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HomeMy WebLinkAbout2016-165 Contract - Valley Web Printing Contract for GOODS AND SERVICES Less than $25,000 CITY OF CONTRACTOR: Valley Web Printing ASHLAND CONTACT: Todd Reichenbach 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1299 Stowe Ave., Medford, OR 97501 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-772-7039 DATE AGREEMENT PREPARED: 6/14/2016 FAX: 541-772-1279 BEGINNING DATE: 7/1/2016 COMPLETION DATE: 6/30/2017 COMPENSATION: 1195.50 per month for twelve (12) months. GOODS AND SERVICES TO BE PROVIDED: Print 10,700 copies of monthly newsletter, "City Source" on Norbrite plus #45 book newsprint. Trim to 11 x17, fold to final size of 8.5 x 3.67. Deliver 100 copies to City of Ashland city hall, and mail the rest per bill mailing contract with the City. Work with city staff on any misc. graphic design details, as necessary. 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 prima 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 an time b City upon 30 days' notice in writing Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 1 of 5 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 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 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: $2,000,000 for each occurrence for Bodily Injury and Property Damage. C. Automobile Liabilit insurance with a combined single limit, or the equivalent, of not less than Enter one: Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 2 of 5 $1,000,000 for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non- owned vehicles, as applicable. 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. 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. 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 f By By Signature Department Head I la i E c r4 l~ ~ 1 L Day 1~ 4ft Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. 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. (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. r Yom- ~ t f Contractor (Date) Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 4 of 5 OP ID: DS Y) ~ ~~rra► CERTIFICATE OF LIABILITY INSURANCE 0 D6127/122016 06127 016 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 CONTACT Phone: 541-779-0177 NAME: Insurance Marketplace, Inc. PHONE FAX 1998 Skypark Dr Suite 100 Fax: FAX 772-8235 to/C- No, Ext):_ /C~No~ Medford, OR 97504 E-MAIL ADDRESS: - R. Scott Weaver, CIC _PRODUCER _ CUSTOMER ID VALLE-6 INSURER(S) AFFORDING COVERAGE NAiC # INSURED Valley Web Printing INSURER A Valley Forge Insurance Company Wendtco Web Printing, Inc. DBA INSURER B: Mutual of Enumclaw 114761 1299 Stowe Avenue Medford, OR 97501 INSURER c . 1 INSURER D : INSURER 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. INSR-F - 7 - - - - - - - _ _ _ _ _ ADDL $UBRPOLICY EFF ' POLICY EXP LTR TYPE OF INSURANCE INSR POLICY NUMBER MM/DD/YYYY MM/DD/YYYY LIMITS GENT ERAL LIABILITY EACH OCCURRENCE $ 2,000,000 DAMAGE TO RENTED 08/01 /2016 A X I COMMERCIAL GENERAL LIABILITY X 5094318802 08/01/2015 - L._ 1 PREMISES (Ea occurrences $ 300,00 ~ X CLAIMS-MADE OCCUR MED EXP (Any one person) $ 10,000 - - - PERSONAL & ADV INJURY $ 2,000,000 GENERAL AGGREGATE $ 41000,000 rGEN'L AGGREGATE LIMIT APPLIES PER: I I I PRODUCTS - COMP/OPAGG I $ 4,000,000 ~ I I POLICY PJFCT RO LOC - - - - - - AUTOMOBILE LIABILITY X ! COMBINED SINGLE LIMIT $ 1,000,000 Ea accident B X ANY Auro !BAP0003639 01/30/2016 01/30/2017 - t--- - BODILY INJURY Per person) $ ALL OWNED AUTOS BODILY INJURY (Per accident) SCHEDULED AUTOS PROPERTY DAMAGE 1 HIRED AUTOS (Per accident) ~ NON-OWNED AUTOS ! $ y I, X 1 UMBRELLA LIAR 1--.. .CLAIMS-M I~I AEACH GGREOGATERRENCE t $ 2,000,000 1 OCCUR - - - EXCESS LIAB ADE $ 2,000,000 - - - - - - A LX I 08/01!20151 08/01/2016 DEDUCTIBLE $ RETENTION $ $ WORKERS O R -t WC STATU- RY LIMITS-_ ) ER AND - EMPLOERS' LIABILITY Y / N TO ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ N / A i E.L EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E L DISEASE - EA EMPLOYEE: S If yes, describe under - - - - - - - DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $ I ;BUILDING 4,635,000 PROPERTY 510,00 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) CITY OF ASHLAND, ITS OFFICERS AND EMPLOYEES ARE NAMED ADDITIONAL INSURED AS PER WRITTEN CONTRACT. WAIVER OF SUBROGATION IS PROVIDED IN FAVOR OF CERTIFICATE HOLDER. CERTIFICATE HOLDER CANCELLATION ASHLAND SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland its Officers THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. and Employees 20 E Main Ave AUTHORIZED REPRESENTATIVE Ashland, OR 97520 R. Scott Weaver, CIC © 1988-2009 ACORD CORPORATION. All rights reserved. ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD www.saif.com saifcorporation February 25, 2016 WENDTCO WEB PRINTING INCORPORATED DBA: VALLEY WEB PRINTING 1299 STOWE AVE MEDFORD, OR 97501-6612 Policy Number: 480224 Dear Policyholder: Your workers' compensation insurance policy with SAIF Corporation renews on April 1, 2016. Enclosed is your policy information page that shows your estimated payrolls, premium modifiers, and estimated premium amount. All previous policy endorsements continue to apply unless they have been cancelled or amended. We've also provided some key information below. You'll find everything else you need to know about your policy, workplace safety, filing and managing a claim, and more in the easy-to-use Employer Guide on our website. Just go to saif.com and click "Employer Guide." You can request printed information on topics of interest to you and your workers by calling us at 503.373.8000 or 800.285.8525, or by emailing uwpayroll@a saif.com. Payroll reporting I At the end of each annual reporting period, we'll send you a form to report the actual payroll for your covered workers for that period. For more on payroll reporting, see these key pages on saif.com: - Learn how to complete your payroll report: saif.com/instructions - View details on the requirements for reporting your payroll by class: saif.com/class - See an explanation of who is covered (also called "subject workers") and who is not: saif.com/whomiscovered - Learn when to report a worker in multiple classifications: saif.com/vtr For your convenience, you can report your payroll and, make your paymOnts online. Go to the Employer Guide on saif.com and log into (or register for) Business Online. Your premium I Payment options based on your estimated premium of $15,520.08 are listed below. Installment Payment Plan Optional Annual Payment Plan Due Date Amount Due Date Amount Due Date Amount 03/25/2016 $1,551.99 08/25/2016 $1,552.01 03/25/2016 $15,520.08 04/25/2016 $1,552.01 09/25/2016 $1,552.01 05/25/2016 $1,552.01 10/25/2016 $1,552.01 06/25/2016 $1,552.01 11/25/2016 $1,552.01 07/25/2016 $1,552.01 12/25/2016 $1,552.01 Important: Changes in your payroll, classifications, or number of locations during the policy year can result in an adjustment to your installment amounts. Please notify us right away of any changes in your business. NP 400 High St SE I Salem, OR 97312 P: 800.285.8525 Purchase Order Fiscal Year 2017 Page: 1 of: 1 B City of Ashland ATTN: AP L 20 E. Main Purchase L Ashland, OR 97520 Order # Delivery must be made within doors of TT specified destination. V S E VALLEY WEB PRINTING H C/O Administration N 1299 STOWE AVENUE D MEDFORD, OR 97501 P 20 East Main St O Ashland, OR 97520 R 0 541 772-7039 DIANA SHIPLET -n _ = - - = L+t Y = = o _ _m = y_~cu~r~c--- _ -tea -et 07/07/2016 575 FOB ASHLAND OR City Accounts Pa able PRINTING OF MONTHLY NEWSLETTER The Above Purchase Order Number Must Apppear On All Correspondence - Packing Sheets And Bills Of Lading 1 PRINT 10,700 COPIES OF MONTHLY NEWSLETTER "CITY 12.0 MONT $1,195.50 $14,346.00 SOURCE" ON BORBRITE PLUS #45 BOOK NEWSPRINT. TRIM TO 11X17 FOLD TO FINAL SIZE OF 8.5 X 3.67. DELIVER COPIES TO CITY HALL & MAIL REST PER MAILING CONTRACT. WORK WITH STAFF ON ANY MISC GRAPHIC DESIGN DETAILS AS NECESSARY CONTRACT FOR GOODS AND SERVICES LESS THAN $25,000 BEGINNING: 07/01/16 COMPLETION: 06/30/17 GL Account: $14,346.00 GL SUMMARY 010200 - 610800 $14,346.00 By: - Authon d gnatu e 1L By: -7 Authorized Signature =PST-#a~C $14,346.00 FORM #3 f CITY OF _ ASHLAND REQUISITION Date of request: Required date for delivery: • Vendor Name Address, City, State, Zip I Contact Name & Telephone Number -Fodd ~k4t~A" d,,_' 0'5-41 77,72, - 7631 Fax Number - 7 ® /aZ 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 Date approved by Council: ❑ Direct Award -(Attach copy of council communication) Contract # ❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement le 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 $5K to $75K Valid until: Date - (Attach copy of council communication) Description of SERVICES Total Cost Tr~A+ to -700 Cof Q_s t rJMr54ttE*- "61 rce OVL Aloylord-e' o lix (7 raj s i e. • ~ jC ,&7 ic~2. 0,A . ` It $ i I 'j7~Gf `(e®' lo® iQS L I 'rl q O , A04-AIFS C6 Item # Quantity Unit Descri tion of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached quote/proposal to 14, Project Number - Account Number--- .Do2_0Q- I ®10C" Account Account *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: /T Director Date Support -Yes /No By signing L i ' n form, 1 certify at,th ity's public contracting requirements have been satisfied. Employe Department Head: ' (Equal to or greater than $5,000) Department Manager/Supervisor: City Administrator: (Equal to or greater than $2,000) Funds appropriated for current fiscal year: ~Ei) / NO ~ Finance Director- (Equal to orgre than $5,000) Date Comments: Form #3 - Requisition FORM #5 C 1 T Y O F ASHLAND SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS GOODS AND SERVICES Less than $100,000 To: Dave Kanner, City Administration From: Diana Shiplet, City Administration Date: June 29, 2016 Re: Sole Source Determination and Written Findings for Goods and Services In accordance with AMC 2.50.090(F), the Department Head shall determine in writing that there is only one provider of a product or service of the quality and type required available. Estimated total value of contract: $14,346.00 Project name: City Source Newsletter Printing Description of goods and services: Contract with Valley Web Printing to print 10,700 copies of the, "City Source" newsletter on Norbrite Plus #45 newsprint. They then trim newsprint to 11 x 17, and fold to a final size of 8.5x3.67 (to fit in utility bill envelope). Deliver 100 copies of the newsletter to City Hall (via courier or mail) and assist staff with an miscellaneous graphic design necessary for producing the "City Source" newsletter. Valley Web Printing currently also has a contract with Finance to stuff and mail all utility bills, so they add the newsletter to the bills during that process. Background: This sole source justification applies because Valley Web Printing is the only printer in the Rogue Valley currently capable of printing on the newsprint of the specific weight required. Printing on this particular weight newsprint is critical to the final weight of the mailing (which includes the utility bill, newsletter, a return envelope, and the envelope everything is mailed in.) If the weight exceeds the current one ounce per envelope, the postage per envelope would increase to the next cost level, thus causing cost increases across multiple city departments. The newsprint bring our total weight per envelope to just under the one ounce limit. Findings: Market Research Overall finding: Attached is a Google print out of all print shops in the Rogue Valley. I (Diana Shiplet) talked on the phone with these businesses and none are able to print on the necessary weight of newsprint. Form #5 - Sole Source -Goods and Services - Less than $100,000, Page 1 of 2.612912016 Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source. Valley Web Printing is the only local print house able to print on the weight of newsprint necessary to meet mailing weight restrictions. Form #5 - Sole Source -Goods and Services - Less than $100,000, Page 2 of 2, 6/29/2016 Go ge print shops rogue valley All Maps Shopping News Images More Search tools Abo 34,000 results (0.63 seconds) Rogue Print Shop, _ - L f rogueprintshop.com/ i' We are a locally owned and operated business that provides a very wide range of printed products and personalized items. ~Lr Rogue Print Shop - Facebook www.facebook.com > Places > Medford, Oregon > Printing Service v Rating: 5 - 10 votes Monroe St Rogue Print Shop, Medford, Oregon. 146 likes • 7 talking about this - 20 were here. Rogue Print Shop pro tes the Rogue Valley! 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