avail Qxi641;1 vvpi ) �r;�LGcL -e-
bw ✓oy-4tt --!�i2e- z .f-f Yt,z tV . vi(oim 13vtdy�
G $
v 'lFV . A64LAA 0-C
1> 6, P1< -
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTALCOST-
❑ Per attached quotelproposal $
Project Number 2O J?_- 41? AccountNumber_60.6'B- IZ-GO.?"'54 G
Account Number Account Number
'Expenditure must be changed to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support-Yes/No
By si ning this requisition fo ,1 certify that the City's public contracting requirements have been satisfied.
Employee Signature: Department Head Signature:
(Equal to or greaterthar $5,000)
Additional signatures(if applica le): nn
Funds appropriated for current fiscal year. YES / NO N/ Ids'"
Finance Director-(Equal to or greater than$5,000) Date• / Z
Comments:
Form#3-Requisition
FORM #13 CITY OF
ASHLAND
EMERGENCY PROCUREMENT
Greater than $5,000
To: Dave Kanner, City Administrator/Public Contracting Officer
From: Mike Faught
Date: March 30, 2012
Re: Emergency Procurement—Written Findings and Request for Authorization
Document the emergency: See attached e-mail from Mike Grubbs dated March 9, 2012. See attached
Memo to Dave Kanner from Jim Olson dated March 20, 2012. See Attached Proposal from OBEC
Consulting Engineers dated March 8, 2012
Document solicitation process: This was an extreme necessity due to the immediate danger to the
public and therefore; there was no time available for any type of competitive bidding process. Cut `N
Break was selected due to the fact that they discovered the problem while working on another project in
the immediate area of the bridge and were already familiar with the emergency situation, were already
mobilized into the area and that they are qualified to do the work. After on-site meetings with this
contractor involving representatives from the City and the Engineer(OBEC), immediate solutions were
mutually agreed upon to stabilize the failing bridge fagade and the Contractor e-mailed a time& materials
quote (see attached e-mail dated March 13, 2012). A formal price quote was obtained to make the area
fully safe by removing the fagade completely. These prices were reviewed and approved by the City. (See
attached price quote fax from Cut `N Break dated March 16, 2012).
Also see attached e-mail from Mike Grubbs. See attached Proposal from OBEC Consulting Engineers.
See attached Memo to Dave Kanner.
Amount of Emergency Contract: $ 18.23643
Written Order
Emergency Procure ent is being autho'ized by the City Administrator as specified by this written order.
Authorized by: r'-�'�'i ��e"- Date:
City Administrator/Public Contracting Officer
Report Emergency Procurement to the City Council: No
Note: Emergency Procurements equal to or greater than$100,000 for Goods and Services and equal to or greater than
$75,000 for Personal Services will require Council approval.
Form#13—Emergency Procurement—Written Findings and Request for Approval, Page 1 of 1,3/30/2012