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HomeMy WebLinkAbout2017-206 EXHIBIT Q PROPOSAL 1111111111111111 1111llllllllllll CoveyPardee 295 East Main, No. 8, Ashland, OR 97520 / 541 552 1015 / greg covey Ilc / coveypardee.conn LANDSCAPE ARCHITECTS July 5, 2017 Kaylea Kathol, Project Manager City of Ashland, Public Works 51 Winburn Way Ashland OR 97520 Re: Pioneer Parking Lot Boundary Fence Improvements - Conceptual Design Scope of Work and Fee Proposal Dear Kaylea: Thank you for the invitation to provide landscape architectural services for the Pioneer Parking Lot Boundary Fence Improvements project. Our scope of work for conceptual design is based on the City of Ashland's (COA) ExhibitA - Scoping Document you provided via email on May 31, 2017. The Project Area is defined on the COA's Exhibit B - Map of Project Area. We will provide conceptual design drawings for the fence or screen element and vegetated buffer strip within the Project Area as described herein. Our understanding of the work scope for this Conceptual Design Phase includes the following assumptions: 1. Public Works Department (PWD) Staff will represent the project at all necessary City Commission and Council hearings, and submit documents for all City approvals. 2. PWD will provide an updated boundary and topographic survey along the north property line, including existing features such as fences and retaining walls. 3. Concept design and construction documents for pedestrian-scale illumination, storm water drainage, and structural engineering of proposed fences and/or screen elements are not included and shall be provided by others. 4. Landscape construction documents for tree protection and removal, irrigation, and planting improvements are not included and shall be provided under a separate contract after the City Council has approved the Recommended Conceptual Design. SCOPE OF WORK Phase 1 Basic Services include the following tasks and products: 1. Project Investigation & Scoping: a. Review the updated boundary and topographic survey provided by PWD. b. Meet on site with PWD Staff to discuss the project objectives, scope, schedule, and preliminary design ideas. c. Review the site with the updated survey to observe existing conditions and features, and photograph the Project Area. Pioneer Parking Lot Boundary Fence Improvements - Conceptual Design July 5, 2017 Scope of Work & Fee Proposal 2. Conceptual Design: a. Based on the initial meeting and review in Task 1, prepare three Preliminary Conceptual Design Alternatives addressing the project criteria listed in the "Project Goals" section of Exhibit A - Scoping Document. b. Meet with PWD Staff to review the three Preliminary Conceptual Design Alternatives and to select one recommended alternative for preparation of final design drawings. c. Based on the PWD Staff's selected alternative, prepare the final Recommended Conceptual Design for PWD Staff presentation to the City Council. Phase 2 Basic Services may include, but are not limited to, preparation of landscape construction documents, and observation services during construction. Landscape Architect will propose the scope of work for Phase 2 Basic Services after the City Council has approved the Recommended Conceptual Design. Additional Services beyond Landscape Architect's Basic Services may be provided if confirmed in writing. Additional services include, but are not limited to, attending City presentations, hearings, or meetings, and redesign after the City Council meeting. Changes to the proposed project limits, scope of work, budget, or schedule may result in additional services fees. Excluded Services are not a part of Landscape Architect's Basic or Additional Services and are the responsibility of others. Excluded services include, but are not limited to, the following: determining subsurface conditions; determining soil suitability, structure, and compaction; storm water drainage design; all other site utility design; structural design of fences, screen elements, and retaining walls over four feet in height; surveying; consulting arborist services; applications for permits, including tree removal permits; signage design; landscape construction cost estimating; and construction management. Fees and Payment Tasks 1 & 2 $3,300 Reimbursable Expenses (Allowance) $200 Total $3,500 Basic Services fees will be billed on a percent complete basis not to exceed the total indicated. Billing will be once per month for Basic Services, approved Additional Services, and Reimbursable Expenses. Reimbursable Expenses will be billed at actual cost and include, but are not limited to, printing, reproduction, and delivery of documents. Additional Services approved by you and confirmed in writing will be billed on an hourly basis. Our current billing rates are as follows: Principal $110 / Hour Project Manager $95 / Hour Landscape Architect $80 / Hour Covey Pardee Landscape Architects Page 2 of 3 Pioneer Parking Lot Boundary Fence Improvements - Conceptual Design July 5, 2017 Scope of Work & Fee Proposal Contract Our understanding is that you will prepare a "City of Ashland Contract for Personal Services less than $35,000" upon acceptance of this proposal. Thank you again for the opportunity to assist you with the conceptual design phase of this project. Please contact me if you have any questions about this proposal. Sincerely, Greg Covey Covey Pardee Landscape Architects Covey Pardee Landscape Architects Page 3 of 3 Contract for Personal Services less than $35,000.00 CITY OF CONSULTANT: Covey Pardee Landscape Architects ASHLAND CONTACT: Greg Covey, Alan Pardee 20 East Main Street Ashland, Oregon 97520 ADDRESS: 295 E Main St, Ashland, OR 97520 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-552-1015 DATE AGREEMENT PREPARED: 7/6/17 EMAIL: re coveypardee.com; alan(cb-coveypardee.com BEGINNING DATE: 7/17/17 COMPLETION DATE:/6_25/17 COMPENSATION: $3,500 SERVICES TO BE PROVIDED: Preliminary conceptual designs for property bounds screen, 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 rims 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 $20,688.86 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- ~warising out of or incident to the negligent 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 less than $35,000.00, 06/19/2017, 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 party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional bi it -ins rance with a combined single limit, or the equivalent, of not less than Enter one: $250,000, $500,000 .$1,000,000, 000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by omission or negligent acts related to the professional services to be provided under this contract. C. General Liabilit ce with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, ,000,0 2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. d. Automobile Li nce with a combined single limit, or the equivalent, of not less than Enter one: $100,000, $500,000, 1,000,000, Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for o fired or non-owned vehicles, as applicable. Contract for Personal Services less than $35,000.00, 06/19/2017, 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: City of Ashland By - By Signature Department Hea !ZY T GdVOY L1+ Print Name Print Name PlamolpAt, -7/31/1-1- Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. AIROVED FORM Ashla City Attorney ~;ate_~~ 7 Contract for Personal Services less than $35,000.00, 06119/2017, 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. -7- -7- (Date) Contractor 00 61 Contract for Personal Services less than $35,000.00, 06/19/2017, Page 4 of 5 I CITY OF ASHLAND, OREGON EXHIBIT B City of Ashland LIVING WAGE per hour effective June 30, 2017 (increases annually ever/ June 30 by the ILI 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 $20,688.86. include temporary or part-time Ashland if the contract employees hired for less than exceeds $20,688.86 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 less than $35,000.00, 06/19/2017, Page 5 of 5 1 ® DATE (MMIDD/YYYY) f'►`~ o CERTIFICATE OF LIABILITY INSURANCE 10/18/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) 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 . CONTACT John Dewing PRODUCER NAME:__. Hall & Company PHONE 360-626-2011 a~ 360-598-3703 19660 10th Ave NE .L Poulsbo WA 98370 EMAIL s,jdewing@hallandcompany.com _ INSURER(S) AFFORDING COVERAGE NAIC 0 INSURERA:RLI INSURANCE COMPANY 13056 INSURED GREGCOV-01 INSURERB:Travelers Casual and Sure Co of 31194 Greg Covey LLC INSURER c : - dba Covey Pardee Landscape Architects INSURER D: _ i 295 E Main Street, Suite 8 Ashland OR 97520 INSURER E: INSURER F : COVERAGES CERTIFICATE NUMBER: 1193091455 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. AUUL1bUVK INSD D POLICY NUMBER MMID~Y MMID NYYY LIMITS INSR TYPE OF INSURANCE LTR A X COMMERCIAL GENERAL LIABILITY PSB0003987 1012112016 10/21/2017 EACH OCCURRENCE $1,000,000 CLAIMS-MADE ❑ OCCUR PREMISES Ea NTED occurrence) $1,000,000 MED EXP Any one person $10,000 PERSONAL &ADVINJURY $1,000,000 GEML AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 POLICY ~ JECT ~J LOC PRODUCTS -COMP/OPAGG $2,000,000 OTHER: $ A AUTOMOBILE LIABILITY PS80003987 10121/2016 10121/2017 Ea accident $1,000,000 I XANY AUTO BODILY INJURY (Per person) $ ALLOrED SCHEDULED BODILY INJURY (Per accident) S UTO AUTOS _ HIRED AUTOS F x AUTIOSSNMED Peraccidenl $ S UMBRELLA LIAR HOCCUR EACH OCCURRENCE S. EXCESS LIAR CLAIMS-MADE AGGREGATE 3 DED RETENTION S $ WORKERS COMPENSATION $TRT E AND EMPLOYERS' LIABILITY YIN A OFFICERIMEtABER NY PROPRIETORIPARTNER/ EXCLUDED? EXECUTIVE ❑ NIA E.L. EACH ACCIDENT S (Mandatory in NH) E.L.DISEASE - IJIEMPLOYES If es, describe under DESCRIPTION OF OPERATIONS below E.L DISEASE - POLICY LIMIT S B Professional Liab;Claims Made 105695240 10121/2016 10/21/2018 $1,000,000 Per Claim $2,000,000 Aggregate DESCRIPTION OF OPERATIONS I LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached It mom space N required) The certificate holder is an additional insured per the attached. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 East Main Street ACCORDANCE WITH THE POLICY PROVISIONS. Ashland OR 97520 AUTHORIZED REPRESENTATIVE ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD Purchase Order Fiscal Year 2018 Page: 1 of: 1 THIS PC:'NUMBER'MUSTAPPEAR ON ALL INVOICES, AND SHIPPING DOCUMENTS, B City of Ashland ATTN: Accounts Payable ~ 20 E. Main Purchase 20180907 Ashland, OR 97520 Order # T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Public Works Department E COVEY PARDEE 1 51 Winburn Way N 295 EAST MAIN STREET STE 8 P Ashland, OR 97520 D ASHLAND, OR 97520 Phone: 541/488-5347 O T Fax: 541/488-6006 ~R _ o _ Vendor Phone Number Vendor-Fax Number Requ~stiQn fjTumtz~= --glrv~tEsence Ka lea Kathol Date-Ordered Vendor Number Date Required= - r~l~hthliQt ~dtTerms = -_=D~Rarfineeation 08/02/2017 1001 FOB ASHLAND OR/NET30 City Accounts Pa able Item# Descri tion/PartNo _ 21 lnlt Price - Extended Price Design Property Boundary 1 Conceptual design for property boundary fence/wall at Pioneer 1 $3,500.0000 $3,500.00 Parking Lot Contract for Personal Services Less than $35,000 Beginning date: 07/17/2017 Completion date: 10/25/2017 Project Account: GL SUMMARY 081200 - 604100 $3,500.00 J By: Date- Authorized-Signature APO Total $3,500.00 FORM #3clTV of 1 1 ASHLAND REQUISITION Date of request: 8/1/2017 '7Required date for delivery: 8/8/2017 Vendor Name Covey Pardee Landscape Architects Address, City, State, Zip P295 E. Main St. Ashland, OR 97520 Contact Name & Telephone Number Greg Covey and Alan Pardee (541) 552-1015 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 cop of council communication _(If council approval required, attach co of CC ❑ Small Procurement Cooperative Procurement Less than $5,000 Date F] approved for by Council: Proposal (Copies on file) ❑ State of Oregon ❑ 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 171 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) E] Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication) Description of SERVICES Total Cost Contractor to provide conceptual design for property boundary fence/wall at Pioneer Parking Lot $3500.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost XXX XXX XXX TOTAL COST ® Per attached quote/proposal Project Number Account Number Account Number®~ Account Number 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes / No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Employee: Department Head: - ----.Q ';Z-~ L - (Equal to or grea er than $5,000) Department ManagerlSupervjst7~Y City Administrator: 6 (Equal to or greater than $25,000) . S z Ls Funds appropriated for current fiscal year- Finance Dhyjet&- (Equal to or greater than $5,000) Date Comments: P- $4 - Rani kitinn