HomeMy WebLinkAbout2013-123 Contract - Southern Oregon Tree Care
Contract for PERSONAL SERVICES less than $35;000
C I T Y OF CONSULTANT: Southern Oregon Tree Care.
ASHLAND
VVillie Gingg
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 2568 Crater Lake Avenue
Telephone: 541/488-6002 Medford, OR 97504
Fax: 5411488-5311
TELEPHONE: 541-772-0404
DATE AGREEMENT PREPARED: May 8,
2013 FAX: -
BEGINNING DATE: May 8, 2013 COMPLETION DATE: June 1, 2013
COMPENSATION: Not to exceed $600.00
SERVICES TO BE PROVIDED: Health Assessment and maintenance bid for the black cottonwood located at
380 Clay Street.
ADDITIONAL TERMS: See Scope of Work
FINDINGS:
Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and
determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor
resources to perform the services, (3) the statement of work represents the department's plan for utilization of such
personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient
to perform-the quality, quantity and type of work requested in the scope of work within the time and financial constraints
provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein
is fair and reasonable.
NOW THEREFORE, inconsideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
follows:
1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall, at.its own risk and expense, perform the personal services described
above and,' unless otherwise specified, furnish all labor, equipment and materials required for the proper performance
of such service.
3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel
assigned to the work required under this contract are fully qualified to perform the service 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.
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5: Compensation: City shall pay Consultant for service 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.
6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
city.
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is $19,494 or more, Consultant is required to comply with
chapter 3.12 of the A§hland 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 service work under
this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees.
9. Indemnification: Consultant 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 Consultant (including but not
limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services
attendant to this contract). Consultant 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..
10. Termination:
a. Mutual Consent. This contract may be terminated at an time b mutual consent of both parties.
Contract for Personal Services, Page 1 of 5
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 Consultant, 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 Consultant 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 Consultant 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 Consultant's performance of each and every obligation and duty under
this contract. City'by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant 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, Consultant shall immediately cease all activities under _
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant 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 Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City.
Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide
workers' compensation coverage as required in ORS Ch 656 for all persons employed-to perform work pursuant to
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12. Assignment and Subcontracts: Consultant 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. Consultant 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.
13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant 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. ,
14. Insurance. Consultant 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. Professional 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 claim, incident or occurrence. This is to .
cover damages caused by error, omission or negligent acts related to the professional services to be provided
under this contract. . ,
C. 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.
d. 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.
e. Notice of cancellation or change. There shall be,no cancellation, material change, reduction of limits or
Contract for Personal Services, Page 2 of 5
intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to
the City.
f. Additional Insured/Certificates of Insurance. Consultant 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 Consultant's services to be provided under this Contract. The consultant's insurance is primary and
non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall fumish
acceptable insurance certificates prior to commencing work under this contract. 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
Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
15.. 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 Consultant 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. Consultant, 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.
16: THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OFfTERMS 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.
CONSULTANT, 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.
17. 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. Consultant .
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 Consultant, with no further
liability to Consultant.
Certification. Consultant shall sign the certification attac s Exhibit A d herein incorporated b reference.
onsultant: o
Bye By
I ) Signature Department Hea T
Print Name n t Name ~irc-r- ro/Z-
lA ZO 11
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No.
Contract for Personal Services, Page 3 of 5
04/25/2013 15:47 FAX Q007
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.
w ~ (2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
U~ (3) Telephone listing is used for the business separate from the personal residence listing.
6 (4) Labor or services are performed only pursuant to written contracts.
w ~L (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.
~(I 14,P (Vr nl 7 GP °3- 7S -43
Contractor (Date)
Contract for Personal Services, Page 4 of 5
.CERTIFICATE OF LIABILITY INSURANCE 03;, 12013
THIS CERTIFICATEIS ISSUED AS A MATTER OF INFORMAT10NONLYAND CONFERSNO RIGHTS UPON THE CERTIFICATEHOLDER.THIS
CERTIFICATEDOES NOT AFFIRMATIVELYOR NEGATIVELYAMEND, EXTENDOR ALTER THE COVERAGEAFFORDEDBY THE POLICIES
BELOW. THIS CERTIFICATEOF INSURANCEDOES NOT CONSTITUTER CONTRACTBETWEENTHE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVEDR PRODUCER,AND THE CERTIFICATEHOLDER.
IMPORTANT: If the certificate holder is an ADDITIONALINSURED, the policy(ies) must he endorsed. If SUBROGATIONIS WAIVED, subject to
tFe terms and conditions of the policy, certain policies may require an endorsement. Astatement on this certificate does not confer rights to the
certificate holder in lieu of such endorsements .
PRODUCER CONTACT Jim Hatton
James A Hatton lnsuranceAgency PKONE 541-773-3413 FAX 541-776-7514
psu 21 Hawthorne E-MAIL
Medford OR 97504 INsugg, A. Century Surety Company .
INSURED
IMliie Gingg
PO Box 5140
Central Point OR 97502 INSURER F
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 CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAYBE ISSUED OR MAYPERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, _
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAYHAVE BEEN REDUCED BY PAID CLAIMS.
INSR TYPE OF INSURANCE DOL UBR POLICY EFF POLICY EXP LIMITS
GENERAL LIABILITY 1,000,000
MMERCIAL GEN UABIUTY DAMAGE TO RENTED
75,000
❑ CLAIMS-MADE 0 OCCUR 5,000
A ❑ CCP756872. 3192013 3192014 1,000,000
❑ 2,000,000 -
GENERAL AGGREGATE , N'L AGG TE LIMIT AEE~IES PER _ 2,000,000
❑ ❑ PRO ❑ S
~UC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 1000000
❑ ANY AUTO BODILY INJURY (Per para.) S
❑ ALL OWNED SCHEDULED CCP756872 3/92013 3192014 BODILY INJURY (Per amden S
AUTOS AUTOS
❑ HIRED AUTOS NON-OWNED PROPERTY DAMAGE $
171 ❑ AUTOS po~ $
❑ UMBRELLA LIAR ❑ OCCUR EACH OCCURRENCE S
❑ EXCESS I Us ❑
1-11 DED 101 RETENTIONS S
WORKERS COMPENSATION ❑ VrC STATU- ❑OTH-
AND EMPLOYERS' LIABILITY YUH
ANY PROPRIETORIPARTNEWEXECL N I A
OFFICEPoMEMBER EXCLUDED? I
IYandalPry In NH)
If descI wdm
SC 11Mts
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Aftx N ACORD 101, Addinanal Remark Sahedub, H mart span 4 mqulrtd)
SHOULD ANY OF THE ABOVE DESCRIBEDPOLICIES BE CANCELLEDBEFORE
City of Ashland THE EXPIRATIONDATE THEREOF NOTICE WRL BE DELNEREOIN
ACCOROANCEWITH THE POLICY PROVISIONS.
S AUTRORD:ED REPRESEI'----
I/L 4--6-v
ACORD25(2010105) 0 1988-2010ACORD CORPORATION. All rights reserved.
The ACORDname and logo are registered marks of ACORD
• STATEMENT OF WORK
Tree Health Assessment
380 Clay Street, Ashland Oregon
A. PROJECT MANAGEMENT TEAM ("PMT")
Southern Oregon Tree Care, LLC
2568 Crater Lake Ave. williegsotreecare.com
Medford, OR 97504 541-772-0404
Willie Gingg - PN-5564B
City of Ashland
Amy Gunter, Assistant Planner guntera@ashland.or.us
Department of Community Development 541-552-2044
20 E Main Street
Ashland, OR97520
PROJECT DESCRIPTION:
The owner of subject tree, the City of Ashland is requesting a full health assessment or the tree. A delineation of
a recommended tree protection zone necessary for future development and a general maintenance strategy .
including estimated annual / bi-annual costs for the approximately 75-inch in diameter at breast height (DBH)
Black Cottonwood located at 380 Clay Street.
More specifically staff would like the following questions addressed in the Arborist Report.
• Age of the tree.
• Size of the tree
• Description of any distinctive. form or unique qualities of the tree.
• Mortality (avg. life-span) of the Populus species.
• A description of the Populus species' suitability to site modifications from development
o To what extent should any future development (excavations, structures, etc.) be set back to establish
an adequate tree protection zone as necessary to preserve the health of the tree?
o Can the tree tolerate some level of development and if so how close (optimum vs. next level)?
• Maintenance needs
o Provide recommendations for any immediate maintenance necessary to remove potential hazards
including costs.
o Provide recommendations for a long term maintenance schedule including costs.
Completion Date of May 30, 2013.
Page 1 /1
CITY OF
r ATE PO NUMBER
ASHLAND
I L 20 E MAIN ST. 5/16/2013 11599
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 017023 SHIP TO: Ashland Planning Department
SOUTHERN OREGON TREE CARE (541) 488-5305
PO BOX 5140 51 WINBURN WAY
CENTRAL POINT, OR 97502 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Amy Gunter
Special Inst: Confirming? No
Quantity Unit Description Unit Price Ext. Price
Arborist evaluation of Black Cottonwood 600.00
at 380 Clay Street (City of Ashland
property) includinq recommendations for
tree protection zone and maintenance
estimate.
Contract for Personal Services
Beqinninq date: May 8, 2013
Completion date: June 1, 2013
I
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1
i
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SUBTOTAL 600.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 600.00
ASHLAND, OR 97520
Account Number Project Number - Amount ' Account Number Project Number Amount
E 110.09.27.16.60410 600.00
i
I
Aut ized Signature VENDOR COPY
FORM#3 CITY OF
ASHLAND-
REQUISITION Date of request: 5:13.N11
Required date for delivery: ASAP
- Vendor Name Sri, dhAm nrA9nn Traa rarA
Address,-City; State, Zip 2568 Crater Lake Avenue, Medford OR 97504 - - "
Contact Name & Telephone Number Willie Gingg (541)772-0404
Fax Number
SOURCING METHOD
FExempt from Competitive Bidding ❑ Emergency
or exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
0 Date approved by Council: ❑ Written quote or proposal attached
uote or ocuremenCooperative Procurement
.000 Request for Proposal (Copies on file) ❑ Sate of O egon
ard Date approved by Council: Contract #
ritten quote(s) or proposal(s) ❑ Stale 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 and solicitation 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
Aq Less than $35,000, by direct appointment Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by Council: (Date)
- ❑ Form 94, Personal Services $5K io $75K Valid until: Date
Description of SERVICES Total Cost
Arborist evaluation of Black Cottonwood at 380 Clay Street (City of Ashland $ NTE 600.00' '7 -4 "
roe includin recommendations for Tree Protection Zone and Maintenance estimate
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
® Per attached quotelproposal TOTAL COST '
Project Number Account Number
s-~y- 1!af?"Uy%DO
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:
or Date Support-Yes/No
y signing fl~is requisition form, l certify that the City's public contracting equi menfs.h been safisfi
Employee Signatures J Department Head Signal
(Equal to or gre er than $5,000)
City Administrator
Funds appropriated for current fiscal year. YES / NO (Equal to or greater than $25,000)
Finance Director- (Equal to or greater than $5,000) Date
Comments:.
i
Form #3-Requisition