HomeMy WebLinkAbout2013-016 CONT Addendum - Grayback Forestry
Contract for GOODS AND SERVICES
CITY OF CONTRACTOR: Grayback Forestry, Inc.
ASHLAND
20 East Main Street CONTACT: Thom Odem
Ashland, Oregon 97520 ADDRESS: PO Box 838, Merlin, OR 97532
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: (541) 476-0033
DATE AGREEMENT PREPARED: March 13, FAX: (541) 476-0162
2012
BEGINNING DATE: March 26, 2012 COMPLETION DATE: June 30, 2013
COMPENSATION: Up to $39,415 to be paid upon completion of each burn unit and/or activity as follows:
Unit J=$5,075 Unit E2=$11,325
UnitD1,F,C2=$14,900 Unit AI,A2=$5,215
Unit H=$2,900
Units will be divided as follows: Unit J and Unit D1,F,C can be burned and compensated between April 1 and June 30
of 2012. Units E2,A1,A2, and H can be burned and compensated between January 1, 2013 and June 30,2013.
Burn Plan and Fireline Completion/Payment: City will pay contractor for burn plan preparation ($200 per unit
plan) and Fireline construction ($.25 per linear foot through GPS measurement) on up to (2) high priority burn
units regardless of actual completion of burn. Upon completion of burning in a unit, contractor will be
authorized to prepare burn plan and construct fireline on one or two additional units, depending how many units
were completely burned prior. If prepayment is made on units that are burned at a later time, the prepayment
amount will be subtracted from the total of the unit burn cost as bid and invoiced after completion. Total
payment will not exceed $39,415.
GOODS AND SERVICES TO BE PROVIDED: Contractor will provide goods and services necessary to
complete prescribed underburning on City of Ashland forestlands according to Exhibit C: Technical
Specifications.
ADDITIONAL TERMS: If, pursuant to restriction in the Technical Specifications and resultant Burn Plans
(Exhibit C), weather is a deciding factor in a determination not to initiate burning on any particular day or time
period ("time period"), the City is obligated to pay only for work Contractor completed in preparing,the Burn
Plan for that time period, and the mobilizing of equipment and personnel and constructing any fireline
necessary to preparation for the specific burn event.
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 b 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 $39,415, 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 2798.220, 2796.225, 27913.230, 2798.235, 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 $18,703 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:
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;
11. 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
ill. 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.
1. 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.
a. 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 a 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 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. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 for
each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the
indemnity provided under this contract.
b. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000,
for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned
vehicles, as applicable.
C. Notice of cancellation or change. The insurer must agree in writing to give the City 30 days' prior written
notice before cancelling or materially changing coverages, or taking any actions to prevent Contractor's renewal of
the insurance contract.
d. 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.
e. Workees'Compensation. Worker's Compensation insurance in compliance with ORS 656.017 and
279B.230, which requires subject employers to provide Oregon workers' compensation coverage for all their
subject workers.
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 an 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.
1$. Nonappropriatlons 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 thistcontract. 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 hetein: incorporated by
reference.
Contracllop;.--~ City of Ashland
By - By~uc^~
Signature Department Head
^'2~//Fry r'.t/FJ'C~2LY'r~' ~e7l~i~ ~r~,rv S
Print Name Print Name
3 y - 12
VIC-4~" pp_CS to C N'
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No.
ppr ed AS to rtrfliT
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.
=f2 (3) Telephone listing is used for the business separate from the personal
residence listing.
Y (4) Labor or services are performed only pursuant to written contracts,
T'- (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 (D te)
EXHIBIT C
Technical Specif cations
Burn Plan Completion
Complete and submit for approval a Prescribed Fire Plan for each understory burn.
City of Ashland will provide a Prescribed Fire Plan . for each unit with Elements I thru
8 completed. The City of Ashland will complete elements covering signature page,
complexity and risk analysis, description of the burn area, burn objectives, resource
protection, post-burn objectives, bum prescription, notifications, wildfire conversion,
smoke management and air quality.
The contractor shall complete Elements 9 tluu 14 covering organization and
equipment needs, ignition plan, holding and mop-up plan, contingency plan,
communications plan, and medical plan.
Element 9 - Organization & Equipment Needed - Shown in the Sample Prescribed
Fire Plan. This portion is completed by the Contractor. The Contractor shall
complete the workforce and equipment needs, portion of the Plan for the Low,
Desired, and High acceptable prescription range of the fuel and weather parameters.
The workforce and equipment listed by the Contractor will represent the minimum
acceptable amounts needed at that level to successfully carry out the burn and to
contain any escaped fires. The contractor will determine the minimum equipment
and personnel needs at the time of an escaped fire in "outside fuels" with given
prescription parameters. The contractor will determine line building capability of
resources on site. Line building capability will be compared to the predicted rate of
spread in BEHAVE to deternine if resources are adequate to contain an escaped fire.
Element 10 and I I- Ignition Plan & Holding Plan - Shown in the Sample Prescribed.
Fire Plan. This portion is completed by the Contractor.
a. A narrative discussing firing plan and technique; identify potential holding
problems and location of holding forces, strategies and objectives; location of
water sources; counter measures for stopovers; and any other ignition and holding
considerations. Indicate what shall be done, when it shall be done, how it shall be
done, who shall do it, and shall include work force, equipment and supplies
needed.
b. Map at a scale fitting the entire unit (as large as possible) on a 8%z by 1 ]-inch
sheet of paper, showing ignition technique and pattern, placement of holding crew
and equipment, area(s) of concern, and location where weather shall be monitored
and documented. A map legend shall be included.
c. Any changes in the ignition and holding elements of the Prescribed Fire Plan shall
be submitted to the City of Ashland Representative for approval the day of
ignition or before.
Element 12 - Contingency Plan & Escaped Fire Plan - Shown in the Sample
Prescribed Fire Plan. This portion is completed by the Contractor. Contractor will
describe in detail the strategies and opporhwitics for containing an escaped fire from
any flank of the unit by including direct and indirect attack methods.
Element 13 Communications Plan- Shown in the Sample Prescribed Fire Plan.
This is completed by Contractor and the City of Ashland.
Element 14 - Medical Plan - Shown in the Sample Prescribed Fire Plan. This is used
by the City of Ashland for City of Ashland employees and for Contractor employees
when a bum is declared a wildland fire. The Contractor shall have its own medical
plan in place.
Prescribed Fire Plan Elements 15-23 consists of checklists, worksheets and
information for use by the contractor and City of Ashland Representative in preparing
and implementing the prescribed burn.
1) Element 15 - Pre-Ignition Checklist - Shown in the Sample Prescribed Fire Plan.
This is used by City of Ashland to verify all items are in place to implement the burn.
2. Element 16 - Go-No Go Checklist - Shown in the Sample Prescribed Fire Plan.
This is used by the Contractor and the City of Ashland. It is used on day of ignition
prior to starting ignition. It is signed and dated by Contractor and the City of Ashland
representative.
3. Element 17 -Briefing Checklist -Shown in the Sample Prescribed Fire Plan.
This is completed by the Contractor, but some items may be included by City of
Ashland. It is to be used on day of ignition for the briefing prior to starting ignition.
4. Element 18 -Test Fire Provisions & Results -Shown in the Sample Prescribed
Fire Plan. This is completed by the City of Ashland Representative and is used to
document the test fire results and whether or not prescription parameters will be met.
5. Element 19 - Monitoring - Shown in the Sample Prescribed Fire Plan. This is
completed by the City of Ashland Representative and is used to document the fire
effects and results regarding treatment objectives, and to record weather, fuel's, and
fire behavior observations.
6. Element 20 - Post Burn Activities & Daily Mop--Up Shift Plan - Shown in the
Sample Prescribed Fire Plan. This is completed by the Contractor and reviewed and
approved by the City of Ashland. The mop-up plan shall be based on Standard Patrol
and Mop-Up. It shall address the mop-up objectives of (1) the prevention of fire
escape outside the unit boundaries, (2) prevention of rebum within unit boundaries,
and (3) prevention of residual smoke problems in residential and m al interface areas.
It shall consist of an initial plan and follow up daily plans beginning on ignition day.
The daily plan shall be submitted to the City of Ashland Representative prior to the
next day's work and is subject to approval. All daily mop-up submissions shall
contain the following:
a. Map at a scale showing the entire unit and burned areas outside of fireline (as
large as possible) on an 8%z by 11-inch sheet of paper, pattern of mop-up;
placement of crew and equipment; areas of potential problems (reborn, burning
"wildlife trees", landings) and map legend. '
b. A narrative discussion of shift objective with mop-up priority, daily result
objectives, schedule of mop-up, patrol and contingency plans should an escape
occur. Any special considerations or hazards shall be included in plan.
c. At the option of the City of Ashland the initial mop-up plan may be acceptable
in lieu of the follow up daily plan.
7. Element 21- Activity Log - Shown in the Sample Prescribed Fire Plan. This is
completed by the City of Ashland Representative and is used to record and document
activities during the burn implementation, mop-up and patrol.
8. Element 22 -Unit Mans -Attach Unit, ignition, and mop-up maps.
9. Fire Behavior Modeling Documents -Copies of BEHAVE runs created by City of
Ashland will be attached to the Prescribed Fire Plan. Any BEHAVE runs created by
the contractor would also be attached here.
The Prescribed Fire Plan shall be very specific and based upon the Contractor's on-
site inspection of the unit and environmental conditions. A joint on-site inspection
involving both the Contractor and the City of Ashland may be requested by either
patty to clarify objectives and resolve deficiencies in the plan. This plan shall be
submitted to the City of Ashland Representative for approval at least 5 calendar days
prior to the estimated ignition date. A sample Prescribed Fire Plan is available upon
request.
Fireline Construction and Maintenance
All fireline construction shall be performed and maintained in accordance with the
following specifications.
a. Location - Unless otherwise designated, frrelines shall be located adjacent to the
unit boundary, within 50 feet outside of actual unit boundary, in locations
affording the optimal holding capability, and remain on City property. The City
of Ashland may choose to clearly mark the fireline location with colored plastic
ribbon. The fireline shall be constructed to follow the flagged line as closely as
possible. Variations will be permitted if unforeseen obstacles are found,
b. Clearing Limits - Hand fireline shall be cleared to a width of 8 feet and a height of
8 feet. The width shall be measured parallel with the ground (slope distance).
The height shall be measured from the side of the line away from the unit. A strip
at least 1.5 foot wide to a maximum of 3 feet wide and centered within the cleared
area shall be cleared to mineral soil. A strip less than 1.5 foot wide may be
designated by the City of Ashland on some units.
c. Material to be Cleared - Within the 8-foot line, the following material shall be cut
and removed:
1) Ferns, shrubs and other vegetation. Cut to within 18 inches of ground level or
as close as possible without damaging tools.
2) Cut live and dead trees at ground level or as close as possible without
damaging tools. No trees larger than 7 inches DBH shall be cut. The fireline
shall be located to avoid larger green trees.
3) Limbs extending within the fireline shall be cut close to the tree if the point of
cutting can be reached from the ground (about 8 feet from the ground). Limbs
shall be cut when they enter the fireline clearing limits if they cannot be cut at
the tree. Limbs cut close to the tree need not be cut flush but "spike" limbs
will not be allowed.
4) Slash and litter shall be removed from the 8-foot (both height and width)
fireline clearing strip. Natural ground duff need not be removed except from
within the 1.5 to 3 foot strip on the fireline work area.
5) A 3-foot section shall be removed from logs located across the fireline.
d. Disposal of Cleared Material - Material cut from within the fireline shall be
placed on the unit side (inside) of the fireline and scattered. Soil berms and piles
will not be permitted on top of flammable material. Log sections may be rolled
downhill and away from the unit provided that they are left outside the fireline
and public safety is assured when rolling any materials downhill,
c. Snags and High Stumps - Snags or high stumps may be left next to the fireline
when designated or approved by the City of Ashland.
f. Side Slopes - On side slopes that are steeper than 30 percent, the fireline shall be
cup trenched sufficiently to catch rolling material 6' inches or less in diameter.
g. Water Bars - Water bars shall be constructed in all firelines at the time of initial
construction. The water bar shall consist of a diagonal ditch across the three-foot
wide mineral soil portion of the fireline, but not in excess of the following
guidelines. The water bar shall be approximately 6 inches to 10 inches deep and
approximately 5 feet long. Unless otherwise directed, drainage shall allow rolling
material and drainage into bum unit.
Percent of Slopes: 00% - 09% - None Required
10% - 29% - 1 Water Bar Every 300'
30% - 59% - P Water Bar Every 150'
60%+ - 1 Water Bar Every 100'
Prescribed Burn and Mop-Up
The City's preferred burning period is between March and July of each year. Spring
burning is preferred over fall in order to minimize impacts on soils and vegetation and
the overall emphasis on watershed function. Major control problems can occur during
a period of frontal passage and strong east wind conditions. Close attention to
weather forecasts and securing and patrolling of previously burned units is common
practice to eliminate any escaped fires.
All prescribed fire operations shall be initiated only when a Prescribed Fire Plan has
been approved and signed by the City of Ashland Representative. All elements of the
plan shall be followed unless a deviation has been approved in advance by the City of
Ashland Representative. The Contractor shall conduct a preburn crew briefing, as
prepared in the Plan.
Clearance to Burn - The Contractor shall be responsible for monitoring fuel and
weather conditions to determine time periods when units are in the prescription
parameters identified in the Prescribed Fire Plan.
The Contractor may consult the City of Ashland Representative regarding short, mid,
and long term weather forecast to determine the potential impacts to fuel moisture
conditions and the ability to meet Prescribed Fire Plan objectives. The Contractor
shall notify the City of Ashland Representative no later than 1300 hours on the day
prior to ignition when specific units are within burn prescription parameters and of
their request to burn. The City of Ashland Representative will notify the Contractor
via telephone or direct communications at or before 0900 hours on the day of the
proposed ignition of smoke management conditions and any updated weather
forecasts that would cancel the burning. The City of Ashland Representative will
grant final approval to conduct burning. Approval is based on the City of Ashland
Representative verifying: 1) unit fuel and weather conditions are within Prescribed
Fire Plan parameters and prescribed fire and resource objectives are attainable; 2)
Prescribed Fire Plan parameters and objectives for smoke management are attainable
based on smoke management instructions and forecast, and weather forecasts for
proposed burn date and time; and 3) successful completion of the Go/No Go
Checklist and the test fire.
During ignition operations, the Contractor's crew supervisor shall maintain contact
with the City of Ashland Representative through mutually agreed upon
communications system at all times.
Conduct holding operations in accordance with the prescribed fire plan. Relocation
of personnel and equipment may be required as ignition and burnout progresses, The
Contractor's crew supervisor shall recognize the need for and make such relocations,
dependent upon on-site weather and fire conditions.
Extinguish any fire outside the frreline of the unit, or unit boundary, and promptly
report this to the City of Ashland Representative at the site. A fireline shall be
constructed completely around any fire, stopover, or spot fire outside the primary unit
boundaries. The minimum shall be a fireline scraped to mineral soil 18 inches in
width with all overhanging combustible material cleared for three feet on either side
and six feet overhead.
Do not fell any reserved trees or snags which may have fire in them without approval
of the City of Ashland Representative.
Mop-up shall be performed in accordance with Standard Mop-Up and Patrol.
Restoration - After ignition and mop-up, all water bars shall be restored to a properly
functioning condition.
Standard Mop-Up and Patrol
Complete mop-up and patrol of unit(s) to the extent provided for in this section to
meet the mop-up objectives of (1) the prevention of fire escape outside the primary
unit boundaries, and (2) prevention of reborn within unit boundaries. Patrol and mop-
up shall begin immediately following completion of ignition on any portion or whole
of each unit.
Complete 100 percent mop-up of all spot fires and stopovers outside the unit
boundary and within the first 100 feet slope distance inside of unit boundary within
48 hours of 8:00 am on the day following completion of ignition. Complete 100
percent mop-up of unit area within 96 hours of 8:00 am on the day following
completion of ignition. Patrol shall continue for 96 hours unless released by the City.
After 48 hours, advise the City if mop-up will be completed within the
aforementioned 96-hour period.
Patrol shall include the visual inspecting of all sites where burning was performed,
and checking for and mop-up of burning material that threatens the achievement of
mop-up objectives or the mop-up standards for each unit's Daily Shift Plan. Patrol
shall also include taking actions to prevent fire escape outside the unit boundary
and/or to prevent reborn within the unit boundary. Immediately take actions to
frreline, mop up, and identify all stopovers or spot fires. If Contractor is unable to
contain or control stopover or spot fires with patrol resources, promptly, within 30
minutes after discovery, notify the City of Ashland Representative of the situation
and continue to take action to contain or control fire.
Completely extinguish all burning material within the designated mop-up area.
Do.not fell any reserved trees which may have fire in them without approval by the
City of Ashland Representative,
The Contractor may use only water during ignition and mop-up operations due to the
proximity of units to Ashland Creek. Root wads (uprooted stumps with roots
attached) shall be thoroughly extinguished (dug around and rotten or loose wood
scraped off). Fireline berms shall be thoroughly extinguished.
Logs and chunks with a minimum size of 12 inches diameter x 4 feet in length up to a
maximum of 20 inches diameter x 8 feet in length on slopes greater than 50% shall be
turned and placed in a manner`that prevents this debris from rolling.
Project Area Reburn - Should a reburn occur during the mop-up operation, the
Contractor shall suppress the fire and notify the City of Ashland Representative
immediately. The cost of reworking the area to contract requirements shall be borne
by the Contractor,
Mop-up contingencies are established and will be initiated by the City of Ashland for
the following situations:
a. Following the day of ignition, if a Fire Weather Watch or Red-Flag Warning is
issued or predicted by the National Weather Service for extreme fire weather
conditions; or if smoke emissions from the burn unit during mop-up are creating
air quality impacts to population centers, or other smoke sensitive areas, the
Contractor may be required to complete 100% mop-up within a period less than
the 96 hours. If satisfactory progress is not made the City of Ashland
Representative, when determined necessary, may immediately assume control of
the project area and provide personnel and/or equipment to complete the work. In
this event, the Contractor will be liable for the cost to the City of Ashland
Representative of performing mop-up.
b. If prescribed fire is declared a wildland fire, the City of Ashland Representative
will immediately assume control of the project area. Following declaration of the
wildland fire, Contractor's personnel shall be made available to the City of
Ashland Representative for fire suppression and will be paid at the applicable
firefighting rates paid by the Oregon Department of Forestry.
ACQRQ° 1 DATE (mMmolrml
CERTIFICATE OF LIABILITY INSURANCE 12130111
THIS CERTIFICATE IS ISSUED AS A:MATT,ER.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 endorsement. A statement on this certificate does not confer rights to the
certificate holder In lieu of such endorsement(s).
PRODUCER- .541-773-5358 M " Kendall Yeaw
Protectors Insurance, LLC - PHONE Pilot Rock Ins Agency LLC (CA) 541-772-19C : ac Ne Ert: 541-642-2963 : ac Na: 541-772-1906
PO Box 4669 ADDRESS: ndally@protectorsins.com
rotectorsins.com
Medford, OR97501
R. Joe Hubbard CUSTOMER, . GRAYBA
INSURER(S AFFORDING COVERAGE 'MAICi
INSURED Grayback Forestry Inc INSURERA -American States Insurance: Co 19704.
Western Emergency Services LLC INSURERS: Safeco. Insurance Company 24740
PO BOX 836 INSURER C :
Merlin, OR'.97532-0838
INSURERD:
INSURER E:
INSURER F
COVE RAGES CE (FICA E'UMBE REVSIONNUMBER-
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; TER M, OK CONDITION OF ANY CONTRACT. OR OTHER- DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN', THE INSURANCE' AFFORDED BY THEPOLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS.AND CONDITIONS OF SUCH POLICIES. LIMITSSHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR TYPE OF INSURANCE. POLOYEFF POLICY EXP
POLICY NUMBER LIMBS
FIJ~R n, GENERAL LIABILfrY EACH OCCURRENCE. $ .1,000,00.
`A X COMMERCIALGENERALLIABILITY O1C131118230 01/01/12 01101113 .'PREMISES Ea occurrence $ - 10Q,00.
CLAIMS-MADE a OCCUR MED E%P (My one person) - $ . 5,00
PERSONAL B PDV INJURY $ 1,000,00
X Loggers Broad GENERAL AGGREGATE $ 2,000;00
GEN-L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG $ 2,000,00
PoLICY X PR6 .Lac $
IFCT
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,1)0
(Ea accident)
'B Ix ANY AUTO 260000763910 01/01112 01/01/13 BODILY INJURY(Per person) ALL OWNED AUTOS BODILY INJURY (Per ccident) $
SCHEDULED AUTOS PROPERTY DAMAGE
HIREDa OS (Per accident) $
NOWOWNED AUTOS POLLUTION $ 1,000,00
$ POLLUTION 260000763910 01/01/12 01/01113 $
X UM9RELLA LIAe X OCCUR EACH OCCURRENCE $ 5,000,00
EXCESS LIAS CLAIMS-M>DE -AGGREGATE $ 5,000,00
A 01SU41705730 07101112 01101113
DEDUCTIBLE
§
X RETENTION 10,000
'WORKERS COMPENSATION TU-
.ANDEMPLOYERS'LIABILHY YIN
ANY PROPRIETORIPARTNERIEXECUTIVE -E L. EACH ACCIDENT $
CFFICER,MEMSER EXCLUDED? ❑ N I A
(Mmddory In NH). EL. DISEASE-EA EMRLOYE $
If es, des-le under
CRIPTIO F OPERATIONS helm El, DISEASE - POLICY LIMIT
DESCRIPTION OF OPERATIONS I LOCATIONSI VEHICLES [Atfecli ACORD 101, AddelonM:RemiAs Schedule, ifG,ere apace Ia required)
CITYAS2
SHOULD ANY OF THE ABOVE DESCRISED.POLICIES BE CANCELLED BEFORE
City of Ashland THE EXPIRATION DATE THEREOF; NOTICE WILL SE' 'DELIVERED IN
20 E Main Street ACCORDANCE WITH THE POLICY PROVISIONS.
Ashland, OR 97520
AUTHORMEID REPRESENTATIVE
R. Joe Hubbard
01988-2009 ACORD CORPORATION. All rights reserved:
ACORD 25 (2009/09) The ACORD nameand logo are registered marks of ACORD"
AeC>Ro® CERTIFICATE OF LIABILITY INSURANCE OA0"12
v4n
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(ies) must be endorsed. If SUBROGATION IS WANED, subject to
the terms and conditions of the policy, certain policies may require an ondoreemont. A statement on this certificate does not confer rights to the
certificate holder In lieu of such endoreoment s . i
PRODUCER A
KPD Insurance, Inc. PH
ONE t.741 ,;n I I-l-141741-1674_
PO Box 784 PAJC x _
"Er
Springfield OR 97477
WSU ] AFFORWND COVERAGE "CA
WSURQLA:
w5uR6o GRAY03W INSURERS:
Grayback Forestry, Inc. MURERC:
PO Box 838
Merlin OR 97532 wsuRVt.°:
W6URER E:
WSURER F:
COVERAGES CERTIFICATE NUMBER: 2064671231
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 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 MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LLTTRR TYPewwSURANCE AVUL SUM PoUcYNUL10ER M YEW ,1013 XP LLYRs
6ENEMLLUBUJTY EACHOCCURRENCE $
ONUACETORMTED
CO MMERCULGMMALLUBILTrr R M ~gg4yApy S
__I CWAL4AUDE El OCCUR _ MED PXP one om, {
PERSONAL a ADV INJURY 5
i GENERA-AGGREGATE S
GEM AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMPMPAGG S
POUCY PRO• LOC s
4UTOMOBIIE 1U91lITY.
BOLYINJURY(Perpm]on) S
ANYAUre I SCHEDULED
ALLOWND
I AUTOS AUTO] SDDAY INJURY (Per smlesm) 6
HIREDAUTOS NOJTO~q NEO PwPERtt DAMAGE 1
1 ) I I S
UNBREW LIAB OCCUR I EACH OCCURRENCE S
exciss use cwMS g . AGGREGATE i
DED RETENTIONS S
WORKERS COMPENSATION 606 11/1012 11/1013 X WCSTATU• OTK ~Jisr AND EMPLOYERS'LIABILRY YIN I
ICEORSiEUTBOER10E%CLUDFJUEXECVTIVE ❑ NIA E.L.EACHACCIDEW swo'coo
I (YU,WIOry In am) i EJ-DISEASE-EA PLgy- i50000D
i tlYy~~tloscda mtlm
OESLRURXIN F RONS ptlw E1. DISEASE -POLICY LIMR 1500000
B WDMaro Compsnrean C9663291 1112012 /112013 ELEach Accid..1 $1.000,000
end Employers LlsbEly Umas EL Olsesse EA 51,0001000
EL Disease Policy $1.000.000
pEStlIP1lpN OPOPERATON] J LOCATN)Ne / VEXICLE9 (A{Ipq, ACORD 101, Aealpwl RnmerN] SrASdYM, tl nwn epee HnRU1Ml
Re: All Operations
i
CERTIFICATE HOLDER CANCELLATION
I
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES aE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
City Of Ashland ACCORDANCE WITH THE POLICY PROVISIONS.
20 East Main Street -
Ashland OR 97520
AUTNORGED REPRESEWATPAE
®1988-2010 ACORD CORPORATION. All rights reserved.
ACORD 25 (2010/05)' The ACORD name and logo are registered marks of ACORD
OP ID: KIY_
DATE (MMIXYYYY) .
CERTIFICATE OF LIABILITY INSURANCE 01/11/2013
THIS CERTIFICATE IS ISSUED AS A'.MATTER OF INFORMATION ONLYAND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY -AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
--BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
- IMPORTANT: IT the certificate' holder Is an ADDITIONAL:INSURED, the pollcy(ies) must be endorsed. NSUBROGATION -IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A-statement on thiscertificate does riot confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER' Phone: 541-7735356
NAME:C Kendal]Yeaw
Protectors Insurance, I.I.C. - PHONE FAX
t Pilot Rock Ins Agency LLC (CA) Fax; 541-772-7906 arc Ne E :541-7NC, NO: 541-772-1966
PO Box 4669 AoDRESS: kenda11=8
tectorsins.com
Medford, OR 97507 uc GRAYB-1
R. Joe Hubbard CUSTOMER ID r:
INSURERIS) AFFORDING COVERAGE NAICi
INSURED Grayback Forestry Inc INSURERA:American States Ins Company. 19704
Western Emergency Services LLC RISURERB:American Economy Insurance
PO Box 838
Merlin, OR 97532-08.38 IN$URERc:RS011ndenmi 'Company
INSURER D
INSURER E: -
INSURERF:
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. NONdITHSTANDING ANY REOUIREMENT,' 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 MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR TYPE OF INSURANCE POLICYNUMBER MW Im VIVO TR DD (MMDDrYYYY) LIMITS
GENERAL LIABILITY - EACH OCCURRENCE $ 1,000,00
A X COMMERCIAL GENERAL LIABILITY OIC131118240 01101/2013 01101/2014 PREMISES Ea 'Euence $ 7,000,00
CLAIMS-MADE OCCUR MED EXP(Any one person) $ 10,00(
PERSONAL B ADV INJURY $ 1,00(,0(
X Loggers Broad PD GENERAL AGGREGATE $ 2,000,00
GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG $ 2,000,00
POLICY X PRO- LOC Loggers . $ 1,000,00
JECT
'AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 00000C
(Ea accident)
B IX ArvY AUro 02CE22830410 07/07/2013 (107/2014. BODILY INJURY(Per person)
ALL OWNED AUTOS BODILY INJURY(Per accident) $
SCHEDULED ANOS PROPERTY DAMAGE
HIREDAUTOS (Pereccidenry $
NOWOWNED AUTOS Pollution $ 1,000,00
Pollution 02CE22830410 01101/2013 0110112014 $
X' UMSRELLAUAB X OCCUR EACH OCCURRENCE $ 2,000,((
EXCESS LIAB CLAIMS-MADE
A 0150417057.30 01107/2013 0110112014 AGGREGATE $ 2,00(,0(
DEDUCTIBLE $
RETENTION $ $
WORKERS COMPENSATION WC STATU 0114
AND EMPLOYERS'LIABILITY YIN TORY LIMITS ER
ANY PftOPRETORIPARTNERIEI(ECUTNE E.L. EACH ACCIDENT §
OFFICERMIEMBER EXCLUDED? N/A
(Mandatory In NH) E.L. DISEASE - EA EMPLOYEE $
If yes, describe under -
DESCRIPTIONOFOPERATIONSbelow EL. DISFJVSE - POLICY LIMIT §
C Excess Liability NHA232081 01/01/2013 0110112014 Excess . - 3,0170,00
DESCRIPTION OF OPERATIONS 1 LOCATIONS I VEHICLES (elech ACORD 101, Additional Remarks Schedule, if more space is required)
CERTIFICATE HOLDER CANCELLATION
CITYAS2
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
- THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS.
-20 E Main Street
Ashland, OR 97520 AUTHORIgbREPRESENTATINt
R. Joe Hubbard -
O 198.8-2009 ACORD CORPORATION. All rights reserved.
ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD
0, .
I f RECD''.! ER Page 1 / 1
CITY OF
ASHLAND DATE .'PO NUMBER; 20 E MAIN ST. 7/1/2012 10782
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 016823 SHIP TO: Ashland Fire Department
GRAYBACK FORESTRY INC (541) 482-2770
PO BOX 838 455 SISKIYOU BLVD
MERLIN, OR 97532 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Chris Chambers
Special Inst: Confirming? NO
Quanh :Unit ' 'Descri -tion
• ; i. Unit Price..'^ Ext. PnceG:
THIS IS A REVISED PURCHASE ORDER
Contractor material and labor required 19,975.00
to complete prescribed under burning on
City forestlands per the attached
contract and specifcations.
Contract for Goods and Services
Beginning date: March 26, 2012
Completion date: June 30, 2013
Insurance required/On file
FY 2012 - $19,975.00
FY 2013 - $19,440.00
Processed change order 05/07/2012 5,000.00
Per attached Contract Addendum
Scope of services is modified to add
fire patrol on an "as needed" basis.
Amount of increase $5,000.00
Processed change order 01/15/2013 19,440.00;
Contracted amount for FY 2013 - $19,440
a~ d.01 a_Cx-7b
a~la -bra
BILL TO: Account Payable SUBTOTAL 44415A0
TAX O.DO.
20 EAST MAIN ST 0.00
541-552-2010 FREIGHT T 44,415.00
ASHLAND, OR 97520
'.Account Number'; t Ei`P-r:.oj , ~ p -
t.c . ect N umber , Amount Account Number Project Nu_ mber =t mount,
E 670.07.29.00.60416 44 415.00
Au orized Signature VENDOR COPY
FORM #3 / /O 70 CITY OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: 01/10/13
Required date for delivery: 01/24/13
Vendor Name Gfnyhark Fnra3t[y rr.
Address, City, State, Zip PO Box 838 Merlin. OR 97532
Contact Name & Telephone Number Bryan Wheelock, 406531-9967
Fax Number 541-476-0162
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 file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract #
❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract#
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100.000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement
$5.000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals allached Date approved by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: (Date) I
Description of SERVICES Total Cost
Prescribed burning on City of Ashland forestlands to reduce wildfire hazard. City can request fire
patrol services per contract addendum. This is year two of a two year contract. 04 H B"
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
• TOTAL. COST.
❑ Per attached quotelproposal _g44g-
Project Number Account Number 670.07.29.00.604160
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 s=is ion form, l certify that the City's public contracting requirements have been s t(dEmployee Signature:
Department Head Signature:
qual to or greater than $5,000)
City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year., YES / NO
Finance Director- (Equal to or reaterthan $5,000) Date
Comments:
Form #3 - Requisition
Page 1 / 1
CITY OF
ASHLAND DATE PO NUMBER ;20 E MAIN ST. 3/29/2012 10782
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 016823 SHIP TO: Ashland Fire Department
GRAYBACK FORESTRY INC (541) 482-2770
PO BOX 838 455 SISKIYOU BLVD
MERLIN, OR 97532 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Chris Chambers
Special Inst: Confirming? NO
Quanta Unit Description
THIS IS A REVISED PURCHASE ORDER
Contractor material and labor required 19,975.00
to complete prescribed under burning on
City forestlands per the attached
contract and specifcations.
Contract for Goods and Services
Beginning date: March 26, 2012
Completion date: June 30, 2013
Insurance required/On file
FY 2012 - $19 975.00
FY 20 $19,4440.00
Processe c er 05/07/2012 7v 5,000.00
Per attached Contract Addendum
j Scope of services is modified to add ~p
fire patrol on an "as needed" basis.
Amount of increase $5,000.00
SUBTOTAL 24 975.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 24,975.00.
ASHLAND, OR 97520
Account Number Project Number. - . ..'Amount Account Number. Project Number AmourifE 670.08.29.00.60416 24 975.00
Auth •rzed Signature VENDOR COPY
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR GOODS AND SERVICES
Addendum made this 30th day of April, 2012, between the City of Ashland ("City") and
Grayback Forestry. Inc. ("Contractor").
Recitals:
A. On 3129112, City and Contractor entered into a "City of Ashland. Contract for Goods
and Services" (further referred to in this addendum as "the agreement').
B. The parties desire to amend the agreement to increase the compensation to be paid
to Contractor and modify the proiect.
City and Contractor agree to amend the agreement in the following manner:
1. /A;e max)mum price as specified in Paragraph 4 of the agreement is increased to
$44,415.
2. 1 -T-he-scope of services is modified to add fire patrol on an "as needed" basis
according to the attached rate sheet. See items titled "Crew Person- Trained
Firefighter/ Forest Worker" and "Crew Vehicle Mileage Rate to and from Job" for
rates.
.3. Except as modified above the terms of the agreement shall remain in full force
and effect.
CONTRACTOR: CITY OF ASHLAND:
BY ttrYJ i jM-If-i _ - ,BY ,s~/`-
Cr.ti
Department Head Z
Its ✓lci f~r_e 6F -T Date ' 7
DATE 1-11-3011
Purchase Order #
Acct. No.: l~7®`os- 2 9 -CC) _6o tl/&
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR GOODS AND SERVICES