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HomeMy WebLinkAbout2016-262 Contract - KenCairn Landscape Architects Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: KenCairn Landscape Architects -As H LAND CONTACT: Kerry KenCairn 20 East Main Street Ashland, Oregon 97520 ADDRESS: 545 A St. Suite 3 Telephone: 541/488-6002 Ashland, OR 97520 Fax: 541/488-5311 TELEPHONE: 541/488-3194 DATE AGREEMENT PREPARED: 8/15/2016 EmaiI-kerry@kencairnlandscape.com BEGINNING DATE: 8/22/2016 COMPLETION DATE: 6/30/2017 COMPENSATION: Not to Exceed $2,800 SERVICES TO BE PROVIDED: Reference exhibit C KenCairn proposals for landscape architectural services. ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said primary City of Ashland Contract. FINDINGS: Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $20,142.20 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused b the negligence of City. Contract for Personal Services, Revised 07/08/2014, Page 1 of 5 10. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement, institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: 200 000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage, Contract for Personal Services, Revised 07/08/2014, Page 2 of 5 Including coverage for owned, hired or non-owned vehicles, as applicable, e. Notice of cancellation or chance. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 36 days' written notice from the Consultant or Its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultants services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of Insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of Its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nona ppro priations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. nsultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference. onsulta : City of Ashl p-. . By eY ignature Departure Head Print Name Print Name Title Date 7 / W-9 One copy of a W-9 Is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services, Revised 07/OW014, Page 3 of 5 EXHIBIT A r 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. I Contracto (Date) Contract for Personal Services, Revised 07/0812014, Page 4 of 5 CITY • ASHLAND, OREGON EXHIBIT B City of Ashland LIVING WA,~,E per hour effective June 30, 2016 (Increases annually every June 30 by the Consumer Price Index) ~r 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. y 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 Personal Services, Revised 07/08/2014, Page 5 of 5 EXH I BIT C KenCairn I dncls(°al)c 1rchite(,ttjt'(3 Ashland Municipal Airport Proposal for Landscape Architectural Services Kencairn Landscape Architecture Kerry KenCairn Landscape Architect, Principal 545 A Street suite 3 Ashland, Oregon 97520 Phone 541488-3194 kerry@kencairnlandscape.com Registered Landscape Architect State of Oregon # 493 Registered Landscape Architectural Firm State of Oregon # 272 City of Ashland Business License BL-002480 Tax I D # 26-078898 Primary Contact and Legal Signee Kerry KenCairn August 1, 2016 KenCairn We at KenCairn Landscape Architecture (KLA) are pleased to present the City of Ashland with our qualifications for design the redesign of the entry drive to the Ashland Municipal Airport. The office at KLA consists of three licensed landscape architects and one landscape architect in training. KLA has a reputation for exceptional and efficient community involvement, enticing outdoor space creation and a professional yet accessible approach to getting projects accomplished. KLA is an established firm that has been practicing Landscape Architecture in the Rogue Valley and throughout Oregon since 1996. During that time KLA has been involved in many public design projects. Our firm has a combined professional experience of over 40 years on projects that range from the design of high intensity public gathering spaces including parks and plazas, to public transportation facilities. KLA takes pride in promoting a collaborative approach to Landscape Architecture, incorporating the goals of the client, public agencies, and the community to create inclusive and creative designs. KLA has a long standing reputation in the city of Ashland of creating durable landscapes that are beautiful, long living, low maintenance, low water use, fire resistant and deer proof. Our firm and its staff have provided design services for numerous low water use and fire resistant landscapes throughout the Western United States. Project Team Responsibilities James Love became an associate landscape architect at KenCairn Landscape Architecture in September of 2014. James has thirteen years of experience working as a project manager in the Rogue Valley. Responsibilities in this new position will be a continuation of his abilities as a full service landscape architect. Specifically James serves as project manager on commercial and institutional projects for the firm in collaboration with Kerry KenCairn. Once Design development is accomplished collaboratively, James will oversee the creation of construction documents, develop specifications and provide construction supervision to these same projects. On the Ashland Municipal Airport Project, James will serve as collaborator with Kerry KenCairn through the design process. James will then take over lead responsibilities at the construction document phase of work and oversee project construction, specifications and submittals. Key Cairn 1.dn(1s(,,,, rc hitec ttirc ESTIMATED PROJECT COSTS with ACTIONS and DELIVERABLES Schematic Design $800.00 Concept Drawing Development Review with Staff Construction Documents $1,400.00 Final Site Plan Final Planting Plan Final Irrigation Plan Final Sheet Specifications Construction Management $600.00 Project Facilitation Meetings - Minutes Site construction Inspections TOTAL ESTIMATED PROJECT COSTS $2,800.00 Fee Schedule: Landscape Architect Principal $100.00 per hour Staff Landscape Architect $95.00 per hour Support Staff Drafting $65.00 per hour KenCairn KERRY KENCAIRN Landscape Architect Experience: 2007- KenCairn Landscape Architecture - Principal Landscape Architecture, Environmental and Site Development Planning 2003-2007 KenCairn Sager Landscape Architects Inc. - Principal Landscape Architecture, Environmental and Site Development Planning 1995-2003 KenCairn Environmental Design Landscape Architecture, Site Design and Environmental Planning 1996-1997 Oregon Water Trust Rogue Valley Project Manager -Conservation of Water Rights, Alternative irrigation systems Education: MLA Landscape Architecture, 1995, University of Oregon BLA Landscape Architecture, 1993, University of Oregon B.S. Geography, 1988, Southern Oregon University B.S. Fine Arts, 1988, Southern Oregon University Research: Alternative Stormwater Management in Development Restoration and Reclamation of Wetlands and Streams Environmentally Responsible Design - LEED for Landscape Architects Professional Organizations, Public Involvement and Affiliations: American Society of Landscape Architects Eyes to Burma - Board of Directors Coyote Trails Education Center - Board of Directors Member Ashland Rotary Ashland Chamber of Commerce Commissioner Ashland Historic Commission Past Member (7 years) Ashland Planning Commission Co-chair Ashland Downtown Beautification Committee Credentials: Registered Landscape Architect Oregon #439 Present Registered Landscape Architect California #4614 Kenuai n JAMES C. LOVE Landscape Architect Experience 2014- KenCairn Landscape Architecture - Staff Landscape Architect Project Manager, Designer, Specifications Landscape 2002-2014 Galbraith & Associates Landscape Architects Project Manager, Landscape Architect 1998-2002 Mayer/Reed Landscape Architecture Landscape Architect 1995-1998 Pinnacle Design, Inc. Team Landscape Architect 1993-1995 Coe & Van Loo Landscape Designer Education Bachelors of Landscape Architecture, 1993, University of Oregon Research Interests: Therapeutic Landscape Design Alternative Design of Stormwater Management Practices Urban Heat Island Reduction Professional Organizations, Public Involvement and Affiliations American Society of Landscape Architects (ASLA) Grants Pass Urban Tree Advisory Committee, Member (12 years) Credentials: Registered Landscape Architect Oregon #409 DATE (MMfDD/YYYY) ~_/RL? CERTIFICATE OF LIABILITY INSURANCE 08/17/2016 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 polley(fes) 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). IPROOUCER CONTACT BRIAN CONRAD STATE FARM INSURANCE NAME: BRIAN CONRAD PHONE 180$ ASHLAND ST A1c No,.Ext}:_ 1?182-H4%O alC No :541 482-6956 E-MAIL ASHLAND, OR 97520 ADDRESS: INSURERS AFFORDING: COVERAGE NAIL # INSURERA: State Farm Fire and Casualty Company_____ 2 143 J INSURED KENCAIRN LANDSCAPE ARCHITECTURE LLC INSURERS: 545 A ST STE 3 INSURERC: ASHLAND, OR 07520 [NSURERa: 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 i INDICATED. NOTWITHSTANDING, ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUB.iECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE - ADOL SUBR POLICY E>=F POLICY EXP LIMITS LTR POLICY NUMBER MMlDOIYYYY IvIM/DOlYYYY GENERAL LIABILITY 97-E6-2275-2 1012912015 1012912016 EACH OCCURRENCE $ 2,000,000 DAMAGE T RENTED I X COMMERCIAL GENERAL LIABILITY PREMISES (E a-occurrence}_._.-- I CLAIMS-MADE 171 OCCUR NIED EXP (Anyone person) $ 10,2700 PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ 4,000,000 GEN'L AGGREG_.A_ TE LIMITAPPLIES PER - PRODUCTS - COMPrOP AGG $ 4,000,000 i 1 ECT LOC $ X POLICY _~D COMBINED SINGLE LIMIT AUTOMOBILE LIABILITY r Ea accident $ BODILY INJURY (Per person) i ANY AUTO _ ALL OWNED X SCHEDULED !AUTOS AUTOS BODILY INJURY (Per accident) $ - NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS Per accident S j UMBRELLA LIAR OCCUR 7 ❑ EACH OCCURRENCE $ i EXCESS LIAB CLAIMS-MADE AGGREGATE $ S _ ~ DIED RETENTION $ t WORKERS COMPENSATION X STATUTS - OR I O R AND EMPLOYERS' LIABILITY Y I N 97-BO-MO69-1 1012912015 1012912016 ANY PROPP.IETOWPARTNEPJEXECUTIVE E.L. EACH ACCIDENT $ 500.000 OFFICEIMEMBER EXCLUDED? ❑ I N 1 A (Mandatary in NH) t - -I E.L DISEASE - EA EMPLOYE $ 500.Ov0 If yes, descnte under QESCRIPIION QE OPERAIIDNS below E.L. DISEASE -POLICY LIMIT $ 500,000 n I 1 j I DESCRIPTION OF OPERATIONS ! LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedw, if more space Is required) LANDSCAPE ARCHITECTURE i CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHOR,VED REPRESENTATIVE 9 -2010 ACORD CORPORAT N. All rights reserved. ACORD 26 (2010105) The ACORD name and logo are registered marks of ACORD 1001486 132849.E 01-23-2913 r - .ACQ ® DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 08/16/2016 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 CNAME: Karen Bronson CorRisk Solutions PHONE 312-263-4218 F" (A/C, No. Et): (A/C, No, Ezt): 225 W. Washington St. Suite 1560 E-MAIL kbronson@corrisksolutions.com Chicago, IL 60606 ADDRESS: INSURER S) AFFORDING COVERAGE NAIC # INSURER A: New Hampshire Insurance Company 23841 INSURED INSURER B: Kencairn Landscape Architecture INSURER C: 545 A Street # 2 INSURER D: Ashland, OR 97520 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 TYPE OF INSURANCE ADD'L SUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTR INSRD WVD (MM/DD/YYYY) (MM/DD/YYYY) GENERAL LIABILITY EACH OCCURANCE DAMAGE TO RENTED COMMERCIAL GENERAL LIABILITY PREMISES Ea occurance CLAIMS MADE ❑ OCCUR MED EXP (Any one person) DOES NOT APPLY PERSONAL & AND INJURY GENERAL AGGREGATE GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG POLICY PROJECT LOC COMBINED SINGLE LIMIT (Ea AUTOMOBILE LIABILITY accident) ANY AUTO BODILY INJURY (Per person) ALL OWNED SCHEDULED DOES NOT APPLY BODILY INJURY (Per accident) AUTOS AUTOS PROPERTY DAMAGE (Per HIRED AUTOS NON-OWNED Al ITnG accident) UMBRELLA LIAB HOCCUR EACH OCCURANCE EXCESS LIAR CLAIMS MADE DOES NOT APPLY AGGREGATE DED 1-1 RETENTION $ WORKERS COMPENSATION WC STATU- OTHER AND EMPLOYERS' LIABILITY TORY LIMITS ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT OFFICE/MEMBER EXCLUDED? YIN N/A DOES NOT APPLY E.L. DISEAAE - EA (Mandatory in NH) EMPLOYEE If yes, describe under DESCRIPTION OF ❑ E.L. DISEASE -POLICY LIMIT OPERATIONS below 064990357- 10/30/15 10/30/16 Per Occurrence: $1,000,000 A Professional Liability 00 /30/16 Annual Aggregate: $1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACCORD 101, Additional Remarks Schedule, if more space is required) CERTIFICATE HOLDER CANCELLATION City of Ashland, Public Works SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Attention: Scott A. Fleury 20 East Main Street AUTHORIZED REPRESENTATIVE Ashland, OR 97520 1_- ACORD 25 (2010/05) © 1988-2010 ACORD CORPORATION. Allrights reserved. The ACORD name and logo are registered marks of ACORD SlzateFarm State Farm Mutual Automobile Insurance Company 14792-1-A MATCH 00209 MUTL VOL o PO Box 5000 Dupont WA 98327-5000 DECLARATIONS PAGE NAMED INSURED 00209 37-2155-1 A A POLICY NUMBER 3303415-A14-37A 000048 0058 RN POLICY PERIOD SEP 07 2016 to JAN 14 2017 , KERRY 12:01 A.M. Standard Time 147 CENTRAL AVE - 147 C - ASHLAND OR 97520-1714 AGENT BRIAN CONRAD 1806 ASHLAND ST _ ASHLAND, OR 97520-2331 PHONE: (541)482-8470 DO NOT PAY PREMIUMS SHOWN ON THIS PAGE. IF AN AMOUNT IS DUE, THEN A SEPARATE STATEMENT IS ENCLOSED. YOUR CAR F YEAR MAKE MODEL BODY STYLE VEHICLE ID. NUMBER CLASS 1 2014 SUBARU FORESTER SPORT WG JF2SJAHCOEH433306 60OH40H000 SYMBOLS COVERAGE & LIMITS PREMIUMS A P1 Combined Premium $188.56 A Liability Coverage Bodily Injury Limits Each Person, Each Accident $100,000 $300,000 Property Damage Limit Each Accident $100,000 P1 Personal` Injury Protection Coverage (See Policy Schedule for Limits.) D Comprehensive Coverage - $250 Deductible $46.83 G Collision Coverage - $250 Deductible $115.29 H Emergency Road Service Coverage $3.74 R1 Car Rental and Travel Expenses Coverage $7.60 Limit - Car Rental Expense Each Day, Each Loss $25 $600 U1 Uninsured Motor Vehicle Coverage $20.63 Bodily Injury Limits Each Person, Each Accident $100,000 $300,000 Property Damage Limit Each Accident $20,000 Total premium for SEP 07 2016 to JAN 14 2017. 382.65 This is not a bill- IMPORTANT MESSAGES Replaced policy number 3303415-37. Your total renewal premium for JUL 14 2016 to JAN 14 2017 is $542.00. EXCEPTIONS, POLICY BOOKLET & ENDORSEMENTS (See policy booklet & individual endorsements for coverage details.) YOUR POLICY CONSISTS OF THIS DECLARATIONS PAGE THE POLICY BOOKLET - FORM 9837B AND ANY ENDORSEMENTS THAT APPLY, IkLUDING THOSE ISSUED TO YOU WITH ANY SOBSEQUENT RENEWAL NOTICE. CREDITOR- FIFTHH THIRD BANK PO BOX 598 AMELIA OH 45102-0598. 6028BJ ADDITIONAL INSURED PRIOR NOTICt OF TERMINATION-CITY OF ASHLAND AND THEIR ELECTED OFFICIALS OFFICERS & EMPLOYEE'S, 20 E MAN ST, ASHLAND OR 97520-1850. 6128BL AMENDATORY ENDORSEMENT -EFF JAN 14 2017. 6937B.1 AMENDATORY ENDORSEMENT -EXPIRES JAN 14 2017. 6937B.2 AMENDATORY ENDORSEMENT -EFF JAN 14 2017. Agent: BRIAN CONRAD Telephone: (541)482-8470 00223/02055 See Reverse Side Prepared SEP 09 2016 2155-AE6 155-3866.2 04-2005 (ola025hd) (ola0254c) 14SXON (ola025te) This policy is issued by State Farm Mutual Automobile Insurance Company. MUTUAL CONDITIONS 1. Membership. While this policy is in force, the first insured shown on the Declarations Page is entitled to vote at all meetings of members and to receive dividends the Board of Directors in its discretion may declare in accordance with reasonable classifications and groupings of policyholders established by such Board. 2. No Contingent Liability. This policy is non-assessable. 3. Annual Meeting. The annual meeting of the members of the company shall be held at its home office at Bloomington, Illinois, on the second Monday of June at the hour of 10:00 A.M., unless the Board of Directors shall elect to change the time and place of such meeting, in which case, but not otherwise, due notice shall be mailed each member at the address disclosed in this policy at least 10 days prior thereto. In Witness Whereof, the State Farm Mutual Automobile Insurance Company has caused this policy to be signed by its President and Secretary at Bloomington, Illinois. Secretary President B10 P V Purchase Order FAilia-1 Fiscal Year 2017 Page: 1 of: 1 - - = - _ _ - - = t~=PLC= B City of Ashland L ATTN: Accounts Payable Purchase L 20 E. Main Order # 263 Ashland, OR 97520 T Phone: 541/552-2010 O Email: payable@ashland.or.us V S C/O Engineering Division E KENCAIRN LANDSCAPE ARCHITECTURE LLC H 51 Winburn Way N 545 A STREET D ASHLAND, OR 97520 P Ashland, OR 97520 Phone: 541/488-5347 O R O Fax: 541/488-6006 ~ Bosom= _V~n1or PhanQ Iumbr= _1~nd QKOEAlu_tt__ -tom = Scott Fleur Ddr rBQr s ~n s-r Nuft- 09/23/2016 877 FOB ASHLAND OR Cit Accounts Pa able Item# Landscape Architectural Svcs 1 Landscape Architectural Services 1 $2,800.0000 $2,800.00 Ashland Municipal Airport Contract for Personal Services less than $35,000 Beginning date: 08/22/2016 Completion date: 06/30/2017 GL SUMMARY 085700 - 602353 $2,800.00 By; Date: 6 Authorized Signat46 $2,800.00 Y &r', FORM 43 FMS m ITY OF ASHLAND r a P REQUISITION Dad of request; 09/08/2016 equired date for delivery: ASAP 6 Vendor Name KPn( ;;irn I anrlsraQa ornhitartS Address, City, State, Zip 545 A Street Suite 3 Ashland OR 97520 Contact Name & Telephone Number Kerry 541-488-3196 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 # F-1 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 ❑ 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 Landscape architectural services $2,800.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST w Per attached quote/proposal $ Project Number _ _ _ _ _ _ - _ _ _ Account Number 280.08.00.602353 Account Number D &-CIO - - 6Account 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. 3 , S Department Head: Employee:, &JA (Equal to or greater than $5,000) Department Manager/Supervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year YES / NO Finance Director- (Equal to or greater than $5,000) Date Comments: Fnrm - Rani kitinn