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HomeMy WebLinkAbout2014-174 Contract - Precision Approach Engineering Contract for PERSONAL SERVICES C I T Y OF CONSULTANT: Precision Approach Engineering LLC. ASHLAND CONTACT: John W. Shute P.E. 20 East Main Street Ashland, Oregon 97520 ADDRESS: 5125 SW Hout St. Telephone: 541/488-6002 Corvallis, OR. 97333 Fax: 541/488-5311 TELEPHONE: 541 /754-0 043 DATE AGREEMENT PREPARED: FAX: 541/754-7649 BEGINNING DATE: 6/1/2014 COMPLETION DATE: 6/31/2015 COMPENSATION: NTE: $76,692.20 SERVICES TO BE PROVIDED: Reference exhibit C proposed fee and scope of services. 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 wofk within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $19,825 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 10. Termination: a. Mutual Consent. This contract may be terminated at 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 Personal Services, Revised 06/30/2013, 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 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. Workers 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 G. 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, $1,000.00 0, 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 insurer(s) to the City. Contract for Personal Services, Revised 0613012013, Page 2 of 5 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 entitles 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 withln the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or Immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY'ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City s fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year Is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract In the event City has Insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant Certification. Consultant shall sign the certification attached hereto as Exhibit A and hereLujacorpomted-by reference. Consultant: City of Ashland By,By a t Signature Departme t He ~wrJ 5F4~1 m~G~trttif 2 /+yrk7 ~'~!6 VA r36K / Print Name Print Name y sr4Q~ ~ 7A11% Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services, Revised 06/30/1013, 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. y (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 V 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 00/30/2013, Page 4 of 5 EXHIBIT C TO TASK ORDER NO. i PRECISION APPROACH ENGINEERING, INC. CONSTRUCTION ADMINISTRATION SCOPE OF SERVICES CITY OF ASHLAND TAXILANE AND FENCE IMPROVEMENTS AIP No. 3-41-0002-011 PROJECT DESCRIPTION/JUSTIFICATION The project components include construction of new taxilanes.The location of the new taxilanedesign is north of the existing T-hangar structures and northeast of Runway 12-30 and the FBO building. The approximate length oftaxilane improvements is 700feet. The improvement areas are consistent with the current Airport Layout Plan (ALP) and will provide new areas of hangar development. CONSTRUCTION ADMINISTRATION • Task 1 - Bidding Services CONSULTANT will assist CITYstaff, distribute documents, attend prebid meeting, and review bids with the CITY. CONSULTANT's specific responsibilities/activities consist of. I • Assist CITYwith text and publishing of bid advertisement • Disperse contract documents for bidding • Answer questions during bidding process • Issue addendums as required • Prepare and conduct prebid conference (site visit) • Review bid proposals, prepare bid abstract with recommendations for bid acceptance, and assist in necessary approvals for awarding the contract • Approvals for awarding the contract • Solicit and review bonds, insurance certificates, construction schedules, etc. • Task 2 - Contract Award PAE will assist CITYstaff and attend onsite meetings (1) with the CITY, FAA, and Contractor. PAE's specific responsibilities/activities consist of • Assist CITY with writing/issuing the Notice to Proceed (NTP) • Prepare conforming contract documents containing contract, bonds, proposal, and other signature forms • Review and coordinate revisions to Contractor's proposed work schedule (2) • Assist in award notification to successful bidder and notify and return bid bonds to the unsuccessful bidders Deliverables • Draft NTP for CITY use Exhibit Ato Task Order No. I - Scope of Services City of Ashland ASH001-Taxilane and Fence Improvements - A-I Precision Approach. Engineering, Inc. • Task 3 - Project Administration/Management PAE will manage internal project efforts, coordination with the CITY, FAA, and airport users. PAE's specific responsibilities/activities consist of: • Project management/administration/invoicing • Provide general construction administration services to include; invoicing, record keeping, correspondence, and related tasks FAA/CITY/contractor/user coordination PM site visit (assume 2) • Assist CITY with preparation of grant application Deliverables • Monthly invoices Task 4 - Pre-construction Work In the event that there is a limited time period between notice of award and the start of construction, PAE will begin work prior to the start of construction.PAE's specific responsibilities/activities consist of. • Prepare and conduct Pre-construction conference (per FAA Preconstruction Agenda/Check-off List) • Incorporate addenda and provide electronic drawing files to Contractor - 33 drawings (requires converting CAD files prior to providing to Contractor) • Review Contractor submittals, shop drawings, and material certifications (estimate 30 submittals) • Review Contractor-provided CSPP conformance document • Setup construction files • Airport stakeholders and users project kickoff meeting Deliverables • Electronic drawing files to CITY and Contractor CSPP Conformance Document • FAA preconstruction conference agenda/check off list • Preconstruction meeting minutes Task 5 - Construction Services • Construction Observation and Administrative Support- Assume 50 Calendar Days of Onsite Constructionfor the taxilane. construction period(assume 8-hour Contractor work shift for 35 Work Days of onsite construction) - Provide one full-time construction observer as required to monitor generalconformance with plans and specifications. In addition to construction observation to monitor Contractor's work for general conformance with the contract documents, day-to-day onsite construction observation also includes: Exhibit Ato Task Order No. 1 - Scope ofSerrices City of,4shland ASH001-Taxilane and Fence Improvements A-2 Precision Approach Engineering, Inc. • Prepare contract change orders and supplemental agreements with associated cost justifications, if required • Prepare daily and weekly inspection reports; weekly inspection reports to follow FAA format • Document correspondence with Contractor and CITY • Participate in weekly progress/safety meetings with Contractor and CITY • Assist with preparation of pay estimates for Contractor's completed work, including inspection and CAD time to verify quantities • Prepare monthly letter to the CITY recommending payment • CAD time for verification of construction survey • Review Contractor's quality control and acceptance testing results • Perform wage rate interviews Conduct substantial completion and final inspection walkthroughs • Prepare punch list items as necessary Deliverables - Weekly inspection reports to Owner and FAA • Monthly pay estimates including a letter recommending payment to Contractor • Contract change orders/supplemental agreements if required • Punch list documenting construction deficiencies noted during substantial completion inspection • Task 6 - Independent Testing- Subconsultant services provided by- Carlson Testing, Inc. Bituminous Surface Course Acceptance Sampling and Testing: PAE's material testing subconsultant will provide Bituminous Surface Course Quality Acceptance sampling and testing in conformance with FAA AC 150/5370-1 OF and FAA NWMR Notice F-I and meet the requirements of ASTM D 3666 or other recognized state certification as approved by the FAA. The subconsultant's specific responsibilities/activities consist of.- . Subconsultant Project Management/Administration • Mobilization of lab equipment including: MOB to site; setup, calibration, and maintenance of all laboratory equipment; consumables; and demobilization from project site including cleanup • Bituminous Surface Course testing (1 technician); including the following testing: Engineer Acceptance Tests • Specimen Fabrication (Marshall / Gyratory) • Bulk Specific Gravity • Air Void Determination Flow and Stability (Marshall) Maximum Specific Gravity Testing • Core Density Determination Thickness Measurements • Surface Tolerance Exhibit Ato Task Order No. I -,Scope of Services City ofAshiand ASH001-Taxilane and Fence hnprovements A-3 Precision Approach Engineering, Inc. i VMA Calculation • PWL Determination • Additional Services When Requested Plotting of all Test Locations • Plotting of Lot Locations Review of Contactor Process Control Review of Mix Design Submittal HMA Plant Inspection Development of Random Test Locations Daily Field Report of Acceptance Testing Additional Testing as Requested • Generate summary report of all test results • Assumes Paving Operations continue in two consecutive days; total tonnage estimated at approximately 600 and the mix design is to be FAAP-401 specification. • CONSULTANT specific responsibilities to this task include: • Review of test results for conformance with specifications Deliverables • Test result summary report (2 copies to CITY, 1 copy to FAA) • Task 7 -project Closeout (per NWMR Engineering Guidance 2010-06) • Coordinate and attend Final Inspection • Create Electronic AutoCAD Record Drawings from Contactor-provided markups • Review final project test results and finish grade survey • Prepare and submit FAA-format Final Report, to include project financial information which will require coordination with CITY's records • Update previously prepared electronic Pavement Strength Survey (FAA 5320) • Update Airport Layout Plan (ALP) set to reflect project improvements - anticipate updates to 1 sheet; includes 1 draft review submittal and one final submittal Deliverables • Final inspection and acceptance letter • AutoCAD record drawings to CITY, PDF record drawing file to FAA • Updated electronic copy of pavement strength survey • Draft ALP submittal in PDF format for CITY and FAA review • Final ALP submittal will include paper prints, PDF, and AutoCAD files to CITY and paper and PDF files to FAA • Final Report CITY RESPONSIBILITIES • Assist CONSULTANT with coordination with local users, tenants, or other stakeholders. Exhibit ,41o Task Order No. 1 - Scope of Services 00, of Ashland ASH001-Taxi1ane and Fence Improvements A-4 Precision Approach Tngineering, Inc. Coordination of utility installation (water, electric, sanitary sewer) in conjunction with taxilane construction Provide electronic version of ALP Advertise project Use of the designs prepared by PRECISION APPROACH ENGINEERING, INC., on any other project without specific written verification or adaptation by PRECISION APPROACH ENGINEERING, INC., will be at the OWNER'S sole risk and without liability or legal expense to PRECISION APPROACH ENGINEERING, INC. EXCLUSIONS 0 This scope of services does not include performance of any further special studies or services beyond those specifically stated. Should the project be found to require further studies or services, a revised scope of services and fee proposal will be required. 1) Construction i) Permits required for construction (e.g., grading) are not included in this agreement and will be made the responsibility of the contractor. ii) Permit fees associated with the project are not included in this scope and will be paid by others. iii) As-built construction survey as required by the City of Ashland will be provided by the contractor. iv) With exception to P-401, all other material testing is to be scheduled, paid, and performed by independent testing laboratory hired by the Contractor. Construction services associated with testing will include review of test results forconformance with project specifications. p: talash001-t1 & fencel0000con10030connvetNxh a scope to toW ach001-ti ede 06-03-1 J.docx i Exhibit Ato Task Orden No. I - Scope of Services City of Ashland ASH001-Tacilane and Fence Improvements A-5 precision Approach Engineering, Inc. yya; Fa + 9 iy , 9 w9 ♦@ 11 10.11 if ♦S $ e 9 ♦@ y P_ g8 99 88 a 99 ad tl " tl tl C " 3 ty I ~ s s _ a~1 c a _ ' a C ^ _ dJ J ~ 9 e9♦ ♦ - a - ? x " . 4 is if, Ed SS ~d 6 g yy S 7e ~ y i 'n 2 ~ g x F < e 3 g E fg~ F Ei ¢ 5 ~ ~ - ~ g E~ a e - $g8 yEaf ! iiy € ~ ~ ~eS a G ~ ~i:gs ?e ~ ~~~i i' ~ 3 i a'°` ~ P Ix3~ E`•ai t;ds'' 2 a 9oir =wa 9s # s$1 y Y~ „ y tt..`s.`•R MAJ .I `fie ~'a td i VP W 5 S A f~ ~ - g a ~4 6 B~ 5 °y 7 a a a k 4 •A 1 ^A a s A lil a °'se 9i- s e g q~C~B ~ E a 6 {{ry@ i ~ ~ S F g~F`'~ p e ~ p e 6 E a ~ 2d ja 6 p 1.4 P~ e® - H G C €e~y ~ ~a~.~ a5 v a~ e€ °j @~ y i ~ Ea g5 a s 3 a g ~ e€ a e ~ E "g ' E g i 3 5 ] S i ~ e AcoH CERTIFICATE OF LIABILITY INSURANCE DATE,MMD°"""' 6/25/2014 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 CON IT N_NAMTEA Michael J Hall & Company __7 Michael J Hall & Company PHONE FAX Hall &Company EMAIL 360-598-370 A/C No: 19660 10th Ave NE ADDRESS: Dd mpany.com Poulsbo WA 98370 INSURER(S) AFFORDING COVERAGE NAICp INSURERARLI IN CQM INSURED 22066 INSURER B :SAI F CDrDDra( Precision Approach Engineering Inc INSURER C: 5125 SW Hout Street INSURER D: Corvallis OR 97333 INSURER E INSURER F : COVERAGES CERTIFICATE NUMBER: 90185728 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 rypE OF INSURANCE AUDI SUBS POLICY EFF POLICY EXP LTR POLICYNUMBER MM/DD)YYYY MM/DD/YYYY LIMITS A GENERAL UABILItt SB0003190 /312014 /312015 EACH OCCURRENCE $2,000,000 X COMMERCIAL GENERAL LIABILITY DAMAGE RENTED PREMISE E. $1,000,000 CLAIMS-MADE OCCUR MED EXP(Any one person) $10,000 X OCP/XCU/BFPD PERSONAL &ADV INJURY $2,000,000 X Cross Liability GENERALAGGREGATE $4,000000 GENT AGGREGATE LIMIT APPLIES PER PRODUCTS - COMPIOP AGG $4,000,000 POLICY X PRO- LOC $ A AUTOMOBILE LIABILITY PSA0001175 /3/2014 13/2015 Ea accident $7000000 _ X ANY AUTO BODILY INJURY (Per person) $ ALLONNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) E NONONMED PROPERTY DAMAGE $ HIREDAUTOS AUTOS Per accident $ A UMBRELLA LIAB X OCCUR PSE0003018 /312014 /3/2015 EACH OCCURRENCE $1,000,000 X EXCESS LIAB CLAIMS-MADE AGGREGATE $1,000,000 DED RETENTIONS $ B WORKERS COMPENSATION 82449 1112014 /112015 X IM NT NC STATLLNT OH-1 AND EMPLOYERS' LIABILITY YIN ANY PROPRIETORIPARTNERrEXECUTIVE❑ E. L. $1,000,000 OFFICEMMEMBER EXCLUDED? NIA (Mandatory in NH) E.L. DISEASE - EA EMPLOYE $1,000,000 T yeS, tleSCflDe Vntlef DESCRIPTION OF OPERATIONS below EL DISEASE - POLICY LIMIT $1,000,000 A Professional Liab: Claims Made RDPOO14654 /3/2014 /3/2015 $2,000,000 Per Claim $2,000,000 Aggregate DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) The City of Ashland, Oregon, and its elected officials, officers and employees are Additional Insured on the Commercial General Liability and Auto Liability when required by written contract or agreement regarding activities by or on behalf of the Named Insured. The Commercial General Liability insurance is primary insurance and any other insurance maintained by the Additional Insured shall be excess only and non-contributing with this insurance. Awaiver of subrogation applies to the Commercial General Liability, Auto Liability, and Umbrella / Excess Liability in favor of the Additional 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. Attn: Scott Fleury 20 East Main Street AUTHORIZED REPRESENTATIVE Ashland OR 97520 * ~ Z ;7 ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD Policy Number: PSB0003190 RLI Insurance Company THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. RLIPack® FOR DESIGN PROFESSIONALS LIABILITY ENHANCEMENT SCHEDULE OF COVERAGES ADDRESSED BY THIS ENDORSEMENT A. First Aid And Good Samaritan Services B. Supplementary Payments C. Reasonable Force - Bodily Injury Or Property Damage D. Non-Owned Watercraft E. Canoes Or Rowboats F. Damage To Premises Rented To You G. Aircraft Chartered With Crew H. Electronic Data Liability 1. Who Is An Insured - Newly Acquired Or Formed Organizations J. Who Is An Insured - Unnamed Partnership Or Joint Venture K. Additional Insured - Owner, Manager Or Lessor Of Premises Or Leased Equipment L. Additional Insured - State Or Political Subdivisions - Permits Related To Premises Or Operations M. General Aggregate Limit - Per Project Or Per Location N. Knowledge And Notice Of Occurrence Or Offense 0. Amended Bodily Injury Definition P. Amended Insured Contract Definition - Construction Or Demolition Operations Within 50' Of Railroad 0. Amended Personal And Advertising Injury Definition - Electronic Material R. Unintentional Omission S. Waiver Of Transfer Of Rights Of Recovery Against Others To Us PPB 316 02 11 Page 1 of 7 This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM - SECTION I I - LIABILITY AND SECTION III AS IT PERTAINS TO LIABILITY ONLY A. First Aid And Good Samaritan Services a. Expected or Intended Injury 1. The following is added to Section II A.1. "Bodily Injury" or "property damage" Business Liability Coverages expected or intended from the standpoint of the insured. This exclusion does not apply We will pay those sums that the insured to "bodily injury" or "property damage" becomes legally obligated to pay as damages resulting from the use of reasonable force to because of "bodily injury" arising out of either the protect persons or property. rendering of or failure to render, "First Aid" or "Good Samaritan Services" to any person. For D. Non-Owned Watercraft the purposes of this coverage grant, "First Aid" 1. Section II B.1.g. Exclusions, Aircraft, Auto Or or "Good Samaritan Services" will be deemed to Watercraft Subparagraph (2) is deleted and meet the definition of "occurrence". For the replaced by the following: purposes of determining the applicable limits of insurance,'any act or omission together with all (2) A watercraft you do not own that is related acts or omissions in the rendering of (a) Up to seventy-five (75) feet long; and "First Aid" or "Good Samaritan Services" to any one person will be deemed one "occurrence" . (b) Not being used to carry persons or a. "First Aid" means inilial care for medical property for a charge; attention immediately following a "bodily 2. Only as respects to the insurance provided by injury" this provision C. Who Is An Insured is b. "Good Samaritan Services" means medical amended to include as an insured any person attention provided in an emergency and for who, with your express consent uses the which no remuneration is demanded or watercraft. received. 3. The insurance provided by this provision shall be 2. The insurance provided by this provision shall excess over any valid and collectible other be excess over any valid and collectible other insurance available to the insured, whether insurance available to any insured whether primary, excess, contingent or on any other primary, excess, contingent or any other basis, basis, except for the insurance purchased except for insurance purchased specifically by specifically by you to apply in excess of the you to apply in excess of the limits of Insurance Limits of Insurance shown in the declarations for shown in the declarations for Business Liability. this Coverage Part. B. Supplementary Payments E. Canoes Or Rowboats Section II A.11 Coverage Extension - The following is added to the exceptions contained Supplementary Payments Paragraphs 1.(b) and in Section II B.1.g. Exclusions, Aircraft, Auto Or 1.(d) are deleted and replaced with the following: Watercraft: (b) Up to $2,500 for the cost of bail bonds required (6) Any non-motorized canoe or rowboat owned by because of accidents or traffic violations arising the insured. Only as respects to the insurance out of any vehicle to which Business Liability provided by this provision C. Who Is An Coverage for "bodily injury" applies. We do not Insured is amended to include as an insured have to furnish these bonds. any person who, with your express consent, uses any such canoe or rowboat. (d) All reasonable expenses incurred by the insured at our request to assist in the investigation or F. Damage to Premises Rented to You defense of the claim or "suit", including actual 1. The last paragraph of Section II B.I. loss of earnings up to $500 a day because of Exclusions - Applicable To Business time off work. Liability Coverage is deleted and replaced by C. Reasonable Force - Bodily Injury Or Property the following: Damage Section II B.1.a. Exclusions, Expected Or Intended Injury, is deleted and replaced by the following: PPB 316 02 11 Page 2 of 7 Exclusions'c.,d.,e.,f.,g.,h.,i.,k.,l.,m.,n. and o. in "Electronic data" means information,' facts or SECTION 11 - LIABILITY do not apply to programs stored as or on, created or used on, or damage by water, fire, explosion, lightning, or transmitted to or from computer software smoke resulting from fire to premises while (including systems and applications software), rented to you, or temporarily occupied by you hard or floppy disks, CD-ROMS, tapes, drives, with permission by the owner. A separate cells, data processing devices or any other Damage To Premises Rented To You Limit of media which are used with electronically Insurance applies to this coverage as described controlled equipment. in paragraph D. Liability And Medical 3. For the purposes of the coverage provided by Expenses Limits of Insurance in SECTION II - LIABILITY, this endorsement, Section II F. Liability And . Medical Expenses Definitions, Paragraph 17. 2. Section 11 F.9.a. Liability And Medical is deleted and replaced by the following: Expenses Definitions, is deleted and replaced by the following: 17. "Property damage" means: a. A contract for a lease of premises. However, a. Physical injury to tangible property, that portion of the contract for a lease of including all resulting loss of use of that premises that indemnifies any person or property. All such loss of use shall be organization for damage by water, fire, deemed to occur at the time of the explosion, lightning, or smoke resulting from physical injury that caused it; fire to premises while rented to you or b. Loss of use of tangible property that is temporarily occupied by you with permission not physically injured. All such loss of of the owner, is not an "insured contract"; use shall be deemed to occur at the 3. This provision does not apply if coverage for time of the "occurrence" that caused it; Damage To Premises Rented To You is or excluded by another endorsement to this policy. c. Loss of, loss of use of, damage to, G. Aircraft Chartered With Crew corruption of, inability to access, or in- 1. The following is added to the exceptions ability to properly manipulate "electronic contained in Section 11 B.1.g. Exclusions, data", resulting from physical injury to tangible property. All such loss of Aircraft, Auto or Watercraft: "electronic data" shall be deemed to (6) Any non-owned aircraft chartered to you occur at the time of the "occurrence" with a crew including a pilot. that caused it. 2. The insurance provided by this provision shall For the purposes of this insurance, be excess over any valid and collectible other "electronic data" is not tangible property. insurance available to the insured whether 1. Who Is An Insured - Newly Acquired Or Formed primary, excess, contingent or on any other basis, except for insurance purchased Organizations specifically by you to apply in excess of the The following is added to Section 11 C. Who Is An Limits of Insurance shown in Declarations. Insured: H. Electronic Data Liability Any organization you newly acquire or form, other 1. Section 11 B.1.q. Exclusions is deleted and than a partnership, joint venture or limited liability replaced by the following: company, over which you maintain ownership or majority interest, will qualify as a Named Insured if q. Electronic Data there is no other similar insurance available to that Damages arising out of the loss of, loss of organization. However: use of, damage to, corruption of, inability to 1. Coverage under this provision is afforded only access, or inability to manipulate "electronic until the one hundred eightieth (180r") day after data" that does not result from physical you acquire or form the organization or the end injury to tangible property. of the policy period, whichever is earlier, 2. The following definition is added to Section 11 F. 2. Coverage does not apply for "bodily injury" or Liability And Medical Expenses Definitions: "property damage" that occurred before you acquired or formed the organization. PPB 316 02 11 Page 3 of 7 3. Coverage does not apply for "personal and (1) Only if the "bodily injury", "property dam- advertising injury" arising out of an offense age" or "personal and advertising injury committed before you acquired or formed the " is caused, in whole or in part, by you or organization. any person or organization performing 4. This provision does not apply to any operations on your behalf, and arises organization for which coverage is excluded by out of the ownership, maintenance or another endorsement to this policy. use of that part of any premises leased to you under that contract or agreement; J. Who Is An Insured - Unnamed Partnership Or or Joint Venture (2) The "bodily injury", "property damage" or 1. The last paragraph of Section II C. Who Is An "personal and advertising injury " is Insured: is deleted and replaced by the caused, in whole or in part, by you or following: any person or organization performing No person or organization is an insured with operations on your behalf, and arises respect to the conduct of any current or past out of the maintenance, operation or use partnership, joint venture or limited liability of equipment leased to you by such company that is not shown as a Named Insured additional insured. in the Declarations. However this limitation does 2. The insurance provided to such additional in- not apply to your liability with respect to your sured under this provision is subject to the conduct of the business of any current or past following: partnership or joint venture: a. The limits of insurance afforded to such a. That is not shown as a Named Insured in additional insured shall be the limits which the Declarations, and you agreed to provide in the contract or b. In which you are a member or partner but agreement, or the limits shown in the only if Declarations, whichever are less; and (i) Each and every member or partner in b. The insurance afforded to such additional insured that joint venture or partnership is not a does not apply: construction contractor, and' (1) To any "bodily injury" or "property dam- (ii) The joint venture or partnership is not age" that occurs, or "personal and providing construction contracting advertising injury" caused by an offense services. committed, after you cease to be a tenant in that premises, 2. This provision does not apply to any person or (2) To any structural alterations, construc- organization for which coverage is excluded by tion or demolition operations performed another endorsement to this policy. by or on behalf of such additional 3. The insurance provided by this provision shall insured, be excess over any valid and collectible other (3) To any premises for which coverage is insurance, whether primary, excess, contingent excluded by another endorsement to or on any other basis, which is available this Coverage Part, covering your liability with respect to your conduct of the business of any current or past (4) To any "bodily injury" or "property dam- partnership or joint venture that is not shown as age" that occurs, or "personal and a Named Insured in the Declarations and which advertising injury" caused by an offense is issued to such partnership or joint venture. committed, after the equipment lease K. Additional Insured - Owner, Manager Or Lessor expires, or Of Premises Or Leased Equipment (5) If the equipment is leased with an Section II C. Who Is An Insured is amended to operator. include as an insured: 3. This provision does not apply on any basis to 1. Any person or organization that you have any person or organization for which coverage agreed in a contract or agreement to include as as an additional insured specifically is added by another endorsement to this policy. an additional insured on this policy, but: a. Only with respect to liability for "bodily injury' or "property damage" that occurs, or "personal and advertising injury" caused by an offense committed, after you have entered into that contract or agreement; and PPB 316 02 11 Page 4 of 7 L. Additional Insured - State Or Political is twice the Liability and Medical Expenses Subdivisions - Permits Related To Premises Or limit. Operations The aggregate limit for all "bodily injury" and Section 11 C. Who Is An Insured is amended to "property damage", medical expenses and include as an insured: personal and advertising injury' other than 1. Any state or political subdivision that has issued "bodily injury" or "property damage" included in permit in connection with premises owned or the products-completed operations hazard" a by, or rented t loaned to, you, but applies separately to each of your "projects" occupied away from only with respect to "bodily injury", "property premises owned by or occupied by damage", "personal and advertising injury" you o to each of your "locations" owned by or arising out of the existence, ownership, use, occupied by you. maintenance, repair, construction, erection or "Projects" mean an area away from premises removal of advertising signs, awnings, canopies, owned by or rented to you at which you are cellar entrances, coal holes, driveways, performing operations pursuant to a contract or manholes, marquees, hoist away openings, agreement. For the purposes of determining the sidewalk vaults, elevators, street banners or applicable aggregate limit of insurance, each decorations for which that state or political "project" at the same "location" shall be subdivision has issued such permit. considered a single "project". 2. Any state or political subdivision that has issued For the purposes of this provision, "location" a permit, but only with respect to "bodily injury", means "property damage", "personal and advertising 1. premises involving the same or connecting injury" arising out of operations performed by lots; you or on your behalf for which that state or political subdivision has issued such permit. 2. premises where connection is interrupted However, no such state or political subdivision is only by a street, roadway, waterway or right- an insured for of-way of a railroad, or a. "Bodily injury", "property damage", "personal 3. premises where operations are performed in and advertising injury" arising out of op- sections, stages or phases as a continuation erations performed for that state or political of the same contract or agreement, even if subdivision, or the premises do not involve connecting lots. b. "Bodily injury" or "property damage" Subject to Paragraph a. or b. above, whichever included within the "products-completed applies, the Damage To Premises Rented To operations hazard". You Limit is the most we will pay for damages M. General Aggregate Limit -Per Project Or Per because of "property damage" to any one Location premises, while rented to you, or in the case of fire; explosion; lightning; smoke resulting from Section II D. Liability And Medical Expenses such fire, explosion or lightning; or water while Limits of Insurance, Paragraph 4. Aggregate rented to you or temporarily occupied by you Limits, is deleted and replaced by the following: with permission of the owner. 4. Aggregate Limits The Limits of Insurance of SECTION II - LIABILITY apply separately to each consecutive The most we will pay for: annual period and to any remaining period of a. All "bodily injury" and "property damage" less than twelve (12) months, starting with the that is included in the "products-completed beginning of the policy period shown in the operations hazard" is twice the Liability and Declarations, unless the policy period is Medical Expenses limit. extended after issuance for an additional period of less than twelve (12) months. In that case, the b. AII: additional period will be deemed part of the last (1) "Bodily injury" and "property damage" preceding period for purposes of determining the except damages because of "bodily in- Limits of Insurance. jury" or "property damage" included in N. Knowledge And Notice Of Occurrence Or the "products-completed operations Offense hazard" The following is added to Section 11 E. 2. Liability (2) Plus medical expenses; and Medical Expenses General Conditions, (3) Plus all "personal and advertising injury" Duties In The Event of Occurrence, Offense, caused by offenses committed, Claim Or Suit: PPB 316 02 11 Page 5 of 7 Notice of an "occurrence" or of an offense which 3. The insurance provided by this provision shall may result in a claim must be given as soon as be excess over any valid and collectible Railroad practicable after knowledge of the "occurrence" or Protective Liability insurance available to an offense has been reported to you, one of your insured , whether primary, excess, contingent or "executive officers" (if you are a corporation), one of on any other basis, except for the insurance your partners who is an individual (if you are a purchased specifically by you to apply in excess partnership), one of your managers (if you are a of the Limits of Insurance shown in the limited liability company), one of your trustees who is declarations for this Coverage Part. an individual (if you are a trust), or an "employee" O Amended Personal And Advertising Injury (such as an insurance, loss control or risk manager Definition - Electronic Material or administrator) designated by you to give such notice. 1. The definition of "personal and advertising Knowledge by any other "employee" of an "occur- injury" in Section II F.14.d. Liability And rence" or offense does not imply that you also have Medical Expenses Definitions is deleted and such knowledge. replaced by the following: Notice of an "occurrence" or of an offense which d. Oral, written or electronic publication, in any may result in a claim will be deemed to be given as manner, of material that slanders or libels a soon as practicable to us if it is given in good faith as person or organization or disparages a soon as practicable to your workers' compensation, person's or organization's goods, products accident, or health insurer. This applies only if you or services; subsequently give notice of the "occurrence" or 2. The definition of "personal and advertising offense to us as soon as practicable after you, one injury" in Section II F.14.e. Liability And of your "executive officers" (if you are a corporation), Medical Expenses Definitions is deleted and one of your partners who is an individual (if you are replaced by the following: a partnership), one of your managers (if you are a limited liability company), one of your trustees who is e. Oral, written or electronic publication, in any an individual (if you are a trust), or an "employee" manner, of material that violates a person's (such as an insurance, loss control or risk manager right of privacy, or administrator) designated by you to give such 3. Section II B.1.p.(2) Exclusions for Personal notice discovers that the "occurrence" or offense And Advertising Injury is deleted and replaced may involve this policy. by the following: 0. Amended Bodily Injury Definition (2) Arising out of oral, written or electronic The definition of "bodily injury" in Section II F.3. publication of material if done by or at the Liability And Medical Expenses Definitions is direction of the insured with knowledge of its deleted and replaced by the following: falsity, "Bodily injury" means injury to the body, sickness, 4. Section II B.1.p.(2) Exclusions for Personal disease, or death. "Bodily injury" also means mental And Advertising Injury is deleted and replaced injury, mental anguish, emotional distress, pain and by the following: suffering, or shock resulting from injury to the body, (3) Arising out of oral, written or electronic sickness, disease or death of any person. publication of material whose first P. Amended Insured Contract Definition - publication took place before the beginning Construction Or Demolition Operations Within of the policy period, 50' Of Railroad R. Unintentional Omission 1. The definition of "insured contract" in Section II The following is added to SECTION III - COMMON F.9.c. Liability And Medical Expenses POLICY CONDITIONS Paragraph C. Concealment, Definitions is deleted and replaced by the Misrepresentation Or Fraud (BUT APPLICABLE following: ONLY TO SECTION II - LIABILITY) c. Any easement or license agreement However as it pertains to Business Liability 2. The definition of "insured contract" in Section II Coverage only, the unintentional omission of, or F.9.f.(1) Liability And Medical Expenses unintentional error in, any information provided by Definitions is deleted. you which we relied upon in issuing this policy shall not prejudice your rights under this insurance. This provision does not affect our right to collect additional premium or to exercise our right of cancellation or nonrenewal in accordance with applicable insurance laws or regulations. PPB 316 02 11 Page 6 of 7 S. Waiver Of Transfer Of Rights Of Recovery b. Ongoing and completed operations Against Others To Us performed by you, or on your behalf, under a SECTION III - COMMON POLICY CONDITIONS contract or agreement with that person or Paragraph K.2. Transfer of Rights of Recovery organization, Against Others to Us (BUT APPLICABLE ONLY c. Your "work'; or TO SECTION II - LIABILITY) is deleted and replaced by the following: d. "Your products 2. Applicable to Business Liability Coverage: We waive these rights only where you have agreed to do so as part of a contract or agree- We waive any rights of recovery we may have ment entered into by you before the "bodily against any person or organization because of injury" or "property damage" occurs or the payments we make for "bodily injury", "property "personal and advertising injury" offense is damage", "personal injury and advertising injury" committed. arising out of: a. Premises owned by you, temporarily occu- pied by you with permission of the owner, or leased or rented to you; ALL OTHER TERMS AND CONDITIONS OF THIS POLICY REMAIN UNCHANGED. PPB 316 02 11 Page 7 of 7 CITY RECORDER Page 1 / 1 ~ID ".PQ NUMBER ASHLAND N PA& CITY 20 E MAIN ST. 6/30/2014 12360 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 015599 SHIP To: Ashland Public Works PRECISION APPROACH ENGINEERING (541) 488-5587 5125 SW HOUT STREET 51 WINBURN WAY CORVALLIS, OR 97333 ASHLAND, OR 97520 FOB Point: - Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Scott Fleury Special Inst: Confirming? NO QuantiUnit. . Description UnibPriee EM: Price Taxilane and Fence Improvements 76,692.20 Construction Services Contract for Personal Services Beqinninq date: June 1, 2014 Completion date: 06/31/2015 SUBTOTAL 76 692.20 BILL To: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 76,692.20 ASHLAND, OR 97520 Account Number -ProjectNumber Amount 7Account Number Project Number Amount E 410.08.24.00.70420 E 201312.999 76 692.20 Author d Signature VENDOR COPY ,FORM #3 0:7-O l CITY OF A request for a Purchase Order ASHLAND REQUISITION Date of request: Required date for delivery: pspp Vendor Name A¢ E4~aK -Acztae~u ud4tK~Eetht}- Address, City, State, Zip Stz s 5u4 $AWZ- Sr'. eo¢v~us r g733j Contact Name & Telephone Number e, Fax Number - .5"AocE ex s't I as'1 -m43 Sot /~s4 -'FE'Y SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Fo m #13, Written findings and Authorization AMC 2.50 t2-0 AC5 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 Co ies on file) ❑ State of Oregon ❑DirectAward 'Date approvedbyCouncil: t~Zal Contract# ❑ VerbalMritten 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 Intergovernmental Agreement $5.000 to $75.000 ❑ Form #g, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposalshvritten solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost L:a T . T ~r r ,G~(Z ZO r Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ® Per attached quotelproposal TOTAL COST." Project NumberZet2 --12- AccountNumber___•__-_ - - Account Number+o •024 CIDAccountNumber 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support -Yes/ No By signing this requisition form, l certify that the City's public contracting requirements have been satisfied. Employee: Department Head: -7 (EquaLto o grea ert ran $5,000) Department Manager/Supervisor: City Administrator: ' z - (Equal to or greater than $25,000) Funds appropriated for current fiscal year. ;YE IN 7////Zf7/~f Finance Director- (Equal to orgrea erthan $5,000) Date Comments: Form #3 - Requisition CITY OF ASHLAND DETERMINATIONS TO PROCURE PERSONAL SERVICES CONTINUATION OF WORK EXEMPTION To: Dave Kanner, Public Contracting Officer From: Scott A. Fleury-Engineering Services Manager Date: 612512014 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120 (A)(3)-continuation of work exemption for personal services contracts greater than $5,000, but less than $100,000, the Department Head is providing findings that use of the original contractor will significantly reduce the costs of, or the risks associated with, the work and the consultant was initially selected using the formal selection process. Background In 2013 the Engineering Division released a formal qualifications based selection proposal for the engineering and construction administration of a new taxilane and security fence at the Ashland Municipal Airport. The taxilane and security fence project is an approved airport improvement project by the FAA and shown in the City's capital improvement program and adopted FYI 4/budget. Request for Proposals Staff developed a Request for Proposal for engineering and construction administration services for a taxilane extension and security fencing project at the Ashland Municipal Airport. These services included, design development, detailed construction documentation and cost estimates for the proposed project along with construction administration tasks including inspection, material testing and closeout documentation. All proposals were received by August 8, 2013 at 2pm. Four firms responded with formal proposals. An appraisal team consisting of Scott Fleury, Engineering Services Manager; Bradley Barber, Project Manager, Karl Johnson, Associate Engineer, and Rob Morris, Engineering Technician II, completed a review of the proposals. Scoring was conducted individually by each team member with the scores totaled to determine the top ranked firm. The result of the scoring is shown below in table 1: Form #4 - Department Head Determinations to Procure Personal Services, Page t of 2, 6/30/2014 Table 1: CONSULTANT TOTAL SCORE RANK Precision Approach Engineering 450 1 Reid Middleton Inc. 447 2 Century West Engineering Corp. 420 3 WHPacific 397 4 Precision Approach Engineering was selected to perform the necessary scope of services as outlined in the RFP. They were awarded the engineering phase of the contract by the City Council on 01/07/2014 Business Meeting for $156,281.85. Precision Approach has now completed all required scope items for the original contract and the project was publicly bid. A construction contract will be awarded to Knife River Materials the lowest responsive bidder. The City intends to contract directly with Precision Approach Engineering to perform construction administration of the taxilane extension project. By directly awarding a contract to Precision Approach for an amount not exceed $76,692.20 through the continuation of work exemption the City will save money both internally and externally, specifically as the construction administration scope of services was part of the initial RFP. Form #4 - Department Head Determinations to Procure Personal Services, Page 2 of 2, 6/30/2014