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HomeMy WebLinkAbout2014-041 Contract - Quality Fence Contract for GOODS AND SERVICES Less than $25,000 CITY OF CONTRACTOR: Quality Fence Company ASHLAND CONTACT: John Huffman 20 East Main Street Ashland, Oregon 97520 ADDRESS: 114 W. Pine Street, Central Point; OR 97502 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-664-2281 DATE AGREEMENT PREPARED: February 18, 2014 FAX: 541-664-2949 BEGINNING DATE: March 1, 2014 COMPLETION DATE: February 28, 2017 COMPENSATION: $900.00 per year ("B" Street Yard - 2 service calls @ $75.00 per gate/2 gates; Police Department 1155 E. Main - 2 service calls @ $75.00 per gate/2 gates; Service Center 90 N. Mountain - 2 service calls $75.00 per ate/2 gates). Plus an cost of arts needed for ate operation. GOODS AND SERVICES TO BE PROVIDED: Contractor to perform a complete system check on automatic gates and components and test all parts for proper operation. Parts that are worn or not functioning will he replaced. Per attached semi-annual service contracts attached as Exhibits C, D and E. ADDITIONAL TERMS: If a gate needs to be serviced outside of these scheduled contracted service dates, the fee would be a minimum of $97.50 ($32.50 service charge and $65.00 per hour) plus any parts that need to be replaced. NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE as follows: 1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Contractor must also maintain a current City business license. 3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later than the date indicated above and start performing the work under this contract 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 b certified mail or in person. Contract for Goods and Services Less than $25,000, Revised 06/13/2013, Page 1 of 5 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: L 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 hot 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 Liabilit Insurance with a combined single limit, or the equivalent, of not less than Enter one: Contract for Goods and Services Less than $25,000, Revised 06/1312013, Page 2 of 5 $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.chanoe. 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. Contrac r: City of Ashland By By v~~ nature Departm nt Head Print Name Print Name mp~,gc rt. ra,,= ~eD l . 3/P O y Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. I Contract for Goods and Services Less than $25,000, Revised 06/13/2013, Page 3 of 5 i 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. 4V4- (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. ntractor (Date) Contract for Goods and Services Less than $25,000, Revised 06/13/2013, Page 4 of 5 Ad9 Sags.. Quality Fence Company CCB#8936 114 W. Pine Street - P.O. Box 3985 Central Point OR 97502 .-NO 108 100 LARGE (541) 664-2281 Fax (541) 664-2949 (800).451-8883 ...goMT00 SMALL Automatic Gate Semi-Annual Service Contract Commercial /Multiple Gate Locations Quality Fence will service the gates located at the 1097 B Street and B Street Yard, Ashland, twice a year for $150.00 per visit (example: 2 - visits x $150.00 = $300.00 per year) plus any cost of parts needed. for gate operation. Service dates to be scheduled around daylight savings time change in Spring and Fall. If a gate needs to be serviced outside of these scheduled contracted service dates, the fee would be a minimum of $97.50 ($32.50 service charge and $65.00 per hour) plus any parts that need to be replaced. Quality Fence will perform a complete system check on automatic gate and components and test all parts for proper operation: Quality Fence will replace any parts that are worn or not functioning. I agree to the Semi-Annual Service Contract as described herein, and understand that it will remain in effect until cancelled, in writing by me. I may cancel Semi-Annual Service at any time. Company Name Authorized Signature Date List of serviceable items that may apply to your Semi-Annual Service Call ❑ Clean Control Box Check Electrical Connections Service Time Clock Service Belt ❑ inspect/Adjust Clutch E] Antenna Service ❑ Adjust Chain Lubricate Chain ❑ Inspect sprockets Service Gate Wheels Inspect Welds ❑ Lubricate Hinges ❑ Lubricate Pivot Points E Check Entry Device E] Check Exit Device(s) Check S.O.S. Device ❑ Inspect General Operation ❑ Perform General Operation ❑ Touch Up Standard Paint Colors Any work performed not on checklist: "Fencing is our Field" raj says.- ' Quality Fence Company CCB #8936 114 W. Pine Street - P.O. Box 3985 Central Point OR 97502 NO 100 TOO URGE (541) 664-2281 Fax(541)664-2949 (800) 451-8883 ...NO JOB TOO MW Automatic Gate Semi-Annual Service Contract Commercial / Multiple Gate Locations Quality Fence will service the gates located at the Ashland Police Station located at 1155 E. Main Street, Ashland, twice a year for $150.00 per visit (example: 2 - visits x $150.00 = $300.00 per year) plus any cost of parts needed for gate operation. Service dates to be scheduled around daylight savings time change in Spring and Fall. If a gate needs to be serviced outside of these scheduled contracted service dates, the fee would be a minimum of $97.50 ($32:50 service charge and $65.00 per hour) plus any parts that need to. be replaced. Quality Fence will perform a complete system check on automatic gate and components and test all parts for proper operation. Quality Fence will replace any parts that are worn or not functioning. 1 agree to the Semi-Annual Service Contract as described herein, and understand that it will remain in effect until cancelled, in writing by me. I may cancel Semi-Annual Service at any time. Company Name Authorized Signature Date List of serviceable items that may apply to your Semi-Annual Service Call E] Clean control Box E] Check Electrical Connections E] Service Time Clock Service Belt Inspect/Adjust Clutch Antenna Service Adjust Chain E] Lubricate Chain Inspect Sprockets Service Gate Wheels Inspect Welds E] Lubricate Hinges E] Lubricate Pivot Points Check Entry Device Q Check Exit Device(s) r] Check S.O.S. Device F] Inspect General Operation Perform General Operation F] Touch Up Standard Paint Colors Any work, performed not on checklist: "Fencing is our Field" - ~ ~GfZG f~ Quality Fence Company CCB #8936 114 W. Pine Street - P.O. Box 3985 Central Point OR 97502 ._NO JOB TOO LARK (541) 664-2281 Fax (541) 664-2949 (800) 451-8883 ...NO 106 TOO SMALL Automatic Gate Semi-Annual Service Contract Commercial / Multiple Gate Locations Quality Fence will service the gates located at the Service Center located at 90 N. Mountain Avenue,.Ashtand, twice a year for $150.00 per visit. (example: 2 - visits x$150.00 = $300.00 per year) plus any cost of parts needed for gate operation. Service dates to be scheduled around daylight savings time change in Spring and Fall. If a gate needs to be serviced outside of these scheduled contracted service dates, the fee would be a minimum of $97.50 ($32.50 service charge and $65.00 per hour) plus any parts that need to be replaced. Quality Fence will perform a complete system check on automatic gate and components and test all parts for proper operation. Quality Fence will replace any parts that are worn or not functioning. I agree to the Semi-Annual Service Contract as described herein, and understand that it will remain in effect until cancelled, in writing by me. I may cancel Semi-Annual Service at any time. Company Name Authorized Signature Date List of serviceable items that may apply to your Semi-Annual Service Call ❑ Clean Control Box ❑ Check Electrical Connections 0 Service Time Clock E] Service Belt E] Inspect/Adjust Clutch ❑ Antenna Service F] Adjust Chain ❑ Lubricate Chain E] Inspect Sprockets F1 Service Gate Wheels Q Inspect welds E], Lubricate Hinges ❑ Lubricate Pivot Points ❑ Check Entry Device Q Check Exit Device(s) F] Check S.O.S. Device Inspect General Operation Perform General Operation Touch Up Standard Paint Colors Any work performed not on checklist: "Fencing is.our Field" 9QUALFE OP ID: KD 144cc>RO CERTIFICATE OF LIABILITY INSURANCE (DA02125/2014Y) 02/25/2074 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS 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 endorsements . ! PRODUCER Phone: 541.779-4232 CONTACT Hart Insurance NAME: 1123 Royal Ave. Fax: 641-772-3963 q~C No Eat: FAAIC No: Medford, OR 97504 E-MAIL Hart Insurance I Medford ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC0 INSURER A: SAIF Corp 36196 INSURED Quality Fence Co. INSURER B: dba: Reliable Electric P.O. Box 3985 INSURER C: Central Point, OR 97502-3985 INSURER D: INSURER E : INSURER 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. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR POLICY EFF POLICY E%P LTR TYPE OF INSURANCE INSR. POUCYNUMBER IMMIDDIYYYYI MMMDYYYY LIMITS GENERAL UABIUTY EACH OCCURRENCE $ COMMERCIAL GENERAL LIABILITY PREMISES Ea occurrence) E CLAIMS-MADE ❑OCCUR MED EXP(Any one person) E PERSONAL &ADV INJURY S GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS-COMPANP AGG E POLICY PRO, LOC $ AUTOMOBILE LIABILITY COMBINED SIN LE LIMIT Ea accident $ ANY AUTO BODILY INJURY (Par Panora) E ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Pa accident) S NON40 MED PROPERTY HIREDAUTOB DAMA AUTOS Per e4JEen1 $ $ U MBRELLA UAB OCCUR EACH OCCURRE NCE $ EXCESSUAB CLAIMS-MADE AGGREGATE S DED RETENTIONS $ WORKERS COMPENSATION WCSTATU- TH- ANDEMPLOYERTLIABILITY YIN X R U, T A ANY PROPRIETORIPARTNERIEXECUTIVE 736636 10101/2013 10/01/2014 E.L. EACHACCIDENT E 500,00 OFFICERIMEMBER EXCLUDED? NIA (Mandatory In NH) 738638 10/01/2012 10101/2013 E.L. DISEASE - EAEMPLOYE S 500,00 If yea, tleacdba under DESCRIPTION OF OPERATIONS below EL.DISEASE - POLICY LIMIT S 500,00 DESCRIPTION OF OPERATIONS ILOCATONSI VEHICLES (Attach ACORD 101, Additional Remade Schedule, if mom space Is required) 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. 90 N Mountain Avenue Ashland, OR 97620 AUTHORIZED REPRESENTATIVE Hart Insurance if Medford 01988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD ~.1 QUALFEN-01 ATHOMPSON CERTIFICATE OF LIABILITY INSURANCE 1 DATE(MM/DDIYYYY) 11/14/2013 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: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). CONTACT PRODUCER NAME: McMinnville Office PHONE uc "O Ean, (503) 472-2121 2226 ac No : 503 4345872 PaayyneWest Insurance, Inc. E-MAIL P.O. Box 269 ADDRESS: McMinnville, OR 97128 INSURERS) AFFORDING COVERAGE NAIC0 INSURERA: Hallmark Insurance Group 43494 INSURED INSURER B : Quality Fence Co Reliable Electric Western Vinyl Products INSURER C Steve Rletmann INSURER D: PO Box 3985 INSURERE : Central Point, OR 97502 INSURER 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. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LM UNITS INSR TYPE OF INSURANCE POLICY NUMBER MMIDDNYY MMIDD XP GENERAL LIABILITY EACH OCCURRENCE f 1,000,00 A X COMMERCIAL GENERAL LIABILm X 44CL466835 1111912013 11119/2014 PREMISES Ea o=rrance s 100,00 CLAIMS-MADE a OCCUR MED EXP(My one Person) S 5,00 PERSONAL a ADV INJURY f 1,000,00 GENERALAGGREGATE f 2,000,00 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMPIOP AGG S - 2,000,00 POLICY PRO- LOC f AUTOMOBILE LABILITY COMBINED SINGLE LIMB 1,000,00 Ee OcciderY A X ANY AUTO X 44CL466835 11/19/2013 11/19/2014 BODILY INJURY (Par person) s ALL OWNED SCHEDULED BODILY INJURY (Per accident) 3 AUTOS NON-OWNED f PWOTERTY DANA HIRED AUTOS AUTOS P sodderd S X UMBRELLA UAS X OCCUR EACH OCCURRENCE S 3,000,00 A EXCESS LULB CLAIMSAIADE CU466836 11/19/2013 11119/2014 AGGREGATE $ DED X RETENTIONS 10,000 3'000,000 S WORKERS COMPENSATION WC STATU- OTH. IMrTS AND PEMPLOYERS* ROPRIETOR/PARTNER/EXECUTIVE yI ANY PROPRIETOR/PAECUTIVE ) NIA (Mandatory E,L EACM ACCIDENT f In NN)EKCLUDEDI E.L DISEASE-EA EMPLOYE S If Ym, deWibe under DESCRIPTION OF OPERATIONS Eak EL. DISEASE - POLICY LIMIT $ A Commercial Property CL466835 11/19/2013 11/19/2014 leased eq 25,00 DESCRIPTIONOFOPERATIONSILOCAnONSIVEHICLES (An ChADRDteI,Addalensl Remarks Schedula,UmonspacelangWred) This certificate Is provided as evidence of liability Insurance but only as respects liability arising out of the activities by and on behalf of the named Insured CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS. 20 East Main Ashland, OR 97120 AUTHORIZED REPRESENTATIVE I Nov 1 s 2013 ©1988-2010 ACORD CORPORATION. All tights reserved. i eCDRD 25 !20101051 ( The ACORD name and I Do am Moistened marks of ACORD Page 1 / 1 C" RECORDER CITY OF ff L'," C-~ ASHLAND DATE "`RO NUMBER - 20 E MAIN ST. 3/20!2014 12153 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 000649 SHIP To: Ashland Building Maintenance QUALITY FENCE COMPANY (541) 488-5358 P O BOX 3985 90 N MOUNTAIN AVENUE CENTRAL POINT, OR 97502 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Payable on receipt Dept: Req. Del. Date: Contact: Dale Peters Special Inst: Confirming? No Quanti r --Unit .•Descri lion-. UnitPriee:-'• - Ext Price Biannual Gate Maintenance Contract 900.00 Gate locations: B Street (2) Gates $75.00 per gate Service Center (2) Gates $75.00 per gate Police Dept (2) Gates $75.00 per pate Contract for Goods and Services Beginning date: March 1, 2014 Completion date: February 28, 2014 SUBTOTAL 900.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 900.00 ASHLAND, OR 97520 Account Number Project Number ---°!Amount `-AccountNumber '-:Project Number Amount` - E 410.08.24.00.60240 E 000069.999 900.00 VENDOR COPY Aut ized Signature/ X21 FORM#3 CITY OF A regLIO-St for a Purchase Order ASHLAND REQUISITION Date of request: ~a3FESaa. . Required date for delivery: Vendor Name C IAI ITV FFNGE r nAApANV Address, City, State, Zip 114W PINF FT Contact Name & Telephone Number Fax Number CENTRAL POINT OR 97502 5416649991 FAX 5416642949 JOHN HI IFFMAN 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 ro sal attached f 25. Small Procurement Cooperative Procurement Less than $5.000 ❑ Request for Proposal (Copies on file) ❑ State of O egon ❑ Direct Award Date approved by Council: Contract # ❑ Verbal/V✓ritten quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other govemment agency contract 85.000 to 5100.000 El Written quote or proposal attached Agency E3 (3) Written quotes and solicitation attached El Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES Intergovemmental Aoreement L5 0 PEES to 875.000 ❑ Special Procurement ❑ Form#9,RequestforApproval ❑ Agency ❑ Less than $35,000, by direct appointment El 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 Sf= '/47Ti~^ H~c7 - GOmPe~rs~9Tlts v rg u A 6mar fi s }r vi x x a ~ _ A J% 17 S't~ievA`C.ES Sr.-37- 1-MC- N7S' ,~3 Mint J'}"l 4 pf"~6 p 1 } +t" ~ 7,~ I+i: Item # Quantity Unit Description of MATERIALS Unit Price Total Cost Per attached quotelProPosal 0 TorAl CosrY o ~ {g9 p f"E s , ,g!~,1n,rt r Project Number 000069.999 g'~ _ Account?Number410.08.24.00.602400_ rt~Y Sr, . Account Number - - - - - - - - - - - - - Account Number - - - 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: ITDirector Date Support-Yes/No By signing this requisition to eQi at the City's public contracting requirements have been satisfied. mp oyee Department Head: M u~ 9 2`- / (Equal to or r an $5,000) I Department Manager/Supervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current riscal year. YES / NO Finance Director- (Equalto orgreaterthan $5,000) Date Comments: Form #3 - Requisition FORM#S CITY OF ASHLAND SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS GOODS AND SERVICES Less than $100.000 n To: Dave Kanner, City Administrator Mike Faught, Public Works Director From: Dale Peters, Facilities Maintenance Date: 13 FEB 2014 Re: Sole Source Determination and Written Findings for Goods and Services In accordance with AMC 2.50.090(F), the Department Head shall determine in writing that there is only one provider of a product or service of the quality and type required available. Estimated total value of contract: $800.00 Project name: City Automatic Gate Maintenance Contract Description of goods and services: Semi-Annual Maintenance Contract for maintenance of 6 automatic gates. (3 year contract) Background: We have used Quality Fence Company continually for the last several years as the service provider for our automatic gates throughout the city. At many points in time we have contacted other local fence installation and maintenance companies for installation and maintenance and due to the level of automation, interfaces with our additional security systems, and equipment they have deferred to Quality Fence as they cannot meet our needs. We ask that this be treated as a sole source purchase. I j Form #5 - Sole Source -Goods and Services - Less than $100,000, Page 1 of 2, 211312014 Findings: /The findinrs below must include factual information supportine the determination) Market Research Overall finding: We have used Quality Fence Company continually for the last several years as the service provider for our automatic gates throughout the city. At many points in time we have. contacted other local fence installation and maintenance companies for installation and maintenance and due to the level of automation, interfaces with our additional security systems, and equipment they have deferred to Quality Fence as they cannot meet our needs. They are a local company that can provide onsite service in a timely manner in the event of a breakdown of equipment. !In accordance with ORS 279E 075, these are the examples offindiws that should be addressed Select at least one of the fPndinffs and prepare the determination as it specifically relates to the goods or services beme procured More than one fndfnz can be addressed The findinu are as follows. Pursuant to ORS 279B.075 (2)(a): Provide findings supporting your determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source. [Provide clear and concise information to support this determination.) Pursuant to ORS 279B.075 (2)(b): Provide findings supporting your determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source. [Provide clear and concise information to support this determination.] Pursuant to ORS 279B.075 (2)(c): Provide findings supporting your determination that the goods or services are for use in a pilot or an experimental project. [Provide clear and concise information to support this determination.] Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source. [Provide clear and concise information to support this determination. If there is more than one finding that supports this determination, please address them independently.J Form #5 - Sole Source -Goods and Services - Less than $100,000, Page 2 of 2, 2113/2014