HomeMy WebLinkAbout2016-306 Contract - Erin L Scott
CITY OF
-AS H LA N D Independent Contractor: Erin L Scott
20 East Main Street CONTACT: Erin Scott
Ashland, Oregon 97520 ADDRESS: 946 C Street
Department: Fire TELEPHONE: 650-421-5465
Telephone: 541/482-2770 EMAIL: erin.scott@gmail.com
PROJECT CAPTION: Ashland Forest Resiliency Media and Communications
BEGINNING DATE: October 20, 2016 COMPLETION DATE: December 31, 2016
COMPENSATION: Not to exceed $3,500
GOODS OR SERVICES TO BE PROVIDED: Media and communication consulting and graphic products for the Ashland
Forest Resiliency Project. Refer to Exhibit B for a list of deliverables and item costs.
ADDITIONAL TERMS: All products developed while working on this project with the City of Ashland will be property of
the City of Ashland in perpetuity. The contractor may request use of media products for non-City purposes in writing to the
City of Ashland describing the exact product proposed for use and purpose for use. The City may approve use of the products
at its discretion. All media products will be transferred to the City of Ashland for use as needed, or by the termination date of
the 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. Ownership of Production: All documents, materials or items produced by Contractor pursuant to this contract shall be the property of City.
4. Statutory Requirements: ORS 279B.220, 279B.225, 27913.230, 279B.235, ORS Chapter 244 and ORS 670.600 are made part of this contract.
5. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless from those losses,
expenses, or other damages resulting from injury to any person or damage to property arising out of or incident to the negligent performance of
this contract by Contractor its employees, or agents. Contractor shall not be held responsible for any losses, expenses, or other damages,
directly, solely, and proximately caused by the negligence of City.
6. Termination: City's Convenience. This contract may be terminated at any time by the City.
7. 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. Contractor certifies the accuracy of the representations in attached Exhibit A.
8. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license.
9. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work.
10. 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.
11. Worker's compensation Insurance will be waived due to work being performed only by the contractor and no employees.
Initialed:
12. Liability Insurance. Contractor shall at its own expense provide the following insurance:
a. General Liability insurance with a combined single limit, or the equivalent, of not less than $ lf'aived for each occurrence
for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
b. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $400,000 for each accident for Bodily
Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable.
13. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon.
14. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO
WAIVER, CONSENT OR MODIFICATION OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND
SIGNED BY BOTH PARTIES. IN THE EVENT OF CONFLICTS OR DISCREPANCIES AMONG CONTRACT DOCUMENTS, THIS
STANDARD FORM CITY OF ASHLAND CONTRACT 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 THIS SIGNED DOCUMENT.
Contractor: City of Ashla
By ti_ I By
Signature b Signature
Print Name Print Name
i- tz, •f"
Ti le Date ,
W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. V 'T
1 VEDAS TO FORM
Page 1 of 2 Contract for Goods and Services - Small Procurement Less than $5,000
n .w ~
As t nd 1. G1 Attorney
EXHIBIT A
CERTIFICATIONSIREPRESENTATIONS: 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, (e) 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) I 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.
L
(6) I 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.
Contract r (Date)
Page 2 of 2 Contract for Goods and Services - Small Procurement Less than $5,000
Infographic #1
• Topic: Smoke, Burning management; decision making processes
• Depicts multi-factor, complex decision making process answering a question
such as "Can we/do we burn today?'
o Options include flowchart, graphics, Y/N scenarios, game board style of
layout
o Will focus on answering a single question that the public has about winter
burning/smoke management
o lays out many examples of evaluative criteria and the decision-making
process tree
• Primary dimensions: 8.5x11 for handouts, posting around town
• Includes one (1) redesign to a secondary dimension set for use in news media
• 2 reviews/revision sessions (typos [factual, grammar, spelling] and other
mistakes on my end are not part of the 2 reviews)
Estimated Time: 10-12 hours
Price: $250
Social Media Strategy
• Assist in IDing different audiences and audience goals
• Make recommendations regarding which audiences/goals to focus on
• Guidelines for story arcs and narratives for each audience and corresponding
platform(s)
• Collaboratively evaluate new/additional social media channels for AFR based on
project goals
• Evaluate, create and recommend measurable success metrics
o EX: increase number of social media follower per account
o EX: establish a goal number for interactions (likes/favorites, questions,
shares) per unit of time (quarterly, monthly, weekly)
• Create content style guide with examples (tone, vocab, length, color palette/font
for text on images)
• Create communication best practices guide (interaction guidelines, frequency/
types of postings, match platforms with audience/goals)
• Create general, ideal posting schedule (type of content, on specific platform)
• Create hashtag library for easy access to frequently used hashtags
• Set up and teach AFR staff about social media back end tools for scheduling
and automatically sharing content between platforms
• Evaluate and recommend scheduling app(s) with AFR staff based on features,
needs and costs
• Evaluate and recommend apps for content creation, based on AFR staff criteria
• 2 reviews/revision sessions (typos [factual, grammar, spelling] and other
mistakes on my end are not part of the 2 reviews) for documentation and guides
Estimated Time: 40 hours
Price: $1200
Winter Burning Video (Mostly Existing Footage)
• Topic: Winter Burning Is Coming/Here
• Determine audience, goals, platform
• Refine topic and themes
o Match infographic if possible
• Write script
• Script review process with AFR staff
• Review existing footage
• Determine if additional footage is needed for story
• Determine if voice over is needed
• Create subtitles/text overlays
0 85% of Facebook videos are watched without sound.
o accurate subtitles are good for ADA/accessibility compliance
(gov't agencies are especially scrutinized for this)
• Rough cuts and review process
• Exporting for desired formats for social media
• Exporting of Master file for archive purposes
• 2 rough cuts/reviews/revisions (typos [factual, grammar, spelling] and other
mistakes on my end are not part of the 2 reviews)
Estimated Time: 25 hours
Price: $600
Video Template Components
Analysis of look/feel wants and needs with AFR staff
• Standard intro title card/sequence
• Standard outro title card/sequence
• Lower third title cards for person/location info
0 branded with AFR logo
• Style guide for text, colors, sizes, vocab, music selections
• Incorporation of partner logos, website info
• Export Master file for archival and re-use
• Export of of up to 2 formats/codecs for re-use
• 2 rough cuts/reviews/revisions (typos [factual, grammar, spelling] and other
mistakes on my end are not part of the 2 reviews)
Estimated Hours: 15
Price: $300
Note: If animations (more that basic fades, scrolling titles and other existing animations
in video editors) are desired, the price will need to re-negotiated as there is significantly
more time involved in graphic animation design and creation. Optional inclusion of
additional partner logos on other lower third title cards will also add time and require a
change in price.
Weekly Hourly Work Option
• Occasions such as attending staff meetings and other requested events outside
of the design processes described above
• Working to create weekly/monthly planned content in advance (research,
photography, photo editing, graphic design, written content, scheduling) either
on own or with ARF personnel
• Teaching AFR personnel media, storytelling skills outside the scope of above
projects
Price: $20/hr
DATE (MM/DDiYYYY)
,a~RO VEHICLE OR EQUIPMENT CERTIFICATE OF INSURANCE
10/2012016
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.
This form is used to report coverages provided to a single specific vehicle or equipment. Do not use this form to report liability coverage
provided to multiple vehicles under a single policy. Use ACORD 25 for that purpose.
PRODUCER CONTACT
NAME: Jon Snowden State Farm
Jon Snowden State Farm PNHO,NN . Ext : 541-482-2641 .JCC, No :
420 Bridge St ADDRESS:
Ashland, OR 97520 PRODUCER
CUSTOMER ID
INSURER(S) AFFORDING COVERAGE NAIC #
INSURED INSURER A : State Farm Mutual Automobile Insurance Company 25178
SCOTT, ERIN & STIEGLITZ, MICAH INSURER B :
946 C ST INSURER C :
ASHLAND OR 97520-2008 INSURER D :
INSURER E :
DESCRIPTION OF VEHICLE OR EQUIPMENT
YEAR MAKE I MANUFACTURER MODEL BODY TYPE VEHICLE IDENTIFICATION NUMBER
2003 Honda Civic 4dr 2HGES25713H578742
DESCRIPTION VEHICLE/EQUIPMENT VALUE SERIAL NUMBER
Is
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICY(IES) OF INSURANCE LISTED BELOW HAS/HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
PERIOD(S) 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 POLICY(IES) DESCRIBED HEREIN IS/ARE SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POUCY(IES).
INSR ADD'L POLICY EFFECTIVE POLICY EXPIRATION
LTR INSRD TYPE OF INSURANCE POLICY NUMBER DATE (MMIDDIYYYY) DATE (MM/DD/YYYY) LIMITS
X VEHICLE LIABILITY COMBINED SINGLE LIMIT $
BODILY INJURY (Per person) $ 100 000
A 340 6710-A2$-37 07/28J2016 01/28/2017 BODILY INJURY (Per accident) $ 300,000
PROPERTY DAMAGE $ 100,000
GENERAL LIABILITY EACH OCCURENCE $
OCCURRENCE GENERAL AGGREGATE S
CLAIMS MADE $
INSR LOSS POLICY EFFECTIVE POLICY EXPIRATION
LTR PAYEE TYPE OF INSURANCE POLICY NUMBER DATE (MM/DD/YYYY) DATE (MM/DD/YYYY) LIMITS I DEDUCTIBLE
X VEH COLLISION LOSS ACV ❑ AGREED AMT $ LIMIT
A 340 6710-A2$-37 07/28/2016 0112812017
❑ ❑ STATED AMT $ 500 DIED
X VEH COMP VEH OTC ACV ❑ AGREED AMT $ LIMIT
A 340 6710-A28-37 07J28/2016 01/28/2017
❑ ❑ STATED AMT $ 500 DIED
EQUIPMENT ❑ ACV ❑ AGREED AMT
$ LIMIT
BASIC F BROAD ❑ RC ❑ STATED AMT
$ DED
SPECIAL ❑
REMARKS (INCLUDING SPECIAL CONDITIONS / OTHER COVERAGES) (Attach ACORD 101, Additional Remarks Schedule, if more space is required)
ADDITIONAL INTEREST CANCELLATION
Select one of the following: SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
The additional interest described below has been added to the policy(ies) listed herein by policy number(s). BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
A request has been submitted to add the additional interest described below to the policy(ies) DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
listed herein b olicv number(s).
VEHICLE / EQUIPMENT INTEREST: LEASED FINANCED DESCRIPTION OF THE ADDITIONAL INTEREST
NAME AND ADDRESS OF ADDITIONAL INTEREST ADDITIONAL INSURED R LOSS PAYEE
LENDER'S LOSS PAYEE
LOAN t LEASE NUMBER
AUTHORIZED REPRESENTATIVE
Karen Hinckle
01997-2015 ACORD CORPORATION. All rights reserved.
ACORD 23 (2016/03) The ACORD name and logo are registered marks of ACORD
1004351 142987.3 01-25-2016
Purchase Order
Fiscal Year 2017 Page: 1 of: 1
B City of Ashland
ATTN: Accounts Payable
L 20 E. Main Purchase 409
L Ashland, OR 97520 Order # T Phone: 541/552-2010
O Email: payable@ashland.or.us
V SCOTT, ERIN L H C/O Fire and Rescue Department
E 946 C STREET 1 455 Siskiyou Blvd
N P Ashland, OR 97520
D ASHLAND, OR 97520 Phone: 541/482-2770
O T Fax: 541/488-5318
R O
VsndQr PhQn~l tuber=- ndQr F x_Numb W6 J = MIS RUM 1 ~ - ~
Chris Chambers
Qatdr--lor_-UroIndr=[27= P
~o~r_Y-
11/14/2016_ 2670 City Accounts Pa able
Item#
Advertsing and Marketing AFR
1 Advertising and marketing consultation and services for AFR to 1 $3,500.0000 $3,500.00
include: Infographic, video and social media strategy.
Contract for Goods and Services Small Procurement Less than
$5,000
Beginning date: 10/20/2016
Completion date: 12/31/2016
GL SUMMARY.
L 072900 - 606100 $3,500.00
Is ~!CC t
lip
By: t~,,~,ya ; Date: l [,-'3
-
AuthoFized Signature = - $3,500.00
FO #3 CITY OF
ASHLAND
- ,r
REQUISITION Date of request: 11/7/2016
Required date for delivery: 11/14/2016
Vendor Name Erin gcntt
Address, City, State, Zip 946 C Street Ashland OR 97520
Contact Name & Telephone Number Erin Scott, 650-421-5465
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
,K Direct Award Date approved by Council: Contract #
El 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
Advertising and Marketing Consultation and Services for AFR to include: Infographic, video and $ 31500.00
social media strategy.
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
Per attached quote/proposal $3,500.00
Project Number 000199- 400 Account Number 110 - 07 - 29 - 00 -606100
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, 1 certify that the City's public contracting requirements have been satisfied.
Employee: Department Head:
(Equal to or greater than $5,000)
Department ManagerlSuperviso C' nistrator:
(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:
Form #3 - Requisition