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HomeMy WebLinkAbout2016-222 Contract - Pathway Enterprises Contract for Janitorial Services - City of Ashland CITY OF CONTRACTOR: Pathway Enterprises, Inc. -AS H LAND CONTACT: Richard Simpson, Contract Services Director 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1600 Skypark Drive, Suite 101 Telephone: 541/488-6002 Medford, Oregon 97504 Fax: 541/488-5311 TELEPHONE: 541-973-2728 DATE AGREEMENT PREPARED: June 28, 2016 FAX: 541-973-2729 BEGINNING DATE: July 1, 2016 COMPLETION DATE: June 30, 2017 COMPENSATION: $101,086.54 per pricing proposal and costing workbook attached as Exhibit C. GOODS AND SERVICES TO BE PROVIDED: Janitorial services for City Hall, Community Development, Municipal Court, Police Department, Police Sub Station, Service Center, Street and Shop Building, and carpet and hard floors per pricing proposal and costing workbook attached as Exhibit C. Approved by City Council June 7, 2016. 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. 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 $20,283.20 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 followin Contract for Janitorial Services, 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 $2,000,000 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. d. Notice of cancellation or Chan e. There shall be no cancellation, material change, reduction of limits or Contract for Janitorial Services, Revised 06/02/2015, Page 2 of 5 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, excluding Workers' Compensation, 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 Signature 4cc.r1,v6 Department Read Arz- L&fd G rz ` j u. .y ✓j i5 l., 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. AP ROVED S ORM )/-I- , Ashla ity Attomey / Da Contract for Janitorial Services, 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. ~V/" (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. S ~b Contractor (Date) Contract for Janitorial Services, Revised 06/02/2015, Page 4 of 5 . CITY OF ASHLAND, OREGON EXHIBIT B City of Ashland LIV-ING MW WAOF per hour effective June 30, 2016 (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 $20,283.20. include temporary or part-time Ashland if the contract employees hired for less than exceeds $20,283.20 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 value 3.12.020. working on a project or of health care, retirement, For additional information: 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 Janitorial Services, Revised 06/02/2015, Page 5 of 5 r. o S5~ I)GPAXZM6,NZ Of AIDYMGZRRrxV-e GeRVICeS Request for ce Approval For Janitorial Services , Contract # t, g (Product or Service) Total Price: $1015086:54 , per ;Year, (month, year, each, d(?z.) Requesting Ageney: City of Ashland Requesting QRr: Path F,nt! F, pJses Ageney and Q" agree the proposed price and supporting doetzmrentation meets the requiireme-nts of OAR 125.055-0030. to Authorized Agency Signattu 1_toY . t Or', cc s phone Em M Address.--~ . `'tr1) n-A (-r4 S ~M }VA ~t r date: Autbo RF Signature Ci , ern phone SG{.l -•4J -S`lJ Email Andress DAS has reviewed the submitted documentation supporting the price offered by the QRF and approves the price for procurement of the above stated prdtcs br servjee ib aefordance Nvith OAR 1257055=0030. r ' date: 1 AM?IURF'Coordihna or Revised 3!19/20!3 1 AC°~ ® CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 7/5/2016 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 endorsement(s). PRODUCER NAME: Kimberly Edwards Ashland Insurance Inc RCN o (541) 857-0679 A/C No; (541)857-9883 801 O'Hare Parkway, Ste 101 ADDRESS:kedwards@ashlandinsurance.com INSURER(S) AFFORDING COVERAGE NAIC # Medford OR 97504 INSURER A Berkshire Hathaway Specialty Ins. INSURED INSURER B :SAIF Corporation Pathway Enterprises, Inc INSURERC:Philadel hia Indemnity Ins Co DBA All Seasons Maintenance INSURER D : 1600 Skypark Drive, Suite #101 INSURER E : Medford OR 97504 INSURER F : COVERAGES CERTIFICATE NUMBER:16 17 Master 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 TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR POLICY NUMBER MM/DD/YYYY MM/DD/YYYY X COMMERCIAL GENERAL LIABILITY 1,000,000 EACH OCCURRENCE $ A CLAIMS-MADE OCCUR DAMAGE TO RENTED 1,000,000 PREMISES Ea occurrence $ X 47SPK25497301 7/1/2016 7/1/2017 MED EXP (Any one person) $ 20 , 000 PERSONAL & ADV INJURY $ 1,000,000 GENT AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 3,000,000 X POLICY PRO JECT ❑ LOC PRODUCTS - COMP/OP AGG $ 3,000,000 OTHER: Abuse and Molestation $ 3,000,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 Ea accident A X ANY AUTO BODILY INJURY (Per person) $ - - ALL OWNED SCHEDULED AUTOS AUTOS 47RWS25497401 7/1/2016 7/1/2017 BODILY INJURY (Per accident) $ NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS Per accident PIP-Basic $ 15,000 UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 3,000,000 A X EXCESS LIAB CLAIMS-MADE AGGREGATE $ 3,000,000 DED X RETENTION$ 10,000 47SUM25497501 7/1/2016 7/1/2017 $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS' LIABILITY Y / N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 500 , 000 B OFFICER/MEMBER EXCLUDED? F N I A - (Mandatory in NH) 524679 4/1/2016 4/1/2017 E.L. DISEASE - EA EMPLOYE $ 500,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 500,000 C PROFESSIONAL LIABILITY PHSD1151971 6/30/2016 6/30/2017 PROFESSIONAL LIABILITY $ 1,000,000 PROF LIAB AGGREGATE $ 3,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Oregon Department of Revenue is Additional Insured. This form is subject to policy terms, conditions and exclusions CERTIFICATE HOLDER CANCELLATION (503) 945-8382 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Oregon Department of Revenue THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 955 Center Street NE ACCORDANCE WITH THE POLICY PROVISIONS. Salem, OR 97301 AUTHORIZED REPRESENTATIVE! Kimberly Edwards/KIM ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD I NS025 rim 401) AIPPANk. Now 1W 'VL thw. ISSA Rebecca Simpson; CEO April 29, 2016 Kari Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 Ms. Olson, I have prepared our janitorial service pricing proposal for the City of Ashland based on the living wage of $14.52 per hour. The updated changes for 2016 -2017 services is as follows - Monthly 2015 - 2016 2016 - 2017 City Hall 1,138.09 1,145.68 Community Development 1,785.05 1,797.13 Municipal Court 866.29 872.00 Police Department 1,536.22 1,546.57 Police Sub Station 115.06 115.83 Service Center 1,348.64 1,396.24 Street and Shop 430.64 508.57 The Grove 939.02 945.23 Carpet and Hard Floors 1,036.12 1,041.87 Difference Total 9,195.13 9,369.11 173.98 Annual 2015 - 2016 2016 - 2017 City Hall 13,657.08 13,748.16 Community Development 21,420.60 21,565.52 Municipal Court 10,395.48 10,463.94 Police Department 18,434.64 18,558.84 Police Sub Station 1,380.75 1,389.99 Service Center 16,183.68 16,754.83 Street and Shop 5,167.68 6,102.83 The Grove 11,268.24 11,342.81 Carpet and Hard Floors 12,433.44 12,502.43 Difference Total 110,341.59 112,429.35 2,087.76 mawspnor ISSA 9 4" Y .m: r -Ise I, Rebecca Simpson; CEO I am proposing the follow on price of $112,429.35. Pathway Enterprises, Inc. truly appreciates the partnership we have with the City of Ashland and we look forward to another year of services. Sincerely, Richard Simpson Contract Services Director Pathway Enterprises, Inc. 1600 Skypark Drive, Suite 101 Medford, OR 97504 Office (541) 973-2728 Cell (541) 601-4550 Fax (541) 973-2729 s I A ® DATE (MMIODIYYYY) ~ CERTIFICATE OF LIABILITY INSURANCE 8/27/2015 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. j 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 endorsement(s). PRODUCER NAONTACT.~rcene Forney Ashland Insurance Inc I , (541)857-'0679 FAX PHONE A/C No (541) 857-9983 801 O'Hare Parkway, Ste 101 I EMAILss.marcenef@ashlandinsurance.com INSURERS AFFORDING COVERAGE NAIC # Medford OR 97504 INSURERA.-ITew Hampshire Insurance Co INSURED tNSURERB:S.AIF Corporation Pathway Enterprises, Ina., DBA: See various DBA's in INSURERc:Philadel'hia Indemnit Ins Co 1600 Skypark Driver Suite #101 INSURER D. I INSURER E Medford OR 97504 INSURER F: COVERAGES CERTIFICATE NUMBER:CL1572005633 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 POLICY EFF POLICY EXP LTR TYPE OF INSURANCE J= wvn POLICY NUMBER . (MMIDDIffM, MMIDD LIMITS nYM X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE S 1,000,000 A CLAIMS-MADE a OCCUR DAMAGE TRENTED 250,000 PREMISES Ea occurrence $ OILX0240593930000 7/1/2015 7/1/2016 MED EXP (Any one person) S 10,000 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE S 3,000,000 X POLICY JEC7 LOC I PRODUCTS -COMPlOPAGG S 3,000,000 OTHER: I Abuse and Molestation $ 3,000,000 AUTOMOBILE LIABILITY Ea BINEDISINGLE LIMIT S 1,000,000 A X ANY,AUTO BODILY INJURY (Perperson) S AUTO SNED AUT05ULED 01CA06a5B80Sd0000 7/1/2015 7/1/2016 BODILY INJURY (Par accident) S HIRED AUTOS NON-OWNED PROPERTY DAMAGE AUTOS Per accident S PIP-Basic S 15,000 UMBRELLA UAB HOCCUR I EACH OCCURRENCE $ 3,000,000 A X EXCESS L1AB CLAIMS-MADE AGGREGATE S DED X RETENTIONS 10 000 0110DO4289SS860000 7/1/2015 7/112016 $ WORKERS COMPENSATION PER OTH AND EMPLOYERS' LIABILITY YIN STATUTE I E ANY PROPRIETORIPARTNERIEXECUTIVE EL EACH ACCIDENT S 500,000 B OFFICEPJMEM13ER EXCLUDED? NIA (Mandatory In NH) 524679 4/1/2015 4/1/2016 E.LDISEASE - EAEMPLOYES 500,000 If yes. describe under DESCRIPTION OF OPERATIONS below EL DISEASE - POLICY LIMIT S 50 0 0 00 C Professional Liability PHSD956688 6/30/2015 6/30/2016 Aggregate Limit 3,000,000 Occurence per Incident 1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS! VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City Of- Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 East Main St. ACCORDANCE WITH THE POLICY PROVISIONS. Ashland, OR 97520 AUTHORIZED REPRESENTATIVE i Marcene Forney/MARC ©1988-2014 ACORD CORPORATION. A0 rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACOR)3 1NS025 I7mdo11 I p A, 11 Purchase Order Fs& Fiscal Year 2017 Page: 1 of: 1 THIS NUMBER MUST-APPEAR ON ALL INVOICES, PACKAGES AND SHIPPING PAPERS. B City of Ashland I ATTN: Accounts Payable L 20 E. Main Purchase G L Ashland, OR 97520 Order # J T O V S E PATHWAY ENTERPRISES INC H C/O Facilities Maintenance Div N 1600 SKY PARK DR STE 101 p 90 North Mountain Ave D MEDFORD, OR 97504 O Ashland, OR 97520 T R 0 Vendor Phone Number Vendor Fax Number Requisition Number - Delivery Reference WES HOADLEY 541 488-1536 Date Ordered Vendor Number Date Required Freight Method/Terms Department/Location 07/28/2016 509 FOB ASHLAND OR City Accounts Payable Item# Descri tion/PartNo QTY UQM Unit Price Extended Price JANITORIAL SERVICES The Above Purchase Order Number Must Appear On All Correspondence - Packing Sheets And Bills Of Lading 1 MODIFIED: JANITORIAL SERVICES - APPROVED BY 1.0 $101,086.54 $101,086.54 COUNCIL 06/07/16 CONTRACT FOR JANITORIAL SERVICES BEGINNING: 07/01/16 COMPLETION: 06/30/17 G IL Account: $101,086.54 GL SUMMARY 082400 - 602352 $101,086.54 ,F By: Date::.. A,A-t r;-4 c;,..,.,+idLi„ PrI Tntal ~1n1.086.54 FORM 3 'CITY OF k ASHLAND REQUISITION " Date of request: 07/07/2016 Required date for delivery: Vendor Name PaWmL4 EntP.rnricas 1(IC' Address, City, State, Zip 1600 skypark drive suite 101 Medford OR 97504 Contact Name & Telephone Number Richard Simpson 541-973-2728 Fax Number 541-973-2729 SOURCING METHOD ® Exempt from Competitive Bidding ❑ Emergency ® Reason for exemption: QRF ❑ 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 $51K 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 Janitorial Services- approved b council 6/7/2016 $ 101,086.54 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ® Per attached quote/proposal $ Project Number Account Number 410-08-24-00-602352 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 Support -Yes /No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Em to ee Department Head: (Equal to or greater than $5,000) Department Manager/Supervisor. City Administrator: °r" % '•'t (Equal to or6reater than $25,000) ES / NO Funds appropriated for current fiscal year YT ~S . Finance Director- (Equal to or'greaterthan $5,000) Date Comments: Form #3 - Requisition