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HomeMy WebLinkAbout2018-004-Contract for Personal Services -Steve Ennis Contract for Personal Services C I T Y OF CONSULTANT: Steve Ennis Architect -AS H LA N D CONTACT: Steve Ennis 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1108 East Jackson St, Medford, OR 97501 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541.618.9155 DATE AGREEMENT PREPARED: 11.22.17 EMAIL: steve@ennisarchitect.net BEGINNING DATE: 1.1.18 COMPLETION DATE: 06.15.18 COMPENSATION: $39,462 SERVICES TO BE PROVIDED: Design development, construction documents, and permitting per Exhibit C Proposal 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 $20,283.20 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 by the negligence of City. 10. Termination: Contract for Personal Services, Page 1 of 5 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 parry 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: P~ $250,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to n cover damages caused by error, omission or negligent acts related to the professional services to be provided E~ under this contract. C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: J&00,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property mage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: PL~ ,100,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Propert~Damage~ 1 ~ncludin covers a for owned, hired or non-owned vehicles, as a licable. Contract for Personal Services, Page 2 of 5 e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the 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, excluding Professional Liability and Workers' Compensation, required herein, but only with respect to Consultant's 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. 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. 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. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference. Consultant, I City of shland By? Signature TDartment H ad S`Tfyz D4~ AJ Vii; c t ti 114/x- S Print Name Print Name 6W14a (2-- ~ 17 Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. APP R D A 0 ORM and Asst. City Attorney Contract for Personal Services, 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 V purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. V (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. ~~ZM + 11 Z7117 Contractor (Date) Contract for Personal Services, Page 4 of 5 CITY OF ASHLAND, OREGON EXHIBIT B City of Ashland LIVING WAGE • 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 employee's 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, Page 5 of 5 E7X#4XRMT C. STEVE ENNIS ARCHITECT CITY OF ASHLAND i PIONEER HALL ARCHITECTURAL & ENGINEERING FEE WORKSHEET November 9, 2017 ARCHITECT DRAFTSMAN A SCHEMATIC DESIGN PHASE (DONE) B DESIGN DEVELOPMENT PHASE 1 Scope Review Meeting with Owner 2 2 Cover Drawing & Site Plan (enlarged site plan) 2 5 3 Outline Scope of Work on Floor Plan, Building Sections & Ext. Elevs. 3 8 4 Draw up Roof Plan 1 3 5 Draw Interior Elevations 3 8 6 Coordination with Historic Commission & SHPO 8 7 Coordination with Cost Estimator 4 8 Approval Meeting with Owner 3 9 Coordination with Owner & Engineers (6 Weeks @ 2) 12 SUBTOTAL 38 24 C CONSTRUCTION DOCUMENTS PHASE 10 Details at Porch, Chimney & Cabinets 4 16 11 Meetings with Owner (75% & 95% Meetings @ 3 Each) 6 12 Specifications 16 13 Complete Cover Drawing, SP, FP, BS, RP, EE & IE 4 16 14 Coordination with Owner & Engineers (8 Weeks @ 2) 16 SUBTOTAL 46 32 D PERMITTING PHASE 15 Coordinate Permit with City 3 16 Approvals from Historic Commission & SHPO 16 17 Reply to Contractor Questions & Issue Addendums 8 18 Coordination with Owner & Engineers (6 Weeks @ 2) 12 SUBTOTAL 39 0 E CONSTRUCTION PHASE (Not in Contract) TOTAL HOURS 123 56 HOURLY RATES $94 $70 SUBTOTAL $11,562 $3,920 ARCHITECTURAL FEE $15,482 DESIGN DEVELOPMENT COST ESTIMATE (ACC Cost Consultants) $3,000 CIVIL ENGINEERING (Marquess & Associates) $1,200 STRUCTURAL ENGINEERING (Marquess & Associates) $13,100 MEP ENGINEERING (Marquess & Associates) $6,680 ARCHITECTURAL & ENGINEERING FEE $39,462 1108 FAST JACKSON STREET • NfEDFORD, OR 97,501 Phone: (541) 618-9155 • Fax: (541) 618-9156 I CERTIFICATION OF EXEMPTION FROM WORKERS' COMPENSATION INSURANCE REQUIREMENTS Contractor is exempt from the requirement to obtain workers compensation insurance under ORS Chapter 656 for the following reason. Contractor is to initial the appropriate box as follows: l SOLE PROPRIETOR Initia~~ ■ Contractor is a sole proprietor, and ■ Contractor has no employees, and ■ Contractor will not hire employees or subcontractors to perform this contract. i CORPORATION - FOR PROFIT i n r ui! ■ Contractor's business is incorporated; and ■ All employees of the corporation are officers and directors and have a substantial ownership interest* in the corporation, and ■ All work will be performed by the officers and directors; Contractor will not hire other employees or subcontractors to perform this contract. CORPORATION - NONPROFIT initial" ■ Contractor's business is incorporated as a nonprofit corporation, and ■ Contractor has no employees; all work is performed by volunteers, and ■ Contractor will not hire employees or subcontractors to perform this contract. PARTNERSHIP f nu jai ■ Contractor is a partnership, and ■ Contractor has no employees, and ■ All work will be performed by the partners; Contractor will not hire employees or subcontractors to perform this contract, and ■ Contractor is not engaged in work performed in direct connection with the construction, alteration, repair, improvement, moving or demolition of an improvement to real property or appurtenances thereto.** LIMITED LIABILITY COMPANY 111IM11" ■ Contractor is a limited liability company, and ■ Contractor has no employees, and ■ All work will be performed by the members; Contractor will not hire employees or subcontractors to perform this contract, and ■ If Contractor has more than one member, Contractor is not engaged in work performed in direct connection with the A construction, alteration, repair, improvement, moving or demolition of an improvement to real property or appurtenances thereto.** (Signature of Authorized Signer) (Date) d '14 NCr2 (Signer'sTitle *NOTE: Under OAR436-50-050 a shareholder has a "substantial ownership" interest if the shareholder owns 10% of the corporation, or if less than 10% is owned, the shareholder has ownership that is at least equal to or greater than the average percentage of ownership of all shareholders. **NOTE: Under certain circumstances partnerships and limited liability companies can claim an exemption even when performing construction work. The requirements for this exemption are complicated. Consult with City Attorney's Office before an exemption request is accepted from a contractor who will perform construction work. l A`CORa°® CERTIFICATE OF LIABILITY INSURANCE °4/18/2o' 7Y' 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 pollcy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsements . i PRODUCER NAME: Julie Asher Ashland Insurance Inc PHONE (541) 482-0831 FAX (541)d86-5851 E-MAIL 585 A Street Suite 1 A DDRESS; j asher@ashlandinsurance.coln P. 0. BOX 880 _ INSURERS AFFORDING COVERAGE NAIC # J Ashland OR 97520 INSURERA:Contractors Bonding & Ins. Co. 37206 INSURED INSURERS: Steve Ennis INSURER C 1108 East Jackson Street INSURER D: INSURER E : Medford OR 97504 INSURER F: COVERAGES CERTIFICATE NUMBER:CL1732906946 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 - ADDL SUB - LTR TYPE OF INSURANCE POLICY EFF POLICY EXP POLICY NUM ER (MMIDD/YYYYI D LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A CLAIMS-MADE 7X OCCUR OHMAGE 70 RENTED 300, 000 PREMISES We ocwrcenca E X B21AAG990 5/10/2017 5/10/2018 MED EXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 1,000,000 POLICY u JEo- LOC PRODUCTS -COMPlOPAGG $ 1r000,000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ I Ea scold ent ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE HIREDAUTOS AUTOS Per acldent $ v $ UMBRELLA LIAB OCCUR EACH OCCURRENCE EXCESS LIAR CLAIMS-MADE AGGREGATE $ T_. I CEO RETENTION $ WORKERS COMPENSATION PER OTH- _TATUTE AND EMPLOYERS' LIABILITY TS ER - YIN ANY PROPRIETORIPARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICERIMEMBER EXCLUDED? N JA (Mandatory in NH) E.L. DISEASE - EA EMPLOYE $ Ityes, describe under DESCRIPTION OF OPERATIONS below E.L, DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more apace is required) City of Ashland and its elected officials, officers and employees as additional insureds. CERTIFICATE HOLDER CANCELLATION (541)488-5320 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 E . Main St. ACCORDANCE WITH THE POLICY PROVISIONS. Ashland, OR 97520 AUTHORIZED REPRESENTATIVE Julie Asher/JAA" r ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD INS025 (201401) i STEVENN-01 NCHRISTIANSEN AC®R®W CERTIFICATE OF LIABILITY INSURANCE DATE DIYYYY) a/171217r2o17 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(fes) must have ADDITIONAL INSURED provisions or 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 p CT Madras office PHONE N No, E.t : (541) 475.2249 AIC, Nn :(541) 475 -6842 PPeWest Insurance, Inc. P Box 680 Madras, OR 97741 INSURERiSjAFFORDINGCOVERAGE NAICt! INSURERA:RLI Insurance Company 13056 INSURED INSURER B : Steve Ennis, Architect INSURER C: PO BOX 4051 INSURER D: Medford, OR 97501 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 ADDL SUBR POLICYEFF POLICYEXP LT TYPE OF INSURANCE WVD POLICY NUMBER iMMIDDriM D LIMITS EnERCIAL GENERAL LIABILITY EACH OCCURRENCE $ LAIMMADE OCCUR DAMAGE TO RENTED PRE I E E orrorLe $ MED EXP Any onopusan S PERSONAL & ADV INJURY $ GEN'LAGGREGATE LIMIT APPLIES PER' GENERAL AGGREGATE S POLICY ❑ JECT 11 LOC PRODUCTS- COMP/OPAGG S OTHER: COMBINED SINGLE LIMIT AUTOMOBILE LIABILITY Fa ac d ANYAUTO BODILY INJURY Per Person) $ OWNED SCHEDULED AUTOS ONLY AUTOS y~r E BODILY INJURY (Pei accident) $ AU $ TOS ONLY AR ONNLOV PP,01.P "Zy. IDAMAGE $ UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS LIAR CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION SE T L ETH- AND EMPLOYERS' LIABILITY YIN _ ANY PRO~O//PMMRIIETO~RR EXC UDED? ECUTIVE ❑ N 1 A E.L. EACH ACCIDENT $ Fendalory In NH) E.L. DISEASE - EA EMPLOYEE $ If yes, descdbo undar DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT A Errors & Omissions T-7 025180 06111/2016 06/1112018 Ea Claim/Aggregate 1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS! VEHICLES (ACORD 701, Additional Remarks Schedule, may be attschad If more apace Is required) I 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 Y ACCORDANCE WITH THE POLICY PROVISIONS. 20 E Main Street Ashland, OR 97520 j AUTHORIZED REPRESENTATIVE { ACORD 25 (2016103) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD { 1 r I ~ CITY OF -ASH LAN D FORM #4 DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to $75,000 To: Mark Welch, Public Contracting Officer From: Paula Brown, Director of Public Works P. E. Date: 1010412017 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less than $75,000, the Department Head shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the services required under the proposed contract. However, the City Attorney, the Public Contracting Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that the purposes of this chapter are upheld. Background The Department of Public Works intent is to contract with an architectural to develop construction documents for the structural rehabilitation of Pioneer Hall. The scope of work for this project is to provide biddable documents for construction services necessary to bring Pioneer Hall into compliance with the 2014 Oregon Structural Specialty Code. This project will advance the City's efforts to ensure the long-term safety and accessibility of the facility to all future users and tenants. The work is expected to be completed in fiscal year 2018 with a not to exceed budget amount of $39,462. Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of City personnel to perform the services, and that the City does not have the personnel and resources to perform the services required under the proposed contract? The City of Ashland Engineering Division does not currently have the adequate staff time or appropriate resources to provide the scope of service contemplated under this contract. In addition, no other Department in the City has the resources or technical knowledge to complete the work associated with this personal services contract. Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of 1, 12/4/2017 CITY OF FORM #9 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: Paula Brown, Director of Public Works P.E. Date: 11/21/2017 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Public Works Department 2. Department Contact Name: Paula C. Brown, PE, Director of Public Works 3. Type of Request: X Class Special Procurement Contract-specific Special Procurement 4. Time Period Requested: From: December 1, 2017 To: October 31, 2018 5. Total Estimated Cost: $39,462 6. Short title of the Procurement: Pioneer Hall Rehabilitation - Plan Development Supplies and/or Services or class of Supplies and/or Services to be acquired: The City intends to commission architectural and structural engineering services for the rehabilitation of Pioneer Hall. Services will include the development of plans for modifying the building to achieve compliance with the 2014 Oregon Structural Specialty Code, including occupancy, rgravity, seismic provisions. A scope of work is provided in Exhibit A. 7. Background and Proposed Contracting Procedure: Provide a description of what has been done 7 in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: A 2017 analysis of Pioneer Hall enumerated multiple code, condition, gravity (e.g. loading), and seismic deficiencies in Pioneer Hall, including the finding the roof is overloaded under snow loads. The analysis, performed by Steve Ennis Architect (Ennis), in partnership with Marquess Engineering (Marquess), may be requested from Kaylea Kathol; kaylea.kathol c ,ashland.or.us . Form #9 - Special Procurement- Request for Approval, Page 1 of 3, 11/14/2017 8. Proposed procedure: The City requested Ennis to develop a budgetary proposal for the development construction drawings for implementing the recommended upgrades detailed in Exhibit A. The City proposes to award the design contract directly to Ennis. 9. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. The initial assessment of Pioneer Hall was a labor-intensive project that required the development of as-built drawings three to four "rounds" of inspections and surveys, and extensive structural and seismic calculations. As a result Ennis and Marquess (subcontractor) now have an unparalleled familiarity with the building. In addition and perhaps more importantly, these firms have confidence of ownership in the assessment's findings and calculations. Directly awarding the Design phase to Ennis is in the City's best interest in terms of budget and schedule. Ennis will not need to familiarize his firm and subcontracts with the site, will not need to repeat any inspections, or redo any calculations. Due to the risk associated with structural work, it is unlikely that any other potential firm would "blindly' accept Ennis's findings. It is much more likely that a new firm would perform their own evaluations and calculations thereby duplicating many of the previous efforts, resulting in increased project costs and a low likelihood of meeting an aggressive a summer construction schedule. 10. Findings to Satisfy the Required Standards: This proposed special procurement: x (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: This request for special procurement is not based on favoritism, but rather on a consultant's level of site-specific knowledge and expertise that currently cannot be equaled. It should also be noted that the project manager (Kaylea Kathol) developing this request has commissioned numerous and varied local engineering and architectural firms within the past year. Kathol's contracting record is publically available and indicates no tendencies toward favoritism. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and x (b)(i) will result in substantial cost savings to the contracting agency or to the public because: (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 27913.055, 27913.060, 27913.065, or 27913.070, or any rules adopted thereunder because: The duplication of services that may result from a competitive bid process is not in the public interest. The schedule setbacks that will certainly result from a competitive bid are not in the public interest. The staff time consumed by coordinating with a consultant who has no site history or familiars is not in the City's interest. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 - Special Procurement - Request for Approval, Page 2 of 3, 11/14/2017 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us -November 22, 2017 PUBLIC NOTICE Approval of a Special Procurement First date of publication: November 22, 2017 A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on November 21, 2017. The City of Ashland will directly award a contract for professional services associated with Pioneer Hall structural, seismic, and occupancy rehabilitation to Steve Ennis Architect and the sub consultant, Marquess Engineering. This team performed the initial code evaluations of Pioneer Hall, has developed as-built drawings and load calculations, and has unparalleled site expertise and familiarity with the building. According to the site-specific knowledge, the Ennis/Marquess team will be directly awarded a contract for the development construction plans, specifications, and estimates. The contract will be awarded as a class-speck special procurement, as the City may desire additional assistance during construction administration. The cost of the contract is $39,462. The work will be performed within the currently adopted City ofAshland FYI 8119 Biennium Budget. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 27913.060, 279B.065, or 27913.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Public Works Department, Paula Brown, P.E., 20 E. Main St. Ashland, OR. The seven (7) protest period will expire at 5:00pm on November 28, 2017. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement- Request for Approval, Page 3 of 3, 11/14/2017 Council Business Meetin November 21, 2017 Title: Special Procurement for Pioneer Hall Rehabilitation Plan Development From: Paula C. Brown P.E. Public Works Director paula.brown(a)_ashland.or.us Kaylea Kathol Project Manager kaylea.kathol(aD,ashland.or.us Summary: Before the Council is a special procurement, direct award, to commission architectural and structural engineering services for the rehabilitation of Pioneer Hall. Services will include the development of plans for modifying the building to achieve compliance with the 2014 Oregon Structural Specialty Code (OSSC), including occupancy, gravity and seismic provisions. Actions, Options, or Potential Motions: Move to approve a special procurement, direct award, with Steve Ennis Architect for the development of architectural and structural construction plans for the rehabilitation of Pioneer Hall - Phase 2, as defined in the scope of services. Staff Recommendation: Staff recommends approval of the special procurement for professional services with Steve Ennis Architect to advance Phase 2 of the rehabilitation of Pioneer Hall. Resource Requirements: The proposed budget for services is $39,462 and within the current Public Works budget for facilities management. Policies, Plans and Goals Supported: 2.2 Engage boards and commissions in supporting the strategic plan 4 Evaluate real property and facility assets to strategically support city mission and goals • Maintain existing infrastructure to meet regulatory requirements and minimize life- cycle costs • Deliver timely life-cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning, management, and financial resources Backl4round and Additional Information: In 2017 the City commissioned Steve Ennis Architect (Ennis) to evaluate the occupancy, structural, and seismic conditions of Pioneer Hall pursuant to the 2014 OSSC. Ennis and his Page 1 of 2 CITY OF -ASHLAND subcontractor, Marques Engineering Associates (Marquess) found numerous deficiencies in the structure, some of which were fairly concerning and imminent, including an overloaded roof under snow (and possibly wind) loads, overloaded floor joists and beams under a live load, and multiple seismic deficiencies, including a stone chimney that will not withstand a seismic event. Parts of the structure are more than 100 years old, according to the City's insurance appraisals, so the extent of code variances are not particularly surprising. The full report available upon request from the City's project manager, Kaylea Kathol, kaylea.kathol(a ashland.or.us. Council authorized the City to commission the development of construction plans to implement all corrective actions recommended in the evaluation report during the November 6, 2017 Study Session. The City desires to utilize the Ennis/Marquess team for this second phase of the project, due to their extensive and unpatrolled site-specific knowledge. A scope of work proposal provided by Ennis indicates that phase 2 will cost close to $40,000, and therefore must be competitively bid pursuant to ORS 27913.070. Staff believes that it is not in the public best interest to initiate a competitive solicitation for this project, as detailed in the attached Special Procurement Request for Approval. This is a time- sensitive project, with respect to both the severity of the deficiencies and the compressed time period for construction (specifically, when the facility is not being used as a cold weather shelter). Staff estimates that a competitive solicitation will set the project schedule back by 4 to 6 months, and would likely result in missing the summer 2018 construction window. Not only is a competitive solicitation time consuming, it also may result in a contract award to a firm that has no site experience. Due to the risk associated with structural work, it is unlikely that any other potential firm would "blindly" accept Ennis's findings. It is much more likely that a new firm would perform their own evaluations and calculations, thereby duplicating many of the previous efforts, resulting in increased project costs and a low likelihood of meeting an aggressive a summer construction schedule. Ennis and Marquess have completed a labor- and time-intensive evaluation of Pioneer Hall. They've been underneath the building, in the walls, and in the ceilings, in order to develop as- built drawings and perform accurate structural calculations and assessments. The team has site expertise that cannot be matched by any other potential bidder. In addition, they have a proprietary confidence in their observations and calculations. For these reasons, staff believes it makes little sense to enter into a competitive solicitation, and that it is in the public best interest to directly award phase 2 of Pioneer Hall Rehabilitation to Ennis. Attachments: Form 49 - Special Procurement Exhibit A - Scope of Services / Proposal References: Final Report on Pioneer Hall Code Evaluation, Ennis October 17, 2017 Page 2 of 2 CITY OF -ASHLAND r CERTIFICATE OF LIABILITY INSURANCE DATE(mMOOrm) 12/13/2017 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(tes) 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). CONT CT PRODUCER N AMEp Allison Andrus Hall & Company PHONE. 360-626-2007 ac No:360-59&3703 19660 10th Ave NE E-MAt N AIL Poulsbo WA 98370 ADOBESS, aandrus hallandcom an .com INSURER(S) AFFORDING COVERAGE NAIC9 INSURER A: The Travelers Indemnity Company 25658 INSURED 2738 INSURER B: The Travelers Indemnity Company of America 25666 Marquess & Associates Inc P.O. Box 490 INSURER c: The Charter Oak Fire Insurance Company 25615 Medford OR 97504 INSURER D: AIG AMERICAN INTERNATIONAL GROUP INSURER E : INSURER F: COVERAGES CERTIFICATE NUMBER: 391678641 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 ADDI $UBR POLICY NUMBER MMIDDYIYYYY MMIOOYIYYYY LIMITS LTR B X COMMERCIAL GENERAL LIABILITY 680IJ311318 5292017 5292018 EACH OCCURRENCE $1,000,000 DAMAGE TO RENTED CLAIMS-MADE ~ OCCUR PREMISES Ea cmunence 81,000,000 MED EXP(Any ane person) $5,000 PERSONAL B ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 POLICY [X] J'E'T ❑ LOc PRODUCTS-COMP/OPAGG $2,000,000 OTHER: $ A AUTOMOBILE LIABILITY BA614SN401 5292017 5292018 COMBINED SINGLE LIMIT $ Ea accident 10 con IX ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS HI EDSAUTOS X NON-OWNED PeOr PERTnj AMAGE $ A X UMBRELLA LIAR X OCCUR CUP319ST698 51292017 5292018 EACH OCCURRENCE $5,000.000 EXCESS LIAB CLAIMS-MADE AGGREGATE $5,000,000 DED X RETENTIONS s C. WORKERS COMPENSATION UB4467T439 5292017 5292018 X PERRTIJTE OERH AND EMPLOYERS' LIABILITY YIN ANY PROPRIETORIPARTNERIEI(ECUTIVE ❑N/A E.L. EACH ACCIDENT $1,000,000 OFFICEWMEM13ER EXCLUDED? E.L. DISEASE-EA EMPLOYE $1,000,000 (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 D Prof Liability: Claims Made Farm 061853750 7262017 7262018 $2,000,000 Per Claim $2, 000,000 Aggregate DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached It more space is required) The certificate holder is an additional insured per the attached. 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. City of Ashland Public Works 51 Winbum Way AUTHORIZED REPRESENTATIVE Ashland OR 97520 ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD CERTIFICATE OF LIABILITY INSURANCE DATE(MMRDYYYY A~ 12/13/2017 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: Allison Andrus Hall & Company PHONE FAX 19660 10th Ave NE • 360-626-2007 ac Not: 360-598-3703 Poulsbo WA 98370 noorsess: aandrus hallandcom an .corn INSURERS AFFORDING COVERAGE NAIC # INSURERA: The Travelers Indemnity Company 25658 INSURED 2738 INSURER B: The Travelers Indemnity Company of America 25666 Marquess & Associates Inc INSURER C: The Charter Oak Fire Insurance Company 25615 P.O. Box 490 Medford OR 97504 INSURER D: AIG AMERICAN INTERNATIONAL GROUP INSURER E: INSURER F : COVERAGES CERTIFICATE NUMBER: 391678641 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 ADOL SUBR POLICY EXP POLICY EFF LTR POLICY NUMBER MM DDIYYYY MMIODY LIMITS B X COMMERCIAL GENERAL LIABILITY 680IJ311318 5292017 51292018 EACH OCCURRENCE $1,00'000 DAMAGE TO RENTED CLAIMS-MADE Y` OCCUR PREMISES Ea occurrence$1,00'000 MED EXP (Any one person) $ 5,000 PERSONAL&ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,00'000 POLICY JECT D LOC PRODUCTS - COMPIOP AGG $2,000,000 OTHER: $ A AUTOMOBILE LIABILITY BA61481,1401 5292017 5292018 COMBINED SINGLE LIMIT $ Ea accitlent 1,000,000 X ANY AUTO BODILY INIURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ PROPERTY DAMAGE $ X` AUTOSAUTOS X AUTOSAUTOS Per accitlent A X UMBRELLA LUIB X OCCUR CUP3196T698 5292017 5292018 EACH OCCURRENCE $5,000,000 EXCESS DAB CLAIMS-MADE AGGREGATE $ 5,000,000 DEO X RETENTIONS In mm $ C WORKERS COMPENSATION UB4467T439 5292017 5/2912018 X I PER STATUTE ERH AND EMPLOYERS' LIABILITY YIN ANY PR0PRIET0FVPARTNER/ ECUTIVE ❑ NIA E.L. EACH ACCIDENT $1,000,000 OFFICERIMEMBER EXCLUDED? (Mandatory in NH) E.L. DISEASE - EA EMPLOYE $ 1,000,000 if yes, describe under DESCRIPTION OF OPERATIONS below E.LDISEASE-POLILYLIMfT $1,000,000 D Prof Liability: Claims Made Form 051853750 7262017 7262018 $2,000,000 Per Claim $2,000,000 Aggregate DESCRIPTION OF OPERATIONSI LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space is required) The certificate holder is an additional insured per the attached. 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. City of Ashland Public Works 51 Wnburn Way Ashland OR 97520 AUTHORIZED REPRESENTATIVE Z ©1988.2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD Purchase Order rli Fiscal Year 2018 Page: 1 of: 1 THE ; Pik PJUivIEsE3 Ml}ST APPEAR ALL - B City of Ashland !NVOICES AND SHIPPING DOCUMENTS. I L 20 E. ATTN: Accounts Payable Purchase L Ashl l Main 20181142 Ashland, OR 97520 Order # T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Public Works Department E STEVE ENNIS ARCHITECT 1 51 Winburn Way N 1108 E JACKSON ST P Ashland, OR 97520 D MEDFORD, OR 97504 Phone: 541/488-5347 O T Fax: 541/488-6006 R O enslo~ = an um -fen]~llrm ie Qm = - -f31tvReferenc~ _ 541 618-9155 Paula Brown - ale-M r ed M = n _ _ ri~r = _ fl-e - _ a m ot[ fin 12/15/2017 2047 FOB ASHLAND OR/NET30 City Accounts Pa able T Q R ~ -d- 1VC awtun Fr_r =Extende~c f~rr e= Bid Documents Pioneer Hall 1 Consultant to provide biddable documents for rehabilitation of 1 $39,462.0000 $39,462.00 Pioneer Hall Contract for Personal Services Beginning date: 01/01/2018 Completion date: 06/15/2018 Project Account: GL SUMMARY 082400 - 602400 $39,462.00 By:. a. - Date: ~i Authorized Siature I PO _T ta!' $39,462.00 ddS FORM #3 CITY OF II ASHLAND I REQUISITION /"i Date ofrequest: 12/4/17 ' Required date for delivery: 12/7/17 f Vendor Name Steve Ennis Architect Address, City, State, Zip 1108 East Jackson St, Medford, OR 97501 Contact Name & Telephone Number Steve Ennis, (541) 618-9155 Fax Number steve@ennisarchitect.net 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 cop of council communication If council approval required, attach cop 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 # ❑ Other government agency contract GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) $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 El Agency $5,000 to $75,000 ® Form #9, Request for Approval ❑ Less than $35,000, by direct appointment ® Written quote or proposal attached Date original contract approved by Council: (Date) El (3) Written proposals/written solicitation Date approved by Council: November 21, 2017 _ (Attach copy of council communication) ❑ Form #4, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost Consultant to provide biddable documents for rehabilitation of Pioneer Hall $39,462 Ram # Quantity Unit Description of MATERIALS Unit Price Total Cost XXX XXX XXX TOTAL COST ® Per attached quote/proposal Project Number Account Number 082400. 602400 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 requisit~fpFm, I certify that the City's public contracting requirements have been satisfied. Employee: Department Head: (Equal to r greater than $5,000) Department Manager/Supervisor: City Administrator: (Jf~~(Equal o 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 I