HomeMy WebLinkAbout2016-060 Contract - GardenSoft
Contract for GOODS AND SERVICES Less than $25,000
C1 T Y OF CONTRACTOR: GardenSoft
-AS H LA N D CONTACT: Gerry Kiffe
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 2686 Velarde Drive, Thousand Oaks, CA 91360
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: (805) 499-9689
DATE AGREEMENT PREPARED: 3.18.16 FAX: f 0- - i(12, d y C
BEGINNING DATE: 3 6 COMPLETION DATE: 4t A1 114
COMPENSATION: Not to Exceed $1,500
GOODS AND SERVICES TO BE PROVIDED:
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ADDITIONAL TERMS:
In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Goods and 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 primary City of Ashland Contract.
NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR AGREE as follows:
1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and
materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned
in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the
contract be prematurely terminated, payments will be made for work completed and accepted to date of termination.
Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00, unless a
separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 27913.220, 27913.225, 27913.230, 27913.235, ORS Chapter 244 and ORS 670.600 are
made part of this contract.
7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract
is $20,142.20 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor
who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached
hereto as Exhibit B predominantly in areas where it will be seen by all employees.
8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Contractor (including but not limited
to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this
contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs,
judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
9. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered 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 Contractor, or at such later date as may be established b City under an of the following
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 1 of 5
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 Contractor to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Contractor may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Contractor's performance of each and every obligation and duty under
this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are 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, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to
the termination date if such work was performed in accordance with the Contract.
10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City.
Contractor shall have the complete responsibility for the performance of this contract.
11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated
against minority, women or emerging small businesses enterprises in obtaining any required subcontracts.
Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to
City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any
requirement of ORS 279A.110 or the administrative rules implementing the Statute.
12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible
in the performance of the contract work set forth in this document.
15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of
any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to
the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a
QRF if Contractor has qualified as a QRF for this agreement, institutes an action for relief in bankruptcy or has
instituted against it an action for insolvency, makes a general assignment for the benefit of creditors; or ceases doing
business on a regular basis of the type identified in its obligations under the Contract, or attempts to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one,
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage.
C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 2 of 5
d. 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 Contractor or its insurer(s) to
the City.
e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages
required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work
under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the
parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The
Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
19. Nona ppropriations Clause. Funds Available and Authorized- City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further
liability to Contractor.
20. Prior Approval Required Provision. Approval by the City of ,Ashland Council or the Public Contracting Officer is
required before any work may begin under this contract.
21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by
reference.
Contractor: City of Ashland
By By a4
Sig ature Department Head is
PrinYN am Print Name
et*L- q 31P.- t t\ t,
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No. C
I -
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, 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.
O 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) `~assum0financial 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.
~ 1"116 - A Contractor (Date)
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 4 of 5
CITY • 1 OREGON
EXHIBIT B
City of Ash land
LIVING
WAGE
1 -
per hour effective June 30, 2015
(Increases annually every June 30 by the
Consumer Price Index)
- - portion of business of their 401 K and IRS eligible
employer, if the employer has cafeteria plans (including
ten or more employees, and childcare) benefits to the
has received financial amount of wages received by
assistance for the project or the employee.
For all hours worked under a business from the City of
service contract between their Ashland in excess of > Note: "Employee" does not
employer and the City of $20,142.20. include temporary or part-time
Ashland if the contract employees hired for less than
exceeds $20,142.20 or more. If their employer is the City of 1040 hours in any twelve-
Ashland including the Parks month period. For more
For all hours worked in a and Recreation Department. details on applicability of this
month if the employee spends policy, please see Ashland
50% or more of the In calculating the living wage, Municipal Code Section
employee's time in that month employers may add the vaiue 3.12.020.
working on a project or of health care, retirement,
additional For Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall,
20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland.or.us.
Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all
employees.
CITY OF
ASHLAND
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 5 of 5
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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 SUBROGATIONIS 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
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CERTIFICATE HOLDER
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
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~P 1388-2014 ACORD CORPORATION. All rights re_server
ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD
INSTRUCTIONS
O 1. Review the information
contained within this
proposal.
2. Sign, date, and include
a purchase order
number (if applicable)
tea, z in the Work
Acceptance section
below.
Scope of Work/Web Contract 3. Fax the agreement to
GardenSoft (805-492-
0146) Attn: Anne
Client: City of Ashland
Description: Plant Data and Hot Links Additions to Web Site
Contract ID: WWG0069
Date Revised: March 16, 2016
Contact: Gerry Kiffe
Phone: 805-499-9689
Contents
1. Signatures of Acceptance ...............................................................2
11. Synopsis ..........................................................................................3
III. Scope of Work and Deliverables .....................................................3
IV. Delivery Date, Costs, Payment Schedule. License .........................4
V. Addendum .......................................................................................5
VI. ASHLAND Obligations ....................................................................6
VII. Contacting GardenSoft ....................................................................6
VIII. Terms and Conditions .....................................................................7
1. Acceptance of Agreement
By signing this agreement, we mutually accept all of the provisions presented in
the Contents of this document. Payment for work completed based on this
agreement will be invoiced as per the terms and conditions set forth in this
document.
Officer of Water Conservation, ASHLAND Date Signed
G ry Kiffe, G ral Mana enSoft Date S' ned
11. Synopsis
GardenSoft will improve and add to the existing plant database on the Ashland
Water Wise Gardening web site. A tool for placing hot links on the garden images
will be provided so that the agency can add their own hot links when they are
needed.
M. Scope of Work and Deliverables
Plant Database
A collection of plant images will be submitted to The City of Ashland for
identification. These are images taken by GardenSoft when the garden
photo shoot was performed last year.
All images that match records in the system will be added by GardenSoft.
Images that do not have records will establish a list of plants that need to
be added.
GardenSoft will add up to 30 of the most important plants from this list and
insert the new pictures. If there are more than 30 they will be dealt with in
a different contract.
Hot Link Tool
GardenSoft will create a tool for the City of Ashland to attach their own hot
links of plants to the garden images.
This tool will be password protected.
Hot Linking
GardenSoft 1000 images were entered into the garden photo library.
GardenSoft is responsible for placing hot links on 100 of those 1,000
images. The City of Ashland is responsible for the rest using the tool
provided in this contract.
IV. Delivery Date, Review, Costs, Payment Schedule, License
Delivery Date
Delivery will be provided within 1 month of signing date
The project can begin with the issuance of a purchase order or a signed contract.
Payment Schedule:
Total Project Cost: $1500 payable within 30 days.
License Agreement
This additional tool will not affect the on-going current license agreement costs.
V. Addendum
Addendum: Intellectual Property Clause
All photos or intellectual property taken or owned by the ASHLAND remain the
property of the ASHLAND and may not be used in any way without written
permission of the ASHLAND. Conversely, all photographs, content, software and
or intellectual properties provided by GardenSoft in the course of this project will
remain the property of GardenSoft and may not be used in any way without
written permission of GardenSoft. If pictures used in the system are desired for
promotion of the web site or CD systems, or for other water conservation
brochures or flyers they will be made available upon request.
Addendum: Termination Clauses
Should GardenSoft go out of business before the license agreement term is
completed then GardenSoft will turn over the software system to the client in
CDROM or DVD formats for further use. Should ASHLAND desire to suspend
use of the website during the license period then GardenSoft will take down the
site but the payment terms will be completed as agreed upon in this contract.
Addendum: Additional Services
Additions and changes outside the boundaries of this contract will be charged on
a per hour rate of $150 an hour.
Addendum: Confidentiality
The terms of this agreement are not to be discussed with representatives of other
water districts, agencies or municipalities
VI. ASHLAND Obligations
The ASHLAND and its staff will:
1. A 30-day window for approval and comment is provided here.
2. Facilitate communication with ASHLAND Webmaster.
3. Report technical difficulties when they arise to GardenSoft.
VII. Contacting GardenSoft
For Project Questions and horticultural Issues:
Gerry Kiffe
General Manager
2686 Velarde Dr.
Thousand Oaks, CA 91360
805-499-9689
Fax: 805-499-9689
Email: gerry(aD-gardensoft.com
World Wide Web: www.gardensoft.com
For technical questions and support:
Mark Chilcott
Director of Engineering
2686 Velarde Dr.
Thousand Oaks, CA 91360
Telephone: 805-492-0120
Fax: 805-492-0146
Email: Mark(~i-)gardensoft.com
www.gardensoft.com
VIII.Terms and Conditions
This Agreement is entered into on the date signed and returned to GardenSoft. This agreement is
between ASHLAND and GardenSoft. These parties agree to the following provisions:
1. Term
This Agreement shall commence on the date signed and shall continue unless terminated as
provided below.
2. Payment of Services and Goods
GardenSoft payment terms for the license fee is specified in the sections above are Net 30
days upon invoicing of work performed. GardenSoft must receive all payments within 30 days
of the invoice date.
3. Equipment and Material Requirements
No on site work is necessary or required.
4. Limits
GardenSoft's performance of the responsibilities outlined in this document assumes that the
Customer has complied with all Customer Responsibilities. Contingent upon mutual consent,
in writing by both parties, both parties agree to accommodate deviations in the time schedule.
Customer cooperation is necessary to accommodate system downtime for testing and
trouble-shooting. GardenSoft shall not be liable for delays or interruption in service beyond its
control or due to a natural disaster, earthquake, fires, floods, or unusually severe weather
conditions.
5. Severability
Should any provision of this Agreement or part thereof be held under any circumstances in
any jurisdiction to be invalid or unenforceable, that provision will be stricken and such actions
shall not affect the validity or enforceability of any other provision or part of this Agreement.
6. Indemnifications, and Liability
ASHLAND agrees to indemnify and save harmless Gardensoft, its officers, agents and
employees from and against any and all claims and liabilities (including expenses) for injury
or death to persons, or loss of or damage to property, or fines and penalties which may
result, in whole or in party by reason of the buying, selling or use of any of the services
purchased or provided under this Agreement except to the extent that such damage is due
solely and directly to the negligence of GardenSoft.
In no event, including negligence, shall either party's liability for breach or alleged breach of
this Agreement exceed the total price shown on this Agreement.
7. Termination or Abandonment
This project entails a work period of several months to initiate the license. Should ASHLAND
decide to terminate this contract before the completion of this work then it may do so without
financial penalty. GardenSoft requires a written termination document to conclude this action.
Once the license period begins the contract license will run the full 3 years with all the terms
intact as stated in the above agreement.
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CITY OF
ASHLAND DATE PO NUMBER
20 E MAIN ST. 3/28/2016 13453
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 016997 SHIP TO: Ashland Conservation Dept.
GARDENSOFT (541) 488-5306
2686 VELARDE DRIVE 20 E. MAIN STREET
THOUSAND OAKS, CA 91360 ASHLAND, OR 97520
FOB Point: Ashland, Oreqon Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Julie Smitherman
Special Inst: Confirming? No
Quantity Unit Description Unit Price Ext. Price
GardenSoft to create hot linkinq tool 1,500.00
and identify and add 30 plants to the
database.
Contract for Goods and Services
Beqinninq date: 03/21/2016
Completion date: 04/21/2016
SUBTOTAL 1,500-00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 1,500.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E 670.08.06.00.61010 1,500.00
Authoriz,0'd Signature VENDOR COPY
FORM #3 ~z (~CJTY OF
~a ASHLAND
REQUISITION pad-quest: 3.21.16
s
Vendor Name GardenSoft w~
Address, City, State, Zip 2686 Verlarde Drive, Thousand Oaks, CA 91360
Contact Name & Telephone Number Gerry Kiffe, (805) 499-9689
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 Attach co of council communication if council approval required, attach co of CC
❑ 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) -(Attach copy of council communication) ❑ 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 El 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 - (Attach copy of council communication)
Description of SERVICES Total Cost
GardenSoft will create a tool for the City of Ashland to attach their own hot links of plants to
garden images. GardenSoft will identify and add up to 30 of the most important plants from our $1,500
area that are not current) on the site and will insert new pictures of each.
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
Hot linking Tool and identifying and adding 30 plants to the database $1,500
® Per attached quote/proposal ;TOTAL COST
$1,500
Project Number _ _ _ _ _ _ - _ _ _ Account Number 670.08.06.00.610100
Account Number Account Number--- -
*Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Su ort -Yes U
By signing this requisition form, / certify that the City's public contracting requirements have been satisfied.
EmPtoY
ee'r--~1~~-- Department Head: 3 lam( N,
(Equal to or g ater tha 5;U00)
Department anagerlSupervisor: City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year G;S:~Iko
Finance Director- (Equal to or greater than $5,000) Date
Comments:
Form #3 - Requisition