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HomeMy WebLinkAbout2014-163 Contract - Covey Pardee Landscape Architects Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: Covey Pardee Landscape Architects ASHLAND CONTACT: Greg Covey 20 East Main Street Ashland, Oregon 97520 ADDRESS: 295 E. Main St. Telephone: 541/488-6002 Ashland OR 97520 Fax: 541/488-5311 TELEPHONE: 541-552-1015 DATE AGREEMENT PREPARED: FAX: BEGINNING DATE: 6/6/2014 COMPLETION DATE: 6/30/2015 COMPENSATION: NTE $7,500, Reference exhibit C. SERVICES TO BE PROVIDED: Reference exhibit C scope of work and fee proposal. 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 indemnify and save City, its officers, employees and agents harmless from losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature to the extent the harm caused arises out of or is incident to the negligent acts, or errors or omissions in performance of this contract by Consultant (including but not limited to, Consultants' 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: Contract for Personal Services, Revised 06/30/2013, Page 1 of 5 a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and'delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to 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. L 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. ill. 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. Contract for Personal Services, Revised 06/3012013, Page 2 of 5 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 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 CONTRACTAND 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. Consultant: City of Ashland By ok'irl5 f- c5ne;( By gnature Department Head 6--i"OP-Y T ':f--°vEY i ,vo9A&oe-6-- Print Name Print Name PPMCIPA-c. Title Data W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. 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. Contractor (Date) Contract for Personal Services, Revised 06/30/2013, Page 4 of 5 295 Fast Main, No. 8, Ashland, OR 97520 / 541 552 1015 / greg covey Ik / coveypardee,wm LANDSCAPE ARCHITECTS EXHIBIT C June 5, 2014 Dave Kanner City of Ashland, City Administrator 20 East Main Street Ashland, OR 97520 Re: Landscape Design Services -Ashland Beautification Committee Sites Scope of Work Dave, Thank you for this opportunity to continue providing landscape architectural services to the City of Ashland. Below please find our Scope of Work and fees for the five downtown sites discussed during the meeting with Ann, Scott Fleury, and Don Robertson. SCOPE OF WORK Covey Pardee's Basic Services include the following tasks and deliverables: 1. Programming & Coordination: a. City Staff Meeting q1: Meet with City staff to discuss project objectives, design program, work scope, and project schedule. Completed: May 29, 2014 b. Coordinate preparation of base maps for each site. Proposal assumes City will provide a hard copy base map for the Lithia / Pioneer Parking Lot site. c. Conduct site assessments of each site. d. City Staff Meeting q2: Meet with City Staff to discuss initial design ideas and concepts. e. Design project includes the following sites: I. Downtown Plaza ii. Lithia / Pioneer Parking Lot iii. Triangular comer planter w/ conifer tree on Winburn Way iv. Southeast corner at intersection of Pioneer Street and Lithia Way v. Exterior NW Masonry Wall at Earthly Goods 2. Preliminary Conceptual Design: a. Based on site assessment and Input from City Staff, prepare one or two Preliminary Concept Plan Alternatives for each site as follows: I. Downtown Plaza - Make recommendations for replacing portions of the existing pavers with colored pavers, for selection and placement of large potted plants, and for replacements for plants impacted by pedestrian traffic. ii. Lithia / Pioneer Parking Lot - Make recommendations for revisions to the existing plantings, and for pedestrian access routes to the public sidewalk. iii. Triangular corner planter w/ conifer on Winburn Way - Explore landscape design options for this space including walls, seating, paving, and planting. Landscape Design Services for Ashland Beautification Committee Sites Scope of Work June 5, 2012 iv. Southeast corner at Intersection of Pioneer Street and Lithia Way - Explore landscape design options for this space including walls, seating, paving, and planting. v. Exterior NW Masonry Wall at Earthly Goods - Explore options for improving this existing wall to benefit adjacent business owners and the general public. b. City Staff Meeting #3: Meet with City Staff to review Preliminary Concept Plan Alternatives. c. Based on City staff review and comments, refine Preliminary Concept Plan Alternatives and prepare planning level opinion of probable cost estimates. Assumptions in preparing the estimate include the City being responsible all demolition and installation, with the exception of paver replacement work on the plaza. d. Beautification Committee Meeting #1: Present Preliminary Concept Plan Alternatives to the Beautification Committee for comment and input. 3. Schematic Design: a. Based on input received from the Beautification Committee and City Staff, revise the designs and prepare Schematic Design level plans and opinion of probable cost estimates. b. City Staff Meeting #4: Meet with City Staff to review the Schematic Design level plans and cost information, and determine final refinements necessary forthe various designs. c. Prepare final Schematic Plan for each site as follows: I. Downtown Plaza - Indicate hardscape and landscape improvements including new paver material and placement, location and description of planter pots, and new planting. ii. Lithia / Pioneer Parking Lot - Indicate hardscape and landscape improvements including walkways, stairs, rails, shrubs to be removed, and new planting. iii. Triangular corner planter w/ conifer on Winburn Way - Indicate hardscape and landscape improvements Including walkways, seating, planters, benches, and new planting. iv. Southeast corner at intersection of Pioneer Street and Lithla Way - Indicate hardscape and landscape improvements including walkways, walls, benches, and new planting. v. Exterior NW Masonry at Earthly Goods- Indicate wail treatment. d. City Staff Meeting #5: Meet with City staff to review final Schematic Plans. e. Beautification Committee Meeting #2: Present Schematic Plans and cost information to the Beautification Committee. f. Provide all exhibits, plans and project information to City staff. Additional Services beyond Landscape Architect's Basic Services may be provided if confirmed in writing. Additional services include, but are not limited to, additional presentations and project meetings requested by the City or Beautification Committee, preparing site and landscape construction documents (which include layout, grading, irrigation, and planting plans, construction details, and technical specifications), preparing plans for City planning review and building permit applications, providing construction observation services, and determining subsurface conditions and geotechnical requirements. Changes to the proposed scope of work, project schedule, or total project area may result in additional services fees. Excluded Services are not a part of Landscape Architect's Basic or Additional Services and are the responsibility of others. Excluded services include, but are not limited to, the following: surveying, applications and payments for permits, and project management during construction. Covey Pardee Landscape Architects Page 2 of 3 Landscape Design Services for Ashland Beautification Committee Sites Scope of Work June 5, 2012 Fees and Payment Task 1: $1,200 to $1,600 Task 2: $2,500 to $3,500 Task 3: $1500 to $2,400 Total Fee $5,200 to $7,500 Reimbursable Expenses (Allowance) $200 Basic Services fees will be billed on a time and expenses basis not to exceed the total indicated. Billing will be once per month for Basic Services and approved Additional Services, and Reimbursable Expenses. Reimbursable Expenses will be billed at actual cost and Include, but are not limited to, printing, reproduction, and delivery of documents. Landscape Architect shall bill on an hourly basis for Additional Services requested by the City and confirmed in writing. Our billing rates are as follows: Principal $110 / Hour Project Manager $90/ Hour Landscape Architect $75 / Hour Thank you again for the opportunity to work with the City of Ashland on these interesting and important small projects. We are looking forward to beginning the design process. Sincerely, Greg Covey Covey Pardee Landscape Architects Covey Pardee Landscape Architects Page 3 of 3 CITY OF ASHLAND WORKERS' COMPENSATION INSURANCE CERTIFICATION [CONTRACTOR MUST INITIAL APPLICABLE BLANK BELOW] CERTIFICATION OF COVERAGE: Contractor will maintain Workers' Compensation insurance coverage for the term of the contract and will provide Certificate of Workers' Compensation Insurance before Project Beginning Date. CERTIFICATION OF EXEMPTION FROM COVERAGE: Contractor is exempt from the requirement to obtain workers compensation insurance under ORS Chapter 656 for the following reason (initial the appropriate blank). SOLE PROPRIETOR • Contractor is a sole proprietor, and • Contractor has no employees, and Contractor will not hire employees or subcontractors to perform this contract. CORPORATION - FOR PROFIT • Contractor's business is incorporated; and • All employees of the corporation are officers and directors and have a substantial ownership interest' in the corporation, and • All work will be performed by the officers and directors; Contractor will not hire other employees or subcontractors to perform this contract. CORPORATION - NONPROFIT Contractor's business is incorporated as a nonprofit corporation, and Contractor has no employees; all work is performed by volunteers, and - Contractor will not hire employees or subcontractors to perform this contract. PARTNERSHIP • Contractor is a partnership, and Contractor has no employees, and - All work will be performed by the partners; Contractor will not hire employees or subcontractors to perform this contract, and Contractor is not engaged in work performed in direct connection with the construction, alteration, repair, improvement, moving or demolition of an improvement to real property or appurtenances thereto." arc LIMITED LIABILITY COMPANY - Contractor is a limited liability company, and - Contractor has no employees, and All work will be performed by the members; Contractor will not hire employees or subcontractors to perform this contract, and If Contractor has more than one member, Contractor is not engaged in work performed in direct connection with the construction, alteration, repair, improvement, moving or demolition of an improvement to real property or appurtenances thereto." *NOTE: Under OAR 436-50-050 a shareholder has a "substantial ownership" interest if the shareholder owns 10% of the corporation, or if less than 10% is owned, the shareholder has ownership that is at least equal to or greater than the average percentage of ownership of all shareholders. "NOTE: Under certain circumstances partnerships and limited liability companies can claim an exemption even when performing construction work. The requirements for this exemption are complicated. Consult with City Attorney's Office before an exemption request is accepted from a contractor who will perform construction work, g:\Iegal\contracts\contracting workshop 2013\example of low risk contract - ex a -b 5-19-14.docx Contract for Personal Services, Page 3 of 3 2DAT/27/ 201014DOIYYYYI FFEIR CERTIFICA TE OF LIABILITY INSURANCE ERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS ICATE 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 l REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. ffHa ANT: If the certificate holder is an ADDITIONAL INSURED, the poiicy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to s and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the e holder in Ileu of such endorsements . CO T all & Company nLJ. Bell & Company FAX pany ° ` Ave NEA 98370 INSURER AFFORDING COVERAGE NAIC4 NSUflER A: INSURED 17660 INSURERS: Greg Covey LLC INSURER C: dba Covey Pardee Landscape Architects INSURER D: 295 E Main Street, Suite 8 Ashland OR 97520 INSURII INSURERF: COVERAGES CERTIFICATENUMBER: 310585472 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, EXCLUSIONSAND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. MJPE INSURANCE Iw$R Mel POLICY NUMBER M~OYEFF POLICYEXP OMITS accsara. EACH OCCURENO ENERAL LIABILITY 2~I Ea S DE .OCCUR MEDEXP aneperscn) S PERSONAL B AM INJURY $ GENERALAGGREGATE S MIT APPLIES PER: PRODUCTS-CDMP/OP ADD S O- LOC S AUTOMOBILE LIABILITY Dada F ANY AUTO BOgLYINJURY(Perpora ) S ALL OWNED SCHEDULED AUTOS AUTOS BODILYINJURY(Perooddem) $ HIREDAWOS AUTOS fRof II fttl DAMAGE $ S UMBRELLA LIAB OCCUR EACH OCCURRENCE S EXCESS LAID CLAIMS-MADE AGGREGATE S DED RETENTIONS S WORKERS COMPENSATION MSTATU- OTH- AND EMPLOYERS'LIABWTY YIN ANYPROPRIETOP/PARTNERr6XECUTNE OFFICERMEMBER EXCLUDED? NIA EL EACHACCIDENT $ IMamutary in N EL DISEASE - If yyes, tle.giaa u Wer EA EMPLOYE S DESCRIPTIWJ OFOPERATIONSOOIaw E.L. DISEASE-POLICY LIMIT $ A Professional LII Claims Made 05695240 0/212012 0/2112014 $1,000,000 Per Claim $2,000,000 Aggregate DESCRIPTION OFOPERA[IONS/LOCATIONSIVEHICLES (Attach ACORD 101,AddlU.n.1 Remark. Schedule, if more space is required) Job Name: EPA Substation CERTIFICATE HOLDER CANCELLATION I 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. Attn to: Scott Fleury , 20 East Main Street AUTH RIZED REPRESENTATIVE Ashland OR 97520 ©1988.2010 AGORD CORPORATION. All rights reserved. ACORD 26 (2010/06) The ACORD name and logo are registered marks of ACORD i i GREGCOV-01 AGOMES CERTIFICATE OF LIABILITY INSURANCE ~TE 3IMMID14 - TERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. 4 . THIS ICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES . THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED SENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. ANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, s,bjecito ms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the te holder in iieu of such entlorsement s . CONTACT ffice NAME: yt Insurance, Inc. PHONE .541 779-1321 Alc rdq: 541 779.9187 38 Nort h Central Ave. -MAIL Suite 100 DURESS: Medford, OR 97501 INSURE SAFFOROING COVERAGE NAILS INSURERA:Fl s* Natl Ins Co of America INSURED INSURER a: Greg Covey LLC INSURERC: Gregory T. Covey 295 E Main St a B INSURER D; Ashland, OR 97520 INSURER E; NSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOWHAVE BEEN ISSUEDTOTHE INSURED NAMEDABOVE FOR THE POLICYPERIOD 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 SUBJECTTOALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LfR TYPE OFiNSURANCE AM GUIT, NO. POLICYNUMBER MO D EFF P Li UNITS GENERAL LIABILITY EACH OCCURRENCE E 1,000,000 A TXCOMMERCIAL GENERAL LIAeILm 01C128451160 1112412013 11/2412014 p MI Eaw S 200,00 CLAIMS-MADE Fx1O0G/R MED EXP orn W= S 10,00 PERSONAL&ADVINJURY S 1,000,000 GENERALAGGREGATE $ 2,000,000 GENLAGEREGATE LIMIT APPLIES PER PRODUCTS-COMPiOPAGG $ 2,000,0010 POLICY PR0. LOC $ AUTOMOBILE LIABIUTY O , DSINGLE MI (ES ANY AUTO BODILY INJURY(Par"non) S ALL AUTOS 01 ON?1ED SCHE'ESDULED - - BODILYINJURY(Persedw 10 S HIREDAUTOS SON gWNED PROPERW DAMAGE S er NII s UMBRELLA UAB HOCCUR EACHOCCURRENCE s IXCESS LIAB CINMS-MADE AGGREGATE S DEO RETENTIONS' S WORKERSCOMPENSATION NWATLI OTI4 AND EMPLOYERS' LIABILDY YIN ANY PROPRIETOR/PARTNER E.L.EACHACCIDEIJT S OFFICERIMEMBER EXCLUDI NIA (Mmdawry in NH) E.L. DISEASE-EA EUnMPLOYE 5 d.a Unda RIPTI OFOPERATIONSWI. E.L.DISEASE-POLICYUMIT S DESCRIPTION OF OPERATIONS ILOCATIONS /VEHICLES(Attach ACORD 101, AddtUOMd R vks Schedule, If Moro spaw Is required) 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 Attn: Scott Fleury, Engineering Services Manager ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORRED REPRESENTATIVE ®1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD $ CERTIFICATION OF EXEMPTION FROM WORKERS' COMPENSATION i INSURANCE REQUIREMENTS FOR BPA SUBSTATION LANDSCAPE DESIGN SERVICES TO BE PERFORMED UNDER CONTRACT WITH CITY OF ASHLAND Contractor is exempt from the requirement to obtain workers compensation insurance under ORS Chapter 656 for the following reason. Contractor is to initial the appropriate box as follows: SOLE PROPRIETOR (Initials) • Contractor is a sole proprietor, and • _ Contractor has no employees, and ■ Contractor will not ]tire employees or subcontractors to perform this contract. !-G CORPORATION - FOR PROFIT (initials) • Contractor's business is incorporated; and • All employees of the corporation are officers and directors and have a substantial ownership interest* in the. corporation, and • All work will be performed by the officers and directors; Contractor will not hire other employees or subcontractors to perform this contract. CORPORATION - NONPROFIT (Initials) • Contractor's business is incorporated as a nonprofit corporation, and ■ Contractor bas no employees; all work is performed by volunteers, and ■ Contractor will not ]tire employees or subcontractors to perform this contract. PARTNERSHIP (Initials) • Contractor is a partnership, and ^ ■ Contractor has no employees, and id All work will be performed by the partners; Contractor will not hire employees or subcontractors to perform this contract, and • Contractor is not engaged'in work performed in direct connection with the construction, alteration, repair, improvement, moving or demolition of an improvement to real property or appurtenances thereto.** LIMITED LIABILITY COMPANY (Initials), ■ Contractor is a limited liability company, and ■ Contractor has no employees, and ■ All work will be performed by the members; Contractor will not hire employees or subcontractors to perform this • contract, and • If Contractor has more than one member, Contractor is not engaged in work performed in direct connection with the construction, alteration, repair, improvement, moving or demolition ofan improvement to real property or appurtenances thereto.** 7,014 (Si r of Authorized • ner) (Date) awN612,1 SOLO' A4eFA493C-1Z (Sign 'sTitle *NOTE: Under OAR436-50-050 a shareholder has a "substantial ownership" interest if the shareholder owns 10% of the corporation, or if less than 10% is owned, the shareholder has ownership that is at least equal to or greater than the average percentage of ownership of all shareholders. **NOTE: Under certain circumstances partnerships and limited liability companies can claim an exemption even when performing construction work The requirements for this exemption are complicated. Consult with City Attorney's Office before an exemption request is accepted from a contractor who will perform construction work. GEICO GEICO CASUALTY COMPANY Washington DC VERIFICATION OF COVERAGE (SEE BELOW UNDER CAUTIONARY NOTE) INSURED Policy Number: 4327797579 Effective Date: 04-29-14 GREGORY THOMAS COVEY Expiration Date: 10-29-14 332 IDAHO ST Registered State: OREGON ASHLAND. OR 97520-3034 To whom it may concern: This letter is to verify that we have issued the policyholder coverage under the above policy number for the dates indicated in the effec- tive and expiration date fields for the vehicle listed. This should serve as proof that the below mentioned vehicle meets or exceeds the financial responsibility requirement for your state. This verification of coverage does not amend, extend or alter the coverage afforded by this policy. Vehicle Year: 2002 Make: MAZDA Model: PROTEGE 5 VIN: 3M1BJ246521536620 COVERAGES LIMITS DEDUCTIBLES BODILY INJURY LIABILITY $100,000/$300,000 PROPERTY DAMAGE LIABILITY $100,000 PERSONAL INJURY PROTECTION NON-DED UNINSURED MOTORIST BODILY INJ $100,000/$300,000 UNINSURED MOTORIST PROPERTY DAMAGE $20,000 COMPREHENSIVE $250 DED COLLISION $500 DED EMERGENCY ROAD SERVICE FULL NON-DED RENTAL REIMBURSEMENT $35/DAY-$1050 MAX Lienholder _ Additional Insured Interested Party c Additional Information: Issued 04/02/2014 if you have any additional questions, please call 1-800.841-3000. CAUTIONARYNOTE: THE CURRENT COVERAGES, LIMITS, AND DEDUCTIBLES MAYDIFFER FROM THE COVERAGES, LL TS, AND DEDUCTIBLES W EFFECT AT OTHER TIMES DURING THE FOLICYFERIOD. THIS VERIFICATION OF COVERAGE REFLECTS THE COVERAGES, LIMITS AND DEDUCTIBLES AS OF THE ISSUED DATE OF THIS DOCUMENT WHICH IS SHOIVN UNDER "ADDITIONAL INFORMATION" OR WAN ISSUED DATE IS NOT SHONVN, THE DATE OF TIES FACSN E. U-3310-07 CITY RECORDER Page 1 / 1 CITY OF ~ DATE; f:> xs ' : PO NUMBER ASHLAND 20 E MAIN ST. 6/25/2014 12316 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 016982 SHIP TO: Ashland Public Works COVEY PARDEE (541) 488-5587 295 EAST MAIN STREET STE 8 51 WINBURN WAY ASHLAND, OR 97520 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept: Req. Del. Date: Contact: Scott Fleurv Special Inst: Confirming? NO Quantity Unit' %Descritioo m Unit Price • Ext Price Landscape Design Services 7,500.00 Ashland Beautification Committee Sites Contract for Personal Services Beginninq date: 06/06/2014 Completion date: 06/30/2015 SUBTOTAL 7-500.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 7,500.00 ASHLAND, OR 97520 Account Number _ - Project Number • , Amount Account Number Project Number Amount E 110.01.02.20.60410 7,500.00 Authors Signature - VENDOR COPY FORM#3 CITY OF A request for a Purchase Order ASHLAND REQUISITION Date of request: tg zaq Required date for delivery: ASAP Vendor Name l~r~ r Fx~tE ls+.~xs~a~ ve-vcta t-tE~r Address, City, State, Zip 2'iS ,vuac sr-tL PAtp r p2 q2o Contact Name & Telephone Number Fax Number ~p£ V czq,~4 SAt /ss 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 uote 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) ❑ 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) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Interoovemmental Aareement $5.000 to $75.000 ❑ Form #g, Request for Approval ❑ Agency ® Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $51K to $75K Valid until: Date Description of SERVICES Total Cost a 4.r~rk.5"kp y~ ~ n, c~ 'rc' Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ~p TOTAL COST .M Per attached quote/proposal $ f, Project Number _ _ _ _ _ _ - Account Number - - - - - - - - - - - - - - - Account Number Ilo -C1 -07--2o-WA1W_ Account Number 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Directorin 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: a Department Head: Department Manager up City Administrator: _/GX 2 (Equal toorgreaterthan$s,ooo) (Equal to or ater than $25,000) Funds appropriated for current fiscal year: NO / - OX l/ Finance Director- (Equal to or great rthan $5,000) Date Comments: Form #3 - Requisition