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HomeMy WebLinkAbout2019-053 20190082 Ecology and Environment Inc PERSONAL SERVICES AGREEMENT (less than $25,000.00) CONSULTANT: ECOLOGY AND ENVIRONMENT, INC. CITY OF CONSULTANT'S CONTACT: SHAWNA MANTEY ASHLAND 20 East Main Street ADDRESS: 333 SW FIFTH AVENUE, SUITE 600 Ashland, Oregon 97520 PORTLAND, OREGON 97204 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: (503) 248-5600 FAX: (503) 248-5577 This Personal Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and ECOLOGY AND ENVIRONMENT, INC., a foreign business corporation ("hereinafter "Consultant"), for assistance in updating the City's Emergency Operations Plan. NOW THEREFORE, in consideration of the mutual covenants contained herein, the City and Consultant hereby agree as follows: 1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City, as set forth below (the "Effective Date"), and unless sooner terminated as specifically provided herein, shall terminate upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore, but not later than August 31, 2018. 2. Scope of Work: Consultant will provide assistance to the City in updating the City's Emergency Operations Plan as more fully set forth in the description of Task 1: Plan Update of Consultant's proposal entitled "Quote to Support Update of the City of Ashland Emergency Operations Plan" dated May 30, 2018, which is attached hereto as "Exhibit A" and incorporated herein by this reference. Consultant's services and assistance during all phases of the updating process, Task 1, are collectively referred to herein as the ".Work." 3. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall be construed to be mutually complimentary and supplementary wherever possible. In the event of a conflict which cannot be so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. 4. All Costs Borne By Consultant: Consultant shall, at its own risk and expense, perform the Work described above and, unless otherwise specified in this Agreement, furnish all labor, equipment, and materials required for the proper performance of such Work. 5. Qualified Work: Consultant has represented, and by entering into this Agreement now represents, that all personnel assigned to the Work to be performed under this Agreement 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. 6. Compensation: City shall pay Consultant the sum of $4,000.00 (four thousand United States dollars) as Page 1 of 6: Personal services Agreement with Ecology and Environment, Inc. full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of $4,000.00 (four thousand United States dollars) without the express, written approval from the City official whose signature appears below, or such official's successor in office. Payments shall be made within 30 days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted as of the date of termination. 7. Ownership of Work/Documents: All Work product or documents produced in furtherance of this Agreement belong to the City, and any copyright, patent, trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned to the City. 8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 27913.220, 27913.230 and 27913.235. 9. Indemnification: Consultant hereby agrees to defend (except ulfront defense of professional liability claims), 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; e€ whatseever out of or- ineident to resulting from negligence or willful misconduct in the performance of this Agreement by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform Work or services attendant to this Agreement). However, Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, os , judgments, or other damages, caused selek} by the negligence of City. Approval Initials: -LD 10. Termination: a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. b. City's Convenience. This Agreement may be terminated by City at any time upon not less than 30 days' prior written notice delivered by certified mail or in person. C. For Cause. City may terminate or modify this Agreement, 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 Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen (15) days of the Page 2 of 6: Personal Services Agreement with Ecology and Environment, Inc. date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement 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 Agreement. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this Agreement if Consultant fails to provide services called for by this Agreement within the time specified herein or within 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 Agreement. e. Obligation/Liability of Parties. Termination or modification of this Agreement 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 Subsection a, b, c, or d of this section, Consultant shall immediately cease all activities under this Agreement, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all Agreement documents, information, works-in-progress and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment: Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract of the Work 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 under the 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 Agreement; or attempts to assign rights in, or delegate duties under, this Agreement. 14. Insurance. Consultant shall, at its own expense, maintain the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence. This is to cover any damages caused by error, omission or negligent acts related to the professional services to be provided under this Agreement. C. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 per occurrence for Bodily Injury, Death, and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Page 3 of 6: Personal Services Agreement with Ecology and Environment, Inc. $1,000,000 (one million dollars) for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-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' prior 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 Agreement. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates prior to commencing the Work under this Agreement. 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. Nondiscrimination: Consultant 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 any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Consultant 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.I 10. 17. Consultant's Compliance With Tax Laws: 17.1 Consultant represents and warrants to the City that: 17.1.1 Consultant 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; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 17.1.2 Consultant, 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 Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 17.2 Consultant'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. Page 4 of 6: Personal Services Agreement with Ecology and Environment, Inc. 18. Governing Law; Jurisdiction; Venue: This Agreement 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 the Consultant that arises from or relates to this Agreement 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 its signature hereon 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. 19. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE UNDERSTANDING AND AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT 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 AGREEMENT. CONSULTANT, BY SIGNATURE OF ITS AUT14ORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 20. Amendments. This Agreement may be amended only by written instrument executed by both parties with the same formalities as this Agreement. 21. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finanbe the costs of this Agreement within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement 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 Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. 22. Certification. Consultant shall sign the certification attached hereto as Exhibit B and incorporated herein by this reference. Page 5 of 6: Personal Services Agreement with Ecology and Environment, Inc. ECOLOGY AND ENVIRONMENT, INC. CITY OF AS LAND: CONSULTANT): By: _ /<< By: ature Mike D'Orazi Fire Chief 1;7-11 J, ofl-v 4, It, Irinted Name f r Date Title ate W-9 is to be submitted with this signed Agreement.) Purchase Order No. APPROVED AS TO FORM: i , A- Ashla d Assistant City Attorney Date: Page 6 of 6: Personal Services Agreement with Ecology and Environment, Inc. EXHIBIT Page / cf s ecology and environment, inc. Global Environmental Specialists 333 SW Fifth Avenue, Suite 600 Portland, Oregon 97204 Tel: (503) 248-5600, Fax: (503) 248-5577 May 30, 2018 Mr. Michael D'Orazi {Submitted via email to emily.matlock@ashland.or.us) Fire Chief City of Ashland 455 Sisikiyou Blvd Ashland, OR 97520 Re: Quote to support Update of the City of Ashland Emergency Operations Plan Dear Chief D'Orazi: In 2012, Ecology and Environment, Inc. (E & E) assisted the City of Ashland in the update of the City's Emergency Operations Plan (EOP). This plan provides the framework for how the City coordinates its support of response and recovery actions during an emergency including program organization, a concept of operations, roles and responsibilities, procedures for the City EOC, and plan maintenance and implementation. The EOP is supported by four Functional Annexes that describe how the City will deliver function-specific support to the community. Based on discussions with City staff, E & E understands that the City is seeking assistance to conduct an update of the EOP with the following desired outcomes: • Incorporation of new guidance and lessons learned; • Update the EOP to reflect any changes in City and County organization, resources, or capacity; and reflect changes in state and federal planning guidance and requirements; and ■ Support of the development and facilitation of a tabletop exercise to test and validate the updated EOP and gather additional stakeholder feedback. SUMMARY OF QUALIFICATION E & E is uniquely positioned to assist the City of this project and brings a range of both technical and organizational qualification that will help the City find success in this project. These include: ■ Depth of Experience: While maintaining relationships with the State of Oregon and its jurisdictions, E & E is able to draw on a nationwide team of emergency management professionals to provide emergency planning services. ■ Ongoing Oregon Emergency Planning Experience: o E & E has been assisting the State of Oregon since 2006 in developing and updating Emergency Operations Plans for cities and counties throughout the state, including the City of Ashland and Jackson County. o E & E supported Jackson County and the City of Ashland on Cascadia Rising. o E & E supported development of the State of Oregon's Recovery Plan, which was recently adopted by Governor Brown. While an EOP is focused on response City of Ashland May 21, 2018 Page 3 Optional Task 2: Tabletop Exercise It is E & E's understanding that the City is seeking support for the development and facilitation of a tabletop exercise to be held in September 2018. To help the City validate their updated EOP, E & E will develop materials to conduct a half-day tabletop exercise with key stakeholders. The exercise will include a plan review session to familiarize participants with the updated plan, followed by a scenario-driven facilitated discussion. A hotwash will immediately follow the exercise to determine the efficacy and accuracy of the plan, and identify potential revisions prior to submission of E & E's final deliverables. Exercise planning meetings will include: ■ Goals and objectives meeting and initial planning conference - held via conference call; ■ Mid-term planning conference-held via conference call, if needed; and ■ Final planning conference-held via conference call. E & E will develop all exercise materials, including invitations, a basic situation manual, and an after action report (AAR) that identifies areas for continued program enhancement. STAFFING E & E's proposed project manager for this effort is Shawna Mantey. Shawna is an experienced project manager with direct experience working with cities and counties throughout Oregon. Our project director, Matthew Lieuallen, will provide technical and quality oversight for the project, as well as support the project management in ensuring E & E resources are available to ensure project success. QUALIFICATIONS OF KEY TEAM MEMBERS Shawna Mantey I Project Manager p" With 17 years' professional experience, Ms. Mantey provides emergency planning support for E & E projects spanning all phases of emergency management. She specializes in: • Identification of gaps and areas for enhancement; • Planning, training, and exercise development; ■ Relationship building and collaborative planning; ■ Managing projects for local, tribal, and private-sector organizations ■ Meeting client objectives on time and within budget. She is a firm believer in community involvement, and regularly supports emergency preparedness in her community by volunteering at community events. She participates in trainings and meetings with the Community Emergency Response Team (CERT) and is currently developing a series of family workshops that approaches emergency preparedness from a holistic perspective by looking at emotional and financial health as well as traditional emergency preparedness education. City of Ashland May 21, 2018 Page 5 ry .1.1 J Shawna Mantey Project Manager © 2018 Ecology and Environment, Inc. EXHIBIT B CERTIFICATIONS/REPRESENTATIONS: Consultant, by and through its authorized representative, 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) Consultant 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. Consultant further represents and warrants to City that: (a) it has the power and authority to enter into and perform the Work, (b) the Agreement, when executed and delivered, shall be a valid and binding obligation of Consultant enforceable in accordance with its terms, (c) the work under the Agreement shall be performed in accordance with the highest professional standards, and (d) Consultant is qualified, professionally competent, and duly licensed (if applicable) to perform the Work. Consultant 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 Agreement, it is authorized to do business in the State of Oregon, and Consultant has checked four or more of the following criteria that apply to its business. (1) Consultant carries out the work or services at a location separate from a private residence or is in a specific portion of a private 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) Consultant assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission (professional liability) insurance or liability insurance relating to the Work or services to be provided. Consultant Date Page 7 of 6: Personal Services Agreement with Ecology and Environment, Inc. CITY OF ASHLAND, OREGON City of Ashland LIVING WAGE nmper hour effective June 30, 2017 (Increases annually every June 30 by the Consumer Price Index) . portion of business of their 401 K and IRS eligible employer, if the employer has cafeteria plans (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by assistance for the project or the employee. ➢ For all hours worked under a business from the City of service contract between their Ashland in excess of ➢ Note: "Employee" does not employer and the City of $20,688.86. 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 additional information: Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND Page 8 of 6: Personal Services Agreement with Ecology and Environment, Inc. _ Page 1 of 2 AC"RO® CERTIFICATE OF LIABILITY INSURANCE °6/2 /20 8Y' 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 have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER CONTACT NAME: Willis of New York, Inc. c/o 26 Century Blvd PHONE Ell, 1-877-945-7378 aC No: 1-888-467-2378 P.O. Box 305191 ADDDDRRESS: certificatea8willis.com Nashville, TN 372305191 USA INSURERS AFFORDING COVERAGE NAIC# INSURERA: Great Divide Insurance Company 25224 INSURED INSURERS: Federal Insurance Company 20281 Ecology and Environment, Inc. 369 Pleasant View Drive INSURERC: tancaeter, NY 14086 INSURER D: INSURER E NSURER F: COVERAGES CERTIFICATE NUMBER: W6686985 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 DLS BR POLICY NUMBER IMPOLIC MOu EXP LIMNS LTR X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 3,000,000 DAMAGETORENTED CLAIMS-MADE FxIOCCUR PREMISES EeocwNence $ 1,000,000 A X Contractual MED EXP(Any one person S 30,000 Y GLP200597715 08/01/2017 08/01/2018 PERSONALBAOV INJURY $ 3,000,000 GENT AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 3,000,000 POLICY Z PEI ~ LOG PRODUCTS -COMPIOPAGG S 3,000,000 OTHER: S AUTOMOBILELUIBILITY If ..dEDeMSINGLE LIMIT $ 1,000,000 Ea acvtl X ANYAUTO BODILY INJURY (Par person) $ A OWNED SCHEDULED BAP200598315 08/01/2017 08/01/2018 BODILY INJURY Per accident) $ AUTOS ONLY AUTOS ( ) HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY (Per accident) S B UMBRELLA LIAB X OCCUR EACH OCCURRENCE S 15,000,000 X EXCESS LIAR CLAIMS-MADE 79872763 08101/2017 08/01/2018 AGGREGATE g 15,000,000 DEO RETENTIONS Prod/Compl Ops. $ 15,000,000 WORKERS COMPENSATION X STATtNE ERH AND EMPLOYERS' LIABILITY A ANYPROPRIErORIPARTNERIEXECUTIVE VIN E.L EACH ACCIDENT g 1,000,000 OFFICERIMEMBEREXCLUDED7 No NIA WCA200597915 08/01/2017 08/01/2018 (Mandatary In NH) E.L. DISEASE-EA EMPLOYEE $ 1,000,000 U es, describe under 1,000,000 DESCRIPTION OF OPERATIONSbelaw E.L. DISEASE-POLICY LIMIT $ A Professional/Pollution Liability MP200597615 08/01/2017 08/01/2018 Pro£/Claim - Poll/OC $11,000,000 Aggregate $11,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached 1/more space is requlred) EBE•s contract number: 1009838 SEE ATTACHED CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE City of Ashland 20 East Main Street Ashland, OR 97520 v ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD SR ID: 16374242 9ATCa: 767207 AGENCY CUSTOMER ID: LOC ADDITIONAL REMARKS SCHEDULE Page 2 of 2 AGENCY NAMEDINSURED Willis of New York, Inc. Ecology and Enviro® nt, Inc. 368 Pleasant View Drive POLICY NUMBER Lancaster, NY 14086 See Page 1 CARRIER NAIC CODE See Page 1 See Page 1 EFFECTIVE DATE: See Page 1 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: Certificate of Liability Insurance The city of Ashland, Oregon, and its officials, officers and employees are included as additional insured on the General Liability and Automobile Liability on a primary and non-contributory basis as required by written contract. INSURER AFFORDING COVERAGE: Great Divide Insurance Company NAICB: 25224 POLICY NUMBER: BAP200598715 EFF DATE: 08/01/2017 ESP DATE: 08/01/2018 TYPE OF INSURANCE: LIMIT DESCRIPTION: LIMIT AMOUNT: Automobile Liability See Below ADDITIONAL REMARKS: Combined Single Limit $1,000,000 Scheduled Autos Hired Autos Non-Owned Autos ACORD 101 (2008101) © 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SR ID: 16374242 eATCE: 767207 =RT: W6686995 Policy #GLP200597715 Term: 8/1/17 - 8/1118 ENDORSEMENT This endorsement forms a part of the policy to which it is attached. Please read it carefully. NOTICE OF CANCELLATION TO CERTIFICATE HOLDERS This endorsement modifies insurance provided under the following: Contractors and Consultants Liability General Liability Business Automobile Liability In consideration of the premium charged and notwithstanding anything contained in this policy to the contrary, it is hereby agreed and understood that the following provisions shall apply: If this policy is cancelled by the Company, other than for non-payment of premium, notice of such cancellation will be provided at least thirty (30) days in advance of the cancellation effective date to those certificate holder(s) who are Additional Insureds and require notice of cancellation through a written contract or agreement and are on file with the producer of record. In the event this policy is to be cancelled, the agent of record will provide the Company with a list of certificate holders who are Additional Insureds and require notice of cancellation through a written contract or agreement within five (5) business days. This list will also include mailing addresses. Any notification rights provided by this endorsement apply only to active certificate holder(s) who are Additional Insureds and issued a certificate of insurance applicable to this policy period. If notice is mailed, proof of mailing to the last known mailing address of the certificate holder(s) who are Additional Insureds on file with the producer of record will be sufficient proof of notice. This endorsement shall not apply for the following reasons: a. non-payment of premium or; b. the policy is non-renewed for any reason. i ALL OTHER TERMS AND CONDITIONS OF THE POLICY SHALL APPLY AND REMAIN UNCHANGED. m 2006 by Berkley Specialty Underwriting Managers LLC, an affiliate of Nautilus Insurance Company and Great Divide Insurance Company. All rights reserved. © 19852006 by Insurance Services Office, Inc., material used by permission. BSUM 1200 11-11 Page 1 of 1 Purchase Order ,4i 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 Purchase - L 20 E. Main Order# 20190082 Ashland, OR 97520 T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Fire and Rescue Department E ECOLOGY AND ENVIRONMENT, INC. 1 455 Siskiyou Blvd N 368 PLEASANT VIEW DRIVE P Ashland, OR 97520 D LANCASTER, NY 14086 Phone: 541/482-2770 O T Fax: 541/488-5318 R O ~(endor Phone Number ddb u€rt - - - - Michael D'Orazi MDate=Qrdered= &Mdr Ai - ~oit - lahtl- nag - - - = eparfinent/Lo0atron 07/13/2018 4055 FOB ASHLAND OR/NET30 Cit Accounts Pa able MA I IM - t Price Exterided P Jtem#-= - - a - - _ - Emergency Operations Plan 1 Update to City Emergency Operations Plan 1 $4,000.0000 $4,000.00 Personal Services Agreement (less than $25,000) Completion date: 08131/2018 Project Account: GL SUMMARY _ 071200 - 610600 $4,000.00 By: Dater y - - Aut rize Ignature PO Total = - $4,000.00 FORM#3 CITY OF ASHLAND REQUISITION Date of request: 06/0712018 Vendor Name Ecology and Environment, Inc Address, City, State, Zip 333 SW Fifth Ave., Portland, OR Suite 600 97204 Contact Name Shawna Mantey Telephone Number 503-248-5600 Email address smantey (a~ene.com SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form 413, 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 ❑ Request for Proposal (Copies on file) Cooperative Procurement Less than $5,000 ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ Verbal/Written quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract4 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 El Special Procurement Intergovernmental Agreement $5,000 to $75,000 El Form #9, Request for Approval El Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication) Description of SERVICES Total Cost Update to City Emergency Operations Plan $ 4,000.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ❑ Per attached quote/proposal TOTAL COST Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. 4 0 0 0 0 0 Project Number _ - _ - - _ _ Account Number ~ ? 1 2 0 0.6 1 0 6 0 0 $ Project Number - - - - - - - Account Number - - - - - - $ Project Number AccountNumber__ - - _ $ IT Director in collaboration with department to approve all hardware and software punch s: By signing this requisition form, I certify that the City's public contracting requirements have been sa sffed. T Director Date Support -Yes /No Employee: Department Head: (Equal or greaterthan $5,000) Department Manager/Supervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year: NO Finance Director- (Equal to or greater than $5,000) Date Comments: Form #3 - Requisition 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 gray scale. Document: City of Ashland & Ecology and Environment, H=c -Emergency Operations Plan Update (Include names ofparties to the document) Type of Document: Contract 8 Lease ❑ Easement ❑ Deed ❑ IGA ❑ Other lSpecifr) Dept Contact: Mike D'Orazi ACTION REQUESTED: Dept: Fue Phone: Ext 2217 ❑ Review Draft Date submitted to Legal: June 7,2018 D Approve final and forward to: Draft due bv: _Wx (Unless indicated, Legal will rehirn domment to yam) Return Requested by: June 13.2018 Complete this section OAT I'the first time this form is filled out: Has this document been previously worked on by the Legal Dept Staff? W No ❑ Yes If yes, by whonn? LEGAL DEPT First Date Received by Legal Date: By: USE ONLY Returned to Dept. for Revision Date- By: Received for additional review by Legal Date: By: Returned to Dept. for Revision Date: By: Received for additional review by Legal Date- By: Returned to Dept. for Revision Date: By: Received for Additional Review by Legal Date: By: Returned to Dept for Revision Date: By: Final Lo--ed out by Legal Date: Bv: Comments from LEGAL to DEPARTMENT: Comments from D . RTTIENT to LEGAL: ❑ See Attached. Contract for Task 91 fi-oiu proposal C! $4000. Needs fiuiduis 2 L L~tS- 111 FY 2017/ 18 Return original executed document to Ci v oes this document need to be recorded? Recorder for safekeeping? ❑ No Yes No ❑ Yes CITY ADMINISTRATOR / DEPARTTNIENT HEAD Please do not sign the attached document until this form Seen a oiled by the Legal Dept below: FINAL LEGAL DEPARTMENT APPROVAL: a~~ Date: 6 7