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HomeMy WebLinkAbout2018-009-Contract for Goods & Services - Party Place Contract for GOODS AND SERVICES Small Procurement Less than $5,000 C I T Y OF -ASHLAND INDEPENDENT CONTRACTOR: Party Place 20 East Main Street CONTACT: Kelli McGuire Ashland, Oregon 97520 ADDRESS: 924 Chevy Way, Medford, OR 97504 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-776-7729 FAX: 541-772-1688 BEGINNING DATE: November 14, 2017 COMPLETION DATE: February 20, 2017 COMPENSATION: $XX 310 1,-z_, S~u GOODS AND SERVICES TO BE PROVIDED: 20'x20' Canopy rental including set up, removal, and rain gutter installation In the event of conflicts or discrepancies among Contract Documents, this standard form of the City of Ashland Contract will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with this standard form 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. Ownership of Production: All documents, materials or items produced by Contractor pursuant to this contract shall be the property of City. 4. Statutory Requirements: ORS 279B.220, 279B.225, 279B.230, 279B.235, ORS Chapter 244 and ORS 670.600 are made part of this contract. 5. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless from those losses, expenses, or other damages resulting from injury to any person or damage to property arising out of or incident to the negligent performance of this contract by Contractor its employees, or agents. Contractor shall not be held responsible for any losses, expenses, or other damages, directly, solely, and proximately caused by the negligence of City. 6. Termination: City's Convenience. This contract may be terminated at any time by the City. 7. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. 8. 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 shall not discriminate in the award of such subcontracts, if any. 9. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 16. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work. 11. 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. 12. 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. 13. Insurance. Contractor shall at its own expense provide the following insurance: a. 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. Worker's compensation insurance is required if work is performed by employees, subcontractors, or volunteers. BY INITIALING THIS SENTENCE, CONTRACTOR CERTIFIES UNDER PENALTY OF LAW THAT THE WORK REQUIRED BY THIS CONTRACT SHALL BE PERFORMED SOLELY BY THE UNDERSIGNED: b. General Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 for each occurrence for Bgc)ifojury and Property Damage. C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. 14. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon 15. 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. .fi ation attached hereto as Exhibit A and herein incorporated by reference. Certification. Contractor shall sign tVcer Contractor: City of Ashland: By - J By 0 LL m ' $~igrfature Department Head Print Name l l L ' IL I N < VyAtj V1 iii Na Tit ti 7 ?ti 11' W-9 One copy of a W-9 is to be submitted with the signed contract. ate > Ks Purchase Order No. rIL 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) I carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. Y, (2) Commercial advertising or business cards or 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) I assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. u d Contractor (Date) Revised 10-28-14 Page 2 of 2 Exhibit B 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: SOLE PROPRIETOR (Initials) ■ Contractor is a sole proprietor, and ■ Contractor has no employees, and ■ Contractor will not hire employees or subcontractors to perform this contract. CORPORATION - FOR PROFIT (Initials) ■ 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 (Initials) ■ 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 (Initials) ■ 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.** l N- LIMITED LIABILITY COMPANY (Initials) ■ 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 construction, alteration, repair, improvement, moving or demolition of an improvement to real property or appr~r n es thereto.*" / /Z- 6 i ~ l (Si 9 r f uthorized Signer) (Date) n. (Sig ner'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. CERTIFICATE OF LIABILITY INSURANCE 12/0 M/DD/YYYY) A`coR~ 12/04/2017 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 LIC #CA LIC 1-925-798-3334 CONTACT shakenah whiteside NAME: Edgewood Partners Insurance Center (EPIC) PHONE FAX [Concord Programs Group - Branch 155581 Ac No Ext: 925-822-9014 A/C No: 925-609-5531 P.O. Box 5668 ADDARESS: shakenah.whiteside@epicbrokers.com Concord, CA 94524 INSURERS AFFORDING COVERAGE NAIC # Chris Parker INSURERA: ARCH INS CO 11150 INSURED INSURER B Lively Up LLC dba: Party Place David & Beverly Lively INSURER C: 924 Chevy Way INSURER D: Medford, OR 97501 INSURER E: INSURER F COVERAGES CERTIFICATE NUMBER: 51463356 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 ADDL SUBR POLICY NUMBER MM IC YYYY MM IC YYYY LIMITS LTR A GENERAL LIABILITY PRPKGO014600 01/22/17 01/22/18 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED X COMMERCIAL GENERAL LIABILITY PREMISES Ea occurrence $ 300,000 CLAIMS-MADE I-XI OCCUR MED EXP (Any one person) S 10 , 000 PERSONAL &ADV INJURY $ 1,000,000 GENERAL AGGREGATE S 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 2,000,000 X POLICY PE 0 LOC $ A AUTOMOBILE LIABILITY PRPKGO014600 01/22/17 01/22/18 COMBINED SINGLE LIMIT Ea accident $ 1, 000, 000 X ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) $ X NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS Per accident X COMP $1000 Ix COLL $1000 HAPD $ Unlimited A UMBRELLA LIAB X OCCUR PRFXS0009300 01/22/1 01/22/18 EACH OCCURRENCE $ 1,000,000 X EXCESS LIAB CLAIMS-MADE AGGREGATE $ 1,000,000 DED X RETENTION $ 10 , 000 $ WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS' LIABILITY Y I N T RY LIMIT ER ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? 111 A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT S A Equipment Floater PRPKGO014600 Ol 22 1 01/22/18 Spec Form 325,000 Repl Cost 2,50ODed. DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) Evidence of Coverage Only. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE The City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 20 East Main Street AUTHORIZED REPRESENTATIVE Ashland, OR 97520 ~ USA 0~ © 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD kfritzbert 51463356 11 11 Hil 11 111 Page 2 of 2 Status: Open n RTY 924 Chevy Way Contract 55744 0p~ Medford, OR 97504 www.partyplaceandevents.com Event Beg: Tue 11/14/2017 10:OOAM 44 PLT-A__\C..1t= 541-776-7729 Phone Event End: Wed 2/21/2018 5:OOPM 4 541-772-1688 Fax Operator: Kelli _ us omer-f"M5__T Ashland Parks & Recreation 541-488-5340 Phone 340 South Pioneer Ashland, OR 97520 Delivery and Pickup Delivery: Tue 11/14/2017 10:OOAM Contact: Pickup Date: Wed 2/21/2018 5:00PM Phone: Used at Address: 95 Winburn Way ; Ashland, OR 97520 Delivery Notes: Ice Rink - Tent goes up next to Trailer phoned/came into store: Lonny Event Day time type of ev: Ice Rink Tent Phone/Message # Delivery/Set-up Tuesday Nov 14th _ QtyJKey Items Rented Status Event End Date Price 1 ! TENF2020W CANOPY 20'x 20' White SET UP Out Wed 11/29/2017 10:00AM $2,775.00 3 1day $185.00 20 I GUTTER RAIN GUTTER, PER FOOT Out Wed 11/29/2017 10:00AIJ, $450.00 i 1day $1.50 2dys $3.00 Qty Key _ Items Sold Statuses Each Price 1 SITEINSPEC SITE INSPECTION FOR SET UP Sold $0.00 $0.00 1 LOCATE LOCATE SERVICE CALL 811 Sold $0.00 $0.00 1 CANOPYADDEN CANOPY ADDENDUM Sold $0.00 $0.00 customer has signed and been given a copy of the canopy addendum 1 PERMITFEETBD PERMIT FEE TBD Sold I $0.00 $0.00 1 ! NONREFDP20X20 25% NON REF DEPOSIT $46.25 Sold $0.00 $0.00 e i 1 ~ Courtseydis CourtseyDiscount 20x20 Canopy Sold ~ ($277.50) ($277.50) 1 Courtseydis CourtseyDiscount Gutters Sold ($45.00) ($45.00) 1 12DELTRUCK-2 DELIVERY - 2 Sold $50.00 $50.00 10 14MILEAGE2 MILEAGE>10 MILE RADIUS PER MILE Sold $7.00 $70.00 Thank you for your Business Rental Contract ~~mm Rental: $3,225.00 This is a contract. The back of this contract contains important terms and conditions including lessor's disclaimer from all liability 9 for injury or damage and details of customer's obligations. These terms and conditions are a part of this contract - READ THEM! i Items not hot water rinsed and free of residue will be charged a cleaning fee at a rate of $30 per hour. X Sales: ($322.50) ) Items not returned by agreed date will be charged an additional rental fee. X Delivery Charge: $120.00 If equipment does not function properly notify lessor within 30 minutes of occurrence or no refund or allowance will be made. I certify that I have read and agree to all terms of this contract. Subtotal: $3,022.50 Sales Tax: $0.00 Total: $3,022.50 Paid: $0.00 Signature: - Ashland Parks & Recreation Amount Due: $3,022.50 M T W TH FR 10 to 5 Closed SAT SUN Modification # 2 Printed On Tue 11/14/2017 9.05AM Software by Point-of-Rental Systems www.point-of-rental.com Contract-Params rpt (1) Contract 55744 Ashland Parks & Recreation The Party Place Page 1 of 2 LIVELY tit', LLC (Ang business as PARTY PLACE - Rental Contract - Terms and Conditions The undersigned Customer ("Customer") hereby enters into a rental agreement with Lively Up, LLC doing business as Party Place (hereinafter "Party Place") on the following terms and conditions: I. Pricing: List prices are for the day of your event which includes a day to pick up and a day to return. All concession equipment or mechanical equipment is billed in 24-110ur increments. Party Place reserves the right to deliver earlier or pick up later with no additional charge to the Customer. 2. Reservations: Party Place will require a valid bank issued credit card for deposit to hold your reservation. Your card will not be charged until you rent the item. If we become fully booked for a specific item which you have reserved, we will call you to confirm your reservation. Upon confirmation, Customer shall pay a non-refundable 100% payment for the total rental ofthat item. The only exception is for tent and canopy reservations which require a 25% non-refundable deposit. 3. Changes/Cancellations: All changes to orders or cancellations must be made 96 hours prior to delivery or will call date. Any changes made after 96 hours are subject to a 50% restocking fee. All cancellations must have a confirmation code assigned at the time of the cancellation. 4. The rental equipment will be tendered to Customer in good working condition and shall be returned by Customer in the same condition. It is the Customer's responsibility to report any equipment discrepancies immediately. 5. Customer assumes all responsibility for injuries to persons or damage to property, and agrees to indemnify, hold harmless, and defend Party Place for any and all claims of any nature, arising out of the rental of the equipment while in their possession. 6. Customer agrees to Party Place's right to enter the premises of the Customer at any time to repossess said equipment. Customer hereby waives any right of action against Party Place by reason of such taking or entry and agrees to reimburse Party Place cost related to repossession. 7. Customer agrees not to loan, sublet or otherwise dispose ofequipment or use it in any location other than listed on this contract. 8. Return of equipment: Customer agrees to return the equipment to Party Place during regular business hours as stated on this contract in as good condition as when received. Customer shall not leave items unsecured at our premises anytime. 9. Payment: Customer agrees to pay Party Place, upon demand: a. All rates, charges, fuel, delivery, pickup and reservation cancellation fees and all other amounts incurred as a result of this transaction. Payment is required two weeks prior to your event for orders over $500.00. For all other orders, payment is required at the time of rental or before delivery. The credit card used for the reservations will be charged unless alternative payment is arranged. Returned checks will result in a $50.00 charge and are subject to collections. b. All linen orders require full payment at the time order is placed. Payment for linen orders is non-refundable if the order is canceled. We will confirm your reservation prior to placing the order. C. Replacement cost for any loss or disappearance of equipment due to theft, conversion or other dishonest acts on part of any persons or persons of whom the issued property is entrusted or any person or persons in the service or employment of the lessee, whether or not occurring during the hours of such service of employment. Party Place reserves the right to consider the property lost, stolen or converted if not returned within ten (10) days ofthe date and time printed on the contract. d. Credit Card. Customer authorizes Party Place to bill Customer's credit card at any time of the reservation or upon receipt of the rented items or upon the return of the items at full replacement of items. e. Payment Guarantee. If Party Place has agreed to charge a third party and the Customer (person signing the contract) has instructed Party Place to bill a third party, the Customer agrees to accept all charges in the event the third parry fails to accept charges. Customer understands that they shall be responsible for all charges to the contract. f Final Audit. Customer understands that all charges are subject to final audit. Customer authorizes any credits or additional charges to be made and paid by the method used at the time of the reservations, rental or return. g. Unpaid account balances after 30 days are subject to a minimum $25.00 per month late fee or 18% annum fee whichever is greater. 10. Customer agrees to pay in full replacement cost, including labor and freight for all damages to rental equipment/items due to my cause whatsoever. Replacement shall be at full retail value based upon a single item. 11. Party Place offers no warranty, express or implied, on any of the equipment rented, including but not limited to the implied warranties of MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, and Party Place hereby disclaims all express or implied warranties, including without limitation, the implied warranties of MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. 12. Limitation of Liability. Party Place shall in no event be liable for special or consequential damages, including without limitation lost profits on any claim of any kind arising out of or in connection with the rental of equipment under this Agreement. 13. No Waiver. The failure of either party to enforce at any time or for any period of time any provision of this Agreement shall not be construed as a waiver of such provision or of the right of such party thereafter to enforce such provision. 14. Non-Severability. In the event that any one or more of the provisions of this Consignment Agreement shall for any reason be held to be invalid, illegal, or unenforceable, the remaining provisions of this Consignment Agreement shall be unimpaired and the invalid, illegal, or unenforceable provision shall be replaced by a mutually acceptable provision, which, being valid, legal, and enforceable, comes closest to the intention underlying the invalid, illegal, or unenforceable provision. 15. Cleaning and Return All items must be returned in clean condition. The Party Place management shall have the final say as to any item's cleanliness. An hourly cleaning fee of $30.00 per hour shall be charged on any item that requires cleaning. All dishware shall be hot water rinsed with no food particles remaining, or stains in glasses. 16. Delivery. Party Place offers delivery and pick up services. Standard delivery consists of delivering the rented items to a nearby (25 feet) ground level site, outside the rear of our truck. If we need to move items or set up a venue, we will bill at an hourly rate per person, We will work to meet your delivery needs; however, scheduling will be done the week of your event and times are subject to change. Upon pick up, all items must be stacked/bagged in the same manner and location as delivered. Please note that we do guarantee that all items will be delivered to your event well in advance. 17 General Information. It is the client's responsibility to verify all orders, either at will call or upon delivery. The client assumes responsibility of rental equipment once it has been signed for. The client is responsible for the equipment from receipt until retum. It is the client's responsibility to secure equipment when not in use and to protect it from weather at all times. 18. If Customer is renting a canopy, the Canopy Addendum is hereby incorporated herein and made a part of this Agreement. 19.. Governing Law/Venue. This Agreement shall in all respects be governed by the laws of the State of Oregon. Any action or proceeding seeking to enforce any provision of, or based on any right arising out of, this Agreement shall be brought against any of the parties in Jackson County Circuit Court of the State of Oregon, or, subject to applicable jurisdictional requirements, in the United States District Court for the District of Oregon, and each of the parties consents to the jurisdiction of such courts (and of the appropriate appellate courts) in any such action or proceeding and waives any objection to such venue. 20 Attorney Fees. If any arbitration, suit, or action is instituted to interpret or enforce the provisions of this Agreement, to rescind this Agreement, or otherwise with respect to the subject matter of this Agreement, the party prevailing on an issue shall be entitled to recover with respect to such issue, in addition to costs, reasonable attorney fees incurred in preparation or in prosecution or defense of such arbitration, suit, or action as determined by the arbitrator or trial court, and if any appeal is taken from such decision, reasonable attorney fees as determined on appeal. 21. Customer requests for adjustments or refunds must be made within 30 days of close of contract. 1 agree to all of the above terms and conditions. Customer Dated ASHLAND PARKS & RECREATION COMMISSION 340 S PIONEER STREET • ASHLAND, OREGON 97520 COMMISSIONERS: g y't Michael A. Black, AICP Mike Gardiner Director Joel Heller O Rick Landt 541.488.5340 Jim Lewis a .a µtp5o, AshIandParksandRec. org parksinfo@ashIand.or.us Matt Miller MEMORANDUM TO: John Karns, City Administrator FROM: Lonny Flora, Recreation Manager DATE: December 8, 2017 SUBJECT: Contract for Goods and Services Less than $5000-Party Place Ice Rink Trailer Canopy Party Place has provided a 20'x20' canopy that comes off the the ice rink operation trailer to provide cover for transactions and customers from rain and snow. I am requesting the general liability insurance requirement per occurrence be lowered to $1,000,000 instead of the $2,000,000. Please call me at 541-552-2250 if there are any concerns about lowering the requirement. We will have the canopy on site until the week of February 19th after the rink closes. as~`9 Purchase Order _ Fiscal Year 2018 Page: 1 of: 1 REG o aT~lf.~ r'G ?~l'hlIEE.Rp3~d+iJSTAF6'EAR INVOICES AND SHIPPING `DOCUMENTS B Ashland Parks Commission ON ALL ATTN: Accounts Payable Purchase L 20 E. Main 20181140 Ashland, OR 97520 Order # T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Recreation Division (Grove E PARTY PLACE, THE 1 1195 East Main Street N 924 CHEVY WAY P Ashland, OR 97520 D MEDFORD, OR 97504 Phone: 541/488-5340 O O Fax: 541/488-5314 R Rachel Dials afr eiF~t-: _ e= a ui= Fi~de3Lea $rm - - 12/14/2017 1990 FOB ASHLAND OR/NET30 Parks Accounts Pa able _ _ --ri ttfr a MGM Prte-= Canopy for Ice Skating Rink 1 Canopy Set Up and Rain Gutter 1 $3,022.5000 $3,022.50 Contract #55744 Contact for Goods and Services Small Procurement less than $5,000 Beginning date: 11/14/2017 Completion date: 02/20/2017 Project Account: E-000007-999 $3,022.50 GL SUMMARY******** 125302 - 610210 $3,022.50 By- Date: a I A thoriz 'Signature PO Total $3,022.50 Legal Department Review , DOCUMENT TRANSMITTAL AND CONTROL This form will accompany the document through the drafting, review, and signature processes, and will be kept with the City's final executed copy of the document. Required fields are indicated in red, Document: Party Place - Contract G&S ($3 022.50) (Include names of parttes to the document.) Type of Document: Contract 0 Lease ❑ Easement ❑ Deed ❑ IGA ❑ Other (Specify): Dept Contact: Lonny Flora & Rachel Dials Dept.: Parks Phone: 2250 & 2260 Date submitted to Legal: 12/1117 ____,__ACTION'REQUESTED Draft due by: 0 Review Draft Return Requested by: ❑ Approve final & forward to: (Unless indicated otherwise, Legal will return document to you.) Comp/eteythrs_secfron ONLYfhe fTisi time this form rs filled out Has this document been previously worked on by the Legal Dept staff? Fig- No ❑ Yes If yes, by whom? n. LEGALDEPT First date received by Legal Date /`Kfi ,;Fi, % USE ONLY Returned to Dept for revision Date 4/'~ Received;for additional review by Legal Date / 2. 1 Refurited to Dept, for revision Date: k 11 Received for addlfionalYgview by Legal , Date. Returned to Dept'for revisicn " Date _ Received fo'reddiflonal review by, Legal ' Date Returned to Dept for revision bate _ . , Flnaf logged out by„Legal Date Comments from LEGAL td DEPARTMENT- Comments from DEPARTMENT to LEGAL: See attachetl: _ r p4e r: [ c ~{-~,~(s Oii.f t3 plus 1<k~ c` ag r~ ai; 'nr tSe e~ { L MFG l~f~ • inn sw%G.~c?~ rwl '"cn.s±iecnul ~P'y~wt°;: Ai A Return'ongmaf executed document to Ctty Recorder J. Does this document need to be recorded? for safekeeping❑ No ❑ Yes Na ❑ Yes If Yes, what county(sf 'Please do not srgn the attached document unhl this form has,tieen approved by the Legal Dept below FINALLEGAL'DEPARTMENTAPPROYAL: DASE... _ ~CLEAR,F.,QRM PRINT,',. Attach form to document F:LLegaiTocument Review Form.doc and route to Legal. [FORM#3 C I T ASHLAND REQUISITION,'' Date of request: Required date for delivery: Vendor Name r ` tC~_ G Address, City, State, Zip U 1- Ck e fa r^~~ ' ' ' ° ,7 C Contact Name & Telephone Number - C, c r tl c Email address 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 KDirect Award Date approved by Council: Contract # erbal/Written quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval E:1 Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: El (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 CCX-C $I~,7% Item # Quantity Unit Description of MATERIALS Unit Price Total Cost _510 ~C~J TOTAL COST ❑ Per attached quote/proposal $ Project Number t)tWo 0 7.9 9 9 Account Number ~ Q~ • ~ 6 ' ' 1 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: / (Equal to or greater than $5,000) Department ManagerlSupervi or: 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