HomeMy WebLinkAbout2014-035 Contract - Polaris Land Surveying LLC
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Contract for PERSONAL SERVICES less than $35,000
CITY OF CONSULTANT: Polaris Land Surveying LLC
ASHLAND CONTACT: Shawn Kampmann
20 East Main Street
Ashland, Oregon 97520 ADDRESS: PO Box 459, Ashland OR 97520
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: (541)482-5009
DATE AGREEMENT PREPARED: January 27, 2014 FAX: (541)488-0797
BEGINNING DATE: February 1, 2014 COMPLETION DATE: February 1, 2014
COMPENSATION: Time and Material not to exceed estimate provided in attached Exhibit C
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SERVICES TO BE PROVIDED: per attached Exhibit C
ADDITIONAL TERMS: None
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, in consideration 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 $19,825 or more, Consultant 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 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, Revised 06/30/2013, 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, Revised 06/30/2013, 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 furnish
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 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.
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 attached hereto as Exhibit A and herein incorporated b reference.
onsulttaanlt:- City of Ashland
Signature Department Head
Print Name / Print Name
A N 4~, y ++YG~ a J III
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No. l
Contract for Personal Services, Revised 06/30/2013, 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.
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(I t&'Vf S L-U"^J sur~') '15 LLL 1 ~-i4
Contractor (Date)
Contract for Personal Services, Revised 06/30/2013, Page 4 of 5
EDdI-1/Bi7-' C
F 0 A, A 9 1 0 LAND SURVEYING, LLC
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January 22, 2014
City of Ashland Engineering Department
51 Winburn Way
Ashland, Oregon 97520
Attn: Pieter 5meenk P.E.
Re: Boundary, Right-of-Way, Utility, Flood Elevation and Topographic Surveys
Independent Way: Tolman Creek Road to Washington Street Project
Assessor's Map No. 391E 1413A, Tax Lots 500, 600, 601, 700, 800 & 900
Dear Pieter,
Peryour request based on our recent correspondence regarding this project, the following is a
proposal for surveying services to perform Property boundary, Right-of-Way, Topographic and
Flood Elevation & Post-Construction As-built Record Surveys on 12 acres for the proposed
Independent Way Engineering Project between Tolman Creek Road and Washington Street for a
new public street connection across IPCO Development properties at 640 Tolman Creek Road,
per the following scope of services:
SCOPE OF SERVICES:
♦ Research of deeds, surveys and easements of the subject property and adjoiners
based on a current title report to be furnished by owner.
♦ Field survey to establish project survey horizontal & vertical control network from
previous surveys performed by this office adjacent to the site and to locate and tie
controlling survey monuments to determine property boundaries and rights-of-way
for Tolman Creek Road, Washington Street and the Central Oregon & Pacific
Railroad. Also to locate and map existing street & site improvements to include
pavement, curbs, sidewalks, striping, signage, driveways, parking, buildings, retaining
walls, exposed utilities, fencelines, Hamilton Creek riparian corridor, significant trees,
slopes, grades and othergeneraltopographic, features.
♦ Office calculations and analysis of field survey data necessary for the preparation of
topographic project base mapping at one-foot contour intervals to include property,
easement and right-of-way boundaries, site utility plan, riparian setback and base
Flood Elevation (13FE) lines along Hamilton Creek, and existing street & site
improvements. Deliverables to include mapping in an electronic AutoCAD.dwg format
as well as on printed media to a standard engineering scale.
♦ Prepare legal descriptions for proposed Independent Way right-of-way, relocated
Conservation Easement and Public Utility Easements (if necessary).
j 1 P. O. Cox 459, Ashland, Oregon 97520 u Phone: (541) 462-5009 * Fax: (541) 466-0797
Q- Mobile: (541) 601-3000 x www.polarls survey. so.
Pieter 5meenk P.E.
January 22, 2014
Page 2
EEE5:
Fees will be paid on a Tim and Materials, Not to Exceed Basis according to the attached hourly
rate schedule enclosed as Exhibit A, which is valid until December 31, 2014. All additional work
that is outside the scope of services as described will also be paid at said described hourly
rates. Polaris Land Surveying LLC will endeavor to keep the actual cost of the work as low as
may be consistent with the purpose of the project and with proper workmanship and materials.
The cost to perform the surveying services as outlined in the Scope of Services above is as
follows:
A range between Nineteen Thousand Five Hundred Dollars ($19,500.00) and Twenty
One Thousand Eight Hundred Dollars ($21,800.00), Not to Exceed $21,800.00.
Any fees required by Jackson County, title companies, or other quasi-governmental agencies are
not included in the surveying costs outlined above and shall be the responsibility of the City of
Ashland for the city required fees and be reimbursed to Polaris Land Surveying LLC for the
Jackson County and title company fees.
As compensation for services rendered, an invoice will be sent on the 20th day of each month, or
at the conclusion of the project, showing the hours and rates of the various classifications of
personnel working on the project.
In the event suit or action is instituted to enforce this agreement or any terms hereof, or in the
event of an appeal from suit, action or proceeding, the prevailing party shall be entitled to such
sums as the court may adjudge reasonable as attorney's fees in such suit, action or appeal.
This letter is written as a Surveying Proposal and Agreement. An acceptance line is provided for
your signature if you wish to engage us to perform the aforementioned services. Please return
one signed copy for our files.
If you have any questions, please don't hesitate to call.
Yours truly,
Shawn Kampmann
Profe55ional Land Surveyor
CC: Scott Fleury, brad Barber
5:\5urvey5\846-14\lndependent Way Survey propooal.docx
AUTHORIZATION
Approved By Date
P. 0. Box 459, Aehland, Oregon 97520 x Phone: (541) 462-5009 • Fax: (541) 469-079_7
'J Mobile: (541) 601-3000 x www.polariaourvey.com
PO L A X I O LAND B UIZVEYING, LLC
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EXH 1 BIT "A"
POLARIS LAND SURVEYING LLC
EEE_5.CHEDULE
(EFFECTIVE JANUARY 1, 2014)
PRINCIPAL LAND SURVEYOR ................................$120.00 / hour
PROFESSIONAL LAND'5URVEYOR ..........................$100.00 if hour
5ENI6R SURVEY TECHNICIAN $ 80.00 / hour
SURVEY TECHNICIAN $75.00 / hour
DRAFTING TECHNICIAN $ 70.00 / hour
SURVEY FIELD CREW (STANDARD) $135.00 / hour
SURVEY FIELD CREW (w/ GP5) $150.00 / hour
DOCUMENT P.ROCE551NG $ 60.00 /hour
MILEAGE (out of town projects) $ 0.565 / mile
OUT-OF-POCKET EXPENSES .................................ACTUAL C05T
p. 0. Box 459, Ashland, Oregon 97520 x phone: (541) 462.5009 * Fax: (541) 466.0797
~,li MobIT.":
,(541) 601-5000 x ....polo rise orrey.o o.
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CITY 0
LAW- ' RECOR E
DATE PO NUMBER
ASH
20 E MAIN ST. 2/26/2014 12117
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 00$064 SHIP TO: Ashland Public Works
POLARIS LAND SURVEYING INC (541) 488-5587
PO BOX 459 51 WINBURN WAY
ASHLAND, OR 97520 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net Dept:
Req. Del. Date: contact: PIETER SMEENK
Special Inst: Confirming? NO
Quanti Unit Description unit Price Ext Price
SURVEYING FOR INDEPENDENT WAY FROM 21,800.00
WASHINGTON ST TO TOLMAN CREEK AND
PARTIAL BUILD OUT OF 41.1 ACRES IN THE
SURROUNDING AREA
CONTRACT FOR PERSONAL SERVICES
BEGINNING DATE 02/01/14
COMPLETION DATE 02/01/14 (SAME
DATE-ERROR)?
BILL To: Account Payable SUBTOTAL 21800.00
TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 21,800.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E 260.08.12.00.70420 E 201325.100 21 800.00
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Auth Zed Signature VENDORCOPY
FORM#3 CITY OF
A request for a Purchase Order ! ASHLAND
REQUISITION Date of request:`
1100)) J( lVf3)r(tp A Required date for delivery:
Vendor Name w" d.C (1f(lC~
Address, City, State, Zip ' Po uhGx ti5'T / J (5~} 11~{ ~Z
Contact Fax Number & Telephone Number A5 J)Jevnd R q q r,ZL7
s J
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) ❑ 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 I
(3) Written quotes and solicitation attached ❑ Form #4 Personal Services $5K to $75K Contrail # I
PERSONAL SERVICES Special Procurement Interoovemmental 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: i (Date)-
Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total cost
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SM\)f )r Cop Ra d rXPh'(I i & 3
U ;1 Irv r qr~,
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
{TOTALiCOSTy2
Per attached quotelproposal ~ v6~~'r }gym
Project Number Account Numberllzti - ~V- -&y4j( , , ` A p Y P
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:
IT Director Date Support-Yes/No
By signing this requisition/form, /I certify that the City's public contracting requirements have been satisfied.
Employee: ~4G~ { I Department Head: W\--: 1,1 -s tC
r \ (Equal to or greater than $5,000)
Department Manager/Supervisor: City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year S•' / NO 31-712,/
Finance Director- (Equal to org r than $5,000) Date '
Form #3 - Requisition