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HomeMy WebLinkAbout2018-092 20181379 Northwest Code Professionals PERSONAL SERVICES AGREEMENT (greater than $25,000.00) CONSULTANT: Northwest Code Professionals CITY OF CONSULTANT'S CONTACT: Jack Applegate ASHLAND ADDRESS: 144 East 14' Avenue Eugene, OR 97401 20 East Main Street Ashland, Oregon 97520 Telephone: 541/48 8-53 05 TELEPHONE: 541-484-9046 Fax: 541/552-2080 EMAIL: JackA@nwcodepros.com This Personal Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Northwest Code Professionals ("hereinafter "Consultant"), for plan review and building inspection services. 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 April 1, 2018, 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 June 30, 2019. 2. Scope of Work: Consultant will provide building plan review and building inspection services as more fully set forth in the Consultant's Proposal, which is attached hereto as "Exhibit A" and incorporated herein by this reference. Consultant's services 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. Page 1 of 6: Personal Services Agreement with Northwest Code Professionals. 6. Compensation: City shall pay Consultant the hourly rate for services as set forth in Exhibit A. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of $74,500 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 thirty (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. Living Wage Requirements: If the amount of this Agreement 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 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 B" predominantly in areas where it will be seen by all employees. 10. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold 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 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, costs, judgments, or other damages, caused solely by the negligence of City. 11. 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 Page 2 of 6: Personal Services Agreement with Northwest Code Professionals. 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 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. Obli,-ation/Liabilihv 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. 12. 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. 13. 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. 14, 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 Page 3 of 6: Personal Services Agreement with Northwest Code Professionals. in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under, this Agreement. 15. 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 Liabilitv 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 (two million dollars) per occurrence for Bodily Injury, Death, and Property Damage. d. Automobile Liabilitv insurance with a combined single limit, or the equivalent, of not less than $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. £ 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. 16. 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.110. 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 Page 4 of 6: Personal Services Agreement with Northwest Code Professionals. (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. 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. 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 AUTHORIZED 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 finance 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. Page 5 of 6; Personal Services Agreement with Northwest Code Professionals, 22. Certification. Consultant shall sign the certification attached hereto as "Exhibit C" and incorporated herein by this reference. CITY OF ASHLAND: NORTHWEST CODE PROFESSIONALS (CONSULTANT): By. By. - City Administrator / Signat ri4 Printed Name PrintedillieJ Date Title Date Purchase Order No. (W-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: Assistant City Attorney Date Page 6 of 6: Personal Services Agreement with Northwest Code Professionals. Exhibit A CONTRACTOR (NWCP) Fees for Services City of Ashland May 2111, 2018 Plan Review Services: CITY shall pay Contractor 75% of the plan review fee and fire and life safety review fees for Plan Review services. Contractor will include up to one re-review of plans not approved on the initial review any additional reviews or revised plan revisions will be charge at the hourly rate of $90.00 per hour which can be charged to the permit applicant. All costs for shipping of plans will be billed to the City at actual shipping costs only, Digital Plan Review services are preferred and can save costs for the applicant and CITY. Additional Stand-Alone Specialty Inspection and Review Fees available upon request only: ® Plumbing, Medical Gas, Electrical review: $90.00/ hr, a Structural by a contract PE $115.00/ hr, ® Fire Protection by a contract PE $135.00/ hr. • Fire and Life Safety Review Only $90.00/hr. Inspection Services: City shall pay Contractor $90.00 per hour for Oregon Specialty Code Inspection services, Code Enforcement services and site visits on call as needed by City. A two-hour minimum fee shall be paid to contractor for each day inspection services are requested. CITY shall pay Contractor an all-inclusive daily travel fee of $100.00 to cover both travel time, mileage and vehicle expenses for each inspector on each inspection day requested by CITY. Mileage for inspections within the CITY will not be charged to the CITY. Building Official Services City shall pay CONTRACTOR a fee of $90.00 per hour to cover the temporary or emergency administration and oversite of the building Permit program for all services required of the Building Official to meet the minimum program requirements of the Oregon Building Codes Division, State Statutes and Administrative rules ON CALL as needed only. Building Official Services shall not exceed 5 hours per month without written authorization from the City of Ashland Director of Community Development. 1 Attachment "A" FEE SCHEDULE FOR SERVICES Exhibit A Ancillary Customer Care Services: We take great pride in offering outstanding customer service to our partners in government and the customers we serve. All team members email addresses and cell phone numbers are given out for immediate response to customer concerns. The Managers cell phone number is also given out to handle any immediate concerns or to mediate any potential concerns of the City or the customer served. This is included at no additional charge to CITY. Billing: Our current billing is sent out by the 5th of the following month with payment due by the 201h of each month. Jack Applegate, CBO, CHI Manager Northwest Code Professionals Date: May 21, 201 Approved For`Content:,-r NWCP 2 Attachment "A" FEE SCHEDULE FOR SERVICES 7 / per hour, effective June 30, 2017. s ' \ The Living Wage is adjusted annually every L' LJune 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: For temporary and employer and the City of $20,688.86, part-time employees, the Ashland if the contract Living Wage does not apply exceeds $20,688.86 or more. If their employer is the City of to the first 1040 hours worked Ashland, including the Parks in any calendar year. For For all hours worked in a and Recreation Department, more details, please see month if the employee spends Ashland Municipal Code 5m or more of the ➢ In calculating the living wage, Section 3.12.020. employee's time in that month employers may add the value working on a project or of health care, retirement, i 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 F ASHLAND Page I of I EXHIBIT B EXHIBIT C 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. _ VZ- (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. d (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. I i Consultant Date If Page I of 1 EXHIBIT C ~~~R®® DATE (MMIODIYYYY) ~ CERTIFICATE OF LIABILITY INSURANCE 5/29/2018 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 pollcy(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 NAME CT Tammy Syrek Pacific Benefit Consultants T_ IALCNN4oL t • 541) 484-6624 AIC, Nol: (541) 6862726 450 Country Club Road #330 E-MAIL ADDRESS:isyrek@pbcins.com INSURER(SJ AFFORDING COVERAGE NAIC 11 Eugene OR 97401 _ INSURERA:Sentinel Insurance Company 11000 INSURED INSURER e :Mutual of Enuclaw Insurance 14761 ~Mortier Engineering, Pet, Pc INSURER C:SAIF __Corp 1144 E 14th Ave INSURERD:Maxum Specialty _ INSURER E; ' 1 Eugene OR 97401 INSURER F: COVERAGES CERTIFICATE NUMBER:CL1832625326 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 AUL5WH`R - _ --r LT TYPE OF INSURANCE INSD 'AND POLICY NUMBER MMR)pnYYY AMIDDNYYY LIMITS X ' COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 A I ~ CLAIMS-MADE CJ OCCUR ~ 525BANN7141 105/07/2018 05/07/2019 PREMISES ~Eaoccurrence;:_I $ 1,000,000 I X WA Sto):i ..Gap i 4 MED EX_P (Any one person) ~ $ 10,000 PERSONAL & ADV INJURY $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 4,000,000 X~ POLICY F-] r ECOT LOG PRODUCTS- COMP/OP AGG $ 4,000,000 - 1 OTHER: ! I Employment Practices Liab S 10 , 000 AUTOMOBILE LIABILITY BINLD SIN.7-7117 7M $ 1000000 1Eaaceldenll_ rB ANY AUTO " BAP0004480 05/07/2018 05/07/2019 BODILY INJURY (Per person) S ALL OWNED X _1 SCHEDULED - $ AUTOS AUTOS ODILY INJURY (Per accident) X NON PROPERTY DAMAGE r $ HIRED AUTOS I AUTOS -OWNED X (Per accident;. AUTOS j _ - ---i- - r I Uninsured motorist combined $ 1,000,000 A X UMBRELLA LIAB OCCUR I 525BANN7141 105/07/2018 05/07/2019' EACH OCCURRENCE 4 000 - - - $ 0 00 EXCESS LIAB I CLAIMS-MADE I , AGGREGATE 4,000,000 DFD RETENTIONS 10.000 t $ C WORKERS COMPENSATION S PI-R. H- IAND EMPLOYERS' LIABILITY i 1 1_._ STATUTE ER _y ANY PROPRIETORIPARTNERIEXECUTIVE Y ! N OFFICERIMEMBER EXCLUDED? N f A, E.L. EACH ACCIDENT S 500 0-- (Mandatory In NH) 951252 04/01/2018 04/01/2019 ! E.L. DISEASE - EA EMPLOYEt J S 500' 000 If yes, describe under _ _ _ _ DESCRIPTION OF OPERATIONS balow 1, 1 i E.L. DISEASE - POLICY LIMIT i $ 500 , 000 1 D Professional Liability i PFP602555104 12/03/2017 12/03/2018 $1,000,000 Ij Retention $10:000 $2,000,000 I DESCRIPTION OF OPERATIONS I LOCATIONS /VEHICLES (ACORD 1011 Additional Remarks Schodulo, may be attached If more apace is required) Additional Insureds: DBA:Mortier-ANG Engineers, DBA: Northwest Code Professionals, The Building Department LLC CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 East Main St ACCORDANCE WITH THE POLICY PROVISIONS. Ashland, OR 97520 AUTHORIZED REPRESENTATIVE Tammy Syrek/TASF ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD INS026 (201401) Purchase Order • Fiscal Year 2018 Page: 1 of: 1 B City of Ashland ° -T~~N1L~€~I~~]t~~UIVfEI~l`~ I ATTN: Accounts Payable Purchase L 20 E. Main 20181379 Ashland, OR 97520 Order # T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Planning Division N BUILDING DEPARTMENT, LLC 1 51 Winburn Way D 144 E 14TH AVENUE p Ashland, OR 97520 O EUGENE, OR 97401 Phone: 541/488-5305 R T Fax: 541/552-2050 O _ ,m, April Lucas 07/11/2018 3159 FOB ASHLAND OR/NET30 City Accounts Payable Building & Plan Reviews 1 Building Inspections and Plan Review Services 1 $75,000.0000 $75,000.00 Personal Services Agreement (Greater than $25,000.00) Completion date: June 30, 2019 Project Account: GL SUMMARY 092800 - 604100 $75,000.00 By. Date: Authorized•Signature NO= $75,000.00 FORM #3 C I T Y OF ASHLAND [11, F REQUISITION / Date ofreq st: 04/01/2018 Vendor Name Northwest Code Professionals Address, City, State, Zip 144 East 14th Avenue, Eugene, OR 97401 Contact Name Jack Applegate Telephone Number 541-484-9043 Email address SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached Attach co of council communication If council approval required, attach co of CC ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon Date approved by Council: ❑ Direct Award (Attach copy of council communication) Contract # ❑ Verbal/Written quote(s) or proposal(s) - ❑ State of Washington Intermediate Procurement n Sole Source Contract # GOODS & SERVICES Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 1001 Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached 0 Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES El Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment El 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 Building Inspection and Plan Review services. Not to exceed: $ 75,000.00 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. Project Number _ _ _ _ _ _ _ Account Number g 9 ? 8 0 0.6 0 4 1 0 0 Project Number Account Number Project Number Account Number IT Director in collaboration with department to approve all hardware and software purchases: rf By signing this requisition form, I certify that the City's public contracting requirements have been satisfied° IT Director Date Support -Yes /No Employee: Department Head J _„A.~, f (E ual r than $5,000) Department Manager/Supervisor: City Administrator: ~ (Equal to or greater,than $ 5,000) Funds appropriated for current fiscal year: YES f~ NO F n nce Dlrectof, al to or greater than $5,000) Date Comments: Form #3 - Requisition CITY OF FORM #4 ASHLAND DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to $75,000 To: Adam Hanks, Acting City Administrator From: Bill Molnar, Director or Community Development Date: April 1, 2018 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less than $75,000, the Department Head shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the services required under the proposed contract. Background The Community Development Department intends to contract with Northwest Code Professionals to provide plan review and building inspection services. The cost will not exceed $75,000 and the contract will expire June 30, 2019. The Building Division has experienced staff turnover resulting in the need to contract with Northwest Code Professionals while new personnel obtain the required certifications and experience necessary to perform complex building inspections and building plan reviews. The written plan for utilizing these services is included in the contractual statement of work. Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of City personnel to perform the services, and that the City does not have the personnel and resources to perform the services required under the proposed contract? Review and approval of building permit applications as well as conducting required building construction inspections can only be done by persons certified to do so by the State of Oregon Building Codes Division. Northwest-Co e Professionals is the only professional company in the Rogue Valley with certified staff available on a daily-Saris to assist the City of Ashland with these responsibilities. i, Requested by j Date: De rtment ea Approved by 7 Z~& Date: O Adam Hanks, Acting City Administrator Comments: Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of 1, 6/13/2018 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: elU~~~ (Include names of parties to the document) Type of Document: Contract, Lease ❑ Easement ❑ Deed ❑ IGA ❑ Other (Specify) Dept Contact: ACTION REQUESTED: Dept: Phone: Ext ❑ Review Draft Date submitted to Legal: Ap rove final and forward to: Draft due by: (Unless indicated, Legal will return document to you) Return Requested by: Complete this section ONLY the first time this form is filled out: Has this document been previously worked on by the Legal Dept Staff? ❑ No ❑ Yes If yes, by whom? 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 Revlsion Date; 1 By: Final Logged out by Legal Date:, By; Comments_from LEGAL to DEPARTMENT: Comments from D PA TMENT to LEGAL: ❑ SeeAttached._ Return original executed document to City - Does this document need to be recorded? Recorder for safekeeping 1 No V: lid Yes ❑ No ~a Yes CITY ADMINISTRATOR / DEPARTMENT HEAD Please do not sign the attached document until this form Was been approved by the Legal Dept below: FINAL LEGAL DEPARTMENT APPROVAL: 1:.: =Date: G:Uegal\DEPARTMENTS1Contracting\FORMS~Legal Doc Transmittal - KLB.docx