HomeMy WebLinkAbout2012-148 Contract - Valley Web Printing Contract for GOODS AND SERVICES Less than $25,000
CITY OF CONTRACTOR: Valley Web Printing
ASHLAND CONTACT: Todd Reichenbach
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 1299 Stowe Ave., Medford, OR 97501
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: 541-772-7039
DATE AGREEMENT PREPARED: 6/6/12 FAX: 541-772-1279
BEGINNING DATE: 711/12 COMPLETION DATE: 6/30/13
COMPENSATION: $1073.47 per month for twelve (12) months.
GOODS AND SERVICES TO BE PROVIDED: Print 10,700 copies of monthly newsletter, City Source, on
Norbrite Plus 40# book newsprint. Trim to 10.875 x 16.75, fold and letter fold to 8.5 x 3.67. Deliver 10,600
copies to Northwest Mail Services and 100 copies to City of Ashland, work with city staff on any misc. graphic
design details.
ADDITIONAL TERMS:
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 279B.220, 2798.225, 279B.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
Contract for Goods and Services Less than $25,000, Revised 06/30/2011, Page 1 of 5
conditions:
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 them, 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 ORF 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:
$500,000 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:
Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or
non-owned vehicles, as applicable.
Contract for Goods and Services Less than $25,000, Revised 06/30/2011, Page 2 of 5
d: Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s)without 30 days' written notice from the Contractor or its insurer(s)to
the City.
e. 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 work may begin under this contract.
21. Certification. Contractor shall sign the certification attached hereto as.Exhibit A and herein incorporated by
reference.
Contractor: Cit of Ashland
By By
Signaturel r^ Department Head
�dt�Jlutdl •ICQ•(CVI�(A�KJG�� �kJE Khr�r�b-R
Print Name Print Name
VQSR,aka
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No. G y
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.
Contractor (Date)
Contract for Goods and Services Less than$25,000, Revised 06/30/2011, Page 4 of 5
The pricing on the presswork and paper seem to be o.k., however a see a need to increase the price of our
preflight time, printing plates and delivery to feel comfortable pricing it out for the year. It's not too much I
Hope. Can you let me know if this price will fly for renewal.
Valley Web Printing Inc.
1299 Stowe Ave.
City of Ashland Medford,OR 97501
Job: City Source Newsletter tabloid htto://www.valleywebprintina.c
Ticket: New Fiscal Year Lead for 2012/2013 7X -"m am
Phone:541 X88-6002 Diana Shiplet
Phone: (541)772-7039 1 Toll Free:(800)547-74281 Fax: (541)772-1279
Fax: Phone:541-552-2100
Date In:06/05/2012 Cell: Prepared by Todd Relchenbach
Date Due:06/05/2012 Fax: 541-488-5311
Summary:
Estimate Notes:
4-page newsletter @ 8.5 x 11
PREPRESS: Customer supplied press quality PDF Priced Qty: 10,700
PROOF: NONE Price per
STOCK: Norbrite Plus 40# book 1,000: $100.32
INK: 4-color process throughout
BINDERY: trim to 11 x 17, fold to final size of 8.5 x 3.67 Total: $1073.47
PACKAGING: boxed
S/H: Del to NW mail and ship/deliver 100 copies to Customer in
Ashland preflight/plates/delivery
Job Estimate No. 41644
Todd Reichenbach
VALLEY WEB PRINTING
1299 Stowe Ave
Medford OR, 97501
Phone:541-772-7039
Phone: 800-547-7428
Fax: 541-772-1279
toddrPvallevweborinting.com
For oration
P Information Page Carrier No: 20001
/ Policy No: 480224
J/ Employer Identification No: 93-0709499
NCCI Risk ID No: 360787540
Item 1. The Insured: Entity Type:
WENOTCO WEB PRINTING INCORPORATED CORPORATION
Mailing address:
WENDTCO WEB PRINTING INCORPORATED
DBA: VALLEY WEB PRINTING
1299 STOWE AVENUE
MEDFORD, OR 97501-6612
Other workplaces not shown above: 1
WENDTCO WEB PRINTING INCORPORATED
1299 STOWE AVENUE, MEDFORD, OR 97501-6612
VALLEY WEB PRINTING
Item 2. The policy period is from 04-01-2012, 12:01 A.M. to 04-01-2013, 12:01 A.M. at the insurks mailing
address
Item 3. A. Workers Compensation Insurance: Part One of the policy applies to the Workers
Compensation Law of the states listed here: OREGON '
B. Employers Liability Insurance: Part Two of the policy applies.to work in each state listed in
item 3.A. The limits of our liability under Part Two are:
Bodily Injury by Accident $500,000 each accident
Bodily Injury by Disease $500,000 each employee
Bodily Injury by Disease $500,000 policy limit
C. Other States Insurance: Part Three of the policy applies to the states, if any, listed here:
NONE
D. This policy includes these endorsements and schedules:
WC360601 E Oregon Cancellation Endorsement
WC000421C Catastrophe(other than Certified Acts of Terrorism)Premium End
WC000422A Terrorism Risk Insurance Prog Reauthorization Act Disclosure End
WC000414 Notification of Change in Ownership Endorsement
WC000406A Premium Discount Endorsement
WC360406 Premium Due Date Endorsement
WC990309C SAIFPlus Endorsement
WC990602 Subject Officer Payroll Requirement-Corporation
WC360301 Oregon Unsafe Equipment Exclusion Endorsement
WC990616 Confidentiality Endorsement
Item 4. The premium for this policy will be determined by our Manuals of Rules, Classifications, Rates and Rating
Plans. The premium and rates and the experience rating modification factor, if any, may change on
your anniversary rating date of 04-01-2013. All information required below is subject to verification and
change by audit.
13:44 JUN 18, 2012 FAX NO: 772-8235 #83763 PAGE: 2/2
CERTIFICATE OF LIABILITY INSURANCE DP ID TR DATE(MMMD/YYYY)
06 18 12
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 po cy es must be endorsed. If SUBROGATION 5 WAIVED,subject to
the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder In Ileu of such endorsement(s).
PRODUCER
NAME:
Insurance Marketplace, Inc. ac No Ext: (AIC,NO:
1998 Skypark Dr Suite 100 ADDRESS:
Medford OR 97504 ....e.
CUSTOMERID#; VALLE-6
Phone:541-779-0177 Fax:FAX 772-8235 INSURER(S)AFFORDING COVERAGE NAICR
INSURED INSURER A: American States Ins. Co. 19704
Valley Web Printing INSURER e:
Wendtco Web Printing, Inc. DBA
1299 Stowe Avenue INSURER C:
Medford OR 97501
INSURER D
INSURER E
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
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 MAYBE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL I HE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
Ivan TYPE OF INSURANCE u aoe PDUUT h" VULIIT hX1
LTR INSR WVD POLICY NUMBER (MMIDD/YYYY) (MMODIYYYY) LIMITS
GENERAL LIABILITY EACH OCCURRENCE $2000000
A COMMERCIAL GENERAL LIABILITY 02-BP-603670-5 08/01/11 08/01/12 PREMISES Es..wrence) $100000
CLAIMS-MADE OCCUR MED EXP(My one person) $10000
X Business Owners X - PERSONAL S ADV INJURY • $
GENERAL AGGREGATE $4000000
GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $
POLICY F7 JET F LOC $
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000
(EB acc a ent)
A X ANY AUTO 26—CC-007240-2 01/30/12 01/30/13 BODILY[WOW(Per person) S
ALL OWNED AUTOS BODILY INJURY(Per acddenl) S
SCHEDULEDAUTOS X PROPERTY DAMAGE
HIREDAUTOS (Per accident $
NON OWNED AUTOS S
IS
UMerteLLA LINT OCCUR EACH OCCURRENCE $
EXCESS LIAR CLAIMS MADE AGGREGATE $
DEDUCTIBLE - $
RETENTION $ $
WORKERS COMPENSATION A
AND EMPLOYERS'LIABILJTY YIN TORV LIMITS ER
ANY PROPRIETORRARTNERIEXECUTNT�Lf IA E.L.EACH ACCIDENT $
OFFICERMEMBER EXCLUDED?
(Mandatory In NH) E.L.DISEASE.-EA EMPLOYEE $
U
es,describe tmder
DESCRIPTION OF OPERATIONSWI. E.L.DISEASE-POLICY LIMIT S
BUILDING 1367000
PROPERTY 4550000
DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES(Attach ACORD 101,Addidmwl Remarks Sclwdul0,d more space is mquire0)
541-488-5311
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
ASHLAND THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
City of Ashland its Officers
and Employees AUTHORIZED REPRESENTATIVE
20 E Main Ave
Ashland OR 97520 R. Scott weaver, CIC
Op 1000-2009 AOORD DORr ORATION. NI rlyhta reaerved.
ACORD 25(2008109) The ACORD name and logo are registered marks of ACORD
CIT I RECORDER
J� Page 1 /
i CITY OF I �/'7`1S H LAN D DATE PO NUMBER,
' 20 E MAIN ST. 7/12/2012 10981
ASHLAND, OR 97520
(541)488-5300
VENDOR: 007433
SHIP to: City of Ashland
VALLEY WEB PRINTING, WENDTCO WEB PRTNC (541) 488-6002
1299 STOWE AVENUE 20 E MAIN STREET
MEDFORD, OR 97501 ASHLAND, OR 97520
FOB Point: Req.No.:
Terms: Net Dept.:
Req.Del.Date: Contact: Diana Shlplet .
Special Inst: Confirming? NO
Quantity Unit Description Unit Price Ext.Price
THIS IS A REVISED PURCHASE ORDER
12.00 Mo Print 10,700 copies of monthly 1,073.47 12,881.64
newsletter(City Source) on Norbrite
Plus 40#newsprint. Trim &fold.
Deliver 10,600 to Northwest Mail
Service & 100 to City Hall. Work with
staff on any misc. graphics.
Contract for Goods and Services
Beginning date: 07/01/2012
Completion date: 06/30/2013
Insurance required/On file
SUBTOTAL 12 881.64
3ILL To:Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 12,881.64
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E710 12 881.64
7115
AutK6rized Signature VENDOR COPY
FORM #3 CITY OF
ASHLAND
REQUISITION Date of request: a a07
Required date for delivery:
Vendor Name Y1Yl
Address,City,State,Zip ,c-b
Contact Name&Telephone Number 5 / -7 Z— D °
Fax Number
SS{( -77a - irV
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form#13,Written findings and Authorization
❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached -
❑ Small Procurement Cooperative Procurement
Less than$5.000 ❑ Request for Proposal (Copies on f le) 10 State of Oregon
❑ Direct Award Date approved by Council: Contract#
❑ VerbalMritten quote(s)or proposal(s) ❑ State of Washington
Intermediate Procurement Sole Source Contract#
GOODS&SERVICES Applicable Form(6P,6,7 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 Date approved by Council: Date original contract approved by Council:
❑ 3 Written proposals attached Valid until: Date (Date)
Description of SERVICES I Total Cost
K&+- to,-100
11u� �'� iAon , $1S Q NS ,- CCt* WaC � .(013.y7 M0. 05.
40* t e uy�
.7 rnA46 \req 10; 00 l ldy kwrst-
► I seyv�u- k loo ju) ivy �fg-W IL. $
Item # Quantity Unit Descri tion of M ERIALS Unit Price Total Cost
❑ Per attached quote/proposal TOTAL COST
Project Number______-___ AccountNumberTo- CQba0(o90D
Account Number___-__- Account Number___--_•_
'Expenditure must be charged 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:
ITDirector Date Support-Yes/No
By igning this re 'sition form,I certify that the City's public contracting requirements have been satisfied.
Employee Signature: 1 Department Head Signature:
Additional signatures(if applicable): (E toorgreatertti _$5,000)
Funds appropriated for current fiscal year: W / NO _��( _ -7Z,3
Finance Director-(Equal to orgreate han$5,000) Date
Comments:
Form#3-Requisition
FORM #5 C I T Y OF
ASHLAND
SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS
GOODS AND SERVICES
Less than $100,000
To: City Council, Local Contract Review Board
From: Diana Shiplet, Executive Secretary
Date: June 22, 2012
Re: Sole Source Determination and Written Findings for Personal Services
In accordance with AMC 2.50.090(F), the Department Head shall determine in writing that there
is only one provider of a product or service of the quality and type required available.
Estimated total value of contract: $12881.64
Project name: City Source newsletter printing
Description of project: Contract with Valley Web Printing to print 10,700 copies of the City
Source Newsletter on Norbrite Plus 40#bright newsprint. They then trim newsprint to
10.875x16.75, fold and letter fold to fit utility bill envelopes. They deliver 10,600 copies to
Northwest Mail Service and 100 copies to City of Ashland Administration Department.
Background: This sole source justification applies because Valley Web Printing is the only
printer in the Rogue Valley currently capable of printing on the newsprint with the required
weight. Printing on this particular weight of newsprint is critical as the weight of the final
mailing (including the utility bill, the newsletter, envelope, and return envelope) cannot exceed
one (1) ounce. The#40 newsprint brings our total weight per envelope to just under our one
ounce limit.
The City currently pays $1073.47 per month (approximately 10 cents per newsletter) for all
services provided by Valley Web Printing.
Findings:
Market Research Overall finding: Attached is a copy of the local yellow pages, listing all local
print houses. Diana Shiplet talked on the phone with these businesses and Valley Web Printing is
the only print house who prints on newsprint of the weight required.
Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the
goods or services are available from only one source.
Valley Web is the only local print house who prints on newsprint of the weight required.
Form#5-Sole Source-Personal Services-Less than$75,000,Page 1 of 1,612 212 01 2
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29.4 'lPregfriancy dek :al '•
pp; EXPERT PRESSURE WASH
WMOBILE, WAS A '' a•'1' '+ ' t rK -------- -------- -----541601-7392
Please See Adertisement Thia Page M M E RI CA MOBILE WASH OF AMERICA—541474-1245
�i•..1� Adoptions Of Southern Oregon Please See Adeer[isement This Page
vGrime Buster 10 Crater Lake Are ------ -----541772-3284
Bays&Girls Aid 877932.2714 PACIFIC NORTHWEST CANOPY INC
WASHER .,m_�.. r- •r.•,: AWNING CLEANING
C_:&' �[ F.e� i a VVggll Open Adoption a Family Services--541608-6134
EQUIP.PRESSURE K- Y Fled 8 Retractable Awnings SALES AND SALES. LLC Planned Parenthood---------------541770-73]1 Continental•Residential•Motorhames
Quality Exterior Cleaning Planned Parenthood 125 SCenlral Ave-541773.8265 www.patfcnoMweslcanopy.com r
Commercial•Residential ■Equipment and Soap Sales CCBA 160206• 'M
Mobile Homes•Trucks•Buildings•Decks Rogue Valley Pregnancy Resource CeNer 9oneee•Ilrsureo 541-772-B46q 1
9 ■Residential t CO2MIeCCIaI If 7019 Aea Way--------------541772-1921
RVs•Sidewalks•Mildew 8 Mass Clean-up c `M
WE DO IT ALL ■SpIIIS°Concrete°Parking L0I8 5.0.PACIFIC PRESSURE WASHING
WE WASH 24 HOURS,7 DAYS A WEEK �RV'S If You need help quickly,ee nee Yellow Pages is Fleet Washing,Residential A Commercia l Buildings Pi
Free Estimates ■Compliant with Environmental Re S Ua place to look.Roole"D:,::.,0,w"rs, Entries•Sidewalks•Omeways•Decks 'PI
541.474.1245 P g Grant]•Tenni6 Lpprt PI
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..mabllewaahahmerlco.eom --- 541-601- F3/Z are listed in The yellow Peres for E^"ro^menlany Friendly [Cell)541361-16Gq ? Pi
Pages your Quick owner Operated Uc&Insures 5416656214
Berme AlaregeneN Since 1983•Selvic'u10 the Ro9ua Valley
DEO Comprent•Insured•Borided relennce
Serving Southern Oregon For over 20 yeah Southern Oregon Window _
------------------------s4nn-3554.',_,
Plhen us a tTy, you won't be disappointed... We �uarnn tee it[" STATEWIDE CONSTRUCTION SAL541772V2660 - ;Ri
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hum.•Booklets•Newsletter,•Carbonless Forms r n Accuform LLC---------------541582.0785 t Timely Turn-Around-Delivered promptly Stirring Southern Oregon Since 1919
APEX BUSINESS FORMS you need It"as agreed t Business Forms•Checks•Labor, -•(.
Imprinted Apparel•Ad Specialties s7
• Technical Expertise-Highly trained, iZIA a , , / �i Brochures•Lentheads•Envelopes _
. long-term qualified&caring staff 541-830-5128 •
• Fair Pricing-More competitive than most We offer FREE Pick-up www.ape ibusinessforms.com a for the quality y ou require &D.11.w,r 105OAnelope
Rd WIryy
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not EMAIL or 1,
AND FOl1.COLOR COPIES FAX yoM e,t.? Artisan Litho----------Artisan Litho 4706 Table Rock Rd---541665-0940BEAVER PRESS W
QUALITY PRINTING•COPYING
TYPESETTING
......,., BINDERY -
Let Us Be Your Business _ ' OFFSET& LETTERPRESS
Printing Partner w GENERAL EQUIPMENTCO OF MEDFORD .NCR Forma -E...tea Cards
f97 Steam&Pressure Washers Cca,Pro •Book].[.,
r\�O��O /��+ � Since 1984 4COIm Process •Brochur N N 1 Over 200 Models-Hat,CBId,Steam Newsletlers •Brochures
Since 2 Local Factory•Fully Trained PHONF/FAX
&Certified an Service&Repair
Graphic Design 95os.Ceatrat AVe,Medon1 541-779-6565 541664-6092
Bmchures)Flyers Full Color Offset 4521 Table Rock Road,Central Point
Full business print discounts Copies UNITED INDUSTRIAL EQUIPMENT (dust an Biddle,By Medford arparn k
1 Single copies'to large manuals Posters • Banners LANDA-PRESSURE WASHERS FIDELITY PRINT QUICK OF CENTRAL POINT
Full color banners&posters Business Cards Over 200 Models N RtYaur Job&Budget Our Reputation is built an
541-779-1952 ww um com Quality and Service since 1985 i .
'�-•. DIRECT MAIL&WEB MARKETING Mobile S= Free Demo www.Lldelityprim4uick.com
CALL US TODAY FOR OUR EXPERTISE 9 E.4th St., Medford 541-857-5943 • 800-545-8665 Foil Color Printing&Copy Center ". 1
Business Cards•Forms•Brochures•Flyem
labels-Design Services•We do it all!
v- pA mss. - ' 1 11- 250 E Plne St.•Central Paint
p •`iL ,, a ' •- • DPen 8-5:30 Mon.-Fri. I
ASHLAND CUSTOM PAINTING&DRYWALL 541-664-5380 Fa,:311.664.1818
Willi power Wash•New Nigh Tech Equipment Gold Nugget Printing Co
"a lie Steam Cleaning•Chemical Injection 3UWMInv Yrka-------------SJO 842.2]87.,
Q C High Pressure Buildings,Parking Lots, INDEPENDENT PRINTING COMPANY
ap . n,'� Weill rintin • Equipment,etc.•CommerciaYResidentlal w.olman Cred Rd A i
g 640 Tolman Creek Rd Ahid------541482-4733 .
A Full Service Facility 541-821-6011 or 541-821-5997 Instaprint I
•Newspaper 8 Healset Web M------
•SheeOed Printing • I BUSY SEE MOBILE WASH&CUSTOM !e.unue;_-----_--/ ll-----541 „ I
9265Central Av-------------------591776-22W 1. i
PAINTING
•
Tabloids
stcard•Magazines•Insets INTEGRITY PRINTM cksnvl — { {
Postcards•Catalogs• Envelopes r / / r Pressure Washing 8 H Store Fronthing deeStedin9Creel Rd Jn.sC --541899-8482
• Brochures and More Mghileways,Dcks, Fronts Hadee Printing6A Avenue[WhtC[y--541826388]Web F Driveways,Decks,Etc. MEJIA&ASSOCIATES +
•Complete Prepress&Bindery 1 1
CLEAN•NEAT•RELIABLE•ON TIME
•Direct Mail Services SHORT-�r7N
on Large or and Friendly Service j I I I I uc•6x0•ms 541 734-4348 DIGITAL PRINTING
on Large or Small Jobs
Color Pro Painting-------- 541 664-4954 'Brochures•Catalogs•Business Lards•Flyers .
ealleywebpqrintinrEIgq.CBor�in t Calendars•Rack Cards,In hest Quality Output
(Cq'1y�q-7illf°}l ash Me.rou need obieaweinlnrmaton,The DU Graphic Design and Color Copies
D`f 16 L 39 541-201-8119
II I i Yellow Pages lets you compare at your 302 E.Hersey St.Ste.6-Ashland { _I
1299 Stowe Ave.
Medford,OR 97501 -� 1 (Continued Next Page) {
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79 1245 " MIKE'S COPY SERVICE Tek,hitting Services
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OFFSET PRINTING 47711ndunryl2 CntfIPt----—-------541779-6769
Letterhead,Envelopes,Business Ddlds,Forms
Digital Copies in Color&Black&White ` r
i w»W.mlkeaeppY.net ABC OFFICE MACHINES LLC � � - • B°`;n 55 to busirIess s,«lofty
Imes 924 S Censml An Medford 541-779-5473
1327 Redwood An Gts Past • SGJ 4l'il gLaltty r ,mane . rt'J7eC1 -L`tridgi
n 4 --547479 1981 '� g�
:MINUTEMAN PRESS Please See Aduertisemrnt This Page a i- c`t` } • i7(I f71 Cfm `Eilal d. '-(;q[; d c . C,1
2-8464 ]22 Rossanley,Dr -------591776-7966
a MUSTARD PRESS INC ANDERSON TECHNOLOGIES `"" •--679 Brian way 773-2939 - � S _li- or in ,'j, .h05:
lullding Perfect is - __541 772-4845 erfectinh2B39N....r5tealS1-5417792554
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41-772.484.
PRINTFAST Please See Adueriisement This Page w Te rC/i n O!O�i es y
,1700 Ashland Street Ashld-------591482-8098 Cascade Computer Maintenance c- ,/j-y c or(800j 888.183
61-7664 Printpal Inc 822 Enterprise or--------541245.3085 7245 Central Av-----___- jF PrintedCopiedfax Fax 541.772.524
650244 ----------541]78.2048 ?'
PRONTO PRINTIE41151 �f� ' Supplies/Service/Sales Etilall ted@anila,'SD9-leC1l.Co
- '------ --- — --541779-1952
773-3514 Please See Mon Preuaus Page -
ERVICE {' Quality Printing 11195a9e Rd-- -$417]6.5160 RVIT---- - ..._ .__--._-..591771-1466
72-2660' ators Rogue Print Shop 7245Cen1ral Are.-541973.214] Private lnvesti g
`_ SMITH BATES PRINTING AND —� ABC OFFICE MACHINES LLC
5"'"yesuAators
>12-e]e4z ------1100303-3714 — - - Printers • Multifunctionals
Probate
Plan"Sax Ad am Prenio.Page Toner • Ink Cartridges
SOUTHERN OREGON Sea Wills,estate Planning&Probate _ Your"Local
' `PRINTING
rxerox 1 TOSHIBA v BIINCentral Ar-541779-D549 web Dexyou nevv bare to wpm that you •i t..aq a.e.e:-;o edn 011 [hp_ Authorim
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VALLEYWEBPRINTING missedspmthingimpotlanl-our Yellow III ®KY EPSON
Provider
182.3373. '12995mwe AVe------_.....-.-591772-7039 Pagez are rpmplete ane<omprenensive.the -
565.0940 Plaasa See Ad oa Precious Page LFXMluix brother 'l�opys7nr ;91(90CERa Managed Pri
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Wlmer Enterprises 920 Mason we--541773-35 35 Services
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smart derisians by pmvidnB Ypa with the most 541=479-1481
rING Use the yellow Pages roone,e information annular me business
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www.abcofficemachines.com
and stores lnyouarea
1327 Redwood Ave - Grants Pass
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r tARgs , ,.r Duck OE33rd Produce Inc
A t`•/ 4446 NE 33rd Drive Suite 120 P tlnd--Bp°45:
k - Farmers Market
L� 46805 Pacifc Hwy Pm - -- 54153!
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Fresh Express Food Corp
nt .e -:.PXsV I a ...___ 7065 Central AVe- -.----._.5417]:
'i.,6cd4y PfOCe$$ Seven Oaks Farm
Conner
-' - ,�, 55WPcgue Valley Hwy Cntrl Pt ---------541661
NT _ ---- SYSCO FOOD SERVICES
IS Cputleous,C.nndcnt1al&PmfeSyiona_I 262505WPar1way Clr Or Wlsnvl-----800 776'
{ •Subpoenas United Salad Co
�- - p •Background Checks 8448NE33d D'iv'5uitel00Prtlnd----
ItFly. •Art davit Of Service •Attorney Bervtc• 800597
Flyers Skip Tracing •Record Services0A1V While's Country Farm 3939 W Main St-541622
t 4111
e Fast Tum-arountl Time
Over 10 Years Experience ' 14
:a.le7e _ Serving s"'A ern Oregon d Northern CaliroMaArea s
Flexible Schedule rt4tAtu 1
42-2387 Sea U,On Onknows.com, G Walls Erterp rises------..-._-_541199
Customize your Dex directory order. !'1-2-1 j�,�l�"/ Wright pevelapmen120100yer Rd----541245
2-4711
ACP INVESnGATION51NC Project rManagelnent
Visit DexKnows.com/SelectYourDex 1616 W Man------.._-.-541772-3107
See Business Consultants;Also Consultant
76-22N Cle4eland Process Serving LLC ' Also Management Consultants
_ or call 866-60-MY-DEX. 40 N From 5 l Ca Ill Pt----541669.5162
9-114er `
26-388 CONNER PROCESS SERVICE Promotional Products
7
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"---------------541951-9357 See Advertising-Promotional Products;Als
Pka-Sea,Adoertisemene Ass Page Awards;Also Novelties-Retail,Also No VEX,
(j Oualily Process Serving--___541664.1130 Whsle B Atli Also r--Shirts
vn� Duality Process Serving-----.541840.3991 Propane
Rogue Legal Process
,pies F080%1681Gn Pass- - -541582-302° See Bas-Propane
Id I The Bez Yellow Pages is always antlable 24 SmnyourshoppingIn the Due Yellow Pipes-
�' hours achy,IfiS flays zyear-p Ill yousea; i11-helpyauwrapupebtof our sli.,mng
whenyou ward to shop. without leasing home.
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