HomeMy WebLinkAbout2017-018 Contract - American Industrial Door
Contract for GOODS AND SERVICES Less than $25,000
CITY OF CONTRACTOR: American industrial Door
ASHLAND CONTACT: Troy Andrus
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 5022 Table Rock Rd OR 97540
Telephone: 5411488-6002
Fax: 541/488-5311 TELEPHONE: (541) 664-5555
DATE AGREEMENT PREPARED: FAX: (541) 664-5556
December 29, 2016
BEGINNING DATE: January 2016 COMPLETION DATE: 6/30/2017
COMPENSATION: Per quotes attached as Exhibit C & D
Not to Exceed $2,509.50
GOODS AND SERVICES TO BE PROVIDED:
Perform repairs and services of doors and overhead doors.
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 rims 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 2796.220, 27913.225, 279B.230, 2796.235, 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
1 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 Ci under an of the following
Contract for Goods and Services Less than $25,000, Revised 06/0212015, Page 1 of 5
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 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
M. 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 cif 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. Obli-gation/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 sha[I not discriminate in the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to
City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any
requirement of ORS 279A.110 or the administrative rules implementing the Statute.
12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible
in the performance of the contract work set forth in this document.
15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of
any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to
the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a
QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has
instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing
business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Iqjur and Property
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 2 of 5
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 change. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s) without 30 days' wdften 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 confl',ct 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.
1S. 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
By
By 6,16V///0
S. tore Department Head
Pri Name Print Name
e Date
W 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 0510212015, 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.
Contractor (Date)
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 4 of 5
CITY OF ASHLAND, OREGON
EXHIBIT B
City of Ashland
LIVING
per hour effective June 30, 2015
(Increases annually every June 30 by the
Consumer Price Index)
. , portion of business of their 401 K and IRS eligible
employer, if the employer has cafeteria plans (including
ten or more employees, and childcare) benefits to the
has received financial amount of wages received by
assistance for the projector the employee.
For all hours worked under a business from the City of
service contract between their Ashland in excess of : Nate. "Employee" does not
employer and the City of $20,142.20. include temporary or part-time
Ashland if the contract employees hired for less than
exceeds $20,142.20 or more.. If their employer is the City of 1040 hours in any twelve-
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
54% or more of the In calculating the living wage, Municipal Corte 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.ashiand.oryus.
Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all
employees.
CITY OF
-ASHLAND
Contract for Goods and Services Less than $25,000, Revised 06102/2015, Page 5 of 5
American Industrial Door LLC .
W Estimate
5022 Table Rock Rd
Central Point, OR 97502 Rate Estimate #
Phone # 541-664-5555 Fax # 541-664-5556 7/8/2016 21594
OR Lie # 56160 CA Lie # 857109
Name / Address Ship To
City Of Ashland Cemetery Shop 41 & 42
Attn: Dave Arnold Corner Of Normal Ave & Ashland St
90 N. Mountain Ashland, OR 97520
Ashland, OR 97520
Terms Rep Customer Phone Customer Name
` 0t 1 i; 1 Troy 541-951-0292 Dave Arnold
Description Qty Rate Total
Provide And Install
Cemetery Shop 91
Six (6) 44-1/2" x 24" Insulation. Pcs With Vinyl Backer 2" Thick 6 27.50 165.00
Three (3) 45" x 24" Insulation Pcs With Vinyl Backer 2" Thick 3 29.00 87.00
1 Man Commercial Labor To Service And Adjust Door And Opener As Needed 2.5 105.00 262.50
Provided And Install
Cemetery Shop #2
One (1) 160" Commercial Bottom Retainer & Seal 2" Style 1 120.00 120.00
50' Feet Total Of 1/8" Cable 50 2.25 112.50
1 Man Commercial Labor To Install Bottom Seal And Cable & Adjust And Service Door 2.5 105.00 262.50
And Opener As Needed
American Industrial Door LLC is not responsible for working
condition of existing operator. Electrical connections and painting Total $1,009.50
to be performed by others.
We propose to furnish all materials and perform all labor necessary to complete this job. Any alteration or deviation from the above
specifications involving extra cost of material or labor will only be executed upon written orders for same, and will become an e\tra
charge over the sum mentioned in this contract. All agreements must be made in writing. Price subject to change after 30 days.
Electrical connections and painting to be performed by others.
Signature Submitted By
F
American Industrial Door LLC r.: Estimate
5022 Table Rock Rd
Central Point, OR 97502 Date Estimate #
Phone # 541-664-5555 Fax # 541-664-5556 12/14/2016 24244
OR Lic # 56160 CA Lic # 857109
Name / Address Ship To
City Of Ashland AFN Service Center
Attn: Dave Arnold Door 9052 & 141
90 N. Mountain
Ashland, OR 97520
Terms Rep Customer Phone Customer Name
\ ~ t lit Days Troy 541-951-0292 Dave
Description Qty Rate Total
Provide And Install
One (1) 24" x 54" 1/4' Tempered Glass 1 750.00 750.00
One (1) 7" x 31" 1/4" Tempered Glass
One (1) 25" x 55" MVF LoPro Standard Finish
One (1) 8" x 32" MVF LoPro Standard Finish
2 Men Commercial Labor To Prep And Install Glass And Frames Into Existing Man 1 750.00 750.00
Doors.
American Industrial Door LLC is not responsible for working
condition of existing operator. Electrical connections and painting Total $1,500.00
to be performed by others.
We propose to furnish all materials and perform all labor necessary to complete this job. Any alteration or deviation from the above
specifications involving extra cost of material or labor will only be executed upon written orders for same, and will become an extra
charge over the sum mentioned in this contract. All agreements musk be made in writing. Price subject to change after 30 days.
Electrical connections and painting to be performed by others.
Signature Submitted By
Purchase Order
Fiscal Year 2017 Page: 1 of: 1
onn~~negrrA~
IN. -0 0
B City of Ashland - -
ATTN: Accounts Payable Purchase
L 20 E. Main 526
Ashland, OR 97520 Order #
T Phone: 541/552-2010
O Email: payable@ashland.or.us
V AMERICAN INDUSTRIAL DOOR, LLC H C/O Facilities Maintenance Div
E 5022 TABLE ROCK RD 1 90 North Mountain Ave
N P Ashland, OR 97520
D CENTRAL POINT, OR 97502 Phone: 541/488-5358
O T Fax: 541/552-2304
R O
V~nd.or Phone-Number= 3/.Wn_iQ- rlF76 15B WE
=l3eslui ~tr`oH qm~ - - r~ = - - -
(5411664-5555 Dave Arnold
)afe~iered Vend QrNurrtzr Eegair~=-- = - - - _
02/01/2017 322 FOB ASHLAND OR Cit Accounts Payable
ltm# - = = = - - = Qr~ _ta~nZRarfl - - - _ = = = - =fin _PF1ce-
Door Repairs
1 Service and repair 2 overhead doors at Cemetery Shop #1 and #2 1 $2,509.5000 $2,509.50
Provide and install 2 glass inserts in exit doors AFN service center
door #052 & 141
GL SUMMARY
024700 - 601100 $750.00
082400 - 602400 $1,759.50
Bq;~~i ;x Date:
Authori2~"_ ignature f r = _ $2,509.50
CITY F
F3RM #3
ASHLAND
i
REQUISITION Date of request: 18 Jan 2017
Required date for delivery:
Vendor Name Amariran Indii-,trial nnnr
Address, City, State, Zip 5022 Table Rock Rd Central Point OR 97502
Contact Name & Telephone Number Troy Andrus (541) 664-5555
Fax Number (541) 664-5556
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;
M Direct Award -(Attach copy of council communication) Contract #
❑ Verbal/Written quote(s) or proposal(s) ❑ 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
Service and repair 2 overhead doors at Cemetery as per exhibit C
Provide and install 2 lass inserts in exciting doors as per exhibit D $ 21509.50
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
® Per attached quote/proposal $
Project Number 000077.999 $1,009.50 Account Number 410.06.24.00.602400
Project Number 000069.999 $ 750.00 Account Number 410.06.24.00.602400
Project Number 000069.999 $ 750.00 Account Number 691.02.7.00.601100
*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 gate Support -Yes /No
By signing this requisition form, 1 certify that the vs public contracting requirements have been satisfied. I
s
Department Head:a I
.
Employee:
' (Equal to or greater than $5,000)
Department Man gerlSupervisor: 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.
Form #3 - Requisition