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HomeMy WebLinkAbout2018-027-Contract for Personal Services - Stingray Communications Contract for Personal Services less than $35,000.00 C I T Y Q F CONSULTANT: StingRay Communications ASHLAND CONTACT: ShanRae Hawkins 20 East Main Street Ashland, Oregon 97520 ADDRESS: 19245 Innes Market Rd Telephone: 541/488-6002 Bend, Oregon 97703 Fax: 541/488-5311 T E L E P H O N E: 541-390-6411 DATE AGREEMENT PREPARED: January 10, 2018 EMAIL: shanrae@hellostingray.com BEGINNING DATE: January 17, 2018 COMPLETION DATE: January 17, 2020 COMPENSATION: NTE $25,000.00 SERVICES TO BE PROVIDED: Public outreach and communication services per the attached exhibit C related to the Ashland Canal Piping Project #2015-17. 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. This project is funded by Oregon DEQ Clean Water State Revolving Loan funds and additional funding requirements may be required of consultant. 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: DRS 2790.505, 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 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 b Consultant to perform work or services Contract for Personal Services less than $35,000.00, 06/19/2017, Page 1 of 5 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 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 withoutwritten 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 duttes-under, the Contract. 14. Insurance. Consultant shall at its-own expense provide 'he following insurance: a. -Worker-sC-ompensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers tr: Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 for each occurrence for Bodily Injury and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than (not applicable) for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non- Contract for Personal Services less than $35,000.00, 06/19/2017, Page 2 of 5 owned vehicles, as applicable. 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. Nona ppropriations 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 L.._~ Signature' Department Head Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services less than $35,000.00, 06/19/2017, 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, it is an independent Contractor as defined in the contract documents, it is authorized to do business in Oregon, it is authorized to act on behalf of the City, and Contractor has checked four or more of the following criteria that apply to its business. (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. Contractor (Date) I Contract for Personal Services less than $35,000.00, 06/19/2017, Page 4 of 5 CITY OF ASHLAND, O-REGON EXHIBIT B City of Ashland employers ALL described LIVING below comply living of Ashland laws regulating payment of a per hour effective June 30, 2017 gg~~ (Increases annually every June 30 by the Consumer Price Index) portion-of business of their 401 K and IRS eligible employer, if the employer has cafeteria plans (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by assistance for the projector the employee. ➢ For all hours worked under a business from the City of service contract between their Ashland in excess of ➢ 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 50% 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 a dddition2t information: Call the Ashland City Administrator's offices 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 EXHIBIT C rCITY OF ASHLAND CANAL PIPING PROJECT # 2015-17 PUBLIC INVOLVEMENT PROPOSED SCOPE OF WORK January 5, 2018 Presented By STINGRAY CO M M U N I CAT IONS StingRay Communications 541-390-6411 shanrae@hellostingray.com www.hellostingray.com STINGRAY C O M M U N I C A T IONS CITY OF ASHLAND COMMUNICATION AND PR NEEDS A proactive communications and public outreach program should serve as the primary and most cost-effective element of the City's overall outreach efforts for the canal piping project. Citizen involvement, media coverage, and endorsement of the City will help build trust, pride and awareness of the project within the community. Following is an overview of communication and public outreach goals intended to position the City of Ashland as a governmental leader related to the piping project. StingRay will work with the City to prepare and execute a strategic, proactive, and aggressive communications plan that increases trust, community awareness, and understanding of water management challenges while educating citizens about the benefits of piping. Communication and Public Outreach Goals 1) Introduce and drive interest and support for the City of Ashland's piping project to target audiences through the proactive generation of positive editorial coverage in local and regional media outlets. 2) Convey the fact that the City of Ashland is committed to providing a reliable supply of water in an environmentally and economically sustainable manner. 3) Educate citizens through multiple channels: social media, open houses, neighborhood meetings, presentation to community civic groups, fact sheets, website, talking points, and newsletters. 4) Reaffirm the City of Ashland as a member of the resources community and the appropriate partnering that entails. 2 STINGRAY C O M M U N I C A T I O N S SCOPE OF WORK StingRay Communications will develop a communications and public outreach program that will serve to increase awareness and support of the City's piping project. For this proposal, StingRay has prepared some preliminary thoughts on how the partnership might be structured. StingRay can fully execute the strategy or serve in an advisory role to the City of Ashland and Adkin's Consulting staff. Strategic Communications and Public Outreach There is a need to clarify current perception of target audiences and identify where the City needs to move that perception to achieve the desired goals and objectives. StingRay Communications will create a migration path between current and required perception, and identify exactly what must be done to be successful. This will take the form of a communications and outreach plan which may include letters to residents, public relations, open houses, social media, talking points, website, fact sheet, neighborhood meetings, etc. Deliverables: • StingRay will work with the City and consulting team to identify property and business owners and organizations to interview and gather input from regarding the piping project • StingRay will develop a letter to send to identified citizens inviting them to an open house and or HOA meeting to learn more about the piping project • StingRay will coordinate with City staff to organize and execute the open house/HOA events • StingRay will prepare a summary of events and provide recommendations for future communication efforts • Communications and Public Outreach Plan and Budget 3 STINGRAY C O M M U N I C A T I O N S AGENCY FEE STRUCTURE The following represents a calculation of what might be involved in a partnership between the City of Ashland and StingRay Communications. Of course, much of this may change based on initial planning meetings and further clarification of budget parameters. The fee structure for any given client is typically deterllmined in partnership between StingRay and the client based on an agreed upon scope of work, the client's budget, and the preferred method of payment.* BUDGET Strategic Communications and Public Outreach $25,000 StinRay is available on an hourly basis ($150/hour) to consult, as authorized, with the City of Ashland. *Estimate does not include costs associated with travel or hard costs for printing, production, design, postage or advertising fees BUDGET ESTIMATE: $25,000 The term of this Agreement shall begin upon contract signing and continue until June 30, 2019 unless terminated earlier as outlined in this Agreement. The term of this Agreement may be extended by mutual agreement between the parties. 4 ACC7RL? CERTIFICATE OF LIABILITY INSURANCE DA 01/10/2018 ) 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 CONTACT NAME: American Family Insurance - Business Insurance American Fami! Insurance - Business Insurance PHONE FAX Y A/C No Ext : 866-908-0626 A/C No PO Box 5316 E-MAIL Binghamton, NY 13902 ADDRESS: service@amfambusinessinsurance.com INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: Midvale Indemnity Company 27138 INSURED INSURER B : STINGRAY COMMUNICATIONS LLC INSURER C : 19245 INNES MARKET ROAD INSURER D : BEND OR 97703 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: 054551100276950110 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. INS TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF POLICY EXP LTR INSR WVD MMIDD/YYYY MM/DD/YYYY LIMITS GENERAL LIABILITY EACH OCCURRENCE $1,000,000 DAMAGE TO RENTED A X COMMERCIAL GENERAL LIABILITY Y N BPP1013071 08/05/2017 08/05/2018 P REM SES Ea C.,.".) $50,000 CLAIMS-MADE ❑X OCCUR MED EXP (Any one person) $10,000 PERSONAL & ADV INJURY $1,000,000 GENERAL AGGREGATE $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG $2,000,000 X POLICY PRO LOC JECT AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident ANY AUTO BODILY INJURY (Per person) ALL OWNED SCHEDULED BODILY INJURY AUTOS AUTOS (Per accident HIRED AUTOS NON-OWNED PROPERTY DAMAGE AUTOS Per accident MBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE DED RETENTION $ WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS' LIABILITY Y/N TORY LIMITS' I ER ANY PROPRIETOR/PARTNER/EXECU -TIVE OFFICER/MEMBER EXCLUDED. N/A E.L. EACH ACCIDENT (Mandatory inNH) I E.L. DISEASE - EA EMPLOYEE If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT PROFESSIONAL LIABILITY OCCURRENCE I AGGREGATE DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) Marketing Consulting Offices added as additional Insured CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED CITY OF ASHLAND BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 20 EAST MAIN ST AUTHORIZED REPRESENTATIVE ASHLAND OR 97520 © 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD BID 013 20130603 Da .11 aco CERTIFICATE OF LIABILITY INSURANCE DATE(MMIOD/YYV1' 01110/2018 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 INSURERS , AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy()es) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsemenL A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsements). PRODUCER CONTACT NAME: American Family Insurance- Business Insurance American Famil Insurance- Business Insurance PHONE FAX Y NC No Ert : 866.908-0626 Nc No): PO Box 5316 E-MAIL Binghamton, NY 13902 ADDRESS: sewice@amfambusinessinsumnce.com INSURER(S) AFFORDING COVERAGE NAIC0 INSURERA: Midvale Indemnity Company 27138 INSURED INSURER B : STINGRAY COMMUNICATIONS LLC INSURER C: 192451NNES MARKET ROAD INSURER D: BEND OR 97703 INSURER E: INSURER F : COVERAGES CERTIFICATE NUMBER: 054549128310110 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. INS TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTR INSR We MM/DD/YYYY MMIDp GENERAL LIABILITY EACH OCCURRENCE $1,000,000 A X COMMERCIAL GENERAL LIABILITY N N BPPI013071 081051201708/0512018 DAMAGETORENTED PREMISES Ea occunence $50,000 CLAIMS-MADE El OCCUR MED EXP(Any one person) $10,000 PERSONAL S ADV INJURY $1,000,000 GENERALAGGREGATE $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OPAGG $2,000,000 X POLICY PRO- LOC RA MOBILE LIABCOMBINED SINGLE LIMIT Ea accident NY AUTO BODILY INJURY (Per person) LL OWNED SCHEDULED BODILY INJURY UTOS AUTOS Peracddent IRED AUTOS NON-OWNED PROPERTY DAMAGE AUTOS Per accident) UMBRELIA LIAR CUR EACH OCCURRENCES XCESS LIAO LAIMS-MAD AGGREGATE DED RETENTIONS WORKERS COMPENSATION WCSTATU- OTH- AND EMPLOYERS' LIABILITY YIN TORY LIMITS ER _ ANY PROPRIETOR/PARTNEWEXECU -TIVE OFFICER/MEMBER EXCLUDED NIA E.L. EACH ACCIDENT - (Mandatory in NH) E.L. DISEASE-EA EMPLOYEE If yes, desvlbe under DESCRIPTION OF OPERATIONS below EA- DISEASE - POLICY LIMIT PROFESSIONAL LIABILITY OCCURRENCE AGGREGATE DESCRIPTION OF OPERATIONS/ LOCATIONS /VEHICLES (Attach ACORD 101, Additional Remarks Schedule, U more space is required) Marketing Consulting Offices cert holder only ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD BID 013 20130603 Page 1 of2 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED CITY CF ASHLAND 20 EAST MAIN ST ASHLAND OR BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 97520 AUTHORIZED REPRESENTATIVE © 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD BID 013 20130603 Page 2 of 2 ----1 HAWKBR3 A`CO~RO CERTIFICATE OF LIABILITY INSURANCE 0 01/1712018 , vlnzols 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) mush 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 endomemen s . PRODUCER 541-889-8219 I CONTACT Michael C. Miller LNAME: _ The Insurance Group, Inc. !PHONE 541-889-8219 PAX 541-889-7415 P. O. BOX 718 1~ INC. No. Ext): I=, Hal, Ontario, OR 97914.0718 LADORE55 Michael C. Miller _ ___BiSURER(SLAFFORDING COVERAGE_ NAIL $I_ INSURERA A_mencan Reliable Insurance Co INSURED Bruce-Hadley Hawkins INSURER B_: Shanrae Hawkins _y - 19245 Innes Market Rd INSURER c__ 'Bend, OR 97703 INSURER D: IINSU(tERE: I" I 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 POUCIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. IN-ill TYPE OF INSURANCE NODL SUBR~ POLICY NUMBER POLICY EFF~ POLICY E%P LIMITS COMMERCIAL GENERAL LIABILITY E A TT_ ilREN S F I AMAGE MAGE TO HEWED CLPIMS-b1A0E 7L]000UR I D J !_1 jI {(.P.t3EMISES(Ea octwieneL_ S i t `_MEOFAIA~ -Mrsont_ S _1 + 1 it PERSONAL S ADV INJURY TI '5 GENL AGGREGATE LIMIT APPLIES PER. i I GENEERALAGGREGATE IS POLICY `T J ~ `..__..~LOC E PRODUCTS -COMPOPAGG OTHER I S I A AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT j i IrJEaaudoen I 5 500,000 iANY AUTO CFA20B752 0711112017 07)1112018' BODILY INJURY Per ap_rson) S OWNED f FUOES ONLY J AUTOSWLNEpDp BODILY INJURY Per aceidenl 5 _...._i AUTOS 0 1Y AUTOpS ONLY PROPERTY AMAGE ( S Pet eC4itl¢rit I S UMBRELLA Me OCCUR EACH OCCURRENCE, $ I -EXCESS me f CLAIMS4aADE; AGGREGATE 5 I DED RETENTIONS I ( 5 IWORKERS COMPENSATION. I PER OTH- !!(AND EMPLOYERSUAMUTY Y/ _N L_~SIAIOIE..l- jOFFICERIPIJEMBR EXCLUDEDiECUT1VE NIA EL: Et CH pCCIOENT $ (Mandatoryin NH) i U yes, desO,Ee waver I ~E EL. L DISE/ =EA ECPlO TEI. $_POL I [M DESCRIPTION OF OPERATIONS beba I~ V DESCRIPTION OF OPERATIONSI LOCATIONSI VEHICLES IACORD 101, AddldOnal Ramm%s Schadula. may be aWcharlAm0r0 space Is requir") Evidence of Insurance CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Ashland Or ACCORDANCE WITH THE POLICY PROVISIONS. Ashland, OR AUTHORIZED REPRESENTATIVE E C ACORD 25 (2016103) p 1988-2015 ACORD CORPORATION, All rights reserved. The ACORD name and logo are registered marks of ACORD Purchase Order Fiscal Year 2018 Page: 1 of: 1 _ THIS PO NUMBER PJUST APPEAR ON ALL INVOICES, AND SHIPPING DOCUMENTS B City of Ashland I ATTN: Accounts Payable Purchase~~`LL L 20 E. Main 20181181 Ashland, OR 97520 Order # T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Engineering Division E STINGRAY COMMUNICATIONS 1 51 Winburn Way N 19245 INNES MARKET ROAD P Ashland, OR 97520 D BEND, OR 97703 Phone: 541/488-5347 O T Fax: 541/488-6006 R O d-o~e one- um_~ dQ~_ L7u_ nitre= _~s~u6-itrorT(~uro a~ _ _ [Iefiv ~ -n _ - _ Kevin Caldwell Clate Ulc~er~c_=M_7trrQrber QRquiFe1rghIsETerns- _rnenl=~a i~rr_ 01/19/2018 4018 FOB ASHLAND OR/NET30 City Accounts Pa able MOW WIN NINE NEWRIN Public Outreach 1 Public outreach and communications services per the attached 1 $25,000.0000 $25,000.00 contract and scope of work. NTE $25,000.00 Contract for Personal Services less than $35,000.00 Beginning date: January 17, 2018 Completion date: January 17, 2020 Project Account: E-201517-999 GL SUMMARY 083800 - 704200 $25,000.00 By Date: 146 Auk rized Sign ure PO Total $25,000.00 FORM 93 CITY OF A equsstforaPurchasef0r sr ASHLAND REQUISITION (2-V f~r a ((t [Date of request: 1/17/18 iff r/ Required date for delivery: ASAP r• Vendor Name nqRayC.'aromimirptinng Address, City, State, Zip 1W,15 Innpq M o- r Rd Rend OR 97703 Contact Name & Telephone Number chnnRno HAwkinc 641-390-6411 Email address chanrae nnhellncfinnmv mm SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on Ole) ❑ 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 ❑ Reauest for Proposal (Copies on file) ❑ Slate of Oregon ❑ Direct Award Date approved by Council: Contract# ❑ Verbal/WriOen quote(s) or proposal(s) -(Attach copy of council communication) ❑ Stateof 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 propose! 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 99, Request for Approval ❑ Agency ® Less than $35,000, by direct appointment El Written quote or proposal attached Date original contract approved by Council: ) ❑ (3) Witten proposals/written solicitation Date approved by Council: (Date) _ (Attach copy of council communication) ❑ Form #4, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost $25,000.00 Public outreach and communications services per the attached contract-and scope of work. Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ® Per attached quotelproposal $ Project Number 2015.17 Account Number 083800-704200 `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/Rio By signing this requisition form, I certify that the City's public contracting requirements have been satisfied f Employee: Department Head: / / +Equ'~ or greater than $5,000) Department ManagerlSupervisor: City Administrator: I (Equp to or greater than $25,000) Funds appropriated for current fiscal year.. ES / NO ~'i T inanceDirector- alto orgreaterthan$5,000) Date Comments: Form #3 - Requisition