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HomeMy WebLinkAbout2014-135 Contract - Hansford Economic Consulting CITY OF CONSULTANT: Hansford Economic Consulting -ASHLAND CONTACT: Catherine Hansford 20 East Main Street Ashland, Oregon 97520 ADDRESS: PO Box 10384, Truckee, CA 96162 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 530-412-3676 DATE AGREEMENT PREPARED: 5/30/14 EMAIL: Catherine@hansfordecon.com BEGINNING DATE: June 16, 2014 COMPLETION DATE: June 30, 2015 COMPENSATION: As per attached fee schedule shown in Exhibit D, not to exceed $60.000. SERVICES TO BE PROVIDED: Perform water rate cost of services study as per attached scope of work, Exhibit C. ADDITIONAL TERMS: N/A 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 C (3) 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 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. C:\Usels\cathedne\tiANSFORD ECONOMIC CONSULTIN13\PROJECTSwEC\140136 Ashland Water Rateswansford Conhad.d= Page 1 of 11 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: $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: $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: $500,000, $1,000,000, $2,000,000, 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 intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurers to C:%Users%cathedneyiANSFORD ECONOMIC CONSULTINGWROJECTSWEC\140136 Ashland Water RatesWansford ContracLd= Page 2 of 11 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 C 2 and herein incorporated b reference. onsultant: City of Ashland SU o eO ~c 6qignature/ By vC~ By Department H Print Name Print Name i Af01 A-1 L L 111 rf Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. C:\Users\cathenne\IiANSFORD ECONOMIC CONSULTINGIPROJECTSUIEC\140136 Ashland Water Rates\Hansford Contract d= Page 3 of 11 EXHIBIT A Certifications and 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) I cant' 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. -1Z- (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) I 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. ~Ar1146rxInl F /44,AJSroZ-6 U 4 ae)14- Contractor ( ate D64 CCOMOMIC C^CSNSvL: C:\Users\eathednelliANSFORD ECONOMIC CONSULTINGIPROJECTSWEC1140138 Ashland Water Rates\liansford ContracLdc Page 4 of 11 EXHIBIT C Scope of Services The Water Rate Cost of Services Study will be conducted in 8 tasks. Each task is detailed below. Task is Orientation and Management HEC will provide a written data request with information necessary to conduct the study. Using the City- provided data, HEC will thoroughly review the City's water enterprise fund including revenue and cost information for all operations, maintenance, administration, general expenses, short and long term liabilities, as well as capital and reserve expenditures. The water fund financial review will establish the historical and current financial health of the water enterprise fund, generally describing components of annual revenue, and characterization of expenses. Following this base analysis, key factors of the study will be discussed at an orientation meeting held with all appropriate City staff. Financial goals and policy objectives will be reviewed as they will shape key inputs to the water rate model and recommendations of the study. HEC will also provide project management under this task. Staff Support: Gather necessary data, meet with HEC and GoodStanding. HECDeliverables: Written data request and brief memorandum summarizing orientation. Task 2: Cost Classification and Customer Profiling HEC will discuss with City staff the appropriate cost allocations between customer, capacity, and consumption for the ten-year Study period. Customer profiling is necessary for determining usage tier levels by customer class in Task 4. HEC will use the past 60 months of historical demand and billing data to provide customer usage profiles by customer type. This task is essential for understanding of historical consumption by customer class and recommending a well-designed rate structure. Staff Support: Provide asset inventory (for cost allocation) and metered water use data (for customer profiling). HEC Deliverables: Memorandum summarizing cost classifications and customer characteristics. Task 3: CIP Financing Strategy and Fees/Charges Calculations HEC will summarize the ten-year CIP and financing strategy presented in the 2012 Water Master Plan. The Excel model will be able to evaluate the impact of the funding options (such as low interest loans, bond sales and so forth) for capital improvements on customer rates. HEC will utilize the system development charges (SDCs) developed by the City's financial consultant for inclusion in estimated revenue generation by new development. Other charges for services, such as new hookups and disconnections, shall also be reviewed and updated under this task. C:\U$ers\cathedne\HANSFORD ECONOMIC CONSULTING\PROJECTS\HEC1140138 Ashland Water Ratesviansford Contract dc= Page a of 11 Staff Support: Provide ten-year CIP, existing debt documentation, and cost data for service charges. HEC Deliverables: Memorandum with strategy for funding CIP, including system development charges calculations and other water services charges. Task y: Cost of Service and Rates Analysis The cost of service and rates analysis is based on the projection of revenue requirement. Revenue requirement is the revenue necessary to fully cover all operating and non-operating expenditures net of revenues. Methodologies to project expenses will be discussed with staff and stakeholders. Non- operating cost considerations, such as an operating reserve, rate stabilization fund, or additional funds to meet debt service coverage requirements will be incorporated. Non-operating revenues, such as interest revenue, will be included as credits in the analysis so that the revenue requirement is not over- estimated. A projection of revenue deficiency will be conducted by comparing the existing level of revenues with projected annual expenditures. The revenue requirement is allocated to user groups based on cost classification (customer or capacity costs, which are recouped with flat monthly charges, and consumption costs which are recouped with usage charges) and customer usage characteristics (water demand patterns for average and peak monthly usage). The customer usage factors are determined based on the customer profiling exercise in Task 2. HEC incorporates the effect of price-elasticity into the future water demand projection. In addition, potential effects of water conservation programs will be factored into the analysis. Potential alternative rate structures will be evaluated carefully, with consideration to any developed policy objectives in terms of operations, the impact to large users, and affordability. Specific rate-design issues to be addressed include separate charges for pumping zones and recovery of energy costs, and incentivizing water conservation. In particular, the effectiveness of reaching water conservation targets through rates will be analyzed in detail (additional tiers and seasonal water pricing). Recommendations to improve fiscal stability will be provided; they may include creating a rate stabilization fund, shifting costs collected through base and use charges, and so forth. Provision of an emergency rate structure will be discussed and formulated based on operating scenarios under drought conditions or other interruptions in water supply. A projected cash flow for the water fund will be presented to ensure sufficiency of funding through the ten-year plan period, demonstrating adequate debt service coverage and reserve levels are met. Staff Support: Local or regional price-elasticity estimates (if available), cash balances of operating and capital funds. Input on rate design alternatives and billing software compatibility. HEC Deliverables: Memorandum with projected revenue requirements, findings of the cost of service analysis, discussion of rate alternatives explored, water conservation incentives, recommended rate design(s) for City and stakeholder consideration, and cash flow. Task 5: Survey of Rates and Fees, Affordability Analysis HEC will update the 2012 water user rate comparison with other southern Oregon cities. HEC will also compare current and proposed rates with an affordability index. C:\UserstcathedneM4ANSFORD ECONOMIC CONSULTINGIPROJECTSWECF140136 Ashland Water RateslHansford Contract.d= Page 7 of 11 Staff Support: Input on most relevant affordability measurements. HEC Deliverables: Memorandum of discussion and findings regarding affordability and comparison with other southern Oregon cities. Task 6: Implementation Support HEC and GoodStanding will work closely with the City and stakeholders in planning public outreach strategies and recommendations. These will include strategy, messaging, media relations, public noticing, and other educational materials as appropriate. HEC will suggest modifications to City ordinances to implement recommended rate and fee schedule changes. Staff Support: Review modified ordinances and resolutions. Produce any published materials (such as bill inserts). HEC Deliverables: Modified ordinances and assistance with resolutions. Content and design of educational materials. Task 7: Prepare Report HEC will prepare a report with an executive summary that provides comprehensive documentation of the work conducted. Up to six (6) hard copies will be provided. All final electronic files (Word, Excel, PDF) will be provided. Staff Support: Review and comment on the draft report. HECDeliverables: Draft and final reports. Task 8: Presentations/ Meetings This scope of services provides for up to ten (10) trips to Ashland. HEC and GoodStanding may conduct more than one meeting on each trip. Presentations will be made at City Council and with community/stakeholder groups. HEC may also utilize teleconference and Skype meetings to discuss items of the scope of services as needed. Materials may include PowerPoint, handouts, and so forth. Staff Support: Review and comment on presentation materials. Coordinate dates and times of meetings with consultants and stakeholders. HEC Deliverables: Prepare presentation / meeting materials. Schedule An estimated schedule is shown in Figure 1. The schedule provides for a draft Cost of Service and Water Rate Study within 6 to 8 months of project start. Figure Estimated Schedule C:\Users\cathedneLLiANSFORD ECONOMIC CONSULTING\PROJECTS\1iEC\740138 Ashland Water Rates\Hansford Contract dorx Page a of 11 2014 2015 . DEC JAN FEB MAR APR MAY' is Orientation and Management - - - - - - a: Cost Classification & Profiling 3: CIP Financing Strategy r~7ti 4: Cost of5ervlce&Rates Analysis 5: Survey of Rates and Fees 6: Ordinances&Implementation 7: Report ! 10 ]I< * Presentation Materials andlorTechnical Memorandums Ongoing Task(s) O Presentations/ Meetings Task Period CAUserslcatherinetHANSFORD ECONOMIC CONSULTINGtPROJECTS\HEC\140136 Ashland Water RatesWansford Contmct.d= Pape 9 of 11 EXHIBIT D Fee for Services The budget authorization for the Water Rate Cost of Services Study is $60,000. The itemized cost estimate is shown in Table 1 on the following page. Cost Assumptions: • The presentations cost estimate includes six (6) trips to Ashland for Catherine Hansford and four (4) trips for Marlene Olsen. Note that more than one presentation/meeting can occur each trip (for example, one meeting with City staff, and one or two meetings with community groups). • Direct costs include travel costs, lodging, meals (for trips to Ashland), additional insurance premium, printing of reports, and postage costs. HEC does not mark up any direct costs. Estimated direct costs are approximately $2,200 for travel reimbursement, $1,500 for insurance premium, $1,000 for lodging, $300 for printing and postage, and $300 for meals and other miscellaneous project-related costs. • A contingency of $10,500 is included in the budget authorization for up to four (4) additional trips to Ashland and/or other costs associated with tasks included in the Scope of Services. The contingency is not to address additional items to the authorized Scope of Services unless agreed to by both the City and HEC. The City will only be billed for the work completed up to the authorized budget amount. HEC reserves the right to move budget between tasks, should one task be completed under the estimated amount, and another task be completed over the estimated amount. Invoices are issued monthly and are due on receipt. Monthly progress reports describing completed work and any issues accompany invoices. If additional work or additional presentations/meetings are requested by the City beyond the original scope of services, HEC will request authorization for additional budget. HEC will not commence on any additional work outside of the original scope of services without the express direction of the City, with additional budget authorization. Fee Schedule Staff hourly rates are $150 per hour for Catherine Hansford and $135 per hour for Marlene Olsen. Travel time is billed at $75 per hour, as is time for project management and administrative/clerical support. Rates are subject to change January In each year. Mileage reimbursement is at the Federal rate ($0.56 per mile for 2014), flights at actual cost (economy fare) and meals at the Federal per diem rate or actual cost, whichever is less. C:\Userstatherine\HANSFORO ECONOMIC CONSULTING\PROJECTS\HEC\740138 Ashland Water Rates\Hansfore Contraa.eoox Pape 10 of 11 Table 1 Authorized Budget Travel & Total Task/Item Description Hansford Olsen Clerical Estimated Hourly Billing Rates $150 $135 $75 Cost 1 Orientation and Management 6 6 4 $2,010 2 Cost Classification and Customer Profiling 30 0 10 $5,250 3 CIP Financing Strategy 6 4 0 $1,440 4 Cost of Service and Rates Analysis 60 14 10 $11,640 5 Affordability and Comparisons 6 6 6 $2,160 6 Code Modifications & Implementation Supporl 18 28 4 $6,780 7 Prepare Report 8 6 9 $2,690 Subtotal Staff Costs 134 64 43 $31,970 8 Presentations (6) 15 13 111 $12,230 Total Staff Costs 149 77 154 $44,200 Reimbursable Expenses Estimate $5,300 Total Estimated Cost $49,500 Contingency for Additional Meetings (4) / Other $10,500 Total Budget Authorization [3] $60,000 [1] HEC reserves the right to move budget between tasks as necessary to complete the scope of work up to the authorized budget amount. C:\UseWcatherineMANSFORD ECONOMIC CONSULTING\PROJECTS\HEC\140138 Ashland Water Rates\Hansford Contraa.d= Page 11 of 11 HANSF-1 OP ID: SFQQ CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDDNYYY) 1 osr2zr14 la 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 pollcy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditlons 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 CONTACT Phone: 650-592-7333 NAME:__ 11 FAx Professional 00 Industrial Ins. Road #3 Assoc., inc. Fax: 650-594.4936 PHONE 1001ndustr No E I San Carlos, CA 94070 *MAIL ADDRESS: _ _ INSURER(S) AFFORDING COVERAGE _ NMGU INSURERA:Markel American Insurance Co. 28932 INSURED Cath Bring HanslOrd DBA: INSURERS: Hansford Economic Consulting INSURER C: PO Box 10384 Truckee, CA 96162 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISIONNUMBER: 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. IN SR: TYPE OF INSURANCE ADEL POLICY NUMBER POLIO EFF POLICY U E XP LIMITS INSR GENERAL LIABILITY EACH OCCURRENCE $ COMMERCIAL GENERAL LIABLMY IIETORENTEa PREMISES Fe ocarrcence $ _ CLAIMS-MADE 1-1 OCCUR MEDEXP An me son) $ PERSONAL SLAM INJURY _ $ _ GENERAL AGGREGATE S GENL AGGREGATE LIMIT APPLIES PER PRODUCTS - COMPIOPAGG S PRO. POLICY LOC. S AUTOMOBILE LIABILITY EOMB IINED SINGLE LIMIT S accident) ANY AUTO BODILY INJURY(Pel person) S ALLLOOWNED SSHEEDULED BODILY INJURY (Per aMdenl) S ALTOS NON-OWNED PROPERTY DAMAGE HIRED AUTOS $ AUTOS Per enl S UMBRELLA LIAB OCCUR EACH OCCURRENCE S EXCESS LIAB CWMS_MAOE AGGREGATE $ DED RETENTIONS S WORKERS COMPENSATION WC STATU- OTH• AND EMPLOYERS•LIABILITY YIN ANYPROPRIETOWARTNERIEXECUTIVE _ E_L EACH ACCIDENT $ OFFICE" EMBER EXCLUOE01 NIA (Mandatory in NH) E.L DISEASE - EA EMPLOYE $ If yyea desWe War OEG~0.IPTION OF OPERATIONS Below S F.L. DISEASE - POLICY LIMIT S A Errors&Omisslons MG637914 07107113 07107114 Claim 2,000,00 Aggregate 2,000,00 DESCRIPTION OF OPERATIONS I LOCATIONS/ VEHICLES (ARach ACORD 101, Addilonal Rommks Schedule, it mom apace]* requtredl 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 Street Ashland, OR 97520 AUTHORIZED REPRESENTATIVE 01988.2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/06) The ACORD name and logo are registered marks of ACORD HANSF-1 OP ID: SFQQ CERTIFICATE OF LIABILITY INSURANCE 0 DATE 1 b/22/14 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 pollcy(les) 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: 650-592-7333 CONTACT Professional Ins. Assoc., Inc. NAME: 1100 Road #3 Fax: 650-594-4936 PHONE Eel (AMC N. San Carlos, CA 94070 -MAIL ADDRESS: INSURERS AFFORDING COVERAGE NAIC0 INSURER A: Sequoia Ins__ - 22965 INSURED Catherine Hansford DBA: INSURER e: Hanford Economic Consulting PO Box 10384 INSURER C: Truckee, CA 96162 INSURER O: INSURER E: SURER F : COVERAGES CERTIFICATE NUMBER: REVISIONNUMBER: 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. INTR TYPE OF INSURANCE B POLICY NUMBER MM/OD FF PMJpD E P LIMITS GENERAL LIABILITY EACH OCCURRENCE S 1,000,06 A X COMMERCIAL GENERALLIABILITY X X SBP2196403 1012¢113 10126/14 M"AGTG r $ _ 300,0011 CLAIMS-MADE 5XIOCCUR MED EXP (Any w a=) $ 10,00 PERSONAL 6 ADV INJURY $ _ Include GENERAL AGGREGATE S 2,000,00 GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS -COMPIOP AGG S 2,000,00 X POLICY PRO- LOC $ AU JFCT TOMOBILE LIABILITY lEeMeM oN`INGLE LIMIT $ Include A AHYAuro SBP2195403 10/26113 10126114 BODILY INJURY (P.rperw) If ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per eccken) $ X HIREDAUTOS X NOTOSWNED PROPERTY DAMAGE $ a de $ UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS Me CLABASJJADE AGGREGATE $ DED RETENTION $ WORKERS COMPENSATION WC STATU- ITN- AND EMPLOYERS' LIABILITY ANY PROPRIETONRARTNERIEXECUTIVE YIN E.L. EACH ACCIDENT $ OFFICE"EMBER EXCLUDED( N/A (Mandatory In NH) E.L. DISEASE-EA EMPLOYE $ oE3eCR PTe ON OF OPERATIONS belmv E.L. DISEASE. POLICY LIAR $ DESCIUPTION OF OPERATIONS I LOCATIONS J VEHICLES (Aftach ACORD 101, Addltlonel Remerke Schedule, If more space Ia raq.J.d) The City of Ashland, Oregon, and its elected officials, officers and employees are additional insured. Primary wording 6 waiver of subrogation apply. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ty ACCORDANCE WITH THE POLICY PROVISIONS. 20 East Main Street Ashland, OR 97520 AUTHORIZED REPRESENTATIVE ©1988.2010 ACORD CORPORATION. All rights reserved. ACORD 26 (2010/06) The ACORD name and logo are registered marks of ACORD Page CITY RECORDER 1 / 1 CITY OF ASHLAND jsDATE x.Y'= "-~-'PONUMBER'=""- 20 E MAIN ST. 6/12/2014 12299 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 018682 SHIP To: Ashland Public Works HANSFORD ECONOMIC CONSULTING (541) 488-5587 PO BOX 10384 51 WINBURN WAY TRUCKEE, CA 96162 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept: Req. Del. Date: Contact: Mike Faught Special Inst: Confirming? No Quantity,..Unit - - -Deseri bon - UniCPnce:~:- . ":ExGPrice THIS IS A REVISED PURCHASE ORDER Water Rate Cost of Services Study 60,000.00 Approved by Council May 20, 2014 Contract for Personal Services Beqinninq date: June 16, 2014 Completion date: June 30, 2014 SUBTOTAL 60 000.00 BILL To: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 60,000.00 ASHLAND, OR 97520 Account Number - ``-ProjecCNumber •',Amount ACcounbNumber -`NProjectNumber ?Amount:, E 670.08.18.00.60410 60 000.00 Auth ed Signature / VENDOR COPY FORM #3 CITY OF A request for a Purchase Order ASHLAND REQUISITION Date of request: 6/9/2014 Required date for delivery: 6!21/2014 Vendor Name Hangfnrrf Frnnnmir Conc ilfin9 Address, City, State, Zip PO Box 10384. Truckee. CA 96162 Contact Name & Telephone Number Catherine Hansford 530412-3676 Fax Number Email: Catherine@hansfordecon.com 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 ❑ DirectAward Date approved by Council: 5/20/2014 Contract # ❑ VerbalMdtten quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5.000 to $100.000 ❑ Written quote or proposal attached Agency ❑ (3) Witten quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Aareement $5.000 to $75.000 ❑ Form #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ Wdtten quote or proposal attached Date original contract approved by Council: ® (3) Wdtten proposals/wdtten solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost CM, i y it ,~i 4i '.t,• MwL4~ Perform a water rate cost of services stud . Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ❑ Per attached quotelproposal E TOTAL4COSTI y 1~ Project Number 2&1~ 22~ Acc uo t Number 670.08.18.00.604100' in.. -Rl Account Number - Account Number 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expend#ures. IT Director in collaboration with department to approve all hardware and software purchases: ITDirector Date Support-Yes/No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Employee: Department Head: U\' .c-) Department Manager/Supervisor: City Administrator: (Equal toorgr~a nss,ooo) (Equal to or great than $25,000) l0 Funds appropriated for current fiscal year.- C71- YE / NO Finance Director (Equal to orgrea.r an 85,000) Date " A Comments: Form #3 - Requisition MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL May 20, 2014 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Slattery, Lemhouse, Rosenthal, and Marsh were present. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Airport, Conservation, Firewise, Forest Lands, Historic, Public Arts, and Tree Commissions. There was also one vacancy on the Citizen Budget Committee. Mayor Stromberg removed the Planning Commission's report regarding short-term rentals from the agenda for a future meeting and moved Public Forum after the Consent Agenda with Council consent. APPROVAL OF MINUTES The minutes of the Special Meeting of April 22, 2014, Study Session of May 5, 2014, Executive Session of May 6, 2014, and Business Meeting of May 6, 2014 were approved as presented. SPECIAL PRESENTATIONS & AWARDS Firewise Commission member Eric Olson provided the annual presentation on the Commission and shared accomplishments. CONSENT AGENDA 1. Approval of commission, committee, and board minutes 2. Award of a professional services contract in excess of $75,000 for consultant engineering of the A Street Sewer Project 3. TGM Grant application approval for Siskiyou Blvd. Pedestrian Study 4. Award of contract to apparent low bidder for the 2014 Slurry Seal Project 5. Approval of an intergovernmental agreement between Jackson County and the City of Ashland for Sobering Unit Services 6. Award of professional services contract for the Water Rate Cost of Services Study 7. Third Quarter Financial Report for year one of the 2013-2015 Biennium 8. Declare the barn located at Ashland Creek Park, 27 E. Hersey Street, as surplus property