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HomeMy WebLinkAbout2019-112 20190078 Acccustat Sports Timing Inc i Contract for GOODS AND SERVICES Small Procurement Less than $5,000 CITY OF INDEPENDENT CONTRACTOR: Accustat Sports Timing Inc. ASHLAND CONTACT: Eric Larpenteur 20 East Main Street ADDRESS: 8748 Glisan St. Portland, OR 97220 Ashland, Oregon 97520 Telephone: 541/488-6002 TELEPHONE: (503) 803-9377 FAX: N/A Fax: 541/488-5311 EMAIL: Eric@accustatsportstiming.com EFFECTIVE DATE: 6/1/18 COMPLETION DATE: 7/13/18 COMPENSATION: $2500 for up to 833 runners for the 2017 4" of July Run. $2.50 per runner after 833. GOODS AND SERVICES TO BE PROVIDED: Database management and chip preparation services for the 2018 4`" of July Run. ADDITIONAL TERMS: In the event of a conflict or discrepancy among the Contract Documents, this City of Ashland Contract will be primary and take precedence, and any exhibits or ancillary agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said primary City of Ashland Contract. NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE as follows: 1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Contractor must also maintain a current City business license. 3. Ownership of Production: All documents, materials or items produced by Contractor pursuant to this contract shall be the property of City. 4. Statutory Requirements: ORS 27913.220, 279B.225, 279B.230, 279B.235, ORS Chapter 244 and ORS 670.600 are made part of this contract. 5. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless from those losses, expenses, or other damages resulting from injury to any person or damage to property arising out of or incident to the negligent performance of this contract by Contractor its employees, or agents. Contractor shall not be held responsible for any losses, expenses, or other damages, directly, solely, and proximately caused by the negligence of City. 6. Termination: City's Convenience. This contract may be terminated at any time by the City. 7. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. 8. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises in obtaining any required subcontracts. Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. 9. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 10. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work. 11. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. 12. Default. The Contractor shall be in default of this agreement if Contractor commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract. 13. Insurance. Contractor shall at its own expense provide the following insurance: a. a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers. Worker's compensation insurance is required if work is performed by employees, subcontractors, or volunteers. BY INITIALING THIS SENTENCE, CONTRACTOR CERTIFIES UNDER PE OF LAW THAT THE WORK REQUIRED BY THIS CONTRACT SHALL BE PERFORMED SOLELY BY THE UNDERSIGNED: b. General Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 for each occurrence for Bodily Injury and Property Damage. C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. 14. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon 15. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. 16. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by reference. 17. Consultant's compliance with Oregon Tax Law: (1) Consultant represents and warrants to the City that 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. (2) Consultant represents and warrants that, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, it has 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. Revised 10-28-14 Page 1 of 2 i i i it I I I i I ~I I i Contraotor: City of Ashland: By By Signature DeAIG gnt He d 14 / C L c~4~P~=,c~'~4 c~t~ ZZfcc Print Name Print Nam Pl~-) e=~ ~ b 6>'V j - lvr/ 9 ZZ n/,6 Title Dat r (W-9 is to be submitted with the signed contract.) Purchase Order No. 1- EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my / residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. v (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating r ) t he bor or services to be provided. Con ctor (Date) Revised 10-23-14 Page 2 of 2 ` i E I I j i i I i Progressive PROGREllM PO Box 31260 D/RECTAuto Tampa, FL 33631 NAIC Company Code: 21727 Policy Number: 71548254 Underwritten by: Progressive Universal Insurance Co Policyholder: Eric J Larpenteur Page 1 of 1 June 28, 2018 Customer Service 1-800-776-4737 24 hours a day, 7 days a week Verification of Insurance for Eric J Larpenteur This verification of insurance is not an insurance policy and does not amend, extend or alter the coverage afforded by the policies listed herein. Notwithstanding any requirement, term or condition of any contract or other document with respect to which this verification of insurance may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms, exclusions and conditions of the policies. Please accept this letter as verification of insurance for this policy. Policy and driver information Policy number: 71548254 . Policy state: Oregon . Policy period: Mar 6, 2018 - Sep 6, 2018 . There was no lapse in coverage during this policy period. Effective date: Mar 6, 2018 Drivers: EricJ Larpenteur Insured Driver Address: 8748 Ne Glisan St Portland, OR 97220 Vehicle information Vehicle: 2003 Ford Econo/Club Wgn E150 . Vehicle identification number: 1 FDRE11W03H671527 Coverage information Bodily Injury Liability: $500,000 combined single limit Property Damage Liability: $500,000 combined single limit . Collision: Deductible: $500 deductible . Comprehensive: Deductible: $500 deductible Personal Injury Protection: $25,000 Farm Vol (07/13) I I i HISCOX The following is a guide to your General Liability policy. We have identified several key coverage items along with the limits and deductibles you have selected. To make it easier, we have also added a brief explanation of those items. We want you to feel confident about your new policy. If any of the information below is incorrect or if you have any questions, please contact one of our advisors at 888-202-3007 (Mon-Fri, 8am-10pm EST) or send us an e-mail at contact@hiscox.com. Name: eric Larpenteur Business Name: Accustat Sports Timing, Inc Address: 8748 NE Glisan st City: Portland State: OR Zip code: 97220 Occupation: Event planning/promotion Telephone number: 503-803-9377 Email address: eric@accustatsportstiming.com Policy number: UDC-2288913-CGL-18 Policy effective dates: From: June 19, 2018 This determines the time period during which your coverage applies. To: June 19, 2019 Form of business: This identifies the legal structure of your business and determines who is Corporation or other Organization (other insured under your policy. than the above) Business Property and Equipment Coverage: Included Optional terrorism coverage: Included Total cost of policy: $ 800.00 © Hiscox Inc. 2010 Page 1 i i I i I i pR®~RE.rIrvE Application for Personal Umbrella Insurance Policyholder: ERIC LARPENTEUR Please review, sign where July 2, 2018 indicated, and return Page1 of 6 Policy and premium information Insurance company: Progressive Universal Insurance Co P.O. BOX 6807 Cleveland, OH 44101 Agent: JOANNIE F JANOSKY PROGRESSIVE UMBRELLA PO BOX 43348 MAYFIELD VILLAGE, OH 44143 72444 1-877-777-1783 Named insured: ERIC LARPENTEUR 8748 NE GLISAN ST PORTLAND, OR 97220 e-mail address: ERIC@ACCUSTATSPORTSTIMING.COM Home: 1-503-803-9377 Work: Your policy will be effective when your required initial payment is received by your agent or at a later date of your choice. Total policy premium: $480.00 Initial payment required: $480.00 Initial payment received: $0.00 Payment plan: 1 payment Outline of coverage Your insurance policy and any policy endorsements contain a full explanation of your coverage. General policy coverage Limits Self insured retention Premium Personal Umbrella Liability To Others $1,000,000 each occurrence $250 $480 Total 12 month policy premium $480 Premium discount Policy Multi-Policy Continued i Progressive PR499REI Y PO. Box 31260 01REC7 Ailto Tampa, FL 33631 NAIC Company Code: 21727 Policy Number: 71548254 Underwritten by: Progressive Universal Insurance Co Policyholder: Eric J Larpenteur Page 1 of 1 June 28, 2018 Customer Service 1-800-776-4737 24 hours a day, 7 days a week Verification of Insurance for Eric J Larpenteur This verification of insurance is not an insurance policy and does not amend, extend or alter the coverage afforded by the policies listed herein. Notwithstanding any requirement, term or condition of any contract or other document with respect to which this verification of insurance may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms, exclusions and conditions of the policies. Please accept this letter as verification of insurance for this policy. Policy and driver information . . . Policy number: 71548254 Policy state: Oregon Policy period: Mar 6, 2018 - Sep 6, 2018 . There was no lapse in coverage during this policy period. Effective date: Mar 6, 2018 Drivers: Eric J Larpenteur Insured Driver 87*4'8..Ne.....Glisan........St......... Address: 874 Portland, OR 97220 Vehicle information Vehicle: 2003 Ford Econo/Club Wgn E150 Vehicle identification number: 1 FDRE11 W03HB71527 Coverage information Bodily Injury Liability: $500,000 combined single limit Property Damage Liability: $500,000 combined single limit Collision: Deductible: $500 deductible Comprehensive: Deductible: $500 deductible-d' e Personal Injury Protection: $25,000 Form Vol (07/13) I I i HISCOX Guide General i I I iE'-q L I t The following is a guide to your General Liability policy. We have identified several key coverage items along with the limits and deductibles you have selected. To make it easier, we have also added a brief explanation of those items. We want you to feel confident about your new policy. If any of the information below is incorrect or if you have any questions, please contact one of our advisors at 888-202-3007 (Mon-Fri, 8am-10pm EST) or send us an e-mail at contact@hiscox.com. R Name: eric Larpenteur Business Name: Accustat Sports Timing, Inc Address: 8748 NE Glisan st City: Portland State: OR Zip code: 97220 Occupation: Event planning/promotion Telephone number: 503-803-9377 Email address: eric@accustatsportstiming.com Policy number: UDC-2288913-CGL-18 Policy effective dates: From: June 19, 2018 This determines the time period during which your coverage applies. To: June 19, 2019 Form of business: This identifies the legal structure of your business and determines who is Corporation or other Organization (other insured under your policy. than the above) Business Property and Equipment Coverage: Included Optional terrorism coverage: Included Total cost of policy: $ 800.00 0 Hiscox Inc. 2010 Page 1 i i I i Each occurrence limit $ 1,000,000 The most we will pay for all damages due to bodily injury and property damage, and medical expenses that arise out of any one occurrence. Defense costs we incur, in the defense of a lawsuit filed against you, will not reduce this limit. General aggregate limit $ 2,000,000 The most we will pay for all damages and medical expenses for the entire policy. Defense costs we incur, in the defense of a lawsuit filed against you, will not reduce this limit. Damage to premises rented to you $ 100,000 any one premises The most we will pay for damages, for which you are liable, to any one premises that is rented to you. This may include office space, conference rooms or training facilities, but does not include your primary residence if you are a home-based business. Your limits for this Business Property and Equipment Coverage $ 25,000 The most we will pay (per occurrence) for loss or damage to your business equipment and property (e.g. computers, furniture) at the listed premise(s). Medical expenses $ 5,000 any one person The most we will pay for all medical expenses sustained by any one person. Personal and advertising injury limit $ 1,000,000 any one person The most we will pay for all personal and advertising injury or organization (e.g., libel, slander) sustained by any one person or organization. Deductible for General Liability Coverage No deductible No deductible applies to the general liability portion of your policy so you are not required to make any payments in the events of such claims. Deductible for Business Property and Equipment Coverage $ 500 The amount you must pay for business property and equipment losses covered under the policy before the policy makes any payments. d 14 day full refund Be confident that you have made the right choice. We give you 14 days to review your policy. If you are not satisfied and have not had any claims or losses, you can cancel your policy back to its start date and receive a full refund. Notice of claim If you have a claim, please call us at 866-424-8508. You may also e-mail us at reportaclaim@hiscox.com What does my General Liability Policy cover? For a summary showing examples of what you are and are not covered for, please read the Coverage Summary document. This guide does not modify the terms and conditions of your policy, which are contained in your policy documents, nor does it imply any claim is covered or not covered. We recommend that you read your policy documents to learn the details of your coverage. © Hiscox Inc. 2010 Page 2 i i i All HISCOX Guide Liability Policy The following is a guide to your General Liability policy. We have identified several key coverage items along with the limits and deductibles you have selected. To make it easier, we have also added a brief explanation of those items. We want you to feel confident about your new policy. If any of the information below is incorrect or if you have any questions, please contact one of our advisors at 888-202-3007 (Mon-Fri, 8am-10pm EST) or send us an e-mail at contact@hiscox.com. Name: eric Larpenteur Business Name: Accustat Sports timing, Inc Address: 8748 NE Glisan st City: Portland State: OR Zip code: 97220 Occupation: Event planning/promotion Telephone number: 503-803-9377 Email address: eric@accustatsportstiming.com Policy number: UDC-2288913-CGL-18 Policy effective dates: From: June 19, 2018 This determines the time period during which your coverage applies. To: June 19, 2019 Form of business: This identifies the legal structure of your business and determines who is Corporation or other Organization (other insured under your policy. than the above) Business Property and Equipment Coverage: Included Optional terrorism coverage: Included Total cost of policy: $ 800.00 © Hiscox Inc. 2010 Page 1 I I Each occurrence limit $ 1,000,000 The most we will pay for all damages due to bodily injury and property damage, and medical expenses that arise out of any one occurrence. Defense costs we incur, in the defense of a lawsuit filed against you, will not reduce this limit. General aggregate limit $ 2,000,000 The most we will pay for all damages and medical expenses for the entire policy. Defense costs we incur, in the defense of a lawsuit filed against you, will not reduce this limit. Damage to premises rented to you $ 100,000 any one premises The most we will pay for damages, for which you are liable, to any one premises that is rented to you. This may include office space, conference rooms or training facilities, but does not include your primary residence if you are a home-based business. Your limits for this Business Property and Equipment Coverage $ 25,000 i The most we will pay (per occurrence) for loss or damage to your business equipment and property (e.g. computers, furniture) at the listed i premise(s). Medical expenses $ 5,000 any one person The most we will pay for all medical expenses sustained by any one person. Personal and advertising injury limit $ 1,000,000 any one person The most we will pay for all personal and advertising injury or organization (e.g., libel, slander) sustained by anyone person or organization. Deductible for General Liability Coverage No deductible No deductible applies to the general liability portion of your policy so you are not required to make any payments in the events of such claims. Deductible for Business Property and Equipment Coverage $ 500 The amount you must pay for business property and equipment losses covered under the policy before the policy makes any payments. i I 14 day full refund Be confident that you have made the right choice. We give you 14 days to review your policy. If you are not satisfied and have not had any claims or losses, you can cancel your policy back to its start date and receive a full refund. Notice of claim If you have a claim, please call us at 866-424-8508. You may also e-mail us at reportaclaim@hiscox.com What does my General Liability Policy cover? For a summary showing examples of what you are and are not covered for, please read the Coverage Summary document. This guide does not modify the terms and conditions of your policy, which are contained in your policy documents, nor does it imply any claim is covered or not covered. We recommend that you read your policy documents to learn the details of your coverage. © Hiscox Inc. 2010 Page 2 JOANNIE F Y PROGR ESSIVVE E UMBRELLA PRWREMIKE® PROGR PO BOX 43348 MAYFIELD VILLAGE, OH 44143 Policy number: 67206587-0 Underwritten by: Progressive Universal Insurance Co ERIC LARPENTEUR July 2, 2018 8748 NE GLISAN ST Policy Period: Jul 2, 2018 - Jul 2, 2019 PORTLAND, OR 97220 Payment Receipt for umbrella insurance down payment Amount paid: $480.00 Method of payment Credit Card ....................................................................................$480.00 ® F DATE (MMIDD/YYYY) ACORC7► CERTIFICATE OF LIABILITY INSURANCE 06/2912018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Hiscox Inc. AICONNo Ext : (888) 202-3007 A/C No : 520 Madison Avenue E-M Aless: contact@hiscox.com 32nd Floor New York, NY 10022 INSURER(S) AFFORDING COVERAGE NAIC# INSURERA: Hiscox Insurance Company Inc 10200 INSURED INSURER B : Accustat Sports Timing, Inc INSURER C : 8748 NE Glisan st Portland, OR 97220 INSURER D: INSURER E : 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. INSR ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR TYPEOFINSURANCE IN SD WVD POLICY NUMBER MM/DD/YYYY MM/DD/YYYY X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED CLAIMS-MADE lxl OCCUR PREMISES Ea occurrence $ 100,000 MED EXP (Any one person) $ 5,000 A Y UDC-2288913-CGL-18 06/19/2018 06/19/2019 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 RO- ❑ LOG PRODUCTS - COMP/OP AGG $ S/T Gen. Agg X POLICY El PJECT T OTHER: AUTOMOBILE LIABILITY EOa aBINEDiSINGLE LIMIT $ ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS HIRED AUTOS NON-OWNED PROPERTY DAMAGE $ Per accident AUTOS UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED 1 -1 RETENTION $ $ WORKERS COMPENSATION STATUTE OERH . AND EMPLOYERS' LIABILITY Y I N ANYPROPRIETOR/PARTNER/EXECUTIVE ❑ N/A E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L. DISEASE -EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Event production, timing, and promotion CERTIFICATE HOLDER CANCELLATION City of Ashland, OR SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 1195 E Main St THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Ashland Or 97520 ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE @ 1988-2014 ACORD CORPORATION. All rights reserved. 3 ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD i M■ %H ERE i ■ ■ ■ ■ , ■i ii■ ■■m■ N -I ■ ■ ■ ■ ■ ■ EM■ ■ ■ Accustat Sports Timing Live Race Services Proposal to: City of Ashland Parks and Recreation 42nd Annual Ashland 4th of July Run 2018 tCHRONOTRACK About Us Customers Say Accustat Sports Timing Inc. is a team of sports enthusiasts Accustat has hit the mark every year dedicated to improving the race experience for Race Directors we've used them. When they talk and Participants. We have the newest chip timing equipment in about being "Race Spackle" and filling the gaps they aren't kidding! Great to the Northwest and the professional staff to make your event work with! outstanding. Louise Long, Race Director Chip timing is primarily about database management. Without Seattle Marathon accurate data, the timing results are flawed or useless which leads to unhappy participants. At Accustat Sports Timing, Inc we spend the majority of our time behind the scenes before the event making sure that your event day runs smoothly. We can help you with your event by creating the registration database (including data entry), packet pickup, scoring, posting results online, course management, equipment rentals, and promotions. Timing Services Overview Utilizing the latest timing technology, our Chronotrack system has been used at Portland Marathon, Bloomsday, Seattle Marathon, Eugene Marathon, and a hundred other events. The same system is used at 24 of the 26 largest races in the USA. Chips are fastened to the bibs for runner convenience and greater accuracy. Beyond the technology, it's our crew that makes AST the leader in the Pacific Northwest. Energy, Experience, and Enthusiasm are our hallmarks! Live Services Overview In addition to standard timing services we can offer your athletes and participants ways to engage with your event through online, mobile and social race experiences, including: • Real-time online results • Mobile results • On-site computer results • Athlete updates on Facebook, Twitter and SMS • Athlete finisher video • Digital photography O'CHRONOTRACK Live Services Overview Live Race Services: Real-time online, mobile and social race experiences that are engaging for spectators and athletes and increase your event exposure Check the box of services you wish to use - - j n. w. wr ~ , ur,>t ❑ Real-time results online and at your event: • Results come off the course in real-time b • Online results page is branded for your event and easily ' shared on Facebook and Twitter • On-site computer results so athletes can scan bib and view results immediately ❑ Mobile results: • Provide real-time leaderboard, athlete splits, pace and finish times • Can promote available on site and through QR codes"`"` ' Congta"lallons! RICH 1AB504 crossed Finish Brought to you W PtoWdenct HeaM Hans ❑ Facebook, Twitter & Text Athlete Updates ; • Real-time updates from the course • Athletes can set up during registration and we give you the tools to promote to spectators • Event exposure to participants social network ,„e. wt,M.. xdiam. wtn,❑ Athlete Video';' • Athlete video crossing various splits on the course ❑ Digital Photography - - • Digital photography packages for sale through results interface` • ChronoTrack coordinates photographers, sell photos and manages photography support' tCHRONOTRACK Timing Services Overview Timing Services Overview We can handle events of any size. For our large races we offer chip timing featuring ChronoTrack race solutions. For our growing races we're a great alternative for race directors who want professional results at reasonable rates. Timing Services Costs and Inclusions: Disposable BibTag or D-Tag Timing - $2500 minimum fee, covers up to 833 registrants $2.50 Per Registered Runner thereafter Equipment: • Start and Finish line timing included • Split point on 10k course • Timing tags • $750 per additional split time requested Travel and Staff: • Lodging and Mileage included • Staff member on-site for expo/registration race day This Includes: • Finish line set up: Start arch, cones, LED clock, 1300 watt PA System • Database management • Bib prep, preassignment and labeling or dynamic assignment on site • On-site registration • Computer Kiosk for Registration and Live Results • Generators for wherever we need power • Smiles and Enthusiasm Available: • Athlete video • Digital Photography • Registration Setup tCHRONOTRACK Race Registration Management Race Management Services Check the box of services you wish to use ❑ChronoTrack Registration (By checking this box you are HOUSTON SEPiE1.G.'EP 29-90 2; indicating you would like ChronoTrack to contact you to set up"°"' registration. This will be contracted directly with ChronoTrack) Customized registration form • Social sharing options enable athletes to refer friends on e T K - Facebook and Twitter • Combined with on-site race check in services and you • can keep registration open to the start of your event ❑On-Site Registration & Race Check In • Go green and eliminate data entry with paperless on-site registration on computers • Race check in conducted on computers eliminating pre- race packet assembly and bib assignment • Allows you to keep registration open to the start of the race Signed by: Name Organization Date Contact: Eric J Larpenteur 503.803.9377 tcHRONOTR,\r' ~ eric@accustatsportstiming.com Terms & Conditions Terms & Conditions Deposit of $500 Due 30 days pri-rTVn Vent non refundable if event i° nnnn~ed "P°"~~ ~-~-r~~ ~ Remaining amounts to be billed via invoice post-event and are due within 20 days of invoice. 1.5% per month interest added to unpaid amounts. Bib printing is the responsibility of the Event and need to be delivered to AST no later than 2 weeks prior to the Event for preparation. psH`9 Purchase Order ti a Fiscal Year 2019 Page: 1 of: 1 ors B'RecREP+'~ - - @~~3IT~l~iL+1~~~Q141~R1 B Ashland Parks Commission I ATTN: Accounts Payable Purchase L 20 E. Main 2Q 19 001 Ashland, OR 97520 Order # T Phone: 541/552-2010 O Email: payable@ashland.or.us L-i V H C/O Recreation Division (Grove E ACCUSTAT SPORTS TIMING INC I 1195 East Main Street N 8748 NE GLISAN ST P Ashland, OR 97520 D PORTLAND, OR 97220 Phone: 541/488-5340 O O Fax: 541/488-5314 R MWE Rachel Dials 07/05/2018 2301 FOB ASHLAND OR/NET30 Parks Accounts Pa able July 4th Run 1 Database management and chip preparation services for the 2018 1 $2,500.0000 $2,500.00 4th of July Run Contract for Goods and Services Small Procurement Less than $5000 Effective date: 06/01/2018 Completion date: 07/13/2018 Project Account: E-000003-999 $2,500.00 GL SUMMARY 125302 - 610260 $2,500.00 By, 0 Date: i A~utttorized S ture - - $2,500.00 1 r I i f #3Y OF IT FORM LA REQUISI'T'ION Date of request: 7 ~ Vendor Name .V- r Address, City, State, Zip )q• n*na e Prj Contact Name Telephone Number (mil .a C-13 7 Email address &MA 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 Direct Award Date approved by Council: Contract # ❑ VerbalMritten quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ 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 7-10'1` $ Item # Quantity Unit Description of MATERIALS Unit Price Total Cost l~- -L.ok I rt Y3 3 Per attached.quotelproposal TOTAL COST Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. j Account Number `2-Q Project Number _ ~ Project Number Account Number Project Number Account Number $ IT Director in collaboration with department to approve all hardware and software purchases: By signing ~thi req isition for ;1tceily that t e City's public contracting requirements have been satisfied, 1 T Director Date Support -Yes/ No Employ ~2~i Department Head: d (Equal to or greater than $5,000) Department ManagerlSupervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year / NO ,,-6nance Dino. Equal to or greater than $5,000) Date Comments: Form #3 - Requisition f E I 3 i 1 6 i~ g€ 9 {