HomeMy WebLinkAbout2019-010 20190232 Gardensoft
SERVICES AGREEMENT
PROVIDER: GardenSoft
CITY OF PROVIDER'S CONTACT: Gerry Kiffe
-ASH LAN D
20 East Main Street ADDRESS: 2686 Velarde Drive
Ashland, Oregon 97520 Thousand Oaks, CA 91360
Telephone: 541/488-5587 PHONE: 805-499-9689
Fax: 541/488-6006
This Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an
Oregon municipal corporation (hereinafter "City") and GardenSoft, a foreign business corporation ("hereinafter
"Provider"), for interface and cosmetic improvements & fire prevention fact sheet.
1. PROVIDER'S OBLIGATIONS
1.1 Provide interface and cosmetic improvements & fire prevention fact sheet as set forth in the
"SUPPORTING DOCUMENTS" attached hereto and, by this reference, incorporated herein. Provider
expressly acknowledges that time is of the essence of any completion date set forth in the SUPPORTING
DOCUMENTS, and that no waiver or extension of such deadline may be authorized except in the same
manner as herein provided for authority to exceed the maximum compensation. The services defined
and described in the "SUPPORTING DOCUMENTS" shall hereinafter be collectively referred to as
"Work."
1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance
of all Work received hereunder, a policy or policies of liability insurance including commercial general
liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two
million dollars) per occurrence for Bodily Injury and Property Damage.
1.2.1 The insurance required in this Article shall include the following coverages:
• Comprehensive General or Commercial General Liability, including personal injury,
contractual liability, and products/completed operations coverage; and
• Automobile Liability.
1.2.2 Each policy of such insurance shall be on an "occurrence" and not a "claims made" form, and
shall:
• Name as additional insured "the City of Ashland, Oregon, its officers, agents and
employees" with respect to claims arising out of the provision of Work under this
Agreement;
• Apply to each named and additional named insured as though a separate policy had been
issued to each, provided that the policy limits shall not be increased thereby;
• Apply as primary coverage for each additional named insured except to the extent that two
or more such policies are intended to "layer" coverage and, taken together, they provide
total coverage from the first dollar of liability,
• Provider shall immediately notify the City of any change in insurance coverage
• Provider shall supply an endorsement naming the City, its officers, employees and agents
as additional insureds by the Effective Date of this Agreement; and
• Be evidenced by a certificate or certificates of such insurance approved by the City.
Page 1 of 5: Agreement between the City of Ashland and GardenSoft
1.3 Provider shall, at its own expense, maintain Worker's Compensation insurance in compliance with ORS
656.017, which requires subject employers to provide workers' compensation coverage for all of its
subject workers.
1.4 Provider agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status,
familial status or domestic partnership, national origin, age, mental or physical disability, sexual
orientation, gender identity or source of income, suffer discrimination in the performance of this
Agreement when employed by Provider. Provider agrees to comply with all applicable requirements of
federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Provider agrees
not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned
business, a business that a service-disabled veteran owns or an emerging small business enterprise
certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110.
1.5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be
performed under a subcontract, including procurements of materials or leases of equipment, each
potential subcontractor or supplier shall be notified by the Providers of the Provider's obligations under
this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws.
1.6 Living Wage Requirements: If the amount of this Agreement is $21,127.46 or more, Provider is
required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined
in that chapter, to all employees performing Work under this Agreement and to any Subcontractor who
performs 50% or more of the Work under this Agreement. Consultant is also required to post the notice
attached hereto as "Exhibit A" predominantly in areas where it will be seen by all employees.
2. CITY'S OBLIGATIONS
2.1 City shall pay Provider the sum of $1,850.00 as provided herein as full compensation for the Work as
specified in the SUPPORTING DOCUMENTS.
2.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed
the sum of $1,850.00 without express, written approval from the City official whose signature appears
below, or such official's successor in office. Provider expressly acknowledges that no other person has
authority to order or authorize additional Work which would cause this maximum sum to be exceeded
and that any authorization from the responsible official must be in writing. Provider further
acknowledges that any Work delivered or expenses incurred without authorization as provided herein is
done at Provider's own risk and as a volunteer without expectation of compensation or reimbursement.
3. GENERAL PROVISIONS
3.1 This is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from
Provider and is free to procure similar types of goods and services from other providers in its sole
discretion.
3.2 Provider is an independent contractor and not an employee or agent of the City for any purpose.
3.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability
insurance, paid leave, and retirement.
3.4 This Agreement embodies the full and complete understanding of the parties respecting the subject
matter hereof. It supersedes all prior agreements, negotiations, and representations between the parties,
whether written or oral.
Page 2 of 5: Agreement between the City of Ashland and GardenSoft
I
3.5 This Agreement may be amended only by written instrument executed with the same formalities as this
Agreement.
3.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement:
ORS 27913.220, 27913.230 and 27913.235.
3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws
principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the
Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court,
in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party
expressly waives any and all rights to maintain an action under this Agreement in any other venue, and
expressly consents that, upon motion of the other party, any case may be dismissed or its venue
transferred, as appropriate, so as to effectuate this choice of venue.
3.8 Provider shall defend, save, hold harmless and indemnify the City and its officers, employees and agents
from and against any and all claims, suits, actions, losses, damages, liabilities, costs, an d expenses of
any nature resulting from, arising out of, or relating to the activities of Provider or its officers,
employees, contractors, or agents under this Agreement.
3.9 Neither parry to this Agreement shall hold the other responsible for damages or delay in performance
caused by acts of God, strikes, lockouts, accidents, or other events beyond the control of the other or the
other's officers, employees or agents.
3.10 If any provision of this Agreement is found by a court of competent jurisdiction to be unenforceable,
such provision shall not affect the other provisions, but such unenforceable provision shall be deemed
modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the
intent of Provider and the City set forth in this Agreement.
4. SUPPORTING DOCUMENTS
The following documents are, by this reference, expressly incorporated in this Agreement, and are collectively
referred to in this Agreement as the "SUPPORTING DOCUMENTS:"
• The Provider's complete written Scope of Work dated 08/20/2018.
5. REMEDIES
5.1 In the event Provider is in default of this Agreement, City may, at its option, pursue any or all of the
remedies available to it under this Agreement and at law or in equity, including, but not limited to:
5. 1.1 Termination of this Agreement;
5.1.2 Withholding all monies due for the Work that Provider has failed to deliver within any scheduled
completion dates or any Work that have been delivered inadequately or defectively;
5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or
injunctive relief,
5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent, and City may pursue
any remedy or remedies singly, collectively, successively or in any order whatsoever.
5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or
for anticipated profits. If previous amounts paid to Provider exceed the amount due, Provider shall pay
immediately any excess to City upon written demand provided.
Page 3 of 5: Agreement between the City of Ashland and GardenSoft
6. TERM AND TERMINATION
6.1 Term
This Agreement shall be effective from the date of execution on behalf of the City as set forth below
(the "Effective Date"), and shall continue in full force and effect until 10/31/2018, unless sooner
terminated as provided in Subsection 6.2.
6.2 Termination
6.2.1 The City and Provider may terminate this Agreement by mutual agreement at any time.
6.2.2 The City may, upon not less than thirty (30) days' prior written notice, terminate this Agreement
for any reason deemed appropriate in its sole discretion.
6.2.3 Either party may terminate this Agreement, with cause, by not less than fourteen (14) days' prior
written notice if the cause is not cured within that fourteen (14) day period after written notice.
Such termination is in addition to and not in lieu of any other remedy at law or equity.
7. NOTICE
Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in
writing to the other party by personal delivery, by sending via a reputable commercial overnight courier, or
by mailing using registered or certified United States mail, return receipt requested, postage prepaid, to the
address set forth below:
If to the City:
City of Ashland - Public Works Department
Attn: Julie Smitherman
20 E. Main Street
Ashland, Oregon 97520
Phone: (541) 488-5587
With a copy to:
City of Ashland - Legal Department
20 E. Main Street
Ashland, OR 97520
Phone: (541) 488-5350
If to Provider:
GardenSoft
Attn: Gerry Kiffe
2686 Velarde Drive
Thousand Oaks, CA 91360
8. WAIVER OF BREACH
One or more waivers or failures to obj ect by either party to the other's breach of any provision, term, condition,
or covenant contained in this Agreement shall not be construed as a waiver of any subsequent breach, whether
or not of the same nature.
9. PROVIDER'S COMPLIANCE WITH TAX LAWS
9.1 Provider represents and warrants to the City that:
9.1.1 Provider shall, throughout the term of this Agreement, including any extensions hereof, comply
with:
(i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS
chapters 316, 317, and 318;
Page 4 of 5: Agreement between the City of Ashland and GardenSoft
(ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to
Provider; and
(iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of
the foregoing tax laws or provisions.
9.1.2 Provider, for a period of no fewer than six (6) calendar years preceding the Effective Date of this
Agreement, has faithfully complied with:
(i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS
chapters 316, 317, and 318;
(ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to
Provider; and
(iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of
the foregoing tax laws or provisions.
9.2 Provider's failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any
political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further,
any violation of Provider's warranty, as set forth in this Article 9, shall constitute a material breach of
this Agreement. Any material breach of this Agreement shall entitle the City to terminate this
Agreement and to seek damages and any other relief available under this Agreement, at law, or in equity.
IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names
by their duly authorized representatives as of the dates set forth below.
CITY OF ASHLAND: GARDENSOFT (PROVIDER):
By: By: rn
Signature Signature
Paul- e- o zow,, Anne, M. CCkr.l cott
Printed Name Printed Name
PU/ P goo--ot - re. GNU r O D px-r o0 'h' M S
Title Title
17, 2-0 1 g
Date Date
(W-9 is to be submitted with this signed Agreement)
Purchase Order No. /--eq
Page 5 of 5: Agreement between the City of Ashland and GardenSoft
INSTRUCTIONS
J~O 1. Review the information
contained within this
proposal.
2. Sign, date, and include
a purchase order
number (if applicable)
in the Work
Acceptance section
below.
Scope of Work/Web Contract 3. Fax the agreement to
GardenSoft (805-492-
0146) Attn: Anne
Client: City of Ashland
Description: Interface and Cosmetic Improvements/Fire
Prevention Fact Sheet
Contract ID: WWG0085
Date Revised: August 20,2018
Contact: Gerry Kiffe
Phone: 805-499-9689
Contents
1. Signatures of Acceptance ...............................................................2
II. Synopsis ..........................................................................................3
III. Scope of Work and Deliverables .....................................................3
IV. Delivery Date, Costs, Payment Schedule, License .........................4
V. Addendum .......................................................................................5
VI. ASHLAND Obligations ....................................................................6
VII. Contacting GardenSoft ....................................................................6
VIII. Terms and Conditions .....................................................................7
II. Synopsis
GardenSoft will improve the Water Wise Web Site currently in place with the
following features.
111. Scope of Work and Deliverables
Interface and Cosmetic Improvements
We will redo the landing page. Multi-paneled, short cuts, messages,
rebates.
Change all the back grounds
Rebuild the plant report
Rebuild the thumbnails for plants so they are larger and four across.
Install software to crop the images from the center and not stretch the
images to fit the space
Install arrows at the edge of the screen to advance from page to page.
Rebuild the My List, Resources and Watering Guide pages to conform to
the changes.
Cost: $1650
Fire Prevention Fact Sheet Addition
City of Ashland will provide content. GardenSoft will layout the materials
into a Fact Sheet similar to ones currently in place.
Cost: $200
V. Addendum
Addendum: Intellectual Property Clause
All photos or intellectual property taken or owned by the ASHLAND remain the
property of the ASHLAND and may not be used in any way without written
permission of the ASHLAND. Conversely, all photographs, content, software and
or intellectual properties provided by GardenSoft in the course of this project will
remain the property of GardenSoft and may not be used in any way without
written permission of GardenSoft. If pictures used in the system are desired for
promotion of the web site or CD systems, or for other water conservation
brochures or flyers they will be made available upon request.
Addendum: Termination Clauses
Should GardenSoft go out of business before the license agreement term is
completed then GardenSoft will turn over the software system to the client in
CDROM or DVD formats for further use. Should ASHLAND desire to suspend
use of the website during the license period then GardenSoft will take down the
site but the payment terms will be completed as agreed upon in this contract.
Addendum: Additional Services
Additions and changes outside the boundaries of this contract will be charged on
a per hour rate of $150 an hour.
Addendum: Confidentiality
The terms of this agreement are not to be discussed with representatives of other
water districts, agencies or municipalities
VIII.Terms and Conditions
This Agreement is entered into on the date signed and returned to GardenSoft. This agreement is
between ASHLAND and GardenSoft. These parties agree to the following provisions:
1. Term
This Agreement shall commence on the date signed and shall continue unless terminated as
provided below.
2. Payment of Services and Goods
GardenSoft payment terms for the license fee is specified in the sections above are Net 30
days upon invoicing of work performed. GardenSoft must receive all payments within 30 days
of the invoice date.
3. Equipment and Material Requirements
No on site work is necessary or required.
4. Limits
GardenSoft's performance of the responsibilities outlined in this document assumes that the
Customer has complied with all Customer Responsibilities. Contingent upon mutual consent,
in writing by both parties, both parties agree to accommodate deviations in the time schedule.
Customer cooperation is necessary to accommodate system downtime for testing and
trouble-shooting. GardenSoft shall not be liable for delays or interruption in service beyond its
control or due to a natural disaster, earthquake, fires, floods, or unusually severe weather
conditions.
5. Severability
Should any provision of this Agreement or part thereof be held under any circumstances in
any jurisdiction to be invalid or unenforceable, that provision will be stricken and such actions
shall not affect the validity or enforceability of any other provision or part of this Agreement.
6. Indemnifications, and Liability
ASHLAND agrees to indemnify and save harmless Gardensoft, its officers, agents and
employees from and against any and all claims and liabilities (including expenses) for injury
or death to persons, or loss of or damage to property, or fines and penalties which may
result, in whole or in party by reason of the buying, selling or use of any of the services
purchased or provided under this Agreement except to the extent that such damage is due
solely and directly to the negligence of GardenSoft.
In no event, including negligence, shall either party's liability for breach or alleged breach of
this Agreement exceed the total price shown on this Agreement.
7. Termination or Abandonment
This project entails a work period of several months to initiate the license. Should ASHLAND
decide to terminate this contract before the completion of this work then it may do so without
financial penalty. GardenSoft requires a written termination document to conclude this action.
Once the license period begins the contract license will run the full 3 years with all the terms
intact as stated in the above agreement.
D:1IE(MM/DDIYYYY)
CERTIFICATE OF LIABILITY INSURANCE 8/27/2018
THIS CERTIFICATEIS 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 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 endorsements .
PRODUCER CONTACT
NAME
BROWN&BROWN INS SVCS CA INC/PHS WC.Na,Ex9: (866) 467-8730 NO (888) 443-6112
185821 P7: (866) 467-8730 F: (888) 443-611.2 ADDRESS:
PO BOX 33015 INSURER(S) AFFORDING COVERAGE NAICh
SAN ANTONIO TX 78265 INSURERA: Sentinel Ins Co LTD
INSURED INSURERB:
INSURER C
GARDENSO F T CORP INSURER D :
2686 VELARDE DR INSURER E:
THOUSAND OAKS CA 91360 INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER-
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE
TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
EVSR ADDI S'UE POI1ICf't♦YJAIItL'R POLICf'6FF POLICY EXP I.G}HTS
"YPIiOF INSUR~JNC¢ AIAf/DD/}'}'Y
COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE s2,000, 000
CLAIMS-MADEOCCUR DAMAGE
PREMISES TO EaRE Da;urmnceNTED) $1, 000 000
A X General Liab x 72 SBA 1336543 09/20/2018 09/20/2019 MEDEXP(Anyon- person) s10,000
PERSONAL & ADV INJURY s2,000,000
GEN'LAGGREGATE LIMIT APPLIES PER GENERALAGGREGATE s4, 000, 000
POLICY PR0- ❑X LOC PRODUCTS -COMP/OP AGG s4, 000,000
JECT
OTHER: $
ALIT COMBINED SINGLE LIMIT
(Ea accident) s
BODILY INJURY (Per person) $
^ BODILY INJURY(Peraecident) $
S ^ / ~.-,I'~ PROPERTY DAMAGE s
1 I \VI iV' Y 1h~, (Peracddenl)
V Y~ ` V/~\ v^ O } j'~ ~ ~ ~ ~ " ~'j~'~ EACH OCCURRENCE $
- Y \ V ` AGGREGATE
WORK, PER
J S E0.
.WD I\r \ E.L. EACH H AC AC
ANYF F 1 ~ CIDENT
OFHC
I'Manq E.L. DISEASE-EA EMPLOYEE
If yes E.L. DISEASE - POLICY LIMIT s
DESC
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DESCRIPTIO iore space is required)
Those Holder is an Additional
Insure )008 attached to this
policy
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OFTHEABOVE DESCRIBED POLICIES BE CANCELLED
City of Ashland BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
y DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
Attn: Julie Smitherman AUTHORIZED REPRks-EN-rATivE
51 WINBURN WAY ASHLAND, OR 97520
OO 1988-2095 ACORD CORPORATION. All rights reservec
ACORD 25 (2096103) The ACORD name and logo are registered marks of ACORD
1
POLICY NUMBER: 72 SBA IB6543 AL
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - PERSON-ORGANIZATION
CITY OF ASHLAND
20 E MAIN ST
ASHLAND, OR 97520
Form IH 12 00 11 85 T SEQ. NO. 003 Printed in U.S.A. Page 002 (CONTINUED ON NEXT PAGE)
Process Date: 09/17/18 Expiration Date: 09/20/18
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
■ Contractor is a sole proprietor, and
■ Contractor has no employees, and
■ Contractor will not hire emplo}'ces or subcontractors to perform this contract.
A' CORPORATION - FOR PROFIT
■ 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
■ 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
■ Contractor is a partnership, and
■ Contractor has no employees, and
■ All work will be performed by the partners; Contractor will not hire employees or subcontractors to perform this
contract. and
■ Contractor is not engaged in work performed in direct connection with the construction. alteration, repair.
improvement, moving or demolition of an improvement to real property or appurtenances thereto.**
LIMITED LIABILITY COMPANY
■ 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 Ncith the
construction. alteration, repair. improvement, moving or demolition of an improvement to real property or
appurtenances thereto.**
t. 1g, Boa
(Signature of Authorized Signer) (Date)
0j'a ct r of 0 nAay p
(Signer'sTitl
*NOTE: Under OAR4 36-50-050 a shareholder has a "substantial ownership" interest if the shareholder owns 101/6 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.
Purchase Order
Fiscal Year 2019 Page: 1 of: 1
THIS PO NUMBER MUST APPEAR ON ALL
B City of Ashland INVOICES, AND SHIPPING DOCUMENTS.
I ATTN: Accounts Payable 20 E. Main Purchase L Ashland, OR 97520 Order # 20190232
T Phone: 541/552-2010
O Email: payable@ashland.or.us
V H C/O Public Works Department
E GARDENSOFT 1 51 Winburn Way
N 2686 VELARDE DRIVE P Ashland, OR 97520
DD THOUSAND OAKS, CA 91360 Phone: 541/488-5347
T Fax: 541/488-6006
R &
Vendor Phone Number Vendor Fax Number Requisition Number Delivery Reference
805 499-9689 Paula Brown
Date Ordered Vendor Number Date Required Freight Method/Terms Department/Location
10/01/2018 1006 FOB ASHLAND OR/NET30 City Accounts Payable
Item# Descri tion/PartNo QTY UOM Unit Price Extended Price
Gardensoft Improvements
1 Description of Services: 1 $1,850.0000 $1,850.00
Gardensoft interface and cosmetic improvements and fire
prevention fact sheet.
Contract Name: City of Ashland Services Agreement, Interface
and Cosmetic Improvements/ Fire Prevention Fact Sheet
Terms of Contract:
Effective Date: 9/24/18
Completion Date: 9/24/21 (Full 3 years per stated agreement)
Project Account:
Project Account:
GL SUMMARY
072900 - 610355 $200.00
080600 - 610100 $1,650.00
Bye Date: -
Authorized Signature PO Total $1,850.00
~p - xo I 0i
FORM#3 CITY OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: 09/10/2018
Vendor Name GardenSoft
Address, City, State, Zip 2686 Velarde Drive Thousand Oaks, CA 91360
Contact Name Gerry Kiffe
Telephone Number 805-499-9689
Email address
gerrvCo?gardensoft. corn
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Invitation to Bid
Q Reason for exemption: software Updates Date approved by Council: ❑ Form #13, Written findings and Authorization
❑D AMC 2.50 .090 (n (2) -(Attach copy of council communication) ❑ Wdtten quote or proposal attached
❑ Wdtten quote or proposal attached If council approval re aired, attach co of CC
❑ Small Procurement ❑ Request for Proposal Cooperative Procurement
Not exceeding $5,000 Date approved by Council: ❑ State of Oregon
❑ Direct Award (Attach copy of council communication Contract#
❑ VerbalMritten quote(s) or proposal(s) Request for Qualifications (Public Works) ❑ State of Washington
Intermediate Procurement Date approved by Council: Contract#
GOODS & SERVICES (Attach copy of council communication) ❑ Other government agency contract
Greater than $5,000 and less than $100,000 ❑ Sole Source Agency
❑ (3) Written quotes and solicitation attached ❑ Applicable Form (#5,6, 7 or 8) Contract #
PERSONALSERVICES ❑Writtenquoteorproposalattached Form Inter-governmentalAcireement
Greater than $5,000 and less than $75,000 ❑ Form #4, Personal Services >$5K & <$75K Agency
❑ Direct appointment not to exceed $35,000 ❑ Annual cost to City does not exceed $25,000.
❑(3) Written proposals/written solicitation ❑ Special Procurement Agreement approved by Legal and approved/signed by
❑ Form #4, Personal Services >$5K & <$75K El Form #9, Request for Approval City Administrator. AMC 2.50.070(4)
❑ Written quote or proposal attached
Date approved by Council: Annual cost to City exceeds $25,000, Council
❑
Valid until: (Date) approval required. (Attach copy of council communication)
Description of SERVICES Total Cost
GardenSoft interface and cosmetic improvements and fire prevention fact sheet $ 1,850.00
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
Per attached quotelproposal TOTAL.COST
Expenditure must be charged to the appropriate account numbers for the financials to refiect the actual expenditures accurately.
Project Number _ _ _ _ _ _ _ Account Number 080600 610100 $ 1650_00 _
Project Number- _ _ _ _ _ _ Account Number 072900 610355 $ 200.00
Project Number Account Number _
IT Director in collaboration with department to approve all hardware and software purchases:
By signing this /rregquissitiionnform, II certify that the Citys Iub~lic~cont~ac„tin~grequirements have been satisfied. IT Director Date Support-Yes/No
741
Employee: De Department Head:
~'/f!l!I VIAJ lJ~~ r` t,UfJJ p &s
' (Equaffo or greater than $5,000)
Department Manager/Supervisor: City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year., YES / NO
Finance Director- (Equal to orgmaterthan 55,000) Date
Comments:
Form #3 - Requisition