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HomeMy WebLinkAbout2015-024 Contract - Kencairn Landscape Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: KenCairn Landscape Architects ASHLAND CONTACT: Kerry KenCairn 20 East Main Street Ashland, Oregon 97520 ADDRESS: 545 A St. Suite 3 Telephone: 541/488-6002 Ashland, OR 97520 Fax: 5411488-5311 TELEPHONE: 541/488-3194 DATE AGREEMENT PREPARED: 111412015 Email: kerry@kencairnlandscape.com BEGINNING DATE: 1/20/2015 COMPLETION DATE: 12/31/2015 COMPENSATION: Not to Exceed $13,600. SERVICES TO BE PROVIDED: Reference exhibit C KenCairn proposals for landscape architectural services. ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said rims City of Ashland Contract. 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 I 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. & Living Wage Requirements: If the amount of this contract is $20,142.20 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 b the ne li ence of City. Contract for Personal Services, Revised 07/08/2014, Page 1 of 5 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 by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or~Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C, General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, 11&90,000, or Not Applicable for each accident for Bodily Injury and Property Contract for Personal Services, Revised 07/08/2014, Page 2 of 5 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. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year. is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification attached hereto as Exhib t A and herein incorporated b reference. Consult t: City.of Ashland Signature Department Head ~ 1_4 'A SA too ye-IN Print Name Print Name kkN1Y1C We_' 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 07/08/2014, 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 07/0812014, Page 4 of 5 EXHIBIT C KenCairn , Larndseape Ardiiiechwe Pioneer Parking Lot Landscape Improvements Proposal for Landscape Architectural Services Kencairn Landscape Architecture Kerry KenCairn Landscape Architect, Principal 545 A Street suite 3 Ashland, Oregon 97520 Phone 541488-3194 kerry@kencairnlandscape.com Registered Landscape Architect State of Oregon # 493 Registered Landscape Architectural Firm State of Oregon # 272 City of Ashland Business License BL-002480 Tax ID # 26-078898 Primary Contact and Legal Signee Kerry KenCairn January 8, 2015 We at KenCairn Landscape Architecture (KLA) are pleased to present the City of Ashland with our qualifications for design the parking lot renovation project at Pioneer and First Streets. The office at KLA consists of two licensed landscape architects and one landscape architect in training. KLA has a reputation for exceptional and efficient community involvement, enticing outdoor space creation and a professional yet accessible approach to getting projects accomplished. KLA is an established firm that has been practicing Landscape Architecture in the Rogue Valley and throughout Oregon since 1996. During that time KLA has been involved in many public parking lots, pedestrian and transit oriented design projects. Our firm has a combined professional experience of over 40 years on projects that range from the design of high intensify public gathering spaces including parks and plazas, to public transportation facilities. KLA takes pride in promoting a collaborative approach to Landscape Architecture, incorporating the goals of the client, public agencies, and the community to create inclusive and creative designs. Project Understanding The parking lot at the corner of Pioneer Street Lithia Way has functional as well as aesthetic problems. From a functional standpoint, pedestrian circulation from the parking lot to the adjacent streets either does not exist or is not clearly defined other than accessing the sidewalk along Pioneer Street. The parking lot has a long frontage on Lithia Way; currently this frontage has a wide landscape buffer between the sidewalk and the parking lot with no pedestrian access through this buffer. A logical design would be to create pedestrian access at a few key points through the buffer allowing pedestrians to get out of parking lot traffic, and providing access the Lithia Way sidewalk and to the Pioneer street intersection, which serves as a major conduit to the Oregon Shakespeare festival and the downtown core. An added benefit to incorporating the pedestrian access points will be the reduction in foot and pet traffic through the buffer's plantings. Along with the access points, the incorporation of low fencing will help in directing pedestrians from the parking lot to the public sidewalks and will thus aid in reducing the long term maintenance of the plantings. KLA has a long standing reputation in the city of Ashland of creating tough as nails planting designs that are beautiful, long living, low maintenance, low water use and deer proof. Project Team Responsibilities James Love became an associate landscape architect at KenCairn Landscape Architecture in September of this year. James has twelve years of experience working as a project manager in the Rogue Valley. Responsibilities in this new position will be a continuation of his abilities as a full service landscape architect. Specifically James will serve as project manager on commercial and institutional projects for the firm in collaboration with Kerry KenCairn. Once Design development is accomplished collaboratively, James will oversee the creation of construction documents, develop specifications and provide construction supervision to these same projects. On the Pioneer Streets and Lithia Way Parking Lot Renovation Project, James will serve as collaborator with Kerry KenCairn on both schematic and design development. James will then take over lead responsibilities at the construction document phase of work and oversee project construction, specifications and submittals. KenCairn Landscape lrchilecture ESTIMATED PROJECT COSTS with ACTIONS and DELIVERABLES Project Kick-off, Site Analysis and Reconnaissance, Scheduling $1,000.00 Set Project Calendar/Meeting Dates Initial Meeting with City Staff Soil Study Irrigation Capacity Observe and document site use patterns Demolition and Existing Conditions Plan Schematic Design $800.00 Concept Drawing Development Review with Staff Design Development $2,000.00 Draft Site Plan Draft Planting Plan Draft Irrigation Plan Draft Details - Fence and Pathways Construction Documents $1,400.00 Final Site Plan Final Planting Plan Final Irrigation Plan Final Details - Fence and Pathways Final Sheet Specifications Technical Assistance and Construction Management $1,200.00 Bid Assistance Proposal Review Project Facilitation Meetings - Minutes Site construction Inspections TOTAL ESTIMATED PROJECT COSTS $6,400.00 Fee Schedule: Landscape Architect Principal $95.00 per hour Staff Landscape Architect $85.00 per hour Support Staff Drafting $60.00 per hour ESTIMATED PROJECT SCHEDULE The following schedule documents our estimated design and planning time from initial meeting to beginning of construction, which is12 weeks. If the project is awarded by February 13th, the project will be ready to begin construction at the end of May. Our schedule allows room for coordinating meetings with already set meeting times of the commissions, staff and council. Task Elements Timeline Proiect Kick -off • Meet with City Staff Anticipated 3 week process Site Analysis and • Site Analysis dependent on availability of Reconnaissance • Review existing utility city staff. documents • Review civic codes and ordinances. • Review Downtown Beautification Committee Intentions Schematic Design • Initial in-house design based 1 week site analysis and reconnaissance Review with staff Design Development • Refine Schematic into Draft 2 weeks Master Plan, Planting Plan and Irrigation Plan • Review with Tree Commission • Edit from Input of Review Construction • Create Plan set including: 4 weeks Documents Demolition Plan, Overall Site Plan, Planting Plan, Irrigation Plan, Project Details, Sheet Specifications. • Present to Tree Commission and City Council Bid [ Construction • Facilitate Pre-Bid and Pre 2 to 3 weeks dependant on Process Construction Meetings turn-around time from bid to selection Construction • Construction Progress Timeline dependent on Administration Meetings construction progress. ® Construction Management KenCairn / Landscape Architecture KERRY KENCAIRN Landscape Architect Experience: 2007- KenCairn Landscape Architecture - Principal Landscape Architecture, Environmental and Site Development Planning 2003-2007 KenCairn Sager Landscape Architects Inc. - Principal Landscape Architecture, Environmental and Site Development Planning 1995-2003 KenCairn Environmental Design Landscape Architecture, Site Design and Environmental Planning 1996-1997 Oregon Water Trust Rogue Valley Project Manager - Conservation of Water Rights, Alternative irrigation systems Education: MLA Landscape Architecture, 1995, University of Oregon BLA Landscape Architecture, 1993, University of Oregon B.S. Geography, 1988, Southern Oregon University B.S. Fine Arts, 1988, Southern Oregon University Research: Alternative Stormwater Management in Development Restoration and Reclamation of Wetlands and Streams Environmentally Responsible Design - LEED for Landscape Architects Professional Organizations, Public Involvement and Affiliations: American Society of Landscape Architects Eyes to Burma - Board of Directors Coyote Trails Education Center - Board of Directors Member Ashland Rotary Ashland Chamber of Commerce Commissioner Ashland Historic Commission Past Member (7 years) Ashland Planning Commission Co-chair Ashland Downtown Beautification Committee Credentials: Registered Landscape Architect Oregon #439 Present Registered Landscape Architect California #4614 KCnCairn t` Landscape Architecture d JAMES C. LOVE Landscape Architect Experience 2014- KenCairn Landscape Architecture - Staff Landscape Architect Project Manager, Designer, Specifications Landscape 2002-2014 Galbraith & Associates Landscape Architects Project Manager, Landscape Architect 1998-2002 Mayer/Reed Landscape Architecture Landscape Architect 1995-1998 Pinnacle Design, Inc. Team Landscape Architect 1993-1995 Coe & Van Loo Landscape Designer Education Bachelors of Landscape Architecture, 1993, University of Oregon Research Interests: Therapeutic Landscape Design Alternative Design of Stormwater Management Practices Urban Heat Island Reduction Professional Organizations, Public Involvement and Affiliations American Society of Landscape Architects (ASLA) Grants Pass Urban Tree Advisory Committee, Member (11 years) Credentials: Registered Landscape Architect Oregon #409 MnCalrn Landscape lrchilechirc Selected Applicable Project History Parking Lots and Streetscapes with Pedestrian Overlay Stewart Meadows Stormwater Master Plan and Myers Lane Relocation Ed Istel, Kogap Enterprises North Main Parking Lot and Pedestrian Node Mike Faught, Ashland Public works Medford Dog Park Conceptual Development Brian Sjothun, Medford Parks Director Public -Citizen Participation Calle Guanajuato Granite Street Connection City of Ashland Park and Recreation and the Artisan Guild Blue Heron Park Conceptual Master Plan City of Phoenix Stormwater Response Team Rogue Valley Council of Governments Talent Depot, Talent Front Street, Talent Main Street Marla Cates, Director of Talent Urban Renewal Public Space with Traditional Small Town Focus Grants Pass Public Safety Center I - Grants Pass, Oregon Joe Henner Public Safety Chief White City Community Health Center - White City, Oregon Peg Crowley, Director-Community Health Center Camelot Theater Talent, Oregon Livia Genise, Director Functional Plaza Creation for Public Use Ashland Police Station Renovation Terry Holderness, Chief Southern Oregon University Elderhostel Facility - Ashland, Oregon Southern Oregon University SOU Signage Project Southern Oregon University Ashland Food Coop Emile Amarotico Manager Temple Emek Shalom Facilities Manager Jackson County Public Health Center Rick Isner rz KenCairn Landscape Ardiiiewire Winburn Way Planter and Pioneer Street Triangle Hardscape and Landscape Improvements Proposal for Landscape Architectural Services Kencairn Landscape Architecture Kerry KenCairn Landscape Architect, Principal 545 A Street suite 3 Ashland, Oregon 97520 Phone 541488-3194 kerry@kencairnlandscape.com Registered Landscape Architect State of Oregon # 493 Registered Landscape Architectural Firm State of Oregon # 272 City of Ashland Business License BL-002480 Tax ID # 26-078898 Primary Contact and Legal Signee Kerry KenCairn January 8, 2014 Project Understanding: The Winburn Way Planter and Pioneer Triangle are prominent in their pedestrian locations and their need for severe upgrades to functional usability, aesthetics, and safety. Both locations suffer from uneven sidewalks, challenging public circulation and some potentially dangerous grade changes and blighted landscape. The Winburn Way Planter will require special care in creating new hardscape around the existing Incense Cedar, a mixture of structural soil technology and tender loving care will be required to remove existing hardscape and then, both design and implement new hardscape. The new improvements will need to preserve the tree and be designed and constructed for durability in direct relationship to considering the growing trunk and roots as well as the future nutrient needs of the tree. The Pioneer Street Triangle is at a busy intersecfion that is in direct line from a main public parking lot to the downtown shops and Shakespeare, this corner needs to be safe as well as aesthetically pleasing. There are four main components that need to be integrated here: access to the existing store fronts, exhibition of a large piece of public art, various grade changes, ADA and pedestrian safety. The current challenges at this site include raised and damaged sidewalks, awkward grade relationships, many disparate materials, loitering within the main pedestrian traffic flow, and degraded landscape and irrigation. The final project objectives for the Winburn Way Planter include: • The preservation of a mature and stately Incense Cedar • The creation of a seat wall to preserve the planter depth and provide seating • Preserve sidewalk circulation flow • Improve the landscape and irrigation surrounding the existing tree • Incorporate the City of Ashland's curb and ramp changes for increased pedestrian safety The final project objectives for the Pioneer Street Triangle include: • Resolve the grade changes to allow for smooth and safe transitions within and adjacent to the project area • Resolve the irrigation and landscape challenges • Integrate the hardscape elements info one cohesive design solution and material family • Highlight and integrate the public art piece Project Team Responsibilities James Love became an associate landscape architect at KenCairn Landscape Architecture in September of this year. James has twelve years of experience working as a project manager in the Rogue Valley. Responsibilities in this new position will be a continuation of his abilities as a full service landscape architect. Specifically James will serve as project manager on commercial and institutional projects for the firm in collaboration with Kerry KenCairn. Once Design development is accomplished collaboratively, James will oversee the creation of construction documents, develop specifications and provide construction supervision to these same projects. On the Pioneer Streets and Lithia Way Parking Lot Renovation Project, James will serve as collaborator with Kerry KenCairn on both schematic and design development. James will then take over lead responsibilities at the construction document phase of work and oversee project construction, specifications and submittals. KenCalrn Landscape :Architecture ESTIMATED PROJECT COSTS with ACTIONS and DELIVERABLES for TWO SITES Project Kick-off, Site Analysis and Reconnaissance, Scheduling $900.00 Set Project Calendar/Meeting Dates Initial Meeting with City Staff Soils Study Irrigation Capacity and Routing Issues Observe and document site use patterns Develop site Protection and Demolition Plans Study and Define Tree Protection Needs Schematic Design $900.00 Concept Drawing Development Preliminary Grading Concepts Incorporate City curb and ramp changes Review with Staff Design Development $2,400.00 Draft Site Plans Draft Grading and Layout Plans Draft Planting Plans Draft Irrigation Plans Draft Details - Walls Draft Tree Protection Plans Construction Documents $1,400.00 Final Site Plans Final Lay Out Plans Final Grading Plans Final Planting Plans Final Irrigation Plans Final Details - Walls Final Tree Protection Plans Final Sheet Specifications Technical Assistance and Construction Management $1,600.00 Bid Assistance Proposal Review Project Facilitation Meetings - Minutes Site construction Inspections TOTAL ESTIMATED PROJECT COSTS $7,200.00 Fee Schedule: Landscape Architect Principal .......................................$95.00 per hour Staff Landscape Architect $85.00 per hour Support Staff Drafting $60.00 per hour ESTIMATED PROJECT SCHEDULE The following schedule documents our estimated design and planning time from initial meeting to beginning of construction, which is12 weeks. If the project is awarded by February 13th, the project will be ready to begin construction at the end of May. Our schedule allows room for coordinating meetings with already set meeting times of the commissions, staff and council. Task Elements Timeline Project Kick -off • Meet with City Staff Anticipated 3 week process Site Analysis and • Site Analysis dependent on availability of Reconnaissance • Review existing utility city staff. documents • Review civic codes and ordinances. Review Downtown Beautification Committee Intentions Schematic Design • initial in-house design based 1 week site analysis and reconnaissance • Review with staff Design Development • Refine Schematic into Draft 2 weeks Master Plan, Planting Plan and Irrigation Plan • Review with Tree Commission • Edit from Input of Review Construction • Create Plan set including: 4 weeks Documents Demolition Plan, Overall Site Plan, Planting Plan, Irrigation Plan, Project Details, Sheet Specifications. • Present to Tree Commission and City Council Bid / Construction • Facilitate Pre-Bid and Pre 2 to 3 weeks dependant on Document Process Construction Meetings turn-around time from bid to selection Construction • Construction Progress Timeline dependent on Administration Meetings construction progress. ® Construction Management KenCairn Landscape Architecture KERRY KENCAIRN Landscape Architect Experience: 2007- KenCairn Landscape Architecture - Principal Landscape Architecture, Environmental and Site Development Planning 2003-2007 KenCairn Sager Landscape Architects Inc. - Principal Landscape Architecture, Environmental and Site Development Planning 1995-2003 KenCairn Environmental Design Landscape Architecture, Site Design and Environmental Planning 1996-1997 Oregon Water Trust Rogue Valley Project Manager - Conservation of Water Rights, alternative irrigation systems Education: MLA Landscape Architecture, 1995, University of Oregon BLA Landscape Architecture, 1993, University of Oregon B.S. Geography, 1988, Southern Oregon University B.S. Fine Arts, 1988, Southern Oregon University Research: Alternative Stormwater Management in Development Restoration and Reclamation of Wetlands and Streams Environmentally Responsible Design - LEED for Landscape Architects Professional Organizations, Committees and Affiliations: American Society of Landscape Architects Eyes to Burma - Board of Directors Coyote Trails Education Center - Board of Directors Member Ashland Rotary Ashland Chamber of Commerce Commissioner Ashland Historic Commission Past Member (7 years) Ashland Planning Commission Co-chair Ashland Downtown Beautification Committee Credentials: Registered Landscape Architect Oregon #439 Present Registered Landscape Architect California #4614 KenCairn Landscape Architecture JAMES C. LOVE Landscape Architect Experience 2014- KenCairn Landscape Architecture -Staff Landscape Architect Project Manager, Designer, Specifications Landscape 2002-2014 Galbraith & Associates Landscape Architects Project Manager, Landscape Architect 1998-2002 Mayer/Reed Landscape Architecture Landscape Architect 1995-1998 Pinnacle Design, Inc. Team Landscape Architect Education Bachelors of Landscape Architecture, 1993, University of Oregon Research Interests: Therapeutic Landscape Design Alternative Design of Stormwater Management Practices Contemporary Residential design Professional Organizations and Affiliations American Society of Landscape Architects (ASLA) Grants Pass Urban Tree Advisory Committee, Member (11 years) Credentials: Registered Landscape Architect Oregon #409 KenCairn r` Landscape Architecture Selected Applicable Project History Parking Lots and Streetscapes with Pedestrian Overlay Stewart Meadows Stormwater Master Plan and Myers Lane Relocation Ed Istel, Kogap Enterprises North Main Parking Lot and Pedestrian Node Mike Faught, Ashland Public works Medford Dog Park Conceptual Development Brian Sjothun, Medford Parks Director Public -Citizen Participation Calle Guanajuato Granite Street Connection City of Ashland Park and Recreation and the Artisan Guild Blue Heron Park Conceptual Master Plan City of Phoenix Stormwater Response Team Rogue Valley Council of Governments Talent Depot, Talent Front Street, Talent Main Street Marla Cates, Director of Talent Urban Renewal Public Space with Traditional Small Town Focus Grants Pass Public Safety Center I - Grants Pass, Oregon Joe Henner Public Safety Chief White City Community Health Center- White City, Oregon Peg Crowley, Director-Community Health Center Camelot Theater Talent, Oregon Livia Genise, Director Functional Plaza Creation for Public Use Ashland Police Station Renovation Terry Holderness, Chief Southern Oregon University Elderhostel Facility - Ashland, Oregon Southern Oregon University SOU Signage Project Southern Oregon University Ashland Food Coop Emile Amarotico Manager Temple Emek Shalom Facilities Manager Jackson County Public Health Center Rick Isner ACQ `tD DATE (MMIDDtYYYY) CERTIFICATE OF LIABILITY INSURANCE 01/28,2015 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: it the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). - _ PRODUCER CONTACT NAME Karen Bronson - - n,.~......._. - _..,.1 Leatzow Insurance PHONE (312) 930-5556 FAX (866) 741-2778 . . 500 W. Madison St. - Suite 3600 EMAIL ADDRESS karen@leatzowinsurance.com Chicago, IL 60661 INSURER{S} AFFORDING COVERAGE NAIG # INSURER A: New Hampshire Insurance Company 23841, _ INSURED INSURER e' Kencairn Landscape Architecture 545 A Street INSURER c #2 INSURER D Ashland, OR 97526 INSURER E. INSURER F: j l COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: ITH1S IS TO _CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD j 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. Imo.- - - - - _ _ IINSR ADD SUBR POLICY EFF POLICY EXP TYPE OF INSURANCE ~ POLICY NUMBER ~ I LIMITS ' I LTR INSR WVD I. IMMIDDIYYYYI (MWDDIYYYY) 1_ _ - . GENERAL LIABILITY EACH OCCURRENCE S j COMMERCIAL GENERAL LIABILITY ( {DAMAGE TO RENTED $ :PREMISES (Ea occurrence) r CLAIMS MADE I OCCUR I MED EXP (Any one person) S I it I ! DOES NOT APPLY PERSONAL AND ADV INJURY $ GENERAL AGGREGATE i$ I GENE AGGREGATE LIMIT APPLIES PER. i PRODUCTS COMP/OP AGG $ I POLICY PROJECT LOC i S Ay1TOMOBILE LIABILITY COMBINED SINGLE LIMIT :(Ea accident) - J ANY AUTO Scheduled J- - I Autos - DOES NOT APPLY EDLY INJURY (Per person) _S ALL OWNED Non-owned -.BODILY INJURY (Per accident) IS AUTOS Autos ' PROPERTY DAMAGE $ Hired Autos ! (Peraccident) UMBRELLA LIAR r OCCUR LAL.H uCCURRENCE -S DOES NOT APPLY REGATE $ EXCESS LIAR CLAIMS-MADE AGGREGATE DED RETENTION S r -T- WORKERS COMPENSATION the "loll (OTH- AND EMPLOYERS' LIABILITY YIN 1 S, - YIER~_ ANY PROPRIETORIPARTNERIEXECUTIVE DOES NOT APPLY ( ~E Er :H tic c u Ni ~ NIA OFFICER/MEMBER EXCLUDED? ( I !E _ DISEASE EA EMPLOYEE t' E L DISEASE POLICY LIMIT f 1,000,000 each occurrence A PROFESSIONAL LIABILITY 020452849 1130/2015 1013012015 1,000,000 aggregate DESCRIPTION OF OPERATIONS I LOCATIONS/ VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) I I I CERTIFICATE HOLDER CANCELLATION City of Ashland, Public Works {SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE j Attn: Scott A. Fleury (EXPIRATION DATE THEREOF. NOTICE WILL BE DELIVERED IN ACCORDANCE WITH 20 East Main Street THE POLICY PROVISIONS. Ashland, OR 97520 AUTH-0RIZEDREPRESENTATIVE ~I LEATZOW INSURANCE ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACCORD name and logo are registered marks of ACORD ACQR°e CERTIFICATE OF LIABILITY INSURANCE 01116/2M 015 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(les) must be endorsed. If SUBROGATION IS WANED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). CONT~CT PRODUCER BRIAN CONRAD STATE FARM INSURANCE BRIAN CONRAD 1806 ASHLAND ST PHONE Fztlo 541 482-8470 Ito . Nol: 540 482.6956 StafeFann ASHLAND, OR 97520 ADDRESS: INSURER 5 AFFORDING COVERAGE NAIC # INSURER A : State Farm FYe and Ca"Ity Company 251143 INSURED KENCAIRN LANDSCAPE ARCHITECTURE LLC INSURER B : _ 545 A ST STE 3 INSURER c : ASHLAND, OR 97520 INSURER D: IN URER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. IT R • TYPE OF INSURANCE POLICY NUMBER E UU6 Won %;T L Y E UNIM • GENERAL LIABILITY 97-E15-22754 1012912014 1012912015 EACH OCCURRENCE Is 2,000,000 ID-AMAUt: 10 liftNI ED X COMMERCIAL GENERAL LWBILITY PREMISES Es r once S_^ CLAIMS-MADE 7 OCCUR MEDEXP(Any one person) S 10,000 PERSONAL B ADV INJURY S GENERAL AGGREGATE $ 4,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS -COMPIOP AGG • $ 4,000,000 X POLICY F-1 JECT 17 PRO- LOC S AUTOMOBILE LiABM TTY 2010 MINI COOPER COMBINED a accident LI S ANY AUTO 171 8843-A14-37 0IM412015 07/14/2015 BODILY INJURY (Per person) S 1001000 - ALL OWNED X SCHEDULED BODILY INJURY (Per acddent) $ 300,000 UTOS AUTOS NON-OWNED PROPS RTY DAMAGE S 100,000 HIRED AUTOS AUTOS Per acddeM - I $ UMBRELLA UAB OCCUR EACH OCCURRENCE S _ EXCESS UAB • CLAIMS-MADE AGGREGATE OEO RETENTIONS s WORKERS COMPENSATION X sTATU OTH AND EMPLOYERS' LUBIUTY 97-BT-W884-7 1012912014 10/2912015 17 ANY PROPRIETORIPARTNERIEXECUTIVE YIN N/A E.L. EACH ACCIDENT S 500,000 OFFICS'MEMBER EXCLUDED? (Mandatory In NH) E.L. DISEASE - EA EMPLOYE $ 500,000 ,Iyes, doscdbe under E.L. DISEASE • POLICY LIMIT S 500,000 DESCRIPTION OF OPERATIONS 1 LOCATIONS J VEHICLES (Attach ACORD 101, Additional Rorm rho Schedule, N mom agce to "Iced) LANDSCAPE ARCHITECTURE CERTIFICATE HOLDER CANCELLATION Additional Insured: SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DEUVERED IN City of Ashland and ACCORDANCE WITH THE POLICY PROVISIONS. Their elected officials, officers and employees AUTF($)W2JD7 REPRESENTATIVE 20 E, Maln St Ashland, OR 97520 - 01988-2010 ACOR CORP TION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD 1001486 132849.8 01-23-2013 Page 1 / 1 CITY OF -AS H LAND "A s c P.~.Ji ATE PO NUMBER 20 E MAIN ST. 2/3/2015 12718 ASHLAND, OR 97 97520 (541) 488-5300 VENDOR: 015296 SHIP TO: Ashland Public Works KENCAIRN LANDSCAPE (541) 488-5587 ARCHITECTURE LLC 51 WINBURN WAY 545 A STREET ASHLAND, OR 97520 ASHLAND, OR 97520 FOB Point: Ashland, Oregon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Scott Fleury Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Landscape Architectural Services 13,600.00 Pioneer Parking Lot Landscape Improvements, Not to exceed $13,600.00 Contract for Personal Services Beginning date: 01/20/2015 Completion date; 12/31/2015 SUBTOTAL 13 600.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 13,600.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 110.01.02.20.60410 13 600.00 z. Authori Signature VENDOR COPY /11K C FORM #3 CITY OF ASHLAND REQUISITION Date of request: I IZZ (Zaks Required date for delivery: -&-slAp EK eK 1.aaPlpS c ~.P~ "Aet-t t ~~"s Vendor Name Address, City, State, Zip Sq5 -p ar, ~u ~t~ mss- 3 psr<{r.P~tO , 02sLa Contact Name & Telephone Number C> 4.6&kart S4t /42e, _ 3«~ Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ Verbal/Written quote(s) or proposal(s) ❑ 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 #9, 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 t3ttoao Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST Per attached quotelproposal $ Fu,-' I-~+czu ► L--Y Project Number LZ~l~4__-D°L - Account Number Account Number 110 -Ot -02-?o-&(A(CO Account Number-----' *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support -Yes/ No By signing this requisition form, 1 certify that the City's public contracting requirements have been satisfied. Employee: Department Head: (Equal to or greater than $5,000) Department Manager/Supervis ity Administrator: (Equal to or greater than $/25,000) Funds appropriated for current fiscal year. rir,S / NOa Finance Director- (Equal to orgreat rthan $5,000) Date Comments: Form #3 - Requisition