HomeMy WebLinkAbout2013-332 Contract - American Industrial Door
Contract for GOODS AND SERVICES Less than $25,000
CITY OF CONTRACTOR: American Industrial Door LLC.
ASHLAND CONTACT: Jim Hill
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 5022 Table Rock Road
Telephone: 541/488-6002 Central Point OR. 97502
Fax: 541/488-5311
TELEPHONE: 541/664-5555
DATE AGREEMENT PREPARED: 9/3/2013 FAX: 541/664-5556
BEGINNING DATE: 9/3/2013 COMPLETION DATE:11/1/2013
COMPENSATION: NTE $23,950.00 per exhibit C.
GOODS AND SERVICES TO BE PROVIDED: Exhibit C.
ADDITIONAL TERMS: None
NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR AGREE as follows:
1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and
materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work to which they willbe assigned
in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods In accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the
contract be prematurely terminated, payments will be made for work completed and accepted to date of termination.
Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00, unless a
separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 279B.220, 279B.225, 279B.230, 279B.235, ORS Chapter 244 and ORS 670.600 are
made part of this contract.
7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract
is $19,825 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor
who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached
hereto as Exhibit B predominantly in areas where it will be seen by all employees.
8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Contractor (including but not limited
to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this
contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs,
judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
9. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Contractor, or at such later date as may be established by City under any of the following
conditions:
Contract for Goods and Services Less than $25,000, Revised 06113/2013, Page 1 of 5
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services,
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Contractor to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Contractor may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Contractor's performance of each and every obligation and duty under
this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to
the termination date if such work was performed in accordance with the Contract.
10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City.
Contractor shall have the complete responsibility for the performance of this contract.
11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated
against minority, women or emerging small businesses enterprises in obtaining any required subcontracts.
Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to
City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any
requirement of ORS 279A.110 or the administrative rules implementing the Statute.
12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an
asbestos abatement license..
13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all
persons employed by 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.
C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one,
$200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
d. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or
Contract for Goods and Services Less than $25,000, Revised 06/13/2013, Page 2 of 5
intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to
the City.
e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages
required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work
under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the
parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The
Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
.MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
19. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further
liability to Contractor.
20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is
required before any work may begin under this contract.
21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by
reference.
Contractor: City of Ashland
By By (,4ct ea 917
Signature Department Head
V/ /M I 411 t(
Print Name Print Name
/1i~hrr3~,2 q -io- i3
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 06/13/2013, Page 3 of 5
- EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury.
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
(1) 1 carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
(6) 1 assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
AMC-U,WPV&JAZI,f~ '096"'L
Contractor (Date)
Contract for Goods and Services Less than $25,000, Revised 06/13/2013, Page 4 of 5
664-5556 EXHIBIT C 08:21:16 a.m. 08-28-2013 1 /6
American Industrial Door LLC Estimate
5022 Table Rock Rd
Central Point, OR 97502 Date Estimate #
Phone # 541-664-5555 Fax # 541-664-5556 12i5i2012 s3Il
OR Lic # 56160 CA Lic # 857109
Name I Address Ship To
City Of Ashland FBO Hanger Door Project#2013-10
Attn: Scott Fleury 403 Dead Indian Memorial Rd
455 Sisiyou Blvd Ashland, OR 97520
Ashland, OR 97520
Terms Customer Name Customer Phone Installer Rep
50% Down 50% On Compl... 541-552-2292 Jim
Description Qty Rate Total
Remove Existing Sliding Door,, Track & Hardware. 23,950.00 3950.00
Modify & Fabricate Opening With I Beam Header & Jamb Assembly For Installation Of Door.
Cut Down, Modify & Reweld Door. Door To Fit Opening (Door Is Wide & Tall)
Install New Siding on Door, Adjust Limits & Door For Proper Operation.
Wire Electric Operators To Existing Electrical Panel
Note: If Panel Needs Upgraded This Will Be Bid As An Upgrade To This Estimate
• American Door Can Not Guarantee The Working Condition Of The Existing Motors Due
To Sitting Out In The Weather For Many Years
" Price Does Not Include Any Alterations To Roof If Door Is To Go Above Existing Roof To
Accommodate The Opening To Have A Clear 16' In The Open Position
NOTE: Any Engineering Or Permits To be Done By Others
American Industrial Door LLC is not responsibility for worldng
condition of existing operator. Electrical connections and painting Total $23,950.00
to be performed by others.
We propose to furnish all materials and perform all labor necessary to complete this job. Any alteration or deviation from the above
specifications involving extra cost of material or labor will only be executed upon written orders for same, and will become an extra
charge over the sum mentioned in this contract. All agreements must be made in writing. Price subject to change after 30 days.
Electrical connections and painting to be performed by others.
Signature submitted sy
t
541-664-5556 08:12: 50 a.m. 09-19-2013 2/2
9AMERIN OP ID: KD
MDNY
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CERTIFICATE OF LIABILITY INSURANCE 091D5113
/05/13
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER AND THE CERTIFICATE HOLDER
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(les) must be endorsed. N 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 541-779-4232 cN
Hart Insurance
1123 Royal Ave. 541-7724963 j4&0 NE FAX
Medford, OR 97504 ADD Eas N.
Hart Insurance I Medford
0aR1RER AFFORDING COVERAGE NAx:R
INSURER A ; SAIF 36196
INSURED American Industrial Door LLC INSURER B:
American Industrial Door WSUREAC:
Company
5022 Table Rock Rd. INSURER D:
Central Point, OR 97502 `U..
:
"UR F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDINO 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.
M TYPE OF INSURANCE LI
POLICYNUMBER WOO rftllvfia~ LIMIT"
GENERAL LIAWLIIY
5MF OCW0.RBJCE 5
COMMERCIAL GENERAL UABILITY S
CLN SMADE ❑ OCCUR IOEDEXP An Pne e.Dn $
PERMNAL S ADV INJURY $
GENERALAGOREGATE $
G EN'L AGGREGATE LIMfT APR16 Pt7i' PRODUCTS-COW00PAGG S
POLICY PR0. LOC S
JECT F-1 AUTONOBUE UABL" CO MSI GLEL
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ANY AUTO BODILY IWURY(PAr
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ALL OWNED SCHEDULED
AUTOS AUTOS BODILY INJURY (Per w dad) $
HIRED AUTOS UTgNON~YVnED PROPERTY GE S
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UNBRE LLAB OCCUR EACH OCCURRENCE S
Exam LIAB MAIA SAM AGGREGATE $
DED RE wl,oN s S
WORKER" ODMPMUTION VVCSTATU- OTH-
AND EMPLOYERS UABRAW X
A ANYPROPIUEfORRARTNERIEXECIAME YIN I.,~2 10A1/12 10/01/13 EL EACH ACCOUNT S 500,
OFFICERIMENa3t EXCLUDED'! NIA h'
(N.IWat.y In NH) 451192 10/01113 10/01114 El- DISEASE. EA Eu1PLOY S 500,00
f yyeeee desOlbe under
DEBBCPo PTIONOFOPEtATIONSbebw EL. DISEASE. MUCY LIMO S 500,
000
DESCRIPTION OF OPERATION" I LOCATION" / VEHICLES (Meson ACORD 101, AdWftnAl R.e6 . Sehadul4 N wn I..Pvv. I. ".1n ll
2013 slurry seal project #2013-10
CERTIFICATE HOLDER CANCELLATION
CITYASH
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.
Public Works Dept
20 E. Main Street AUTHORMED REPRESENTATIVE
Ashland, OR 97520 Hart Insurance I Medford
®1988-2010 ACORD CORPORATION. All rights reserved.
ACORD 25 (2010106) The ACORD name and logo are registered marks of ACORD
-664-5556 08:12:21 a.m. 09-19-2013 112
AMERIND-03 PHITE
DATE
CERTIFICATE OF LIABILITY INSURANCE,
19/1812013"Y'
8/18/2013
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: h the certificate holder Is an ADDITIONAL INSURED, the policy(les) must be endorsed. H 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 Ilea of such endorse s .
PRODUCER CONTACT
NAME:
Medford Office PHONE 541 779-1321 1412 Fffl No: 541 779-8197
Pe eWest Insurance, Inc.
36 North Central Ave. ;
Medford, 100 WSURER 9 AFFORDING COVERAGE ADDRESS
Medford, OR 97301 MAN: e
INSURERA:Westem National Mutual
INSURED omnER B: Western National Assurance Co 24405
American Industrial Dow LLC; American Industrial Dow Co. INSURERC:
5022 Table Rack Rd. el911 to
Central Point OR 97502 :URER E!
INSURER :
COVERAGES CA BER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE CE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED, 140 VITHSTANDI ' REOU - ERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSU Y P INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIO UCH S SHO MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR POLICY POLICY
TYPE wINSURANCE S NUMBER EF P LWm -
JJL GENERALLABanY EACH OCCURRENCE f 11000,0
A X COMMERCIAL GENERAL LIABILITY X 2 623/2013 tV23/2014 Is f 100,00
CLAIMS-MADE ❑X OCCUR WD EXP (kw one pesos f 5,00
PERSONAL 6 ADV IWURY f 1.000,00
GENERAL AGGREGATE f 2,000,00
GENT AGGREGATE LIMIT APP SLMR PRODUCTS-COMP/OPAGG f 2.000,00
POLICY X PRO- OC f
AUTOMOBILE LIABILITY NED LIMI 100000
nlNn , ,
e
B X ANYAUTO CPP10584 6123/2013 312014 BODILYINJURY(Pap ) Is
AUTOWNED SCH BODILY INJURY (Per aeeMm) f
AUTOS A
X HIREDAUTOS X N RTY GE f
f
X UMBRELLALAO CUR ,y CH OCCURRENCE f 2,000,00
A EXCESS LAB INISNADE UMB1009693-01 1 14- GATE f 2,000,00
DED X RETEMMON$ f
WORNERSCONPENSATIGN -Nsliaw STATU- OTM-
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ANDEMPLOYERWLIABILITY YIN
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RE: 2013 Slurry Seal Protect 82013-10
The City of Ashland, OR and Its sleeted omelals, omcere and Yees mu en required by y with to
Insured services to be provided to them under this contract as attached LAW (DIM). Coverage Is mnbm
form CWNCA37 (11/12). 30 day Cancellation notice on GL except 10 days for nonyreyme turn, form #WNGL69 (1211
CERTIFICATE HOLDER CELATION
"IV
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILD. BE DELIVERED IN
20 E. Main SL ACCORDANCE WITH THE POLICY PROVISIONS.
Ashland, OR 97520
AUTHORIZED R RE9ENTAmIE
01988.2010 ACORD CORPORATION. All rights reserved.
ACORD 26 (2010105) The ACORD name and logo are registered marks of ACORD
F51..M ¢T ~
,-,-r Page 1 / 1
CITY OF
. DATE PO NUMBER
ASHLAND
20 E MAIN ST. 9/23/2013 1.1892
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 001812 SHIP To: Ashland Public Works
AMERICAN INDUSTRIAL DOOR, LLC (541) 488-5587
5022 TABLE ROCK RD 51 WINBURN WAY
CENTRAL POINT, OR 97502 ASHLAND, OR 97520
FOB Point: Req. No.: -
Terms: Net 30 days Dept.:
Req. Del. Date: Contact: Scott Fleury
Special Inst: Confirming? No
Ouanti Unit Description - Unit Price Ext. Price.
FBO Hanger Door Replacement 23,950.00
Project 2013-10
Contract for Goods and Services
Beginning date: 09/03/2013
Completion date: 11/01/2013
SUBTOTAL 23 950.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 23,950.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount. - 'I
F 28U.08.00-00-3042100' E ^01 a i 0:0"^^ 23950:00 _
i - -
3 VENDORCOPY
Auth Zed Signature-
FORM # # 3 g 5 : k'v,h 5e 4'e u n'qal- C I T Y OF
t~BOr-l~r/° Q
,c'1< rr;:qtdes` for i? t,1s(°o'9cF:irn, 0,t`Clei' ASHLAND
V
REQUISITION Date of request: Io r3
Required date for delivery:
Vendor Name 011*__
Address, City, State, Zip SC>Z2 La.~a~ ¢oaD GFr 1CYQt Poc rr' M 979D'L
Contact Name & Telephone Number w ~1tu # %A1, /(.W_ 5SS
Fax Number
~ SAt,fot~d - 555(0
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 - Dale 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) ❑ Stale of Oregon
❑ Direct Award Date approved by Council: Contract #
❑ Verbal/Wrilten quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract It
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 E] Special Procurement Intergovernmental Agreement
$5,000 to $75,000 ❑ Form #g, 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/written solicitation Date approved by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total Cost
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Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
- 'iiOTAC'COST' Per attached quotelproposal er wra&~-r- S 4
J °
Project Number Zot3 - ro Account Number
Account Number2no-08.0 -00- =F097°0 AccountNumber___-__-__-
*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:
IT Director Date Support -Yes/No
By signfn ' equisdron form, I certify that the City's public contracting requirements have been satisfied.
v City Administrator:
(Equal to or greaterthan 25,000)
Funds appropriated for current fiscal year YE / NO A& z / 3
Finance Director- (Equal to or ater than $5.000) Date
Comments:
Form #3 " Requisition
CITY OF
ASHLAND
DETERMINATIONS TO PROCURE
GOODS AND SERVICES
THREE QUOTES
To: Dave Kanner. Public Contracting Officer
From. Scott A. Fleury
Date: 9-10-2013
Re: DETERMINATIONS TO PROCURE GOODS AND SERVICES FOR INSTALLATION OF A NEW
HANGAR DOOR AT THE ASHLAND MUNCIPAL AIRPORT.
Background
The Fixed Base Operator (FBO) maintenance hangar door has been in disrepair for numerous years. The
City has maintained the door as it is a City owned building at the airport. The FBO leases the hangar as
part of a Council approved lease agreement.
The City of Ashland Engineering Department sent out five requests for quotes using the intermediate
procurement process to obtain services relating to replacing the Fixed Base Operator (FBO) maintenance
hangar door. This project was approved through the budget process. The solicitations were mailed out on
August 8, 2013 and responses were due by August 29, 2013 (reference attached form 42).
The City tried to obtain quotes from Ausland Group, Batzer Construction, American Industrial Door,
Adroit and Southern Oregon Steel.
Only American Industrial Door submitted a response to the solicitation. The Engineering Department is
proceeding with awarding a goods and services contract for the required work with American Industrial
Door.
Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of t, 9/12/2013
CITY OFFORM #2 ASHLAND
INVITATION TO BID - TRADE SERVICES
INTERMEDIATE PROCUREMENT
Release date: August 8, 2013
Requested by (name/dept/telephone/fax/emaiI): Scott A. Fleury/Public Works Engineering
541488-5347 (office)
541-488-6006 (fax)
fleurys@ashland.or.us (email)
20 E. Main St. Ashland OR. 97520 (mailing address)
51 Winbum Way Ashland OR. 97520 (drop off address)
Bids are due by (time/day/date): August 29, 2013
Project name: Fixed Base Operator (FBO) Hangar Door Project #2013-10
Job site location (name/address): 403 Dead Indian Memorial Road, Ashland OR. 97520
Project completion required by (date): October 31, 2013
Preferred method of shipment for materials/equipment (if applicable): FOB Ashland- Freight Prepaid
Bids may be faxed, entailed or hand delivered. Contractors shall submit bid on their company letterhead. Informal email
bids and/or late bids will not be accepted. Terms or discounts which are conditioned upon payment within a certain time
will not be considered for purposes of comparison of bids.
The successful contractor will be required to enter into a contract with the City for the services and provide insurance
certificates in their own name for General Liability, Automobile and Workers' Compensation.
"OR EQUAL": Any brand name listed in the specifications as "or equal" or "or equivalent" shall establish the minimum requirements for quality, utility,
durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Bidder may show cost
difference, alternates and options in the space provided in die quote. This clause is not meant to be restrictive, but to set the minimum standard. THE CITY
SHALL DETERMINE, IN ITS SOLE DISCRETION, WHETHER A PRODUCT OFFERED IS "EQUAL." When the designation is "or equal" or
"equivalent" City shall make its decision after Bid Closing.
SCOPE OF SERVICES
The work shall consist of supplying all labor, equipment and materials necessary to perform the following
work:
Remove existing FBO sliding hangar door
Modify existing opening for installation of new door
Modify new door for installation
Skin new door frame
Install all hardware for installation of new door
Install new hangar door
Ensure new hangar door operates appropriately
Provide warranty for all materials and workmanship
Contractor responsible for scheduling and obtaining all necessary building inspections for building
permit approval
Form #2 - Intermediate Procurement, Invitation to Bid, Trade Services, Page 1 of 2, 9/10/2013
• Door replacement engineering and structural calculations are attached for reference.
City of Ashland has obtained appropriate building and electrical permits for job in advance.
Contractor will be required to enter into the attached Goods and Services Contract with the City
of Ashland and provide all required insurance per contract.
To schedule site visits please contact Bob Skinner at Skinner Aviation @ 541/482-7675
All Pricing Must Be Held Firm For 30 Days
Method of Award: ORS27913.070Intermediate procurements. (4) Ifa contract is awarded, the contracting agency shall
award the contract to the offeror whose quote or proposal will best serve the interests of the contracting agency, taking into
account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability
for a particular purpose and contractor responsibility under ORS 279/3.110.
G:\pub-wrks\eng\13-10 FBO Hangar DoorW_Admin\Cons Pre Contract\Form #2 - Intermediate Procurement Invitation to Bid -'rRADE
SERVICES-EBO Hangar Doocdoc
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