HomeMy WebLinkAbout2013-056 Contract - B&R Installation
Contract Installation of Pla round Equipment at Garrield Park
CITY OF CONTRACTOR: B&R Installation
ASHLAND
CONTACT: Bruce Dickens
20 East Main Street
Ashland, Oregon 97520 ADDRESS: S`2-1 c> 466'kJPZ-
Telephone: 541/488-6002 P e6L o o 11 Oo. 9,7607
Fax: 541/488-5311 TELEPHONE: 503-810-2361
DATE AGREEMENT PREPARED:
BEGINNING DATE: 2/25/13 MPLETION DATE: 3111/13
COMPENSATION:
$11,940.00
GOODS AND SERVICES TO BE PROVIDED: Installation of new Landscape Structures play equipment as
shown in design #63181-3-1. Scope
of work includes layout of equipment, footing holes dug, complete installation per manufacturer's
specs of equipment and concrete for all footers. Work to be performed by Landscape Structures'
certified installers. CCB #186870.
ADDITIONAL TERMS:
N/A
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, fumish all labor, equipment and
materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned
in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the
contract be prematurely terminated, payments will be made for work completed and accepted to date of termination.
Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00, unless a
separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
city.
6. Statutory Requirements: ORS 27913.220, 27913.225, 27913.230, 27913.235, 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 $19,494 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 b certified mail or in person.
Contract for Goods and Services Less than $25,000, Revised 06/30/2012, Page 1 of 7
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;
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 parry 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 QRF status pursuant
to the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as
a QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has
instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing
business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject
employers to provide Oregon workers' compensation coverage for all their subject workers
b. General Liability insurance with a combined single limit, or the equivalent, of not less than
Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury
and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
Contract for Goods and Services Less than $25,000, Revised 06/30/2012, Page 2 of 7
C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than
Enter one: $200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property
Damage, including coverage for owned, hired or non-owned vehicles, as applicable.
d. Notice of cancellation or chanae. 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.
Contract for Goods and Services Less than $25,000, Revised 06/30/2012, Page 3 of 7
Contractor:
City of Ashla
By 2. vY ~i"' By
ISignature De ment Head
Re ep- F. /T;/l -1:)rti
Print Name Print Name
Co _ Du-3A- Zr/6
'f
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract.- Purchase Order No.
Contract for Goods and Services Less than $25,000, Revised 06130/2012, Page 4 of 7
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 06/30/2012, Page 5 of 7
Fab 14 13 03:49p Janis Hill 503-430-1159 p.7
AC2W. CERTIFICATE OF LIABILITY INSURANCE DATE(MM2013YI
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Eu=lhart Insurance of Tigard ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER THIS CERTIFICATE DOSS NOT AMEND, EXTEND OR
P.O Box 231177 ALTER THE COVERAGE AFFORDED V THE POLICIES 2E.CVV.
13535 SW 72nd Ave, Suite 100
TicEard- OR y INSURERS AFFORDING COVERAGE NAIC0
INSURED B 6 R INSTALLATION LLP INSURER A: Catlin specialty insurance Col any
INSURER B:
3220 SCR 166TH PLACE RISUaER L:
IrlSURER D:
3E iFRTON, OR 97007 INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR OONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE IMAY 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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED HY PAID CLAIMS.
INSi AILL
LTR - POLICY NUMBER PO ICY TI N OMITS N~CF AI GENERAL LIABILITY 600101780 1/15/2C12 1_/15/20_3 EACH OCCURRENCE 8 nn Ono
COMMERCIAL GENERAL UASDTY PREMISES 'Ea occurerce 8 1 )n. n nn
X CLNMSMAOE F] OCCUR UFO EXP ( ' ore . nrN S s,non
PER5CNAL&AIN INJURY 8 non-non
GENERAL AGGREGATE 8 nn
GEWL AGGREGATE OMIT AP+ SPER: PRODUCTS - COMP/OP ADD x nnn 1
ti POLICY n CRO LOC
JECT
AUTOMOTIE LIABILITY
COMBINED 51NGlF LIMIT 5
ANYAUTO (ED accMB141
ALL OWNED AUI DS BDDILY INJURY
SCHEDULED AUTOS (Per pm-1 S
HIRED AUTM BODILY INJURY
NONOWNED AUTOS (Par eeclm.) S
PROPERTY DAMAGE S
(Par attl&e )
GARAGE LLABLTY AUTO ONLY - EA ACCIDENT S
ANY AUTO OTHER THAN EA ACC S
AUTOCNLY: AGG S
IXf~ MEBELIA LIABILITY EACH CCOJRIENCE S
OCCUR F-1 CLAIMSMAOE AGGREGATE S
5
OEOUCTBLE S
RETENTKJN S S
YJCCMf ON AMID
HNC STATU EMPLOYERS* LIABILITY BILRY
ANY PROI`BETOB'YMTNER~E)tECUnvE E.L. EACH 0.LCDENT 5
OFyyFICEWPMMWR EXCLUDED? E.L. DISEASE -EAEMPLO 5
ISPECIAl PPRO`ISIONS ado. F.L. DISEASE • PO ICY UNIT 5
OTHER
DESMFTION OF OPERATIONS f LOCATIONS /VEHICLES I EXCLUSIONS ADDED SY ENDORSEMENT I SPECIAL PROVISIONS
CERTIFICATE HOLDER IE HAY:ED AS ADDIYIONA- IICSTi'FC PER FOBH CG2010(07/041
PROJECT: INSTALLATION" OF PLAYGROUND EQU7-- T AT GAR==ELD ?AILZ
CERTIFICATE HOLDER CANCBLATION
SHOULD ANY OF THE ABOVE DE9ORBED POLICES BE CANCELLED EE-0TE THE EXPIRATION
CITY 09 ASHLAND DATETHMEOF, THEISSJM INSURER WLL ENDEAVOR TO MAIL 1 1) DA-S WRITTEN
20 E MAIN STREET NOIIETOTHECERTHFlGATE HOLDER NAMED TDTHELETT. BUT FALURE70 DOW SHAL
AS3LAND, 02 97520 IMPOSE NO OBLIGATION OR UABLRY OF ANY KIN3 UPON THE INSURSM, ITS AGENTS OR
Rf3RESENTATIVES.
AUTHORED IRLSitc'SE4TATNE
ACCRD25 (2001/08) CO 1985
DS#2580765
Feb 14 13 03:49p Janis Hill 503-430-1159 p.8
POLICY NUMBER: 3600IC1780 COMMERCIAL GENERAL LIABILITY
CG 20 10 07 04
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED -OWNERS, LESSEES OR
CONTRACTORS -SCHEDULED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name Of Additional Insured Person(s)
Or Or anizatio s : Location(s) Of Covered Operations
CITY OF ASHLAND PROJECT:
2C E MAIN STREET INSTALL_4TION OF PLAYGROUND EQUIPMENT
ASHLAND, OR 97523
Information re uired to complete ;his Schedule, if not shown above. will be shown in the Declarations.
A. Section II - Who Is An Insured is amended to B. With respect to the insurance afforded to these
include as an additional insured the person(s) or additional insureds, the following additional exclu-
organization(s) shown in the Schedule, but only sions apply:
with respect to liability for "bodily injury", "property This insurance does not apply to "bodily injury" or
damage" or "personal and advertising injury" "property damage" occurring after
caused, in whole or in part, by:
1- Your acts or omissions; or 1. All work, including materials, parts or equip-
ment furnished in connection with such work,
2. The acts or omissions of those acting on your on the project (other than service, maintenance
behalf; or repairs) to be performed by or on beha:f of
in the performance of your ongoing operations for the additional insured(s) at the location of the
the additional insured(s) at the location(s) desig- covered operations has been completed, or
nated above. 2. That portion of "your work" out of which the
injury or damage arises has been put to its in-
tended use by any person or organization other
than another contractor or subcontractor en-
gaged in performing operations for a principal
as a part of the same project.
CO 20 10 07 04 0 ISO Properties, Inc., 2004 Page 1 of 1 13
b 15 13 03:19p Janis Hill 503-430-1159 p.1
ORKERS COMPENSATION AND EMPLOYERS LIABILITY INSURANCE POLICY WC 00 00 01
(Ed 1-04)
INFORMATION PAGE
EntityType: LIMITED LIABILITY PARTNERSHIP FEIN: 383750628
Risk 10 No.: DNO
Policy No.: WC4-3NC-525090-011
Suffix: N01
Prior Policy No.:
1. The Insured: ROGER HILL & BRYAN HILL
DBA: B & R INSTALLATION LLP i ! 3
m, L V r
Mailing Address: 8220 SW 166TH PL
BEAVERTON OR 97007-5870
Other workplaces not shown above:
2. The policy period is from 5/0912011 10 OeDoricy 01 a.m. standard time at the address of the insured as
stated above.
3. A. Workers Compensation Insurance: Paries to the Wor kers Compensation Law of the
states listed here: OR
B. Employers Liability Insurance: Part Two of the policy applies to work in each state listed in Item 3A.
The limits of our liability under Part Two are:
Bodily Injury by Accident $500 , OOD each accident
Bodily Injury by Disease 8500 , DDD policy limit
Bodily Injury by Disease $500,000 each employee
C. Other States Insurance: Part Three of the policy applies to the states, if any, listed here:
For residual market policies, the Oregon Residual Market Limited Other States Insurance
Endorsement-WC 36 03 05 replaces Part Three-Other States Insurance of the policy.
D. This policy includes these endorsements and schedules: (See Extension of Information Page -Item 3D)
4. The premium for this policy will be determined by our Manuals of Rules, Classifications, Rates, and Rating Plans.
All information shown on the attached Extension of Information Page- Item 4 is subject to verification and change by
audit.
Minimum Premium: $500
Deposit Premium: $3,431
Total Estimated Policy Premium: $3,225
Reporting Frequency: Annually
Servicing/Issuing Office: PORTLAND AIR
1793-30
Producer: FULLHART INSURANCE-TIGARD
PO BON 231177 Countersigned by:
TIGARD, OR 9728.1 Dexter Legg,
Vice President and Secretary
Liberty Northwest Insurance Corporation Libertv
oocooxe Northwest
6103/2011 EFS Ig MemhrnrrGbcrn•MUtualGruup
CITY OF
ASHLAND
Council Communication
February 5, 2013, Business Meeting
Approval of a Special Procurement for Installation of Playground Equipment at
Garfield Park
FROM:
Don Robertson, Parks and Recreation Director, don.robertson@ashland.or.us
SUMMARY:
Request from Council, acting as the Local Contract Review Board, to approve an exemption from the
competitive bid process and directly award a contract to B&R Installation to provide professional
installation of playground equipment at Garfield Park.
BACKGROUND AND POLICY IMPLICATIONS:
Request for Council approval of a Special Procurement for the purpose of seeking an exemption from
the competitive bid process, custom designing a contracting approach, or for thee direct selection or
award of a public contract or series of contracts. The proposed procedure being recommended for this
"Contract-specific Special procurement" is direct award per the attached Special Procurement -
Request Approval (Written Findings).
Playground equipment is being purchased (State Contract #9788) for Garfield Park. B&R Installation
is the local authorized installer of this equipment certified by Landscape Structures. Having the
playground equipment installed by an authorized installer limits the liability to the City of Ashland.
FISCAL IMPLICATIONS:
The overall cost of this project is $11,940.00. The money has been budgeted in FY 13 in the Capital
Improvement Fund and has been outlined in the deferred maintenance costs.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of Special Procurement to award contract and proceed with installation.
SUGGESTED MOTION:
I move that the Council, acting as the Local Contract Review Board, adopt the findings set forth in the
attached Special Procurement Request for Approval and approve the Special Procurement described
therein.
ATTACHMENTS:
Special Procurement-Request for Approval (Written Findings)
Page I of 1
~r,
Re-SS
Recreation 6quipmenr
January 14, 2013
City of Ashland
Mr. Bruce Dickens
340 S. Pioneer St.
Ashland, OR 97520
Re: Installation of Landscape' Structures playground equipment at Garfield Park
Bruce,
Thank you again for the opportunity to provide the playground equipment for Garfield Park.
Here at Ross Recreation and Landscape Structures, we look forward to helping you and the City
of Ashland with your new park project.
We have provided an installation quote to you for the installation of the new Landscape
Structures play equipment at Garfield Park. Our crew of installers is factory certified by
Landscape Structures and is also NPSI (National Playground Safety Institute) certified with
regard to current safety standards. By providing installation services, you will be working with
myself as project manager, and with Ross Recreation throughout the park project, ensuring
complete oversight and management by the same company through design, equipment supply
and installation. With forty years of providing both playground equipment and installation
services, Ross Recreation has the experience and knowledge to help lead and complete a
successful and meaningful project.
I look forward to not only providing the play equipment for Garfield Park, but also assisting with
the construction and installation of the equipment. Please let me know what scheduling will
work best for you and the City of Ashland.
Best Regards,
CAA/-
Nick Philbin
Director of Sales and Marketing
Ross Recreation
Ross Recreation Equipment Co., Inc. - 7033 SW Macadam Ave., #102, Pordand, OR. 97219 - P: 503.432.8950
tuckpnarossrec.com - un ..rossrecxom - OR. CCB #186870
CITY RGC't FIRER Page 1 / 1
CITY OF
- DATE PO NUMBER
.
ASHLAND
20 E MAIN ST. 3/1/2013 11466
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 017625 SHIP TO: Ashland Parks
B & R INSTALLATION C/O 90 N. MOUNTAIN
8220 SW 166TH PLACE (541) 488-5354
ALOHA, OR 97007 ASHLAND, OR 97520
FOB Point: _ Req. No.:
Terms: Net Dept.:
Req. Del: Date: Contact: Bruce Dickens
Special Inst: Confirming? No
Quentity'L llnit": ' Description : . - Unit Price:: Ext. Pricer,
Installation of plavground equipment at 11,940.00
Garfield Park
Special Procurement
Approved by Council 01/09/2013
Contract for Installation of Playground
Equipment at Garfield Park
Beqinninq date: 02/25/2013
Completion date: 03/11/2013
SUBTOTAL 11 940.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 11,940.00
ASHLAND, OR 97520
Account Number;. Project Number - ' Amount _ Account Number Project Number. Amount C'
E 410.03.22.00.70420 E 000304.999 11 940.00
VE
Authoriz Signature VENDOR COPY
FORM#3 CITY OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: 7 2
Required date for delivery:
Vendor Name PAIZ • P ,
Address, City, State, Zip rL_
Contact Name & Telephone Number melt L ~~Y
Fax Number !~-ACC 7 -2i - a f D -3 6 )
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 Dale approved by Council: Contract #
❑ Verbal/Written quote(s) or proposal(s) ❑ Slate of Washington
Intermediate Procurement ❑ Sole Source Contract#
GOODS & SERVICES ❑ Applicable Form (45,6, 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 attached Date approved by Council: IT~'ZJl (Dale)
❑ Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total Cost
1~ gD
$
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached quotelproposal $ g
Project Numbercna-~59 Account Number
Account Number (O.0J-,Z6V-7&7(V 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 signing this requisition form, I certify that the City's public contracting requirements have beesaisfed.
Employee Signature"I~GrrCC/7/ Gl/~ Department Head Signature: -
(qual to or greater than $5,000)
Additional signatures (if applicable):
~ r9 3
Funds appropriated forcurrent fiscal year. ;YES'/ NO /Z-e/1--2
Finance Director- (Equal to orgreaterthhan $5,000) Date
Comments:
Form #3 - Requisition