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HomeMy WebLinkAbout2019-149 20190286 - Chown Security • • GOODS &SERVICES AGREEMENT PROVIDER: Chown Hardware CITY OF PROVIDER'S CONTACT: Steve Brown ASHLAND • 20 East Main Street ADDRESS: 333 NW 16(h Avenue Ashland, Oregon 97520 Portland, OR 97209 Telephone: 541/488-5587 Fax: 541/488-6006 PHONE: 503-243-6500 This Goods and Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland,an Oregon municipal corporation(hereinafter"City")and Chown Hardware,assumed business name of Chown, Inc., a domestic business corporation ("hereinafter "Provider"), for the City's Project #2018-16, Comprehensive Key and Lock Replacement Program—Phase Two. 1. PROVIDER'S OBLIGATIONS 1.1 Provide all equipment including,but not limited to, key cylinders, cores,pinning, and mechanical and electrified hardware (hereinafter collectively referred to as "Goods"), and installation services for the • City's Project#2018-16, Comprehensive Key and Lock Replacement Program—Phase Two as set forth in the "SUPPORTING DOCUMENTS" attached hereto and, by this reference, incorporated herein. Provider expressly acicnowledges that time is of the essence of any completion date set forth in the SUPPORTING DOCUMENTS and that no waiver or extension of such deadline may be authorized except in the same manner as herein provided for authority to exceed the maximum compensation. The Goods and services defined and described in the"SUPPORTING DOCUMENTS"shall hereinafter be collectively referred to as the"Work." • 1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance •of all Work received hereunder,a policy or policies of liability insurance including commercial general liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars)per occurrence for Bodily Injury,Death,and Property Damage. 1.2.1 The insurance required in this Article shall include the following coverages: • Comprehensive General or Commercial General Liability, including personal injury, contractual liability, and products/completed operations coverage; and • Automobile Liability. 1.2.2 Each policy of such insurance shall be on an "occurrence" and not a "claims made" form, and shall: • Name as additional insured "the City of Ashland, Oregon, its officers, agents and employees" with respect to claims arising out of the provision of Work under this Agreement; • • Apply to each named and additional named insured as though a separate policy had been issued to each;provided that the policy limits shall not be increased thereby; - • Apply as primary coverage for each additional named insured except to the extent that two or more such policies are intended to "layer" coverage and, taken together, they provide total coverage from the first dollar of liability; • Provider shall immediately notify the City of any change in insurance coverage • Page 1 of 6: Agreement between the City of Ashland and Chown Hardware • • Provider shall supply an endorsement naming the City,its officers, agents, and employees as additional insureds by the Effective Date of this Agreement; and • Be evidenced by a certificate or certificates of such insurance approved by the City. 1.3 All subject employers working under this Agreement are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126. As evidence of the insurance required by this Agreement, the Provider shall furnish an acceptable insurance certificate prior to commencing any Work under this Agreement. 1.4 Provider agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Provider. Provider agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Provider agrees not to discriminate against a disadvantaged business enterprise,minority-owned business,woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055,in awarding subcontracts as required by ORS 279A.110. 1.5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Providers of the Provider's obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws. 2. CITY'S OBLIGATIONS 2.1 City shall pay Provider the sum of$167,499.00 (one hundred sixty-seven thousand four hundred and ninety-nine dollars) as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 2.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed the sum of $167,499.00 (one hundred sixty-seven thousand four hundred and ninety-nine dollars) without express,written approval from the City official whose signature appears below,or such official's successor in office. Provider expressly acknowledges that no other person has authority to order or authorize additional Work which would cause this maximum sum to be exceeded and that any authorization from the responsible official must be in writing. Provider further acknowledges that any Work delivered or expenses incurred without authorization as provided herein is done at Provider's own risk and as a volunteer without expectation of compensation or reimbursement. 3. GENERAL PROVISIONS 3.1 This is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from Provider and is free to procure similar types of goods and services from other providers in its sole discretion. 3.2 Provider is an independent contractor and not an employee or agent of the City for any purpose. 3.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability insurance,paid leave, and retirement. 3.4 This Agreement embodies the full and complete understanding of the parties respecting the subject matter hereof. It supersedes all prior agreements,negotiations, and representations between the parties, whether written or oral. Page 2 of 6: Agreement between the City of Ashland and Chown Hardware 3.5 This Agreement may be amended only by written instrument executed with the same formalities as this Agreement. 3.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220,279B.230 and 279B.235. 3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred,as appropriate,so as to effectuate this choice of venue. 3.8 Provider shall defend,save,hold harmless and indemnify the City and its officers,employees and agents from and against any and all claims, suits, actions, losses, damages, liabilities, costs, and expenses of any nature resulting from, arising out of, or relating to the activities of Provider or its officers, employees, contractors, or agents under this Agreement. 3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance caused by acts of God,strikes,lockouts,accidents,or other events beyond the control of the other or the other's officers, employees or agents. 3.10 If any provision of this Agreement is found by a court of competent jurisdiction to be unenforceable, such provision shall not affect the other provisions, but such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the intent of Provider and the City set forth in this Agreement. • 3.11 Deliveries will be F.O.B destination.Provider shall pay all transportation and handling charges for the Goods. Provider is responsible and liable for loss or damage until final inspection and acceptance of the Goods by the City. Provider remains liable for latent defects, fraud,and warranties. 3.12 The City may inspect and test the Goods. The City may reject non-conforming Goods and require Provider to correct them without charge or deliver them at a reduced price, as negotiated. If Provider does not cure any defects within a reasonable time, the City may reject the Goods and cancel this Agreement in whole or in part. This paragraph does not affect or limit the City's rights, including its rights under the Uniform Commercial Code, ORS Chapter 72(UCC). 3.13 Provider represents and warrants that the Goods are new, current, and fully warranted by the manufacturer. Delivered Goods will comply with SUPPORTING DOCUMENTS and be free from defects in labor,material and manufacture. Provider shall transfer all warranties to the City. 4. SUPPORTING DOCUMENTS 4.1 The following documents are, by this reference, expressly incorporated in this Agreement, and are collectively referred to in this Agreement as the "SUPPORTING DOCUMENTS:" • The City's written Request for Proposals for Project#2018-16, Comprehensive Key and Lock Replacement Program issued August 2018. • The Provider's complete written Proposal#849780 dated March 21,2019. Page 3 of 6: Agreement between the City of Ashland and Chown Hardware • The Provider's complete written Proposal #849431/832176 dated March 14,2019. • The Provider's complete written Proposal#849773 dated March 14, 2019. • The Provider's complete written Proposal#849774 dated March 14,2019. • The Provider's complete written Proposal#849775 dated March 14,2019. • The Provider's complete written Proposal#849777 dated March 14,2019. • The Provider's complete written Proposal#849778 dated March 14,2019. 4.2 This Agreement and the 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 SUPPORTING DOCUMENTS. In the event of conflict between provisions of two of the SUPPORTING DOCUMENTS,the several supporting documents shall be given precedence in the order listed in Article 4.1. 5. REMEDIES 5.1 In the event Provider is in default of this Agreement, City may, at its option, pursue any or all of the remedies available to it under this Agreement and at law or in equity, including,but not limited to: 5.1.1 Termination of this Agreement; 5.1.2 Withholding all monies due for the Work that Provider has failed to deliver within any scheduled completion dates or any Work that have been delivered inadequately or defectively; 5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or injunctive relief; 5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent,and City may pursue any remedy or remedies singly,collectively, successively or in any order whatsoever. 5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or for anticipated profits. If previous amounts paid to Provider exceed the amount due,Provider shall pay immediately any excess to City upon written demand provided. 6. TERM AND TERMINATION . 6.1 Term This Agreement shall be effective from the date of execution on behalf of the City as set forth below . (the "Effective Date") and shall continue in full force and effect until July 31, 2019, unless sooner terminated as provided in Subsection 6.2. 6.2 Termination • 6.2.1 The City and Provider may terminate this Agreement by mutual agreement at any time. 6.2.2 The City may, upon not less than thirty(30) days' prior written notice, terminate this Agreement for any reason deemed appropriate in its sole discretion. 6.2.3 Either party may terminate this Agreement,with cause, by not less than fourteen(14)days' prior written notice if the cause is not cured within that fourteen (14) day period after written notice. Such termination is in addition to and not in lieu of any other remedy at law or equity. Page 4 of 6: Agreement between the City of Ashland and Chown Hardware , . 9.2 Provider's failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further, any violation of Provider's warranty, as set forth in this Article 9, shall constitute a material breach of this Agreement. Any material breach of this Agreement shall entitle the City to terminate this Agreement and to seek damages and any other relief available under this Agreement,at law,or in equity. IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF ASHLAND: CHOWN WARE (PROVIDER): By: r/A4/L By: - L...a. City Administrator Signature grogi)r 1-44431Ate`4.- NIA'(k &IQ WV\ Printed Name l ` / Printed Name S Z z l c 7 11( / Date Title b 1 Date Purchase Order No. a / ' G "45,6-(W-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: y1(2./ ‘4,-/;?1‘-.----- Assistant City Attorney 424// may, .,..?o/ Date Page 6 of 6: Agreement between the City of Ashland and Chown Hardware CHOW N ELECTRONIC ACCESS CONTROL PROPOSAL VIDEO SURVEILLANCE HARDWARE I EST 1879 ARCHITECTURAL HARDWARE Proposal/Quotation # 849780 Dated Mar 21,2019 Prepared for: Chance Metcalf-City of Ashland Job Name: Access Control Upgrade-Community Dev Company: Jobsite Address: City of Ashland Public Works City of Ashland Community Development 20 East Main Street 51 Winburn Way Ashland,OR 97520 Ashland,OR 97520 CI Contact#: 541.552.2448 Office Email: chance.metcalf @ashland.or.us SCOPE OF WORK/PROJECT Based upon information provided by City of Ashland We are pleased to offer the following Proposal for your consideration under the terms outlined in the entirety of this document. CHOWN will provide and install all listed equipment to add networked access control to four openings using the materials, labor,and services listed. CHOWN will supply all necessary head end equipment,hardware,readers,and accessories for a complete addition to the City's existing Vanderbilt SMS. CHOWN will provide all wire,wire pulls,and terminations at the head end locations and at the doors. Additionally,CHOWN will provide the following---riser and point to point drawings,design,detail,programming,setup,commissioning,testing,and project management. Line voltage to all CHOWN provided power supplies will be by others. CHOWN will provide and install all necessary mechanical and electrified hardware. All key cylinders,cores,and pinning are included in the re-key proposal. Thank you for your consideration and your continued business with CHOWN. Chown is not responsible for painting,patchwork,or repairs required due to removal and/or repositioning of existing or new door hardware. PROPOSAL TOTAL: $14,507 When work is performed during normal business hours. (Note any referenced documentation) Number of planned construction phases for this project: 1 Signature of Approval ATTACHMENTS Terms of Sale,Service Policy REVISIONS Signature of Approval Proposal prepared by Johnny Breninger 971-277-0111 mobile johnnyb @chown.com QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation u 849780 Dated Mar 21,2b19 rb MATERIALS and SERVICES a HEAD END EQUIPMENT (1) Panel Interface Module MAIN ENTRY (2)QEL Conversion Kit SIDE ENTRY (1) Reader Interface (1) Electric Strike (1)Reader BACK ENTRY (1)Reader Interface (1)Electric Strike (1)Reader RECYCLING CENTER (1)Wireless Reader Interface (1)Electric Strike (1)Reader w Keypad (1)Power Supply (2)Battery (1)Storeroom Lockset LABOR&SERVICES (1)Installation Labor&Materials (1) Design/Detail/Drawing (1) Programming (1)Setup/Commissioning/Testing (1) Project Management (1)Prevailing Wages Processing Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Eroposa:/Quotation # 849780 Dated Mar 21,2019 MATERIALS and SERVICES CLARIFICATIONS&EXCLUSIONS —We propose hereby to furnish materials,labor,and services, complete and in accordance with specifications -for the total amount listed. All material is guaranteed to be as specified. Any alteration or deviation from listed involving extra cost will be executed only upon written change orders,and will become an extra charge over and above the proposed amount. Chown will not accept cancellations,returns,or refunds on ANY/ALL custom orders. --Chown charges 35%restocking fees on approved returns for stock items. --All proposals are valid for 30 days only. --All related work as listed is to be performed by others. —Proposal is contingent upon all work being performed during normal business hours and a mutually satisfactory schedule. --All labor is to be performed weekdays between 7AM and 4PM unless otherwise noted. --Proposal is calculated on one continuous installation engagement based on acceptable site conditions. --Chown reserves the right to invoice for costs that are incurred due to unacceptable site conditions requiring multiple installation visits. --One full day,per CHOWN technician,will be invoiced in the event the job site is not ready on a mutually agreed upon start date. --Provisions have been made for Davis Bacon/Prevailing wages if required. —120V AC to Chown provided power supply by others. —Chown will be responsible for own housekeeping only. Paint,wood trim,sheetrock,and/or flooring repairs,if needed,by others unless listed on proposal. —Low voltage electrical drawings will be provided upon receipt or approval and/or Purchase Order/Contract. Chown reserves the right to invoice for drawings on cancelled projects. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation it 849780 Dated Mar 21,2019 % RESPONSIBILITIES and ACCEPTANCE Chown Hardware Provide and install all listed hardware and equipment Provide engineering to include relative detail and drawings Provide initial setup and configuration Provide project management to customer satisfaction Provide and install conduit,wire,wire pulls,and wire molding to Chown specifications Provide junction boxes,back boxes and connectors to Chown specifications. Provide wire chases for low voltage wiring to all relative locations City of Ashland Provide access to all closets and other necessary areas during installation times. Restrict traffic,where possible,in relative areas during installation times Provide active static IP address and network access at start of job Provide 110 VAC and terminations to the Chown supplied power supply This proposal shall be void able,at our option,unless accepted and delivered to us within thirty(30)days of the date hereof.This proposal is the property of Chown Hardware.It is not for publication and is issued expressly on the condition that it is not to be copied,reprinted or reproduced in any manner;nor is it to be disclosed to any third party,either wholly or in part,without the express written consent of Chown Hardware. To obtain credit,a credit application must be completed and credit approval granted before an account can be established.If you prefer, Chown will accept 100%of the estimate cost by check prior to the commencement of work.Chown will also accept 50%down by credit card with the balance charged to the card upon completion.Credit applications require a minimum of(5)five business days to set up. Applications are available upon request or at www.chownsecurity.com When a request for warranty work is made to Chown Hardware and it is determined that the cause of the problem is not associated with Chown Hardware provided material or labor(equipment or programming problems as examples),a charge at Chown's current labor rate for costs incurred will be due and payable upon confirmation that the trouble was other than Chown's material or workmanship. Pricing subject to change should Chown Hardware encounter unforeseen jobsite conditions that adversely effect the estimated timeframe or Scope of Work.At Chown's discretion,a Change Order may be issued to compensate for these additional,unforeseen costs. Initials of Approval _ QUOTED PRICES GOOD FOR.30 DAYS.4-6 WEEK,LEAD TIME.FOR NON-STOCK PRODUCT ELECTRONIC ACCESS CONTROL CHOWNPROPOSAL VIDEO SURVEILLANCE HARDWARE I EST 1879 ARCHITECTURAL HARDWARE Proposal/Quotation # 849431 /832176 Dated Mar 14,2419 Prepared for: Chance Metcalf-City of Ashland Job Name: Re-Key Project-City of Ashland Company: Jobsite Address: City of Ashland Public Works City of Ashland 20 East Main Street 20 East Main Street Ashland,OR 97520 Ashland,OR 97520 Contact#: 541.552.2448 Office Email: chance.metcalf @ashland.or.us SCOPE OF WORK/PROJECT Based upon information provided by City of Ashland We are pleased to offer the following Proposal for your consideration under the terms outlined in the entirety of this document. CHOWN will provide and install all listed items to re-key the City using the materials,labor,equipment,and services listed. CHOWN will provide any and all necessary hardware,as listed,to support the complete key/core replacement of all entry points to support a single patented key system for the City. Security risks will be reduced by controlling access and allowing for better key distribution and management. Ongoing management of resources will be improved through the implementation of modern key and lock management and an inventory software system. CHOWN,in addition to bitting information and proprietary codes, will provide a complete system design"Key Tree"created through the input and guidance of the City of Ashland. Thank you for your consideration and your continued business with CHOWN. Chown is not responsible for painting,patchwork,or repairs required due to removal and/or repositioning of existing or new door hardware. PROPOSAL TOTAL: , See Page 2 When work is performed during normal business tour=,. (Note any referenced documentation) Number of planned construction phases for this project: 1 Signature of Approval ATTACHMENTS Terms of Sale,Service Policy REVISIONS Signature of Approval Proposal prepared by Johnny Breninger 971-277-0111 mobile johnnyb @chown.com QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation# 849431 /832176 Dated Mar 14,2019 MATERIALS and SERVICES ORDER NO.849431 (RE-KEY) ORDER NO.849431 (Continued) CYLINDERS KEYS (1)20-001 118 605 (400)35-215 Primus (1)20-057 613 (10)35-138 Primus Control (1)20-057 626 (2)20-062 613 ADDITIONAL CYLINDERS (1)20-701 XP 613 (10)40-1005145 606 (1)20-706 XP 613 (20)40-1005145 626 (3)20-719 XP 626 (10)23-0305145 606 (2)20-748 XP 626 (20) 23-0305145 626 (1)20-729 XP 626 (10)40-700 XP 626 (2)20-740 XP 626 (10 20-740 Primus IC 626 (2)20-744 XP 626 (6)20-748 XP 626 ACCESSORIES (5)20-748 XP 606 (1)Wrap Around Plate (32)20-750 XP 626 (1)Cylinder Guard Ring (8)20-750 XP 606 (14)Alarm Lock Tailpiece (3)20-757 XP 613 (21)20-757 XP 626 LABOR&SERVICES (11)20-765 XP 626 (1) Installation Labor&Materials (2)20-776 XP 613 (1)Project Management (2)20-776 XP 626 (1)Prevailing Wages Processing (20)21-002 626 (1)21-002 606 TOTAL AMOUNT--$44,759 (5)22-002 606 (2)22-002 626 (1)23-001 606 --------------------- — — (29)23-001 626 - — -- ---- — (25)23-013 626 (43)23-013 606 (3)23-030 626 (4)23-065 626 ORDER NO.832176 (6)24-119 626 (4)30-001 613 (1)SiteMaster 200 Windows Full Version with Lockshop (10)30-138 613 Enhancement (1)30-138 626 (1)SiteMaster 200 Four(4)Multi-User Upgrade (1)Pro-Lok Blue Punch Key Machine-Schlage LOCKS (3)A53PD Plymouth Knobs 605 Entrance TOTAL AMOUNT---$3102 (1)AL53PD Saturn Levers 626 Entrance (4)AL53PD Saturn Levers 626 Entrance (1) B560P 613 Dead Bolt (2)B560P 605 Dead Bolt (1)B560P 626 Dead Bolt (8) B760P XP 626 (1)B762 XP 626 Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT roposai/Quotaion; -134409,4.11;/8321 76 a • Dated Mar 1 4,2019 - MATERIALS and`SERVICES CLARIFICATIONS&EXCLUSIONS -We propose hereby to furnish materials,labor,and services, complete and in accordance with specifications -for the total amount listed. All material is guaranteed to be as specified. Any alteration or deviation from listed involving extra cost will be executed only upon;written change orders,and will become an extra charge over and above the proposed amount. -Chown will not accept cancellations,returns,or refunds on ANY/ALL custom orders. -Chown charges 35%restocking fees on approved returns for stock items. -All proposals are valid for 30,days only. -All related work as listed is to be performed by others. -Proposal is contingent upon all work being performed during normal business hours and a mutually satisfactory schedule. -All labor is to be performed weekdays between 7AM and 4PM unless otherwise noted. —Proposal is calculated on one continuous installation engagement based on acceptable site conditions. --Chown reserves the right to invoice for costs that are incurred due to unacceptable site conditions requiring multiple installation visits. -One full day,per CHOWN technician,will be invoiced in the event the job site is not ready on a mutually agreed upon start date. —Provisions have been made for Davis Bacon/Prevailing wages if required. -Chown will be responsible for own housekeeping only. —This project shall not be considered complete until such time as the agreed upon scope elements are completed. —Chown meets and exceeds the necessary criteria as outlined. -Chown will provide guidance and instruction the first five entries for the Sitemaster 200. City of Ashland will take it from there. Initials of Approval• • ,QUOTEDP)ICES1GOOD.FOR 30DA S Lb• WEEIC,LEADtTIME'FOR,NON-STOCK PRODUCT Proposal/Quotation u 844431[832176 Dated A4r 74,3014 lat ° RESPONSIBILITIES aridACCEPTAKCE . 0 Chown Hardware Provide complete system design with input from City of Ashland Provide any and all necessary hardware,as listed,to support project Y rY � � PP P I Provide and install all listed materials,equipment,and accessories Provide project management to customer satisfaction Provide key tree,bitting,and proprietary codes to support all hardware and software supplied Provide key control software with lock shop enhancement upgrade City of Ashland Provide access to all doors and other necessary areas during installation times. Restrict traffic,where possible,in relative areas during installation times Provide building floor plans Provide a City representative during installation to provide access and ancillary support Provide all data entry for the key control software. This proposal shall be void able,at our option,unless accepted and delivered to us within thirty(30)days of the date hereof.This proposal is the property of Chown Hardware.It is not for publication and is issued expressly on the condition that It is not to be copied,reprinted or reproduced in any manner,nor is it to be disclosed to any third party,either wholly or in part,without the express written consent of Chown Hardware. To obtain credit,a credit application must be completed and credit approval granted before an account can be established.If you prefer, Chown will accept 100%of the estimate cost by check prior to the commencement of work.Chown will also accept 50%down by credit card with the balance charged to the card upon completion.Credit applications require a minimum of(5)five business days to set up. Applications are available upon request or at www.chownsecurity.com, When a request for warranty work is made to Chown Hardware and it is determined that the cause of the problem is not associated with Chown Hardware provided material or labor(equipment or programming problems as examples),a charge at Chown's current labor rate for costs incurred will be due and payable upon confirmation that the trouble was other than Chown's material or workmanship. Pricing subject to change should Chown Hardware encounter unforeseenjobsite conditions that adversely effect the estimated timeframe or Scope of Work.At Chown's discretion,a Change Order may be issued to compensate for these additional,unforeseen costs. Initials of Approval - 'QUOTED APRICESGOOD FOR,30'DAYS.4 6 WEECC,EADiMP4 FOR; tOPi-srocCPRODUlcr Kariann Olson From: Tami Campos Sent: Wednesday, May 22, 2019 1:15 PM To: Kariann Olson; Chance Metcalf Subject: RE: Request for PO - Chown Phase 2 Attachments: 20190522133110889.pdf This should be everything listed as supporting documents on page 3 &4 of the contract. Please print them out and stick them with the contract then you should be good to go. If not, please let me know. Thanks Q ram/a/De Mi -Campos Administrative Analyst City of Ashland, Public Works Department 20 East Main Street,Ashland,OR 97520 541-552-2420 Fax: 541-488-6006,TTY: 1-800-735-2900 GLike Public Works on Face book for updates and information! _- Like Ashland Water Conservation on Facebook for updates and information! This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error,please contact me at 541-552-2420. Thank you. From: Kariann Olson Sent: Wednesday, May 22, 2019 1:07 PM To:Tami Campos<tami.campos @ashland.or.us>; Chance Metcalf<chance.metcalf @ashland.or.us> Subject: RE: Request for PO-Chown Phase 2 Chance could also come over here and pick it up. Thank you. Kariann Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, Oregon 97520 Tel 541-488-5354 Fax 541-488-5320 TTY 800-735-2900 kari.olsonPashland.or.us Visit the City's web site at: www.ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me at (541) 488-5354.Thank you. 1 From:Tamt Campos Sent Wednesday, May 22,2019 1:00 PM To: Kariann Olson<kari.olson @ashland.or.us>; Chance Metcalf<chance.metcalf @ ashland.or.us> Subject: RE: Request for PO-Chown Phase 2 Thank you, Kari. I didn't realize that Katrina had added all of these subsequent proposals to the supporting documents. Chane is gathering them now and will email them to you shortly. Please do NOT return the request to me as this just delays things further. Please let me know if I am missing anything else. ra.ww De/MW&-Cal zpo- Administrative Analyst City of Ashland, Public Works Department 20 East Main Street,Ashland,OR 97520 541-552-2420 Fax:541-488-6006,TTY:1-800-735-2900 Like Public Works on Facebook for updates and information! • Like Ashland Water Conservation on Facebook for updates and information! This email transmission is official business of the City of Ashland,and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error,please contact me at 541-552-2420. Thank you. From: Kariann Olson Sent:Wednesday, May 22, 2019 12:01 PM To: Chance Metcalf<chance.metcalf @ ashland.or.us>;Tami Campos<tami.campos@ashland.or.us> Cc: Kariann Olson <kari.olson @ashland.or.us> Subject: Request for PO-Chown Phase 2 Hello, Missing many supporting documents listed in contract on page 3-4. I will return request to you so you can add ALL of the supporting docs that are missing. Thank you. © Kariann Kariann Olson • Purchasing Representative City of Ashland 90 N. Mountain Ave. • Ashland, Oregon 97520 Tel 541-488-5354 Fax 541-488-5320 TTY 800-735-2900 kari.olsonOashland.or.us Visit the City's web site at: www.ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me at(541)488-5354.Thank you. 2 ELECTRONIC ACCESS CONTROL H CHOWN PROPOSAL VIDEO SURVEILLANCE HARDWARE LST 1879 ARCHITECTURAL HARDWARE Proposal/Quotation # 849780 Dated Mar 21,2019 Prepared for: Chance Metcalf-City of Ashland Job Name: Access Control Upgrade-Community Dev Company: Jobsite Address: City of Ashland Public Works City of Ashland Community Development 20 East Main Street 51 Winburn Way Ashland,OR 97520 Ashland,OR 97520 Contact#: 541.552.2448 Office Email: chance.metcalf@ashland.or.us SCOPE OF WORK/PROJECT Based upon information provided by City of Ashland We are pleased to offer the following Proposal for your consideration under the terms outlined in the entirety of this document. CHOWN will provide and install all listed equipment to add networked access control to four openings using the materials, labor,and services listed. CHOWN will supply all necessary head end equipment,hardware,readers,and accessories for a complete addition to the City's existing Vanderbilt SMS. CHOWN will provide all wire,wire pulls,and terminations at the head end locations and at the doors. Additionally,CHOWN will provide the following---riser and point to point drawings,design,detail,programming,setup,commissioning,testing,and project management. Line voltage to all CHOWN provided power supplies will be by others. CHOWN will provide and install all necessary mechanical and electrified hardware. All key cylinders,cores,and pinning are included in the re-key proposal. Thank you for your consideration and your continued business with CHOWN. Chown is not responsible for painting,patchwork,or repairs required due to removal and/or repositioning of existing or new door hardware. PROPOSAL TOTAL: :j 514,507 When work is performed during normal business hours. _ _. (Note any referenced documentation) Number of planned construction phases for this project: 1 Signature of Approval ATTACHMENTS Terms of Sale,Service Policy REVISIONS Signature of Approval Proposal prepared by Johnny Breninger 971-277-0111 mobile johnnyb @chown.com QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849780 1111 Dated Mar 21,2019 MATERIALS and SERVICES HEAD END EQUIPMENT (1)Panel Interface Module MAIN ENTRY (2)QEL Conversion Kit SIDE ENTRY (1)Reader Interface (1)Electric Strike (1)Reader BACK ENTRY (1)Reader Interface (1)Electric Strike (1)Reader RECYCLING CENTER (1)Wireless Reader Interface (1)Electric Strike (1)Reader w Keypad (1)Power Supply (2) Battery (1)Storeroom Lockset LABOR&SERVICES (1)Installation Labor&Materials (1) Design/Detail/Drawing (1) Programming (1)Setup/Commissioning/Testing (1)Project Management (1)Prevailing Wages Processing Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS,4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849780 Dated Mar 21,2019 MATERIALS and SERVICES CLARIFICATIONS&EXCLUSIONS —We propose hereby to furnish materials,labor,and services, complete and in accordance with specifications -for the total amount listed. All material is guaranteed to be as specified. Any alteration or deviation from listed involving extra cost will be executed only upon written change orders,and will become an extra charge over and above the proposed amount. —Chown will not accept cancellations,returns,or refunds on ANY/ALL custom orders. —Chown charges 35%restocking fees on approved returns for stock items. —All proposals are valid for 30 days only. —All related work as listed is to be performed by others. —Proposal is contingent upon all work being performed during normal business hours and a mutually satisfactory schedule. —All labor is to be performed weekdays between 7AM and 4PM unless otherwise noted. —Proposal is calculated on one continuous installation engagement based on acceptable site conditions. —Chown reserves the right to invoice for costs that are incurred due to unacceptable site conditions requiring multiple installation visits. —One full day,per CHOWN technician,will be invoiced in the event the job site is not ready on a mutually agreed upon start date. —Provisions have been made for Davis Bacon/Prevailing wages if required. —120V AC to Chown provided power supply by others. —Chown will be responsible for own housekeeping only. —Paint,wood trim,sheetrock,and/or flooring repairs,if needed,by others unless listed on proposal. —Low voltage electrical drawings will be provided upon receipt or approval and/or Purchase Order/Contract. Chown reserves the right to invoice for drawings on cancelled projects. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849780 Dated Mar 21,2019 RESPONSIBILITIES and ACCEPTANCE Chown Hardware Provide and install all listed hardware and equipment Provide engineering to include relative detail and drawings Provide initial setup and configuration Provide project management to customer satisfaction Provide and install conduit,wire,wire pulls,and wire molding to Chown specifications Provide junction boxes,back boxes and connectors to Chown specifications. Provide wire chases for low voltage wiring to all relative locations City of Ashland Provide access to all closets and other necessary areas during installation times. Restrict traffic,where possible,in relative areas during installation times Provide active static IP address and network access at start of job Provide 110 VAC and terminations to the Chown supplied power supply This proposal shall be void able,at our option,unless accepted and delivered to us within thirty(30)days of the date hereof.This proposal is the property of Chown Hardware.It is not for publication and is issued expressly on the condition that it is not to be copied,reprinted or reproduced in any manner;nor is it to be disclosed to any third party,either wholly or in part,without the express written consent of Chown Hardware. To obtain credit,a credit application must be completed and credit approval granted before an account can be established.If you prefer, Chown will accept 100%of the estimate cost by check prior to the commencement of work.Chown will also accept 50%down by credit card with the balance charged to the card upon completion.Credit applications require a minimum of(5)five business days to set up. Applications are available upon request or at www.chownsecurity.com When a request for warranty work is made to Chown Hardware and it is determined that the cause of the problem is not associated with Chown Hardware provided material or labor(equipment or programming problems as examples),a charge at Chown's current labor rate for costs Incurred will be due and payable upon confirmation that the trouble was other than Chown's material or workmanship. Pricing subject to change should Chown Hardware encounter unforeseen jobsite conditions that adversely effect the estimated timeframe or Scope of Work.At Chown's discretion,a Change Order may be issued to compensate for these additional,unforeseen costs. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT ELECTRONIC ACCESS CONTROL CHOWN PROPOSAL VIDEO SURVEILLANCE HARDWARE EST 1870 ARCHITECTURAL HARDWARE Proposal/Quotation # 849431 /832176 Dated Mar 14,2019 Prepared for: Chance Metcalf-City of Ashland Job Name: Re-Key Project-City of Ashland Company: Jobsite Address: City of Ashland Public Works City of Ashland 20 East Main Street 20 East Main Street Ashland,OR 97520 Ashland,OR 97520 Contact#: 541.552.2448 Office Email: chance.metcalf @ashland.or.us SCOPE OF WORK/PROJECT Based upon information provided by City of Ashland We are pleased to offer the following Proposal for your consideration under the terms outlined in the entirety of this document. CHOWN will provide and install all listed items to re-key the City using the materials,labor,equipment,and services listed. CHOWN will provide any and all necessary hardware,as listed,to support the complete key/core replacement of all entry points to support a single patented key system for the City. Security risks will be reduced by controlling access and allowing for better key distribution and management. Ongoing management of resources will be improved through the implementation of modern key and lock management and an inventory software system. CHOWN,in addition to bitting information and proprietary codes, will provide a complete system design"Key Tree"created through the input and guidance of the City of Ashland. Thank you for your consideration and your continued business with CHOWN. Chown is not responsible for painting,patchwork,or repairs required due to removal and/or repositioning of existing or new door hardware. PROPOSAL TOTAL:. 'See Page 2 When work is performed during normal business hours. (Note any referenced documentation) Number of planned construction phases for this project 1 Signature of Approval ATTACHMENTS Terms of Sale,Service Policy REVISIONS Signature of Approval Proposal prepared by Johnny Breninger 971-277-0111 mobile JohnnybOchown.com QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849431 /832176 Dated Mar 14,2019 MATERIALS and SERVICES ORDER NO.849431 (RE-KEY) ORDER NO.849431 (Continued) CYLINDERS KEYS (1)20-001 118 605 (400)35-215 Primus (1)20-057 613 (10)35-138 Primus Control (1)20-057 626 (2)20-062 613 ADDITIONAL CYLINDERS (1)20-701 XP 613 (10)40-1005145 606 (1)20-706 XP 613 (20)40-1005145 626 (3)20-719 XP 626 (10)23-0305145 606 (2)20-748 XP 626 (20)23-0305145 626 (1)20-729 XP 626 (10)40-700 XP 626 (2)20-740 XP 626 (10 20-740 Primus IC 626 (2)20-744 XP 626 (6)20-748 XP 626 ACCESSORIES (5)20-748 XP 606 (1)Wrap Around Plate (32)20-750 XP 626 (1)Cylinder Guard Ring (8)20-750 XP 606 (14)Alarm Lock Tailpiece (3)20-757 XP 613 (21)20-757 XP 626 LABOR&SERVICES (11)20-765 XP 626 (1)Installation Labor&Materials (2)20-776 XP 613 (1)Project Management (2)20-776 XP 626 (1)Prevailing Wages Processing (20)21-002 626 (1)21-002 606 TOTAL AMOUNT--$44,759 (5)22-002 606 (2)22-002 626 (1)23-001 606 (29)23-001 626 (25)23-013 626 (43)23-013 606 (3)23-030 626 (4)23-065 626 ORDER NO.832176 (6)24-119 626 (4)30-001 613 (1)SiteMaster 200 Windows Full Version with Lockshop (10)30-138 613 Enhancement (1)30-138 626 (1)SiteMaster 200 Four(4)Multi-User Upgrade (1)Pro-Lok Blue Punch Key Machine-Schlage LOCKS (3)A53PD Plymouth Knobs 605 Entrance TOTAL AMOUNT $3102 (1)AL53PD Saturn Levers 626 Entrance (4)AL53PD Saturn Levers 626 Entrance (1)B560P 613 Dead Bolt (2)B560P 605 Dead Bolt (1)B560P 626 Dead Bolt (B)B760P XP 626 (1)B762 XP 626 Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT °roposal/Quotation # 849431 /832176 Dated Mar 14,2019 MATERIALS and SERVICES CLARIFICATIONS&EXCLUSIONS —We propose hereby to furnish materials,labor,and services, complete and in accordance with specifications -for the total amount listed. All material is guaranteed to be as specified. Any alteration or deviation from listed involving extra cost will be executed only upon written change orders,and will become an extra charge over and above the proposed amount. —Chown will not accept cancellations,returns,or refunds on ANY/ALL custom orders. —Chown charges 35%restocking fees on approved returns for stock items. —All proposals are valid for 30 days only. —All related work as listed is to be performed by others. Proposal is contingent upon all work being performed during normal business hours and a mutually satisfactory schedule. —All labor is to be performed weekdays between 7AM and 4PM unless otherwise noted. —Proposal is calculated on one continuous installation engagement based on acceptable site conditions. —Chown reserves the right to invoice for costs that are incurred due to unacceptable site conditions requiring multiple installation visits. —One full day,per CHOWN technician,will be invoiced in the event the job site is not ready on a mutually agreed upon start date. —Provisions have been made for Davis Bacon/Prevailing wages if required. —Chown will be responsible for own housekeeping only. —This project shall not be considered complete until such time as the agreed upon scope elements are completed. —Chown meets and exceeds the necessary criteria as outlined. —Chown will provide guidance and instruction the first five entries for the Sitemaster 200. City of Ashland will take it from there. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT 'Proposal/Quotation # 849431 /832176 Dated Mar 14,2019 RESPONSIBILITIES and ACCEPTANCE Chown Hardware Provide complete system design with input from City of Ashland Provide any and all necessary hardware,as listed,to support the project Provide and install all listed materials,equipment,and accessories Provide project management to customer satisfaction Provide key tree,bitting,and proprietary codes to support all hardware and software supplied Provide key control software with lock shop enhancement upgrade City of Ashland Provide access to all doors and other necessary areas during installation times. Restrict traffic,where possible,in relative areas during Installation times Provide building floor plans Provide a City representative during installation to provide access and ancillary support Provide all data entry for the key control software. This proposal shall be void able,at our option,unless accepted and delivered to us within thirty(30)days of the date hereof.This proposal is the property of Chown Hardware.It is not for publication and is Issued expressly on the condition that It Is not to be copied,reprinted or reproduced In any manner;nor Is It to be disclosed to any third party,either wholly or in part,without the express written consent of Chown Hardware. To obtain credit,a credit application must be completed and credit approval granted before an account can be established.If you prefer, Chown will accept 100%of the estimate cost by check prior to the commencement of work.Chown will also accept 50%down by credit card with the balance charged to the card upon completion.Credit applications require a minimum of(5)five business days to set up. Applications are available upon request or at www.chownsecurity.com When a request for warranty work is made to Chown Hardware and it Is determined that the cause of the problem Is not associated with Chown Hardware provided material or labor(equipment or programming problems as examples),a charge at Chown's current labor rate for costs incurred will be due and payable upon confirmation that the trouble was other than Chown's material or workmanship. Pricing subject to change should Chown Hardware encounter unforeseen Jobsite conditions that adversely effect the estimated timeframe or Scope of Work.At Chown's discretion,a Change Order maybe Issued to compensate for these additional,unforeseen costs. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT ELECTRONIC ACCESS CONTROL H C H OW N PROPOSAL VIDEO SURVEILLANCE HARDWARE I EST 1879 ARCHITECTURAL HARDWARE Proposal/Quotation # 849773 Dated Mar 14,2019 Prepared for: Chance Metcalf-City of Ashland Job Name: Access Control Upgrade-Police Company: Jobsite Address: City of Ashland Public Works City of Ashland Police Department 20 East Main Street 1155 E Main St Ashland,OR 97520 Ashland,OR 97520 CI Contact#: 541.552.2448 Office Email: chance.metcalf @ashland.or.us SCOPE OF WORK/PROJECT Based upon information provided by City of Ashland We are pleased to offer the following Proposal for your consideration under the terms outlined in the entirety of this document. CHOWN will provide and install all listed equipment to add networked access control to eight openings using the materials, labor,and services listed. CHOWN will supply all necessary head end equipment,hardware,readers,and accessories for a complete addition to the City's existing Vanderbilt SMS. CHOWN will provide all wire,wire pulls,and terminations at the head end locations and at the doors. Additionally,CHOWN will provide the following---riser and point to point drawings,design,detail,programming,setup,commissioning,testing,and project management. Line voltage to all CHOWN provided power supplies will be by others. CHOWN will provide and install all necessary mechanical and electrified hardware. All key cylinders,cores,and pinning are included in the re-key proposal. Thank you for your consideration and your continued business with CHOWN. Chown is not responsible for painting,patchwork,or repairs required due to removal and/or repositioning of existing or new door hardware. PROPOSAL TOTAL: $31,551 When work is performed during normal business hours. (Note any referenced documentation) Number of planned construction phases for this project: 2 Signature of Approval ATTACHMENTS Terms of Sale,Service Policy REVISIONS Signature of Approval Proposal prepared by Johnny Breninger 971-277-0111 mobile johnnybOchown.com — .QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT 'Proposal/Quotation # 849773 .0 _ Dated Mar 14,2019 MATERIALS and SERVICES DOOR 100-MAIN ENTRY HUMAN GATES(2) (1)Reader Interface (2)Power Supply (1)Reader (2)Battery (1)Relay Logic Module (7)Transformer (1)Receiver (2)Wireless Reader Interface (1)Transmitter (2)NEMA Rated Enclosure (1)Request-to-Exit (1)Panel Interface Module (1)Door Contact (2)Remote Antenna (2)Antenna Grounding Kit DOOR 134-ARMORY (2)Reader with Keypad (1)Communication Module Kit (1)Electrified Hinge IDF (1)Core Drill (1)Wireless Networked Lock (1)Intertek Raceway Label (1)Surface Mounted Closer DOOR 139-EVIDENCE LABOR&SERVICES (1)Communication Module Kit (1)Installation Labor&Materials (1)Electrified Hinge (1) Design/Drawings/Detail (1)Core Drill (1) Programming (1)Intertek Raceway Label (1)Setup/Commissioning/Testing (1)Project Management DRIVE GATES(2) (1) Prevailing Wages Processing (2)Power Supply (2)Battery (2)Transformer (2)Wireless Reader Interface (2)NEMA Rated Enclosure (1)Panel Interface Module (2)Remote Antenna (2)Antenna Grounding Kit (2)Reader with Keypad Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849773 Dated Mar 14,2019 MATERIALS and SERVICES CLARIFICATIONS&EXCLUSIONS We propose hereby to furnish materials,labor,and services, complete and in accordance with specifications -for the total amount listed. All material is guaranteed to be as specified. Any alteration or deviation from listed involving extra cost will be executed only upon written change orders,and will become an extra charge over and above the proposed amount. —Chown will not accept cancellations,returns,or refunds on ANY/ALL custom orders. —Chown charges 35%restocking fees on approved returns for stock items. All proposals are valid for 30 days only. —All related work as listed is to be performed by others. —Proposal is contingent upon all work being performed during normal business hours and a mutually satisfactory schedule. -All labor is to be performed weekdays between 7AM and 4PM unless otherwise noted. Proposal is calculated on one continuous installation engagement based on acceptable site conditions. —Chown reserves the right to invoice for costs that are incurred due to unacceptable site conditions requiring multiple installation visits. —One full day,per CHOWN technician,will be invoiced in the event the job site is not ready on a mutually agreed upon start date. —Provisions have been made for Davis Bacon/Prevailing wages if required. —120V AC to Chown provided power supply by others. -Chown will be responsible for own housekeeping only. —Paint,wood trim,sheetrock,and/or flooring repairs,if needed,by others unless listed on proposal. —Low voltage electrical drawings will be provided upon receipt or approval and/or Purchase Order/Contract. Chown reserves the right to invoice for drawings on cancelled projects. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849773 INIMMIMIANFIP - Dated Mar 14,2019 RESPONSIBILITIES and ACCEPTANCE Chown Hardware Provide and install all listed hardware and equipment Provide engineering to include relative detail and drawings Provide initial setup and configuration Provide project management to customer satisfaction Provide and install conduit,wire,wire pulls,and wire molding to Chown specifications Provide junction boxes,back boxes and connectors to Chown specifications. Provide wire chases for low voltage wiring to all relative locations City of Ashland Provide access to all closets and other necessary areas during installation times. Restrict traffic,where possible,in relative areas during installation times Provide active static IP address and network access at start of job Provide 110 VAC and terminations to the Chown supplied power supply This proposal shall be void able,at our option,unless accepted and delivered to us within thirty(30)days of the date hereof.This proposal is the property of Chown Hardware.It is not for publication and is issued expressly on the condition that it is not to be copied,reprinted or reproduced in any manner;nor is it to be disclosed to any third party,either wholly or in part,without the express written consent of Chown Hardware. To obtain credit,a credit application must be completed and credit approval granted before an account can be established.If you prefer, Chown will accept 100%of the estimate cost by check prior to the commencement of work.Chown will also accept 50%down by credit card with the balance charged to the card upon completion.Credit applications require a minimum of(5)five business days to set up. Applications are available upon request or at www.chownsecurity.com When a request for warranty work is made to Chown Hardware and it is determined that the cause of the problem is not associated with Chown Hardware provided material or labor(equipment or programming problems as examples),a charge at Chown's current labor rate for costs incurred will be due and payable upon confirmation that the trouble was other than Chown's material or workmanship. Pricing subject to change should Chown Hardware encounter unforeseen jobsite conditions that adversely effect the estimated timeframe or Scope of Work.At Chown's discretion,a Change Order may be issued to compensate for these additional,unforeseen costs. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT ELECTRONIC ACCESS CONTROL HC H Ow N PROPOSAL VIDEO SURVEILLANCE HARDWARE I EST 1879 ARCHITECTURAL HARDWARE Proposal/Quotation # 849774 Dated Mar 14,2019 Prepared for: Chance Metcalf-City of Ashland Job Name: Access Control Upgrade-Fire 1 Company: Jobsite Address: City of Ashland Public Works City of Ashland Fire Station 1 20 East Main Street 455 Siskiyou Blvd Ashland,OR 97520 Ashland,OR 97520 Contact#: 541.552.2448 Office Email: chance.metcalf @ashland.or.us SCOPE OF WORK/PROJECT Based upon information provided by City of Ashland We are pleased to offer the following Proposal for your consideration under the terms outlined in the entirety of this document. CHOWN will provide and install all listed equipment to add networked access control to sixteen openings using the materials, labor,and services listed. CHOWN will supply all necessary head end equipment,hardware,readers,and accessories for a complete addition to the City's existing Vanderbilt SMS. CHOWN will provide all wire,wire pulls,and terminations at the head end locations and at the doors. Additionally,CHOWN will provide the following---riser and point to point drawings,design,detail,programming,setup,commissioning,testing,and project management. Line voltage to all CHOWN provided power supplies will be by others. CHOWN will provide and install all necessary mechanical and electrified hardware. All key cylinders,cores,and pinning are included in the re-key proposal. Thank you for your consideration and your continued business with CHOWN. Chown is not responsible for painting,patchwork,or repairs required due to removal and/or repositioning of existing or new door hardware. PROPOSAL TOTAL: $36,288 When work is performed during normal business hours. (Note any referenced documentation) Number of planned construction phases for this project: 1 Signature of Approval ATTACHMENTS Terms of Sale,Service Policy REVISIONS Signature of Approval Proposal prepared by Johnny Breninger 971-277-0111 mobile johnnyb@chown.com QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849774 Dated Mar 14,2019 MATERIALS and SERVICES HEAD END EQUIPMENT DOOR 121B-DINING (1) Reader Controller (1)Networked Hard-Wired Lock (1) Power Supply (2)Battery DOOR 126-STAIR DISCHARGE (1) Panel Interface Module (1)Networked Wireless Lock DOOR 102-FRONT HALL DOOR 127-APPARATUS (1) Networked Hard-Wired Lock (1)Networked Wireless Lock DOOR 102-BACK HALL DOOR 128-MEDS (1)Communication Module Kit (1)Networked Wireless Lock DOOR 113-HALL EXIT DOOR 132-HALL EXIT (1) Networked Wireless Lock (1)Networked Wireless Lock DOOR 115-MDF DOOR 136-HOSE TOWER (1)Networked Wireless Lock (1)Networked Wireless Lock (1)Surface Mounted Closer DOOR 138-STORAGE DOOR 116-HALL (1)Networked Wireless Lock (1)Networked Wireless Lock LABOR&SERVICES DOOR 119A-TRAINING (1)Installation Labor&Materials (1)Communication Module Kit (1)Design/Detail/Drawings (1)Programming DOOR 119B-TRAINING (1)Setup/Commissioning/Testing (1)Communication Module Kit (1)Project Management (1)Prevailing Wages Processing DOOR 120-STORAGE (1) Networked Wireless Lock DOOR 121A-DINING (1) Networked Wireless Lock Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT • proposal/Quotation # 849774 Dated Mar 14,2019 MATERIALS and SERVICES CLARIFICATIONS&EXCLUSIONS —We propose hereby to furnish materials,labor,and services, complete and in accordance with specifications -for the total amount listed. All material is guaranteed to be as specified. Any alteration or deviation from listed involving extra cost will be executed only upon written change orders,and will become an extra charge over and above the proposed amount. —Chown will not accept cancellations,returns,or refunds on ANY/ALL custom orders. —Chown charges 35%restocking fees on approved returns for stock items. —All proposals are valid for 30 days only. —All related work as listed is to be performed by others. —Proposal is contingent upon all work being performed during normal business hours and a mutually satisfactory schedule. —All labor is to be performed weekdays between 7AM and 4PM unless otherwise noted. —Proposal is calculated on one continuous installation engagement based on acceptable site conditions. —Chown reserves the right to invoice for costs that are incurred due to unacceptable site conditions requiring multiple installation visits. —One full day,per CHOWN technician,will be invoiced in the event the job site is not ready on a mutually agreed upon start date. —Provisions have been made for Davis Bacon/Prevailing wages if required. —120V AC to Chown provided power supply by others. —Chown will be responsible for own housekeeping only. —Paint,wood trim,sheetrock,and/or flooring repairs,if needed,by others unless listed on proposal. —Low voltage electrical drawings will be provided upon receipt or approval and/or Purchase Order/Contract. Chown reserves the right to invoice for drawings on cancelled projects. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849774 Dated Mar 14,2019 RESPONSIBILITIES and ACCEPTANCE Chown Hardware Provide and install all listed hardware and equipment Provide engineering to include relative detail and drawings Provide initial setup and configuration Provide project management to customer satisfaction Provide and install conduit,wire,wire pulls,and wire molding to Chown specifications Provide junction boxes,back boxes and connectors to Chown specifications. Provide wire chases for low voltage wiring to all relative locations City of Ashland Provide access to all closets and other necessary areas during installation times. Restrict traffic,where possible,in relative areas during installation times Provide active static IP address and network access at start of job Provide 110 VAC and terminations to the Chown supplied power supply This proposal shall be void able,at our option,unless accepted and delivered to us within thirty(30)days of the date hereof.This proposal is the property of Chown Hardware.It is not for publication and is issued expressly on the condition that it is not to be copied,reprinted or reproduced in any manner;nor is it to be disclosed to any third party,either wholly or in part,without the express written consent of Chown Hardware. To obtain credit,a credit application must be completed and credit approval granted before an account can be established.If you prefer, Chown will accept 100%of the estimate cost by check prior to the commencement of work.Chown will also accept 50%down by credit card with the balance charged to the card upon completion.Credit applications require a minimum of(5)five business days to set up. Applications are available upon request or at www.chownsecurity.com When a request for warranty work is made to Chown Hardware and it is determined that the cause of the problem is not associated with Chown Hardware provided material or labor(equipment or programming problems as examples),a charge at Chown's current labor rate for costs incurred will be due and payable upon confirmation that the trouble was other than Chown's material or workmanship. Pricing subject to change should Chown Hardware encounter unforeseen jobsite conditions that adversely effect the estimated timeframe or Scope of Work.At Chown's discretion,a Change Order may be issued to compensate for these additional,unforeseen costs. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT ELECTRONIC ACCESS CONTROL • H C H OW N PROPOSAL VIDEO SURVEILLANCE HARDWARE I EST 1879 ARCHITECTURAL HARDWARE Proposal/Quotation # 849775 Dated Mar 14,2019 Prepared for: Chance Metcalf-City of Ashland Job Name: Access Control Upgrade-.F.+r-e-1' �►� F�` Company: Jobsite Address: City of Ashland Public Works City of Ashland Fire Station 2 20 East Main Street 1860 Ashland St Ashland,OR 97520 Ashland,OR 97520 Contact#: 541.552.2448 Office Email: chance.metcalf @ashland.or.us SCOPE OF WORK/PROJECT Based upon information provided by City of Ashland We are pleased to offer the following Proposal for your consideration under the terms outlined in the entirety of this document. CHOWN will provide and install all listed equipment to add networked access control to five openings using the materials, labor,and services listed. CHOWN will supply all necessary head end equipment,hardware,readers,and accessories for a complete addition to the City's existing Vanderbilt SMS. CHOWN will provide all wire,wire pulls,and terminations at the head end locations and at the doors. Additionally,CHOWN will provide the following---riser and point to point drawings,design,detail,programming,setup,commissioning,testing,and project management. Line voltage to all CHOWN provided power supplies will be by others. CHOWN will provide and install all necessary mechanical and electrified hardware. All key cylinders,cores,and pinning are included in the re-key proposal. Thank you for your consideration and your continued business with CHOWN. Chown is not responsible for painting,patchwork,or repairs required due to removal and/or repositioning of existing or new door hardware. PROPOSAL TOTA_,•.' 1$23,764 When work is performed during normal business hours. (Note any referenced documentation) Number of planned construction phases for this project: 1 Signature of Approval ATTACHMENTS Terms of Sale,Service Policy REVISIONS Signature of Approval Proposal prepared by Johnny Breninger 971-277-0111 mobile johnnyb @chown.com 4:QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation# 849775 Dated Mar 14,2019 MATERIALS and SERVICES HEAD END EQUIPMENT APPARATUS EXIT (1)Reader Controller (1)Reader Interface (1)Power Supply (1) Electric Strike (2) Battery (1)Faceplate (1) Reader MAIN ENTRY (1) Reader Interface MDF (1) Electric Strike (1) Reader Interface (1)Reader (1)Electric Strike (1)Exit Trim (1)Faceplate (1)Reader KITCHEN (1)Reader Interface LABOR&SERVICES (1) Electric Strike (1)Installation Labor&Materials (1)Faceplate (1)Design/Detail/Drawing (1)Reader (1)Programming (1)Setup/Commissioning/Testing MEDS (1)Project Management (1)Reader Interface (1) Prevailing Wages Processing (1) Electric Strike (1)Faceplate (1)Reader ill Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT • Proposal/Quotation # 849775 Dated Mar 14,2019 MATERIALS and SERVICES CLARIFICATIONS&EXCLUSIONS —We propose hereby to furnish materials,labor,and services, complete and in accordance with specifications -for the total amount listed. All material is guaranteed to be as specified. Any alteration or deviation from listed involving extra cost will be executed only upon written change orders,and will become an extra charge over and above the proposed amount. Chown will not accept cancellations,returns,or refunds on ANY/ALL custom orders. —Chown charges 35%restocking fees on approved returns for stock items. —All proposals are valid for 30 days only. —All related work as listed is to be performed by others. —Proposal is contingent upon all work being performed during normal business hours and a mutually satisfactory schedule. —All labor is to be performed weekdays between 7AM and 4PM unless otherwise noted. —Proposal is calculated on one continuous installation engagement based on acceptable site conditions. —Chown reserves the right to invoice for costs that are incurred due to unacceptable site conditions requiring multiple installation visits. —One full day,per CHOWN technician,will be invoiced in the event the job site is not ready on a mutually agreed upon start date. —Provisions have been made for Davis Bacon/Prevailing wages if required. —120V AC to Chown provided power supply by others. —Chown will be responsible for own housekeeping only. —Paint,wood trim,sheetrock,and/or flooring repairs,if needed,by others unless listed on proposal. —Low voltage electrical drawings will be provided upon receipt or approval and/or Purchase Order/Contract. Chown reserves the right to invoice for drawings on cancelled projects. Initials of Approval. QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849775 9111111111.1101.4111111111 s Dated Mar 14,2019 RESPONSIBILITIES and ACCEPTANCE Chown Hardware Provide and install all listed hardware and equipment Provide engineering to include relative detail and drawings Provide initial setup and configuration Provide project management to customer satisfaction Provide and install conduit,wire,wire pulls,and wire molding to Chown specifications Provide junction boxes,back boxes and connectors to Chown specifications. Provide wire chases for low voltage wiring to all relative locations City of Ashland Provide access to all closets and other necessary areas during installation times. Restrict traffic,where possible,in relative areas during installation times Provide active static IP address and network access at start of job Provide 110 VAC and terminations to the Chown supplied power supply This proposal shall be void able,at our option,unless accepted and delivered to us within thirty(30)days of the date hereof.This proposal is the property of Chown Hardware.It is not for publication and is issued expressly on the condition that it is not to be copied,reprinted or reproduced in any manner;nor is it to be disclosed to any third party,either wholly or in part,without the express written consent of Chown Hardware. To obtain credit,a credit application must be completed and credit approval granted before an account can be established.If you prefer, Chown will accept 100%of the estimate cost by check prior to the commencement of work.Chown will also accept 50%down by credit card with the balance charged to the card upon completion.Credit applications require a minimum of(5)five business days to set up. Applications are available upon request or at www.chownsecurity.com When a request for warranty work is made to Chown Hardware and it is determined that the cause of the problem is not associated with Chown Hardware provided material or labor(equipment or programming problems as examples),a charge at Chown's current labor rate for costs incurred will be due and payable upon confirmation that the trouble was other than Chown's material or workmanship. Pricing subject to change should Chown Hardware encounter unforeseen jobsite conditions that adversely effect the estimated timeframe or Scope of Work.At Chown's discretion,a Change Order may be issued to compensate for these additional,unforeseen costs. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT • ELECTRONIC ACCESS CONTROL HC H OW N PROPOSAL VIDEO SURVEILLANCE HARDWARE I EST 1879 ARCHITECTURAL HARDWARE Proposal/Quotation # 849777 Dated Mar 14,2019 Prepared for: Chance Metcalf-City of Ashland Job Name: Access Control Upgrade-Nevada Company: Jobsite Address: City of Ashland Public Works City of Ashland Nevada 20 East Main Street E Nevada St Ashland,OR 97520 Ashland,OR 97520 Contact#: 541.552.2448 Office Email: chance.metcalf @ashland.or.us SCOPE OF WORK/PROJECT Based upon information provided by City of Ashland We are pleased to offer the following Proposal for your consideration under the terms outlined in the entirety of this document. CHOWN will provide and install all listed equipment to add networked access control to two openings using the materials, labor,and services listed. CHOWN will supply all necessary head end equipment,hardware,readers,and accessories for a complete addition to the City's existing Vanderbilt SMS. CHOWN will provide all wire,wire pulls,and terminations at the head end locations and at the doors. Additionally,CHOWN will provide the following---riser and point to point drawings,design,detail,programming,setup,commissioning,testing,and project management. Line voltage to all CHOWN provided power supplies will be by others. CHOWN will provide and install all necessary mechanical and electrified hardware. All key cylinders,cores,and pinning are included in the re-key proposal. Thank you for your consideration and your continued business with CHOWN. Chown is not responsible for painting,patchwork,or repairs required due to removal and/or repositioning of existing or new door hardware. PROPOSAL TOTAL: $5959 When work is performed during normal business hours. (Note any referenced documentation) Number of planned construction phases for this project: 1 Signature of Approval ATTACHMENTS Terms of Sale,Service Policy REVISIONS Signature of Approval Proposal prepared by Johnny Breninger 971-277-0111 mobile johnnyb@chown.com QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849777 Dated Mar 14,2019 MATERIALS and SERVICES MAIN ENTRY (1) Reader Interface SIDE ENTRY (1)Reader Interface (1)Electric Strike (1)Faceplate (1)Storeroom Lockset (1)Reader LABOR&SERVICES (1)Installation Labor&Materials (1)Design/Detail/Drawing (1)Programming (1)Setup/Commissioning/Testing (1)Project Management (1)Prevailing Wages Processing Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849777 Dated Mar 14,2019 MATERIALS and SERVICES CLARIFICATIONS&EXCLUSIONS —We propose hereby to furnish materials,labor,and services, complete and in accordance with specifications -for the total amount listed. All material is guaranteed to be as specified. Any alteration or deviation from listed involving extra cost will be executed only upon written change orders,and will become an extra charge over and above the proposed amount. —Chown will not accept cancellations,returns,or refunds on ANY/ALL custom orders. —Chown charges 35%restocking fees on approved returns for stock items. —All proposals are valid for 30 days only. —All related work as listed is to be performed by others. —Proposal is contingent upon all work being performed during normal business hours and a mutually satisfactory schedule. —All labor is to be performed weekdays between 7AM and 4PM unless otherwise noted. —Proposal is calculated on one continuous installation engagement based on acceptable site conditions. —Chown reserves the right to invoice for costs that are incurred due to unacceptable site conditions requiring multiple installation visits. —One full day,per CHOWN technician,will be invoiced in the event the job site is not ready on a mutually agreed upon start date. —Provisions have been made for Davis Bacon/Prevailing wages if required. —120V AC to Chown provided power supply by others. —Chown will be responsible for own housekeeping only. —Paint,wood trim,sheetrock,and/or flooring repairs,if needed,by others unless listed on proposal. —Low voltage electrical drawings will be provided upon receipt or approval and/or Purchase Order/Contract. Chown reserves the right to invoice for drawings on cancelled projects. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT • Proposal/Quotation # 849777 Dated Mar 14,2019 RESPONSIBILITIES and ACCEPTANCE Chown Hardware Provide and install all listed hardware and equipment Provide engineering to include relative detail and drawings Provide initial setup and configuration Provide project management to customer satisfaction Provide and install conduit,wire,wire pulls,and wire molding to Chown specifications Provide junction boxes,back boxes and connectors to Chown specifications. Provide wire chases for low voltage wiring to all relative locations City of Ashland Provide access to all closets and other necessary areas during installation times. Restrict traffic,where possible,in relative areas during installation times Provide active static IP address and network access at start of job Provide 110 VAC and terminations to the Chown supplied power supply This proposal shall be void able,at our option,unless accepted and delivered to us within thirty(30)days of the date hereof.This proposal is the property of Chown Hardware.It is not for publication and is issued expressly on the condition that it is not to be copied,reprinted or reproduced in any manner;nor is it to be disclosed to any third party,either wholly or in part,without the express written consent of Chown Hardware. To obtain credit,a credit application must be completed and credit approval granted before an account can be established.If you prefer, Chown will accept 100%of the estimate cost by check prior to the commencement of work.Chown will also accept 50%down by credit card with the balance charged to the card upon completion.Credit applications require a minimum of(5)five business days to set up. Applications are available upon request or at www.chownsecurity.com When a request for warranty work is made to Chown Hardware and it is determined that the cause of the problem is not associated with Chown Hardware provided material or labor(equipment or programming problems as examples),a charge at Chown's current labor rate for costs incurred will be due and payable upon confirmation that the trouble was other than Chown's material or workmanship. Pricing subject to change should Chown Hardware encounter unforeseen jobsite conditions that adversely effect the estimated timeframe or Scope of Work.At Chown's discretion,a Change Order may be issued to compensate for these additional,unforeseen costs. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT s • ELECTRONIC ACCESS CONTROL HCHOWN PROPOSAL VIDEO SURVEILLANCE HARDWARE EST z&'rs ARCHITECTURAL HARDWARE Proposal/Quotation # 849778 Dated Mar 14,2019 Prepared for: Chance Metcalf-City of Ashland Job Name: Access Control Upgrade-Police Contact Company: Jobsite Address: City of Ashland Public Works City of Ashland Police Contact Station 20 East Main Street Ashland,OR 97520 Ashland,OR 97520 CI Contact#: 541.552.2448 Office Email: chance.metcalf @ashland.or.us SCOPE OF WORK/PROJECT Based upon information provided by City of Ashland We are pleased to offer the following Proposal for your consideration under the terms outlined in the entirety of this document. CHOWN will provide and install all listed equipment to add networked access control to one opening using the materials,labor, and services listed. CHOWN will supply all necessary head end equipment,hardware,readers,and accessories for a complete addition to the City's existing Vanderbilt SMS. CHOWN will provide all wire,wire pulls,and terminations at the head end locations and at the doors. Additionally,CHOWN will provide the following---riser and point to point drawings,design,detail,programming,setup,commissioning,testing,and project management. Line voltage to all CHOWN provided power supplies will be by others. CHOWN will provide and install all necessary mechanical and electrified hardware. All key cylinders,cores,and pinning are included in the re-key proposal. Thank you for your consideration and your continued business with CHOWN. Chown is not responsible for painting,patchwork,or repairs required due to removal and/or repositioning of existing or new door hardware. PROPOSAL TOTAL: $7569 When work is performed during normal business hours. (Note any referenced documentation) Number of planned construction phases for this project: 1 Signature of Approval ATTACHMENTS Terms of Sale,Service Policy REVISIONS Signature of Approval Proposal prepared by Johnny Breninger 971-277-0111 mobile johnnyb @chown.com QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849778 Dated Mar 14,2019 MATERIALS and SERVICES HEAD END EQUIPMENT (1)Reader Controller (1)Power Supply (2)Battery (1)Panel Interface Module BACK ENTRY (1)Wireless Networked Lock LABOR&SERVICES (1)Installation Labor&Materials (1) Design/Detail/Drawing (1)Programming (1)Setup/Commissioning/Testing (1) Project Management (1)Prevailing Wages Processing Initials cf Approval ,i. QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Froposal/Quotation # 849778 Dated Mar 14,2019 MATERIALS and SERVICES CLARIFICATIONS&EXCLUSIONS We propose hereby to furnish materials,labor,and services, complete and in accordance with specifications -for the total amount listed. All material is guaranteed to be as specified. Any alteration or deviation from listed involving extra cost will be executed only upon written change orders,and will become an extra charge over and above the proposed amount. —Chown will not accept cancellations,returns,or refunds on ANY/ALL custom orders. Chown charges 35%restocking fees on approved returns for stock items. - All proposals are valid for 30 days only. —All related work as listed is to be performed by others. —Proposal is contingent upon all work being performed during normal business hours and a mutually satisfactory schedule. .All labor is to be performed weekdays between 7AM and 4PM unless otherwise noted. —Proposal is calculated on one continuous installation engagement based on acceptable site conditions. Chown reserves the right to invoice for costs that are incurred due to unacceptable site conditions requiring multiple installation visits. —One full day,per CHOWN technician,will be invoiced in the event the job site is not ready on a mutually agreed upon start date. —Provisions have been made for Davis Bacon/Prevailing wages if required. —120V AC to Chown provided power supply by others. —Chown will be responsible for own housekeeping only. —Paint,wood trim,sheetrock,and/or flooring repairs,if needed,by others unless listed on proposal. —Low voltage electrical drawings will be provided upon receipt or approval and/or Purchase Order/Contract. Chown reserves the right to invoice for drawings on cancelled projects. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT Proposal/Quotation # 849778 Dated Mar 14,2019 RESPONSIBILITIES and ACCEPTANCE Chown Hardware Provide and install all listed hardware and equipment Provide engineering to include relative detail and drawings Provide initial setup and configuration Provide project management to customer satisfaction Provide and install conduit,wire,wire pulls,and wire molding to Chown specifications Provide junction boxes,back boxes and connectors to Chown specifications. Provide wire chases for low voltage wiring to all relative locations City of Ashland Provide access to all closets and other necessary areas during installation times. Restrict traffic,where possible,in relative areas during installation times Provide active static IP address and network access at start of job Provide 110 VAC and terminations to the Chown supplied power supply This proposal shall be void able,at our option,unless accepted and delivered to us within thirty(30)days of the date hereof.This proposal is the property of Chown Hardware.It is not for publication and is issued expressly on the condition that it is not to be copied,reprinted or reproduced in any manner;nor is it to be disclosed to any third party,either wholly or in part,without the express written consent of Chown Hardware. To obtain credit,a credit application must be completed and credit approval granted before an account can be established.If you prefer, Chown will accept 100%of the estimate cost by check prior to the commencement of work.Chown will also accept 50%down by credit card with the balance charged to the card upon completion.Credit applications require a minimum of(5)five business days to set up. Applications are available upon request or at www.chownsecurity.com When a request for warranty work is made to Chown Hardware and it is determined that the cause of the problem is not associated with Chown Hardware provided material or labor(equipment or programming problems as examples),a charge at Chown's current labor rate for costs incurred will be due and payable upon confirmation that the trouble was other than Chown's material or workmanship. Pricing subject to change should Chown Hardware encounter unforeseen jobsite conditions that adversely effect the estimated timeframe or Scope of Work.At Chown's discretion,a Change Order may be issued to compensate for these additional,unforeseen costs. Initials of Approval QUOTED PRICES GOOD FOR 30 DAYS.4-6 WEEK LEAD TIME FOR NON-STOCK PRODUCT REQUEST FOR PROPOSALS LOCKSMITH AND RELATED SERVICES FOR PROJECT#2018-16 COMPREHENSIVE KEY AND LOCK REPLACEMENT PROGRAM PROJECT NO: 2018-16 PROJECT TYPE: Locksmith and Related Services PROPOSALS DUE: September 4,2018; not later than 2:00 PM PST SUBMIT PROPOSALS TO: City of Ashland Public Works-Engineering, 51 Winburn Way,Ashland OR 97520; or by mail to: 20 E. Main Street,Ashland, OR 97520 CITY PROJECT MANAGER: Scott Fleury, Deputy Public Works Director PROJECT DURATION: Phase 1: 3 months maximum Phase 2: 6 months CITY OF ASH LAN D PUBLIC WORKS ENGINEERING 20 E.MAIN STREET ASHLAND OR 97520 541/488-5587 4. TABLE OF CONTENTS TABLE OF CONTENTS 1 ADVERTISEMENT 3 SECTION 1-PROJECT OVERVIEW 4 1,1 OBJECTIVES 4 1.2 SCHEDULE 5 SECTION 2-SCOPE OF SERVICES 6 2.1 GENERAL REQUIREMENTS 6 2.2 SPECIFIC REQUIREMENTS 6 SECTION 3-EVALUATION CRITERIA 7 3.1 COMPANY DATA/CAPACITY 7 3.2 REFERENCES 8 3.3 EXPERIENCE 8 3.4 DESCRIPTION OF PROPOSED SERVICES 8 3.5 SCORING 8 SECTION 4-EVALUATION PROCESS AND CONSULTANT SELECTION 9 4.1 REVIEW AND ACKNOWLEDGMENT OF DEFECTIVE PROPOSALS 9 4.2 RIGHT OF REJECTION 9 4.3 REFERENCES 9 4.4 RESPONSIBILITY 10 4.5 CLARIFICATION OF RESPONSE 10 4.6 FINALIST SELECTION 10 4.7 TIES AMONG PROPOSERS 10 4.8 NOTICE OF INTENT TO AWARD 10 4.9 CONTRACT NEGOTIATION 11 P 4.10 PROTEST PROCEDURES 11 4.11 RESULTING CONTRACT 12 SECTIONS-CONTRACT 12 5.1 CONTRACT FORM 12 . 5.2 BUSINESS LICENSE REQUIRED 13 5.3 INSURANCE REQUIREMENTS 13 5.4 LAWS AND REGULATIONS 14 SECTION 6-INSTRUCTION TO PROPOSERS 14 6.1 GENERAL 14 6.2 INFORMATION OF RECORD 14 6.3 PROPOSAL PREPARATION AND FORMAT 14 6.4 SIGNATURE ON PROPOSAL 15 6.5 PREPARATION COSTS 15 6.6 CONFORMANCE TO SOLICITATION REQUIREMENTS 15 6.7 NOT USED 15 6.8 DEFINITIONS 15 6.9 QUESTIONS AND CLARIFICATIONS 16 6.10 PROTEST OF REQUIREMENTS 16 6.11 PROTEST OF CONTRACT AWARD 17 6.12 PROPOSAL MODIFICATION 17 1 L • 6.13 PROPOSAL WITHDRAWALS 17 6.14 PROPRIETARY INFORMATION 17 6.15 TERMS AND CONDITIONS 18 6.16 PROPOSAL OPENING 18 SECTION 7-PROPOSAL FORM 19 EXHIBIT A. CONTRACT FORM,WA LIVING WAGE AND W-9 21 EXHIBIT B. THE ASSOCIATED LOCKSMITHS OF AMERICA TECHNICAL STANDARDS POLICY 29 • � t ®gq� 2 �r, ADVERTISEMENT CITY OF ASHLAND PUBLIC WORKS—REQUEST FOR PROPSALS The City of Ashland(City)is seeking a PROFESSIONAL SECURITY/FACILITY MANAGEMENT SERVICE/CERTIFIED LOCKSMITH SERVICE,to provide Security System Integration, Design, Upgrade and Management Services associated with Project No.2018-16,COMPREHENSIVE KEY AND LOCK REPLACEMENT PROGRAM. This project includes the development of appropriate access to all City facilities for both employees and customers, reduce security risks by controlling access,allow for better key distribution and management,and improve ongoing maintenance of the lock/key system through implementation of a modern key management program. Project No.2018-16 will include but is not specifically limited to the following tasks and phases: PHASE 1: SITE EVALUATION AND RECOMMENDED REPLACEMENT STRATAGIES PHASE 2: IMPLEMENTATION/CONSTRUCTION PHASE Proposals must be physically received not later than 2:00 PM,(main lobby clock),Tuesday September 4, 2018 in the City of Ashland Engineering Office located at 51 Winburn Way,Ashland OR 97520 or by mail at 20 E. Main Street,Ashland, OR 97520. A non-mandatory pre-proposal meeting will be held in the City of Ashland Engineering Office located at 51 Winburn Way,Ashland OR 97520 on August 21,2018 at 1pm. This pre-proposal meeting will be a chance for interested parties to ask clarifying questions of the RFP.Any questions deemed substantial will be released through a formal addendum. For further Information,contact Scott Fleury,Deputy Public Works Director at 541/488-5587 or by email at scott.fleury@ashland.or.us. Consultant selection is anticipated to result in the issuance of a goods and services contract,form provided in this RFP. Proposal documents may be downloaded from the Oregon Procurement Information Network(ORPIN). Any addendum that may be issued, relating to this proposal will be available from ORPIN and potential proposers are cautioned to continuously monitor the site for updates and addendum. • All proposals shall be submitted as set forth in Section 6-Instructions to Proposers. The City is not responsible for proposals submitted in any manner,format or to any delivery point other than as required by the Solicitation Document. Proposals shall be limited to five(5) pages. Consultant selection will be based upon weighed criteria as set forth in the Solicitation Document and will include criteria such as (but not limited to):similar project experiences,general experience,staffing availability,schedule and response time. The City of Ashland reserves the right to reject any and all proposals,to waive formalities or to accept any proposal which appears to serve the best interest of the City of Ashland. Paula C. Brown, PE,Public Works Director 3 CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS QUALIFICATIONS BASED SELECTION-REQUEST FOR PROPOSALS PROJECT NO.2018-16 COMPREHENSIVE KEY AND LOCK REPLACEMENT PROGRAM SECTION 1- PROJECT OVERVIEW 1.1 Objectives The City of Ashland (City)is seeking a PROFESSIONAL SECURITY/FACILITY MANAGEMENT SERVICE/CERTIFIED LOCKSMITHS SERVICE,to provide Security System Integration, Design,Upgrade and Management Services associated with the 2018-16 COMPREHENSIVE KEY AND LOCK REPLACEMENT PROGRAM. The goals of this project include development of appropriate access to all City facilities for both employees and customers, reduce security risks by controlling access,allow for better key distribution and management,and improve ongoing maintenance of the lock/key system through implementation of a modern key management program. The project will include but is not specifically limited to the following tasks and phases: PHASE 1: SITE EVALUATION AND RECOMMENDED REPLACEMENT STRATIGIES—Security System Integration, Design,Management,and Life Cycle Support Services provided for phase one include the development of security integration and management which support the secure ingress and egress of employees and citizens to City facilities through security products(lock/key,including electronic locks).Security Systems integration and design services may include, but are not limited to those associated with the design of cost effective security and/or protection systems Including the procedure and requirements for the eventual disposal or salvage of replaced systems.Services may include studies and analysis such as-risk assessment and threat evaluation assessment. Contractors should provide security or protection expertise In the design phase of security integration and detail infrastructure elements necessary for defined operational goals on a per facility basis. Upon facility analysis,contractor should recommend services providing the best practices,technologies and methodologies to plan,design, manage, operate and maintain secure and protected systems,equipment, facilities and infrastructures. Upon completion of the design/analysis phase the City will determine appropriate security system requirements and develop orders that will include complete turnkey operations,maintenance and support services,or components thereof as needed to ensure secure and protected systems involving personnel security,physical access, and information security,and reduce life cycle costs. At the conclusion of the design/analysis phase contractor to detail outline of security integration and management program and provide City with estimated project costs for purchasing all defined security equipment and providing for the implementation. In addition,contractor should detail number of associated grandmaster keys,master 4 • keys,cylinder control keys,key blanks,cylinders,electronic locks, material list for all products, maintenance plan and software management platform for key distribution. PHASE 2: IMPLEMENTATION/CONSTRUCTION PHASE—Contractor after approval of phase 1 shall order and install all security integration products purchased by City. Contractor shall develop a schedule of implementation and work through each facility systematically. No work shall commence on a new facility until current work is approved by City personnel engaged in the project. Contractor personnel carrying out implementation activities shall be appropriately certified for the category of locksmith work they are performing,reference section 3.1 Company Capacity/Data for certification examples. Background Information The City has nearly 100 facilities it maintains.Major facilities Include, City Hall, Police and Fire Stations, Water Treatment Plant,Wastewater Treatment Plant,Community Development, Courts,The Grove,and Public Works/Electric/IT offices and equipment yards. Currently each facility has a hodgepodge of keys/cylinder locks.The City is looking to consolidate the key and cylinder type to improve tracking and maintenance.The City Is also looking to ensure the system not only addresses commonality,but security needs with respect to safe ingress and egress for each facility. In addition the City requires a comprehensive key management program that includes an approval process for obtaining any keys maintained within the system.The City currently uses Vanderbilt Security Management System (S.M.S.) as its Electronic Lock software platform. Currently most facilities use both key/cylinder locks but also provide for RFID access through assigned user ID cards. 1.2 Schedule The schedule of events listed below represent City's estimated schedule for this request for proposal. This schedule is SUBECTTO CHANGE and will be adjusted as required. EVENT DAILY COUNT(CALENDAR DAYS) DATE 1 Request for Proposal Released 0 08/07/18 2 Last Date for Request for changes/Protest for 10 days prior to Proposal Closing 08/25/18 Specifications/Questions 3 Last Date for City to Post Addendum 3 days prior to Proposal Closing 09/01/18 4 Closing Date(last day to submit Proposals) 45 days after Proposal Release 09/04/18 5 Responses Evaluated 15 days after Closing Date 09/19/18 6 Interviews Held (if necessary) 30 days after Closing Date 10/04/18 7 Intent to Award Announced 35 days after Closing Date 10/09/18 8 Contract Negotiations 45 days after Closing Date 10/19/18 9 Expected Project Completion for Phase 1 3 months after Contract Award 01/09/19 10 Expected Project Completion for Phase2 6 months after initial Phase 1 7/8/19 Contract Award 5 ( SECTION 2-SCOPE OF SERVICES 2.1 General Requirements • Personnel,Materials, &Equipment:The Consultant shall provide qualified and competent personnel and shall furnish all supplies, equipment,tools and incidentals required to accomplish the work. All materials and supplies shall be of good quality and suitable for the assigned work. • Safety Equipment: The Consultant shall provide and use all safety equipment including,and not limited to hard hats,safety vests and clothing required by State, Federal regulations and Department policies and procedures. • Professional Responsibilities: The Consultant shall perform the work using the standards of care, skill and diligence normally provided by a professional in the performance of such services in respect to similar work and shall comply will all applicable codes and standards. • Project Management: The Consultant and the City staff will meet as required during project duration. The objectives of the meeting will include reviewing the scope, budget,schedule and deliverables.The Consultant will organize and manage the consultant project team and coordinate with City Project Manager and City staff. • Monthly Invoices and Progress Reports:The Consultant shall prepare monthly invoices and progress reports including the following: - Work Completed during the month by work task as a percentage of completion. - Needs for Additional Information,Reviews,or Changes to the Scope of Work. - Scope,Schedule,and Budget Issues and Changes. 2.2 Specific Requirements The City of Ashland (City)is seeking a VENDOR THAT HAS A CERTIFIED LOCKSMITH (OPT B Professional Security/Facility Management Service)to provide(Security System Integration,Design, Upgrade and Management)services associated with the 2018-16 COMPREHENSIVE KEY AND LOCK REPLACEMENT PROGRAM. The goals of this project include appropriate access to all City facilities for both employees and customers, reduce security risks by controlling access,allow for better key distribution and management,and improve ongoing maintenance of the lock/key system through implementation of a modern key management program. The project will include but is not specifically limited to the following tasks and phases: PHASE 1: SITE EVALUATION AND RECOMMENDED REPLACEMENT STRATIGIES—System 1 Integration,Design,Management,and Life Cycle Support Services involving the security integration and/or management discipline which supports security products or systems through their life cycle.Security Systems integration and design services may include,but are not limited to those associated with the design,test, production,fielding,sustainment,improvement of cost effective security and/or protection systems including the eventual disposal or salvage of these systems.Services may include studies and analysis such as-risk assessment,threat 1 evaluation,and assessment(including resultant deliverables). Contractors may provide security or protection expertise in the pre-production or design phase of security or protection systems to ensure that the system can be supported through its life-cycle and that the infrastructure elements necessary for operational support are identified 6 p¢° 9 '' and acquired.These services may continue through the life cycle of the system or product and may include guidance,assistance and/or operational support.This includes all necessary security management elements.Services providing the best practices,technologies and methodologies to plan,design, manage, operate and maintain secure and protected systems,equipment,facilities and infrastructures. Agency orders may include complete turnkey operations,maintenance and support services,or components thereof as needed to ensure secure and protected systems involving personnel security, physical access,and Information security,and reduce life cycle costs. Contractor personnel carrying out these activities,to include management and operating staff,are not involved with or responsible for the core business of the customer agency placing the order.Services providing for the design,coding, integration,testing,deploying, repair and maintenance of integrated security systems. Includes training across all platforms,enterprise wide,for the complete life cycle of the system. PHASE 2: IMPLEMENTATION/CONSTRUCTION PHASE—This phase includes implementing the lock/key replacement program for the City agreed upon at the conclusion of phase 1,including all necessary construction requirements and materials management.At the conclusion of the implementation vendor to provide City with at a minimum: • Keys for each facility • Master keys for each facility • Grandmaster keys for each facility • Key blanks for each cylinder type • A control key to change out cylinders • Materials list for all cylinders/keys produced • Maintenance plan • Software management for cylinder key distribution SECTION 3-EVALUATION CRITERIA Written proposals will be evaluated and scored and a contract may be awarded based upon the proposer's qualifications and experience as described below: 3.1 Company Data/Capacity (25 Points Possible) • Provide an overview of your firm or current VITAE or resume of the person or persons that would be assigned to this project. • Describe what additional support(office, personnel,etc.)would be provided for the • project. • Describe organizational capacity to handle services requested under this request for proposal. • Discuss if you have ever been terminated or replaced during any project. If so,explain in detail and provide results of any litigation and/or settlement on the project. • Vendor must list if they are certified by one of the following or another appropriate trade association.* o Northwest Locksmith Association (NWLA) 7 o Institutional Locksmith?Association(ILA) o Society of Professional Locksmiths (SOPL) o Associated Locksmiths of America (ALOA) • Vendor must provide a current list of certificated employees(if any)in the following certification levels.* o CML—Certified Master Locksmith o CPL—Certified Professional Locksmith o CRL—Certified Registered Locksmith o CAL—Certified Automotive Locksmith o RL—Registered Locksmith o CMST—Certified Master Safe Tech o CPS—Certified Professional Safe Tech *Certifications for vendor and employees to be submitted as appendix to main response. Certifications will not count against page limit. 3.2 References (20 Points Possible) • • Provide three(3)client references with names,addresses,and telephone numbers of appropriate contacts where you have performed similar work(Municipal/School District references). 3.3 Experience (25 Points Possible) • Describe 2-3 projects you have facilitated in the last five years.Specify if experience is with a municipal government,school district or corporation. • Discuss the largest project you have facilitated including outcome associated with schedule and budget. Did the project come in on schedule and budget,if not what steps were taken to remedy the situation? 3.4 Description of proposed services ' (30 Points Possible) • Provide a general discussion in narrative format with any exhibits or documentation deemed essential of your understanding of the project,the scope of work and a description of your approach to satisfy project requirements. 3.5 Scoring CATEGORY POSSIBLE POINTS POINTS SCORING 1. Company Data/Capacity 25 2. References 20 3. Experience 25 4. Description of proposed services 30 Total 100 8 SECTION 4-EVALUATION PROCESS AND CONSULTANT SELECTION Proposals will be reviewed and evaluated by an evaluation committee of reviewers consisting of at least three City employees. The total number of points possible for written proposals is 100. 4.1 Review and Acknowledgment of Defective Proposals Due to limited resources,City generally will not completely review or analyze proposals that on their faces fail to comply with the minimum mandatory requirements of the solicitation documents nor will City generally investigate the references or qualifications of such proposals. Therefore, City will not acknowledge whether or not an unsuccessful proposal was complete, responsive, responsible,sufficient, or lawful in any respect. This is a public solicitation,the processes and procedures which are established and required by Oregon law and City adopted rules. Proposers are advised to strictly follow the process, procedures, and requirements as set forth in the RFP documents and not anticipate or rely on any opportunity to negotiate,beyond such limitations that are identified herein. 4.2 Right of Rejection Proposers must comply with all terms of the RFP,City Rules,and all applicable local,state,and federal laws,administrative rules and regulations. The City may reject any proposal that does not comply with all of the material and substantial terms,conditions,and performance requirements of the RFP. Proposers may not qualify the proposal nor restrict the rights of City. If a Proposer does so,the City may determine the proposal to be a non-responsive counter-offer and the proposal may be rejected. Minor Informalities that may be waived include: • do not affect responsiveness, • are merely a matter of form or format, • do not change the relative standing or otherwise prejudice other offers, • do not change the meaning or scope of the RFP, • are trivial, negligible,or immaterial in nature, • do not reflect a material change in the work,or, • do not constitute a substantial reservation against a requirement or provision. City reserves the right to refrain from making an award if the City determines that to be in its best interest. A proposal from a debarred or suspended Proposer shall be rejected. 4.3 References City reserves the right to investigate any and all references and the past performance information provided in the proposal with respect to Respondent's successful performance of similar projects, compliance with specifications and contractual obligations,completion or delivery of a project on a schedule,and lawful payment of employees and workers. City reserves the right to check any and all sources for information and to Include sources for information and to include sources other than the references provided in the Proposers proposal. 9 City may consider information available from any such source Including government bodies and regulatory authorities in evaluating respondents. 4.4 Responsibility City reserves the right to investigate and evaluate,at any time prior to award and execution of the Contract,the apparent successful Proposer's responsibility for performing the Contract. Submission.of a signed proposal shall constitute approval for City to obtain any information City deems necessary to conduct evaluation. City reserves the right to request additional information or documentation from the successful Proposer prior to award of contract. Such information may include, but is not limited to,current and recent balance sheets,income statements,cash flow statements,or a performance bond from an acceptable surety. Failure to provide this information will result in rescission of City's Intent to Award. City may postpone the award of Contract after announcement of the apparent successful Proposer in order to complete its investigation and evaluation. Failure of the apparent successful Proposer to demonstrate responsibility shall render the Proposer non-responsible and shall constitute grounds for rejection of the proposal. 4.5 Clarification of Response City reserves the right to request clarification of any item in any proposal,or to request additional information necessary to properly evaluate a particular proposal. All request for clarification and responses shall be in writing. During the evaluation of Proposals,Proposers must respond to any request for clarification from the Evaluation Committee within 24 hours of request(Monday through Friday). Inability of the Evaluation Committee to reach a Proposer for clarification and/or failure of a Proposer to respond within the time stated may result in rejection of the Proposer's Proposal. 4.6 Finalist Selection The firm with the highest total score as a result of written proposal scoring and interview scoring,if conducted,will be considered the Finalist,and all other firms will be ranked according to next highest score,etc. 1 4.7 Ties among Proposers If City determines after the ranking of potential firms,that two or more of them are equally qualified to be the Finalist,City may select a candidate through any process that the City believes will result in the best value for taking Into account the scope,complexity and nature of the Work. The process shall Instill public confidence through ethical and fair dealing, honesty and good faith 3 on the part of City and Proposers and shall protect the integrity of the Public contracting process. As part of the procedure for choosing the Finalist between two or more equally qualified candidates,City may elect to give a preference to a local consulting firm. • 4.8 Notice of Intent to Award After the completion of the evaluation and ranking,the City will issue a written Notice of Intent to Award, naming the Finalist,and send copies to all Proposers. 10 • 4.9 Contract Negotiation City will begin negotiating the fees for the project,along with expanded scope of work detail, with the highest ranked Proposer and specifically,conduct direct negotiations toward obtaining written agreement on: a) Contractor's performance obligations and schedule;and any expansion of the Scope of Work. b) Contractor's fees,payment methodology,and a maximum amount payable to Contractor for the Work required under the Contract that is fair and reasonable to City determined solely by City,taking into account the value,scope,complexity and nature of work. c) Any other provisions City believes to be in the City's best interest to negotiate. d) Initial negotiations will be based upon Contract Phase 1/2. City shall,either orally or in writing,formally terminate negotiations with the highest ranked Proposer if City and Proposer are unable for any reason to reach agreement on a Contract within a reasonable amount of time. City may thereafter negotiate with the second ranked Proposer,and if necessary,with the third ranked Proposer,and so on,until negotiations result in a Contract. If negotiations with any Proposer do not result In a Contract within a reasonable amount of time,as determined solely by City,City may end the particular formal solicitation. Nothing in the rule precludes City from proceeding with a new formal solicitation for the same Work described in the RFP that failed to result in a Contract. 4.10 Protest Procedures City shall provide to all Proposers a copy of the selection notice that City sent to the highest ranked Proposer. A Qualified Proposer who claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer may submit a written protest of the selection to the City. A Proposer submitting a protest must claim that the protesting Proposer is the highest ranked Proposer because the Proposals of all higher ranked Proposers failed to meet the requirements of the RFP or because the higher ranked Proposers otherwise are not qualified to perform the Architectural,Engineering,or Land Surveying Services,or Related Services described in the RFP. Eligible Proposers protesting award shall follow the procedures described herein. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Proposers. a) Protests must be received within seven(7)days after issuance of the notice of intent to award the Contract. City will not consider late protests. b) All protests must be in writing,signed by the protesting party or an authorized Agent. The protest must state all facts and arguments on which the protesting party is basing the protest. c) Only protests stipulating an issue if fact concerning a matter of bias, discrimination or conflict of interest, non-compliance with procedures described in the procurement documents,or City policy shall be considered. Protests based on procedural matters will not be considered. 11 d) City's Public Works Director will review the protest and will fax and mail the protesting party a written response within three (3)business days of receipt of the written protest to the fax number and address provided in the bid of proposal. Any written response may be comprised of a determination of the protest,a notice to the protesting party of the need for additional time in which to evaluate the matter,or other notice to the protesting party. e) If the Public Works Director's determination(response)is adverse to the protester,any further appeal of the Public Works Director's determination by the party must be submitted in writing to the City Administrator within three(3) business days of issuance of the Public Works Director's determination(response). f) The City Administrator will review any appeal of the Public Works Director's determination and shall fax and mail, in accordance with the fax number and address provided in the proposal,the protesting party a written response within three(3) business days of receipt of written appeal. I I ha g) If the determination of the City Administrator is adverse to the protesting ty p g party s interest, the protesting party may only appeal to the City Council by filing a written notice of appeal to the Council with the City Administrator within two(2) business days of issuance of the City Administrator's written determination. h) The Council, in considering the protest,shall review the documentation presented to the Public Works Director and the City Administrator on the next regularly scheduled Council Meeting, but in no event shall they be required to review in less than ten (10)business days, and thereafter,base their decision on such material. The Council review will be limited to the evaluation of compliance with City's polices and procedures, requirements of the RFP and the equal and fair application of City's contracting rules. The City Council's determination shall be City's final decision. I An adversely affected or aggrieved proposer must exhaust all avenues of administrative review procedures and relief before seeking judicial review of City's Consultant selection or Award of Contract decision. 4.11 Resulting Contract Upon reaching final agreement in regards to fees and final scope of work with an awarded Proposer,City will Issue the Goods and Services Contract("GSC"), as found in the Appendix of the REP document. The GSC includes City's Standard Terms and Conditions and the final scope of work and fees. The Proposer's response to RFP 2018-16 and all terms stated within the RFP document shall be incorporated by reference as Appendix C. 8 SECTION 5-CONTRACT 5.1 Contract Form The consultant selected by the City will be expected to enter into a written contract in the form y attached to this RFP in EXHIBIT A. The proposal should indicate acceptance of the City's contract provision. Suggested reasonable alternatives that do not substantially impair City's rights under the contract may be submitted as outlined under Section 1.10. Unconditional refusal to accept contract provisions will result In proposal rejection. ) 12 1 Contract Duration—The anticipated duration of Phase 1 is three(3)months and phase 2 is six(6) months. Contract Payment—Contingent upon City's need, consultant's performance and availability of approved funding,City reserves the right to amend the contract(within the scope of the project described in this RFP)for additional tasks,project phases and compensation as necessary to complete a particular project. Proposers are advised that the award and potential dollar amount of the contract under this RFP will be contingent upon approval by the Ashland City Council acting as the Contract Review Board. Payment will be made for completion of,or acceptable monthly progress on,tasks and deliverables in conformance with contract requirements and applicable standards. The method of compensation will be determined by the City and may be based upon any one or combination of the following methods: • Cost plus fixed-fee,up to a maximum NTE amount • Fixed price for all services. Fixed price per deliverable. Fixed price per milestone • Time and materials, up to a maximum NTE amount(City preferred method) • Price per unit Ashland Living Wage Requirements—Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying at least the living wage as established by the City oc Ashland on June 30,2018 ($14.81 per hour): • For all hours worked under a service contract between their employer and the City if the contract exceeds$20,688.86 or more. • For all hours worked in a month if the employee spends 50%or more of the employee's time in that month working on a project or portion of business of their employer,if the employer has ten or more employees and has received financial assistance for the project or business from the City in excess of$20,688.86. • Contractor is also required to post the notice included in the appendix predominantly in areas where it will be seen by all employees. • In calculating the living wage for full time employees, employers may add the value of health care, retirement,401K and IRS eligible cafeteria plans,and other benefits to the employee's wages. The City of Ashland Living Wage Statement Is appended to the sample contract included in the appendix. 5.2 Business License Required The selected consultant must have or acquire a current City of Ashland business license prior to conducting any work under this contact. 5.3 Insurance Requirements Contactor shall at its own expense provide 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. c. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 for each occurrence for bodily injury and property damage. It shall Include contractual liability coverage for the indemnity provided under this contract. d. 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. 13 • l\ e. Notice of Cancellation or Change. There shall be no cancellation,material change,reduction of limits or intent not to renew the insurance coverage(s)without 30 days'written notice from the contractor or its insurer(s)to the City. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland,Oregon,and its elected officials,officers and employees as additional insurers on any insurance policies required herein but only with respect to contractor's services to be provided under this contract. As evidence of the insurance coverage required by this contract,the contractor shall furnish acceptable insurance certificates prior to commencing work under this contact. The certificate will specify all of the parties who are additional insures. The consultant's insurance is primary and non-contributory. 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 contractor shall be financially responsible for all pertinent deductibles,self-insured retention and/or self-insurance. 5.4 Laws and Regulations The proposer is assumed to be familiar with all Federal,State,County or City laws or regulations,which in any manner affect those engaged or employed in the work or the materials or equipment used or which in any way affect the conduct of the work,and no pleas of misunderstanding will be considered on account of ignorance thereof. If the proposer shall discover any provision in these specifications or project information,plans or contract documents which is contrary to or inconsistent with any law or regulations,they shall report It to the City of Ashland in writing. All work performed by the contractor shall be in compliance with all Federal,State, County and local laws,regulations and ordinances. Unless otherwise specified,the contractor shall be responsible for applying for applicable permits and licenses. SECTION 6-INSTRUCTION TO PROPOSERS 6.1 General All proposals and contracts are subject to the provision and requirements of Oregon Revised Statutes, fl Sections 279A and 279B. Engineering contracts are further subject to 279C and to the City of Ashland (City)Municipal Code Section 2.50. 6.2 Information of Record This Request for Proposal(RFP)will be distributed through the Oregon Procurement Information Network(ORPIN). All updates,addendum, and related communications will be published through ORPIN. All prospective proposers are advised to continuously monitor the website for information regarding this proposal. It is the sole responsibility of the proposer to check the website on a timely basis for critical information regarding the proposal. $3 6.3 Proposal Preparation and Format • Proposals shall be typewritten 12 point font minimum. • Except for proposer attachments,proposal form and resumes,the proposal shall contain no more than five(5)pages. • Proposal narrative must follow along with scoring criteria sections • No oral,telegraphic,telephone or facsimile proposals shall be accepted. • The electronic submission of a proposal will not be permitted. 14 9 r • To be considered, all proposals must be received by the City prior to the hour and date of the advertised proposal closing. • A total of four originals(wet signatures),and complete proposals shall be submitted to the City prior to the advertised proposal closing date. • 1 digital copy of all submitted documents on CD or thumb drive. • 6.4 Signature on Proposal Proposals shall be signed in ink by an authorized representative of the Proposer. Signature on a proposal certifies that the proposal is made without connection with any person,firm or corporation making a proposal for the same goods and/or services and is In all respects fair and made without collusion or fraud. Signature on a proposal also certifies that the Proposer has read,fully understands and agrees with all solicitation requirements,terms and conditions. No consideration will be given to any claim resulting from proposing without fully comprehending all requirements of the Request for Proposals. 6.5 Preparation Costs The City may cancel a solicitation,whether informal or formal,or reject all proposals,without liability incurred by City at any time after issuing an RFP,if City believes it is in City's interest to do so. Consultants responding to RFPs are responsible for all costs they may incur in connection with submitting Proposals and responses to RFPs,which includes,but is not limited to:submittal preparation, submittal,travel expenses,interviews, presentations, or evaluation of any proposal. 6.6 Conformance to Solicitation Requirements Proposals shall conform to the requirements of the Request for Proposals. All necessary attachments (Bidder Residency information, Independent Contractor Certification,etc.)shall be submitted with the proposal and in the required format. Failure to comply with all requirements may result in proposal rejection. 6.7 Not Used 6.8 Definitions For the purpose of this RFP: "Agency"or"City"means City of Ashland. "Business days"means calendar days, excluding Saturdays,Sundays and all City recognized holidays. "Calendar days"or"days" means any day appearing on the calendar,whether a weekday,weekend day, national holiday,State holiday or other day. "Council"means City of Ashland Council "Department" means the City of Ashland Engineering Department "Manager" means the City of Ashland Project Manager "Proposers"-All firms submitting Proposals are referred to as Proposers in this document;after negotiations, an awarded Proposer will be designated as"Consultant". "Qualification Based Selection"or"QBS"(for the purposes of this RFP)means evaluations and scoring of proposals based on qualifications,experiences and project approach,without considering cost. "RFP" means Request for Proposal. "RFQ"means Request for Qualifications. t5 • et "Scope of Work"means the general character and range of services and supplies needed to complete the work's purpose and objectives,and an overview of the performance outcomes expected by Agency. "Services" means the services to be performed under the Contract by the Consultant. "Statement of Work" means the specific provision in the final Contract which sets forth and defines in detail(within the identified Scope of Work)the agreed-upon objectives, expectations,performance standards,services, deliverables,schedule for delivery and other obligations. 6.9 Questions and Clarifications All inquires,whether relating to the RFP process,administration,deadline or award,or to the intent or technical aspects of the services,must be submitted In writing to the City's Project Manager listed in the advertisement for this proposal,at 20 East Main Street,Ashland, Oregon 97520. All questions must be received not later than ten(10)calendar days prior to the proposal submission deadline. Answers to questions received by City,which are deemed by City to be substantive,will be issued as official addenda to this RFP to ensure that all proposers base their proposals on the same information. When appropriate, as determined by City in its sole discretions, revisions,substitution or clarification of the RFP or attached terms and conditions,an official addendum to this RFP will be issued. Proposer shall indicate receipt of all issued addenda by indicating the number of addendum received on the Proposal Form. Any addendum or addenda issued by the City which may include changes,corrections,additions, interpretations or information, and issued seventy-two(72) hours or more before the scheduled closing time for submission of bids,Saturday,Sunday and legal holidays not included,shall be binding upon the proposer. The City may elect to email addendum to registered proposers but will do so as a courtesy only. All official addendums will be issued through ORPIN and it shall be the proposers sole responsibility to acquire any and all addendum pertaining to RFP. The proposer is strongly cautioned to monitor this site on a continual basis. 6.10 Protest of Requirements Proposers may submit a written protest of any provision,specification or contract term contained in this RFP and may request a change to any provision,specification or contract term contained in this RFP, not later than ten(10)calendar days prior to the advertised proposal closing date. A proposer's written protest must meet the following requirements: • A detailed statement of the legal and factual grounds for the protest. • The reason for the protest or request for change. • A statement of the form of relief requested or any proposed changes to the specifications or contract document. All protests shall be mailed or otherwise delivered to the City marked as follows: PROPOSAL PROTEST Proposal No.2018-3.6 City of Ashland Public Works Dept. ATTN: Scott Fleury, Deputy Public Works Director 20 East Main St Ashland, OR 97520 16 • I. City Response:The City may reject without consideration a proposer's protest after the deadline established for submitting protest. The City shall provide notice to the applicable proposer if it entirely rejects a protest. If the City agrees with the proposer's protest,in whole or in part,the City shall either issue an addendum reflecting its determination or cancel the solicitation. Extension of Closing:If the City receives a written protest from a proposer in accordance with this rule, the City may extend closing if the City determines an extension necessary to consider the protest and to issue addenda, if any,to the solicitation of document. Judicial review of the City's decision relating to a specification protest shall be in accordance with ORS. 2798.405. 6.11 Protest of Contract Award Every proposer who submits a proposal shall be notified of its selection status. Any proposer who claims to have been adversely affected or aggrieved by the selection or any proposer who contends that the provisions of the RFP or any aspect of the procurement process has promoted favoritism in the award of the contract or has substantial diminished competition, must file a written protest to the RFP within seven(7) calendar days after the date of the selection notice. Failure to file a protest will be deemed a waiver of any claim by an offeror that the procurement process violates any provision of ORS Chapter 279A,279B,279C the City of Ashland Local Contract Review Board Rules or the City's procedures for screening and selection of persons to perform personal services. 6.12 Proposal Modification Modifications or erasures made before proposal submission shall be initialed In Ink by the person signing the proposal. Proposals,once submitted, may be modified in writing before the time and date set for proposal closing. Any modification shall be prepared on company letterhead,shall be signed by an authorized representative,and shall state that the new document supersedes or modifies prior proposal submissions and any other prior proposal modifications. Proposal modifications shall be submitted in a sealed envelope clearly marked"Proposal Modification," identifying the RFP number and closing date and time. Proposers may not modify proposals after proposal closing date and time. 6.13 Proposal Withdrawals Proposals maybe withdrawn in writing on company letterhead signed by an authorized representative and received by the Engineering Services Manager prior to the RFP closing time. Proposals may be withdrawn in person before closing time upon presentation of appropriate Identification. 6.14 Proprietary Information The City is subject to the Oregon Public Law(ORS 192.410 to 192.505),which require the City to disclose all records generated or received in the transaction of City business,expect as expressly exempted in ORS 192.501,192.502,or other applicable law. Examples of exemptions that could be relevant include trade secrets(ORS 192.50(2))and computer programs(ORS 192.501(15)). The City will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law,subject to the following p rocedures and limitations. The entire RFP cannot be marked confidential; nor shall any pricing be marked confidential. 17 • All pages containing the records exempt from disclosure shall be marked "confidential"and segregated in the following manner: • It shall be clearly marked in bulk and on each page of the confidential document. • It shall be kept separate from the other RFP documents in a separate envelope or package • • Where the specification conflicts with other formatting and response instruction specifications, this specification shall prevail. • Where such conflict occurs,the Proposer is instructed to respond with the following:"Refer to confidential information enclosed." • This statement shall be inserted in the place where the requested information was to have been placed. Proposers who desire that additional information be treated as confidential must mark those pages as "confidential";cite as a specific statutory basis for the exemption,and the reasons why the public interest would be served by the confidentially. Should a proposal be submitted as described in this section no portion of it can be held as confidential unless that portion is segregated as described in the criteria above. Notwithstanding the above procedures,the City reserves the right to disclose information that the City determines,in its sole discretion, Is not exempt from disclosure or that the City is directed to disclose by the City's Attorney,the District Attorney,or a court of competent jurisdiction. Prior to disclosing such information,the City will notify the Proposer. If the Proposer disagrees with the City's decision,the City may, but is not required to, enter into an agreement not to disclose the information so long as the Proposer bears the entire cost,including reasonable attorney's fees,of any legal action,including any appeals, necessary to defend or support a no-disclosure decision. 6.15 Terms and Conditions Unless an official addendum has modified or reserved the right to negotiate any terms contained in the contract or exhibits thereto,City will not negotiate any term or condition after the protest deadline, • except the statement of work, pricing and calendar with the selected proposer. By proposal submission, • the selected proposer agrees to be bound by the terms and conditions as set forth in this RFP and as they may have been modified or reserved by City for negotiation. Any proposal that is received conditioned upon City's acceptance of any other terms and conditions or rights to negotiate will be rejected. • 6.16 Proposal Opening Unless otherwise provided by Law or Rule,proposals received in response to this Request for Proposals shall be publicly opened at scheduled closing date and time at the Engineering Services Building at 51. Winburn Way,Ashland,Oregon 97520. Proposers who attend the RFP opening shall be informed only of the names of the Proposers submitting proposals: No other information shall be available and no copies of the proposals shall be made. Award decisions will NOT be made at the opening. •r 18 SECTION 7-PROPOSAL FORM Proposals should be prepared and organized in a clear and concise manner,and must include all information required by RFP. Headers,Titles or Tabs should be used to identify required information. Responses to the Evaluation Criteria found in Section 4 shall be organized in the same order listed in that Section,preferably by re-stating the Criteria,then responding below. REQUIRED RESPONSE DOCUMENTS THE FOLLOWING INFORMATION MUST BE RETURNED WITH YOUR RESPONSE: (Place a check in front of the item indicating inclusion in your response) ❑ RESPONSE TO ALL EVALUATION CRITERIA listed in Section 4 ❑ SECTION 8—Proposal Form ❑ Bidder Residency Information ❑ Independent Contractor Certification MWESB INFORMATION City encourages contracting with minority owned,woman owned,and emerging small business (MWESB). The State of Oregon offers a certification process. Indicate below if your business is a MWESB and if so,which categories have been state certified. MWESB certified?Yes_No . If yes, indicate which categories below: Minority Owned Woman Owned Emerging Small Business_ Veteran Owned_ • ACKNOWLEDGMENT OF RECEIPT OF ADDENDA TO PROPOSAL DOCUMENTS: Proposer acknowledges receipt of Addenda and agrees to be bound by their contents. 1 9 Circle each RFP addendum received: 1,2,3,4,5,6,7,8,9,10 Check if not applicable or no addenda were received: PROPOSER INFORMATION: Proposer Company Name Company Address(from which work will be performed) ( Telephone Number Fax Number FEDERAL ID NUMBER gg9g 19 a Person Signing RFP Title Signature: Email Address: • 3G3 20 N 1 . II EXHIBIT A. CONTRACT FORM,COA LIVING WAGE AND W-9 1 1. 1 1 1 1 1 I 21 GOODS&SERVICES AGREEMENT PROVIDER: CITY OF PROVIDER'S CONTACT: ASHLAND 20 East Main Street ADDRESS: Ashland, Oregon 97520 Telephone: 541/488-5587 PHONE: Fax: 541/488-6006 This Goods and Services Agreement(hereinafter"Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and XXXXXXXXXXXXXXXXXX, a domestic business corporation("hereinafter"Provider"), for(give very brief description of goods and services). 1. PROVIDER'S OBLIGATIONS 1.1 Provide more detailed description of goods and services as set forth in the"SUPPORTING DOCUMENTS" attached hereto and, by this reference, incorporated herein. Provider expressly acknowledges that time is of the essence of any completion date set forth in the SUPPORTING DOCUMENTS, and that no waiver or extension of such deadline may be authorized except in the same manner as herein provided for authority to exceed the maximum compensation. The goods and services defined and described in the "SUPPORTING DOCUMENTS" shall hereinafter be collectively referred to as"Work." 1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance of all Work received hereunder, a policy or policies of liability insurance including commercial general liability insurance with a combined single limit,or the equivalent, of not less than$2,000,000(two million dollars)per occurrence for Bodily Injury and Property Damage. 1.2.1 The insurance required in this Article shall include the following coverages: • Comprehensive General or Commercial General Liability, including personal injury, contractual liability,and products/completed operations coverage; and • Automobile Liability. 1.2.2 Each policy of such insurance shall be on an "occurrence" and not a "claims made" form, and shall: • Name as additional insured "the City of Ashland,Oregon,its officers,agents and employees" with respect to claims arising out of the provision of Work under this Agreement; • Apply to each named and additional named insured as though a separate policy had been issued to each,provided that the policy limits shall not be increased thereby; • Apply as primary coverage for each additional named insured except to the extent that two or more such policies are intended to "layer" coverage and, taken together, they provide total coverage from the first dollar of liability; • Provider shall immediately notify the City of any change in insurance coverage • Provider shall supply an endorsement naming the City, its officers, employees and agents as additional insureds by the Effective Date of this Agreement; and • Be evidenced by a certificate or certificates of such insurance approved by the City. 22 1.3 All subject employers working under this Agreement are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126. As evidence of the insurance required by this Agreement, the Provider shall furnish an acceptable insurance certificate prior to commencing any Work under this Agreement. 1.4 Provider agrees that no person shall,on the grounds of race,color,religion,creed,sex,marital status,familial status or domestic partnership,national origin,age,mental or physical disability, sexual orientation,gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Provider. Provider agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Provider agrees not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 1.5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Providers of the Provider's obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws. 2. CITY'S OBLIGATIONS 2.1 City shall pay Provider the sum of$XXXXXX (could be hourly rate or lump sum amount) as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 2.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed the sum of$XXXXX (this is maximum, not to exceed amount of entire Agreement)without express, written approval from the City official whose signature appears below, or such official's successor in office. Provider expressly acknowledges that no other person has authority to order or authorize additional Work which would cause this maximum sum to be exceeded and that any authorization from the responsible official must be in writing. Provider further acknowledges that any Work delivered or expenses incurred without authorization as provided herein is done at Provider's own risk and as a volunteer without expectation of compensation or reimbursement. 3. GENERAL PROVISIONS 3.1 This is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from Provider and is free to procure similar types of goods and services from other providers in its sole discretion. 3.2 Provider is an independent contractor and not an employee or agent of the City for any purpose. 3.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability insurance,paid leave,and retirement. 3.4 This Agreement embodies the full and complete understanding of the parties respecting the subject matter hereof. It supersedes all prior agreements, negotiations, and representations between the parties, whether written or oral. 3.5 This Agreement may be amended only by written instrument executed with the same formalities as this Agreement. 3.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220,279B.230 and 279B.235. 23 • • • 3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate,so as to effectuate this choice of venue. 3.8 Provider shall defend, save, hold harmless and indemnify the City and its officers, employees and agents from and against any and all claims, suits, actions, losses, damages, liabilities, costs, and expenses of any nature resulting from, arising out of, or relating to the activities of Provider or its officers, employees, contractors,or agents under this Agreement. 3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents, or other events beyond the control of the other or the other's officers, employees or agents. 3.10 If any provision of this Agreement is found by a court of competent jurisdiction to be unenforceable, such provision shall not affect the other provisions,but such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the intent of Provider and the City set forth in this Agreement. 4. SUPPORTING DOCUMENTS The following documents are, by this reference, expressly incorporated in this Agreement, and are collectively referred to in this Agreement as the "SUPPORTING DOCUMENTS:" • The City's written XXXXXX(Request for Proposals, etc. dated XXXXX. • The Provider's complete written XXXXXX dated XXXXXX. 5. REMEDIES 5.1 In the event Provider is in default of this Agreement, City may, at its option, pursue any or all of the remedies available to it under this Agreement and at law or in equity, including,but not limited to: 5.1.1 Termination of this Agreement; 5.1.2 Withholding all monies due for the Work that Provider has failed to deliver within any scheduled completion dates or any Work that have been delivered inadequately or defectively; 5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or injunctive relief; 5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent, and City may pursue any remedy or remedies singly,collectively,successively or in any order whatsoever. 5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or for anticipated profits. If previous amounts paid to Provider exceed the amount due, Provider shall pay immediately any excess to City upon written demand provided. 24 • 6. TERM AND TERMINATION 6.1 Term This Agreement shall be effective from the date of execution on behalf of the City as set forth below(the "Effective Date"),and shall continue in full force and effect until XXXXXXXX,unless sooner terminated as provided in Subsection 6.2. 6.2 Termination 6.2.1 The City and Provider may terminate this Agreement by mutual agreement at any time. 6.2.2 The City may, upon not less than thirty (30) days' prior written notice,terminate this Agreement for any reason deemed appropriate in its sole discretion. 6.2.3 Either party may terminate this Agreement, with cause, by not less than fourteen (14) days' prior written notice if the cause is not cured within that fourteen(14)day period after written notice. Such termination is in addition to and not in lieu of any other remedy at law or equity. 7. NOTICE Whenever notice is required or permitted to be given under this Agreement,such notice shall be given in writing to the other party by personal delivery, by sending via a reputable commercial overnight courier, or by mailing using registered or certified United States mail,return receipt requested,postage prepaid,to the address set forth below: If to the City: City of Ashland—XXXXXX Department Attn: XXXXXXXXXXXXXX 20 E. Main Street Ashland, Oregon 97520 Phone: (541)488-XXXX With a copy to: City of Ashland—Legal Department 20 E.Main Street Ashland, OR 97520 Phone: (541)488-5350 If to Provider: Provider's name Attn:XXXX XXXXXXX 8. WAIVER OF BREACH One or more waivers or failures to object by either party to the other's breach of any provision,term,condition, or covenant contained in this Agreement shall not be construed as a waiver of any subsequent breach, whether or not of the same nature. 9. PROVIDER'S COMPLIANCE WITH TAX LAWS 9.1 Provider represents and warrants to the City that: 9.1.1 Provider shall,throughout the term of this Agreement,including any extensions hereof,comply with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; 25 (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider; and (iii) Any rules,regulations,charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.1.2 Provider, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider; and (iii) Any rules,regulations,charter provisions,or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.2 Provider's failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further, any violation of Provider's warranty, as set forth in this Article 9, shall constitute a material breach of this Agreement. Any material breach of this Agreement shall entitle the City to terminate this Agreement and to seek damages and any other relief available under this Agreement,at law, or in equity. IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF ASHLAND: XXXXXXXXXXXXXXXXX(PROVIDER): By: By: City Administrator Signature Printed Name Printed Name Date Title Date Purchase Order No. (W-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: Assistant City Attorney Date 26 CITY OF ASHLAND, OREGON City of Ashland LIVING ALL employers described WAG E below must comply with City of Ashland laws regulating navmant of a living wane_ $15.12 per hour, effective June 30, 2018. �r, The Living Wage is adjusted annually every June 30 by the Consumer Price Index. Employees must be paid a working on a project or portion of employers may add the value of business of their employer, if the health care, retirement,401 K and IRS living wage: employer has ten or more employees, eligible cafeteria plans(including and has received financial assistance childcare) benefits to the amount of ➢ For all hours worked under a service for the project or business from the wages received by the employee. contract between their employer and City of Ashland in excess of the City of Ashland if the contract $20,688.86. ➢ Note: For temporary and part-time exceeds $20,688.86 or more. employees, the Living Wage does not ➢ If their employer is the City of apply to the first 1040 hours worked in ➢ For all hours worked in a month if the Ashland, including the Parks and any calendar year. For more details, employee spends 50%or more of the Recreation Department. please see Ashland Municipal Code employee's time in that month Section 3.12.020. ➢ In calculating the living wage, 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 27 • t • Give Form to the ,c„„ Request for Taxpayer {Rev-Pagust2079t Identification Number and Certification requester.Do not Department u Maio rs Treasury send to the IRS. Name/as shoran ca your Mcrae tax rebanj • Bishesa nema•msrepecoaed entity name,tt gram!acne above 0 O) 0. Checkapprrplate boater federal tax classIncaacn: Exemptions(fees Mrtm:ttratr S ❑faalulauatwaa Ixbpratar ❑ CCaporatrtd ❑SCcrporatl:n ❑ Panne!Etllp ❑Tristan ate lei Exempt pyre cadegt any} u ❑ Limited llacilItyo:mpany.Fmletheteneiassmo:tbrrp.Cearporatun,S-Score ratan,P-pettiarahne Exernpttn O.ormFArCAtgp'atitg c 2 code preny} 5 ; ❑ a` othecpee lmtm:tors . 'n Address punter,arrest,sma apt.or Bulb na.j. Reusster's nemeand edd'esa•pptlmaq 19 a • a• cry,state,and ZP ooze '• Usk accaunt numomp here topeonati IGLU Taxpayer identification Number(TIN) Enter Ivor TIN in the appropriate box_The TIN provided must match the name given on the°Mere"line I social sewrrIty enter i • to amid backup withholding.For individuals.this is your social securifynumber(SSW However.for a resident alien,sole ap rietor,or diarded entity,see the Pert I instructions cm page For eher - -entities,it€s your empyay eridentifcaiimn nrxmbar{EIN).If you do not have a number.see Haw to gala i e TIM on page 3. Note.If the account la in more than one name,see live chart cm pegs 4 for guidelines onvttuoss ____layer Identification number y number to enter. g - i Part II Certification 1 Under penalties of perjury.I oertify that :: I.The number shown en t form is myectrect taxpayer number(or I am warring for a number to be Issued to me).and r t�s 2. I am not stablest to backup withholding becauaa:{a)II am exempt from backup withholding,or(WI have net been notified by the Internal Revenue y Service(IRS)that I an subject to backup withholding as a revolt of a failure to report all interest or dividends,err(cy the IRS has netyfied me that I am a I no tenger subject to backup withholding,and n 3. Ferro a US.citizen es other U.S.person(defined befowj.and 4.The FATCA cedeh$)entered cn this form Ranh indicating That I am exempt from FATCA reporting is correct. Certification Instructions,You must comas out Rent abeam U you have been notified by the ORS that you are currently subject to baclotp withholding because you have fated to report all interest and dividends on your tax return.Fcr real estate transact ions,item 2 does not apply.For mortgage 'I interest paid,acquisition Cr abandonment of secured property,cancellation of debt,contributions to an inctitiiduai retirement arrangement{IRAL,and generally,payments other than interest and dividends.you ate net required to sign the certification,but you must provide your correct DN.See the I instruct-Lima at page 3. Sign slgnatarem i Here Us.parson► oste► General Instructions Wllnntlding taint:earelgnpanme5'meteor seractleatry carrerl[a arcane,and Melon felttemE6 me to Rue Internal P.P�@ftta COdeM1E65 aitra'waenatad- a Catlry MCI EATCAcode(xy mcredmethis Cann Or any}:ardbatng that you are exempt from VSFATCAripateg,is came. Future developments-The IRS bra Greeter!a page on IRS.gav Torlmtlmettrs Notes you are a U.S.pas:nend arequesergaesyoaa lnimnolnWinan Farm about Farm W9,a!LWWfK.gcmvs.Inlx ten about any retire dettiopmets W-9 Co reieuEEtyaurlDN,ywu mustrsethe rego=_rla's Gent_It las:hdartldly i among rem W.0(ran,as3_•ghlatmo enacted erterce release Meal bepretat simiar to this Form YV-9. cnthl'd pew. oelmdtonera MS.parson.Far federal tax parposcu,yva are cons's:sad aU'.S. Purpose of Form persa-trf you Ere: Aperscnwrota required 1aala aitrerattn retumwlt the IRS must obtain your •M hdWl9xal WRDadU.S-tlaa2n at U.S.resident Wee, correct lmpayer Idertterattn ntmber(liN)to report lard aura tan-spelt!to •Aparntrledp,mrparattn,company.oras;cclrlascrtated cr accented It the 1 I yot payments meelo ytu In celtlartemca peymathcard a td thud patty na:work United States cr under the PawsoirueUnited Stales, t I Vaneacnma,real ertatetranse:oils,mortgage interest you pall,rquatron or •An°stmt.pthar than alcrelyIn estate;.or Sff abatdormmt or secured prcaady,canrelattn°Etlitt.Cc commencers you made to an IRA •ACCdaatic inert(as cleared In P.r u'abens sebllan•JP'1.7701-7J. Use Fans W-9 any lryoa area u.s.person gnuuo mg arEGFeantanefj,to Specialmtester partIwrahrps.Partrershts bet con9feta teaser busttvass as µmade yore cerrectTNtothe parson requesting It(Os requestnp amd,vYnei that.•nitedStates are generelyregdred to payawlhnmcing tax tnde:sscltn applicable,to: 1478 an any rereegn partners'stare cc eltectvaty manacled taxable Imconetten stag m 'Fuhtea"In cadewca;s ruse a Fore w4lta3 not CKerereru[a, 1.Carty that EneTINy-U steer/Ina steer/Ina It coven or you Ere wen tea sinew ttarules memo action 1498 require a panne-step to presume that a panne%a to.be Issuegl, tmeemmperson.aid paytssactbn 14svjirea:oldag lax.Therefore.Wyse are a r i 2.certify thatyou erercc arie{Ectta backup wtttmolmmg,cr U.Speain that is a partner In apatbrarnpeornling atr09ecr Seelress Inure t S.Clan exallpllontmin bet pWMnbaing lfyowarea U.S.clang papa. United States.pltlrte Form We to brepocnesrat toestatlah yaw 118.status applicable,}mare aleetaa+tntingtiat as a U.S.ppatacn,ymaralscable Hereof and ware A^Cllan lcSSwlMnel7mg on your stare et paMErglip itl:ame. R1g anypsmnathip Insane hem a V.E.Irene erbualneas is notsw{ect tome 1 I Cat.No.IonstX Farm W-9(Ras a dotal, i 28 i I 1 1 EXHIBIT B. THE ASSOCIATED LOCKSMITHS OF AMERICA TECHNICAL STANDARDS POLICY i rp Ly' �ltrt0�' The Assuc.iutcd Locksmiths of America Technical Stundards Policy ver.2.3,OSi0112lXL 1. Ethics:The locksmith will,at all runes,abide by the Associated I o:knrnilh.;of Atneiiea Code of Ethics. 2, Identification/A a titoriza lion:For nil so vice milers involving physical security,the lollowitlg intot7nitliu:t will be uMuined before pn>viding service. a. Make positive identi lieulitnt of the ordering party. b, tistablisb and izeord the client's basis of authorization for ordering such work, c., Obtain signature on authorizationiwork older wit:.teby signatory assumes full responsibility and liability for oideaing the work specified. d. Retain aecoick for 3 yea's. 3. l'ropru fury Monitoring:T1h2 iechr.iciun will never perform work on eccupicd premise-a without the client or client's autharired agent in nttcrdane:. 4. Disputes:The lechuician will lilt hecuute a purly to di>lmtes of ownership or authority. a.. When an tultlinrixation ttispnle is decr:ietl likely to nri;e, he IL:clinician will pre- advise the low enforcement Icecy in jurisdiction told requcat s unirmn:+d officer to he pane nt, b. The technicie La will not pruvitle service wI:eu there is u dispuiu of ownership hlvolve l without mutter authorization such re a court order,and law enfurceruent presence'. c. Service(Polity Control;'The lecuticial will follow industry and umnulacturershutdurds nnrl ins=random,complete end qualified recombinedinn of cylinders,combination locks and.cuss mnprl systems tor optional sceurity malincnance. IS_ Au hnrizeal Agents:Security information and devices,such ns keys,access cards and codes will he delivered only 10 the!lemon the whom nnlharirnlion km hero determined in the work order.Positive idernifi cation will Iv.obtained for such ngceta. 7. Ito Not Duplicate keys:tltders tot kcys stamped"Do Not Dupli:.tle"or'similar wording will he handled in the same.mannar nc any unrestricted key(sect b) Al.0A ntonthrrs should in fume the consum(r that the use rrr keys stamped"1)0 Not I hiplicaic",or similar wording, is not effectivo roounty,and luncc(that tune us:of such woods is deceptive b,;cause it provitici a Pals:sera:o:sccority. Consumers who desire effective sanrity should puiehese a putented key control system rather than rely on u''I)tr\'01 I)upticine"marking: 'fhls does nr,.apply to keys pruteclvt by law. • 29 8. Assunlpflue of A utbority:For in lividlul,pcnsnnal prnperty nruntcsiricled InckK,keys,01. otierqualit;iing devilie,the pnsr.0...ion ol.t the<11Lllirying device is e1I establisl:es tie: audloilty to order duplientcs or reconthi mite cylind u.s l:perutatl by NI c'h devices,unless the cylinders or syst:.uls air found to be noisier keyed{s e I u)cr nr n restrir rd Type(see 12),err :roles the service le:,Iuliciati suspects SPJ11C wirmetiiI intent.(See 9). I I 9. Wrongful latent:It lhefxeltuiei9u suspects some wrongful intent or ntis:'olncinintittiou.IL or she will refitsc service.and notify the law'enforcement ngeney in jt:riydlutlun. 10.Master Keyed Systems:No alterrip!will be wade lu erigivate e leoy lei'a Master keye4 lock unless pusiiive ownership oldie MARC(key system eon be established,I'urthar,the work ni trit he au'horired III writing by Mc Jluulager u:ti:c master key system.and A LOA positive tli::ies must be fillot'ied. I,Master Key System Integl ity:Xu attempt will be mode to expand day urastu'kcyeal syslc:n with<ril iht ohlainirtit a valid key biiliac array and lot oi'nil key batiugsC-11 elClidf hl uw:.11-this is 1101 pimsihle,the loch skull be keyed Si:D ur a new master key system t.tetionteri. 12,ltestrirtediYalcuted Key Control turd IIigh Scruellt Key System Yntieieei t'raccdnrrs 11w w:ryiciuL laid key duplication of keatr'ictediPL.tenlxl Key C4Illro4 11d High Se:tufty Key Systthn.i will the in accordance with the tnacufaetureI's pulley and will be es:aNIsltec'at the time of purcl-xsc_ 13.keys by Code:Orders for..ryts by code will he halydl s:I 1.1.u:c'urchnee wi;k ALOA's Ynuitive I1)Policy. 14.Key(aids,Digital Key Cortex,Sou ri Key and Other Electronic Access Control Qualifying devices: Pruvedurea fer set w clog na l ptcn'idIne additional card .cnd<saand othergnulityinl;devices swill b: in r.ueuitiuuce with the main fae.nner'c policy and will he established xl the Hine orparch:tsc. 1 there is nu rnan11f21cIu:cr'3 poll:.y then the pmccelut tin Master Keyed Systems(see 10)silt]]Ix:followed. 15.Access Cunt rat System integrity: Customers,hall be adsiseJ that,without n gtlnlityingg d_win:dishibulilirt list(can!,code,smart key etc.j the set:u_c exptinsiva Ulan Access coutml system cannot he guaranteed. Lxparslon of an x < s t en rut iyslum Widnlat a qualilying device disltibuticn list will rot be nodal sea, 16.1.ock-t)ut Services:I icrrer,i envy entry serwi<:e orders wili be processed according to Al()A's Pus iiiea ID Polley as tollo—w's: 30 A11,0M.Positive II)Policy 41.041uc;isi,!IAN are in,b rrslcrl le.)coo IIit:lc'1k L;t pasiliLC rd:•n(i/ieu(on pv(rr.ry•a•brn ronr:ding keys by code or.rc•rrn a. Notify Callen-When a call conics in requesting keys by cede of iNkOlt scrvieco, ask thecallri if1LClslie ht kicciulicatkin raid authority to order Inc key or opent1ie lock. h. Complete Form-When the cns:omec arrives to pick tp cede toys ur upon arrival vi the jab site,the Icehemith should complete.an Ant orbatia1 Irnrm fist vzksin•the name,address,phone number,identification number and property description front the custoiiier. c. Verity ID.Verify the customer's photo-idci'.tifictfon card and compair iris the. • information provided by the customer.If no photo-ID crud is available,ask for some otherrcawn5blc torlu ol'll. ll. Verify Authority- should inquire its lu wh.it audwrily ih.•Cdstalnrl itts to cider the key or open the lock.And request to see any reasonable and appropriate evidence,That cot!d verity the authority. • • e. Ask for:Signature-Ask the CUStarner to star.the Authorization Form,whica should • contain a statement that(a)the itltolruation given by the customer is correct,(b)the • • en:Willer hay the:urihnriry m ardor•t1 c axle kcy or rip:n thin lock;and(u)the • customer shall aide mifv and hold harmless the locksmith against liability. I. Optional Last Resort-It'yoil have any suspicions that the Custcmi t is g ving fittc itllurinaliva to-does not have authority 1.0 Crti.Ct'the aide key or open the lock,say • that you will be happy to provide the m:Mee with a law cirroorcnient officer present. • • lithe customer agices,rail the police;if act,leave and notify the police. g. file the Form-Keep the Authorization form on tilt for a reasonable period oi'tlate, (Minituuin of three yea,) • I?.Senility•Systen,Itrcnrils lltnnngenieut:'Fit'FMK Tegixter.End I Itcei.nacr, • • PrLn Lessinn&TDitting i,ictn.Aulhorlialiun and inventory Re:;L:rll.;,pile Key:;,Access cards • • and tic orherqualifyinv devices and r:I'client in limrnulh>n shall he nicinluined in a secure mid • con fltic,tiiI manor at all limes.Cnrniurler rraster key mil serif key sysi.ems shall he • password pmtcctcd cad'asck up media stored in an npprcp-ia'e I!I.laisrledseriaity • cold lli nor. 18.Safe&Vault Service:Sale combiinting and rocombinating will be performeo in a proter s:ouwl tttanllel'ns Cello WS: a. Re:aiJ u:euulbial;liuu sia he provided to customer with complete operating inscruetions. b. if sale's coattails ale oat trtaoee 1 while technician works on contained,an nuthcrizcd avail lin-client must he pinsunl at till lilacs`. 19.Bowling inaurauce.r The locksmi-h will have neeessxuy hnndin(•rind insuruncc fir the protection of Iliaclionis. r • • 20.Htiturdons Conditions:lltrnv sersicu cnndilionsexist which poxepolamlul ris'.e.r lackuut hucurJ,the client will be notified nod reoo,ILLnendect action piupoted, 21.Codes&Ordinances:Na loch:or 5ccu sty device lit II ho Installed or rrcnmmcndcd for tiny application whkh will vi.,latc ICC.11130,N1rl AA.ADA or any local code or ordinance or • pride a llraal lu Ice Solely. "!t'lire!i•co:m.41:aru(WPrar bet!r.,i,aeg rc:driigw.t_u_c;n,rusr!escx.7rrr rnir.kii o'to<:here!.., uii1! r.uiairirr maul nbavh.rs Mc:hictsirh(ifv:n!my amcirig n14inrcnri,rrt;,u:r.!ln::;u:err:rn y`th.•nnrn 31 • )ortland Showroom 333 NW 16th Ave Portland, OR 97209 Toll' ?iree ' (US & Can) (800) 547-1930 Fax: (800) 758-7654 Local Telephone (503) 243-6500 Fax: (503) 243-6519 )TE ID: 823891 ***QUOTATION *** Page 1 of 1 'o: CHANCE METCALF PO: . CITY OF ASHLAND Job: INVENTORY 51 WINBURN WAY FAX No. : 541-488-6006 ASHLAND, OR 97520 Phone No. : 541-552-2448 USA 1e are pleased to present the following quotation or your consideration. ;hip To: CHANCE METCALF THE SERVICE CENTER rc' 4-e- (( 90 N MOUNTAIN AVE ASH s' 0 )ate : 10/12/18 1: : 56 AM Salesperson No. : 674 Steve Brown fine Qty U/M Description Price Extended 1 EA CREATE DOOR INVENTORY ON SITE 8800 . 00 8800 . 00 2 8 EA OREGON PER DIEM 300 . 00 2400 . 00 3 2 EA SERVICE CALL-BETWEEN 7AM-5PM 535 . 00 1070 . 00 4 1 EA ARCHITECTURAL DESIGN SERVICES 8000 . 00 8000 . 00 Total Amount 20270 . 00 )uotation good for 30 days . 'hank you for this opportunity to quote our products ind we hope we may be of service to you. Sincerely, Steve Brown Chown Hardware Client#:325772 CHOWNINC ACOADTM CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 3/07/2019 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 any rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Bambi Brown USI Insurance Services NW CL1 PHO,NN ),503.295.8312 FAX,No): 610.362.8189 825 NE Multnomah,Suite 1500 ADD^R'Ess, bambi.brown @usi.com Portland,OR 97232 503 224-8390 INSURER(S)AFFORDING COVERAGE NAIL# INSURER A•Hanover American Insurance Company 36064 INSURED INSURER B:Hanover Insurance Company 31534 Chown,Inc. INSURER C:Allmerica Financial Benefit 41840 P O Box 2888 INSURER D Portland,OR 97208 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. LT RR TYPE OF INSURANCE INSR WVD POLICY NUMBER POLICY EFF POLICY EXP LIMITS (MM/DD/YYYY) (MM/DD/YYYI) A X COMMERCIAL GENERAL LIABILITY ZZ2D84467400 - 03/01/2019 03/01/2020 EACH OCCURRENCE $1,000,000 CLAIMS-MADE X OCCUR PREMISES(ERENTED nce) $100,000 MED EXP(Any one person) $10,000 PERSONAL&ADVINJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE _$2,000,000 POLICY JECT -X LOC PRODUCTS-COMP/OP AGG $2,000,000 OTHER: WA Stop Gap $1,000,000 c AUTOMOBILE LIABILITY AW2D84467700 03/01/2019 03/01/2020 CBcidenINED S (EOMa act) INGLE LIMIT $1,000,000 X ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS X AUTOS ONLY X N -OWNED PROPERTY DAMAGE AUTON OS ONLY (Per accident) _ B X UMBRELLA LIAB X OCCUR UH2D84467500 03/01/2019 03/01/2020,EACH OCCURRENCE $5,000 000 EXCESS LIAB CLAIMS-MADE AGGREGATE $5,000,000 DED X RETENTION$O $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) The General Liability policy(per form 421 2916&421 2915) includes a blanket automatic Additional Insured endorsement that provides Additional Insured status to the The City of Ashland and its elected officials, officers and employees,only when there is a written contract that requires such status,and only with regard to work performed on behalf of the named insured. CERTIFICATE HOLDER CANCELLATION City of Ashland SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Attn:Kari Olson ACCORDANCE WITH THE POLICY PROVISIONS. 90 N.Mountain Avenue Ashland,OR 97520 AUTHORIZED REPRESENTATIVE .1 ©1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) 1 of 1 The ACORD name and logo are registered marks of ACORD #S25156725/M25113447 KZMZP • This page has been left blank intentionally. • • • ZZ2D84467400 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. COMMERCIAL GENERAL LIABILITY ENHANCEMENT ENDORSEMENT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SUMMARY OF COVERAGES 1. Additional Insured—Broad Form Vendors Included 2. Aggregate Limit per Location Included 3. Alienated Premises Included 4. Broad Form Named Insured Included 5. Extended Property Damage Included • 6. Incidental Malpractice (Employed nurses, EMT's & paramedics) Included 7. Mobile Equipment Redefined Included 8. Personal Injury—Broad Form Included 9. Product Recall Expense - Product Recall Expense Each Occurrence Limit $25,000 - Product Recall Expense Aggregate Limit $50,000 - Product Recall Deductible $500 10. Property Damage Legal Liability—Broad Form - Fire, Lightning, Explosion, Smoke and Leakage from Fire Protective Systems $1,000,000 Damage Limit This endorsement amends coverages provided under the Commercial General Liability Coverage Part through . new coverages, higher limits and broader coverage grants. 1. Additional Insured—Broad Form Vendors (4) Does not apply if the "bodily injury", The following is added to SECTION II —WHO IS "property damage" or "personal and AN INSURED: advertising injury" is otherwise excluded from coverage under this Coverage Part, Additional Insured—Broad Form Vendors including any endorsements thereto a. Any person or organization that is a vendor c. With respect to insurance afforded to such with whom you agreed in a written contract or vendors, the following additional exclusions written agreement to include as an additional apply: insured under this Coverage Part is an insured, but only with respect to liability for The insurance afforded to the vendor does "bodily injury' or "property damage" arising not apply to: out of"your products"which are distributed or (1) "Bodily injury" or "property damage" for sold in the regular course of the vendor's which the vendor is obligated to pay business. damages by reasons of the assumption b. The insurance afforded to such vendor of liability in a contract or agreement. described above: This exclusion does not apply to liability for damages that the insured would have (1) Only applies to the extent permitted by in the absence of the contract or law; agreement; (2) Will not be broader than the insurance (2) Any express warranty unauthorized by which you are required by the contract or you; agreement to provide for such vendor; • (3) Any physical or chemical change in the (3) Will not be broader than coverage product made intentionally by the vendor; provided to any other insured;and (4) Repackaging, unless unpacked solely for the purpose of inspection, demonstration, 421-2916 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 1 of 6 • L testing, or the substitution of parts under 2. Available under the applicable Limits of instruction from the manufacturer, and Insurance shown in the Declarations; then repackaged in the original container; This endorsement shall not increase the (5) Any failure to make such inspection, applicable Limits of Insurance shown in the adjustments, tests or servicing as the Declarations. vendor has agreed to make or normally 2. Aggregate Limit Per Location undertakes to make in the usual course of business in connection with the sale of a. SECTION III — LIMITS OF INSURANCE, the the product; General Aggregate Limit applies separately (6) Demonstration, installation, servicing or to each of your "locations" owned by or repair operations, except such operations rented to you. performed at the vendor's premises in b. For purpose of this coverage only, the connection with the sale of the product; following is added to SECTION V — DEFINITIONS: (7) Products which, after distribution or sale by you, have been labeled or relabeled "Location" means premises involving the or used as a container, part or ingredient same or connecting lots, or premises whose of any other thing or substance by or for connection is interrupted only by a street, the vendor; roadway, waterway or right-of-way of a rail- (8) "Bodily injury" or "property damage" road. arising out of the sole negligence of the 3. Alienated Premises vendor for its own acts or omissions or , SECTION I — COVERAGES, COVERAGE A — those of its employees or anyone else BODILY INJURY AND PROPERTY DAMAGE acting on its behalf. However, this LIABILITY, Paragraph 2. Exclusions, exclusion does not apply to: subparagraph j.(2) is replaced by the following: (a) The exceptions contained within the (2) Premises you sell, give away or abandon, if exclusion in subparagraphs (4) or (6) the "property damage" arises out of any part above; or of those premises and occurred from hazards (b) Such inspections, adjustments, tests that were known by you, or should have or servicing as the vendor has reasonably been known by you, at the time • agreed to make or normally the property was transferred or abandoned. undertakes to make in the usual 4. Broad Form Named Insured course of business, in connection If you are designated in the Declarations as with the produ ts, distribution or sale of the anything other than an individual, then any organization: • (9) "Bodily injury" or "property damage" , a. Over which you maintained a combined arising out of an "occurrence" that took ownership interest of more than 50% on the place before you have signed the effective date of this policy; contract or agreement with the vendor. b. That is not a partnership, joint venture or (10)To any person or organization included limited liability company; and as an insured by another endorsement issued by us and made part of this c. That is not excluded by any endorsement to Coverage Part. this policy, will qualify as a Named Insured if (11)Any insured person or organization, from there is no other similar insurance available whom you have acquired such products, available that organization, or that would be or any ingredient, available but for exhaustion of its limits. y g part or container, entering into, accompanying or Any such organization will cease to qualify as a containing such products. Named Insured as of the date during the policy d. With respect to the insurance afforded to period when the combined ownership interest of these vendors, the following is added to the Named Insureds in the organization equals or SECTION III—LIMITS OF INSURANCE: falls below 50/o. The most we will pay on behalf of the vendor 5. Extended Property Damage for a covered claim is the lesser of the SECTION I — COVERAGES, COVERAGE A — amount of insurance: BODILY INJURY AND PROPERTY DAMAGE 1. Required by the contract or agreement LIABILITY, Paragraph 2. Exclusions, described in Paragraph a.; or subparagraph a. is replaced by the following: 421-2916 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 2 of 6 • • • a. Expected Or Intended Injury include the unlawful treatment of individuals Bodily injury" or "property damage" expected based upon developmental, physical, or intended from the standpoint of the cognitive, mental, sensory or emotional insured. This exclusion does not apply to impairment or any combination of these. "bodily injury" or"property damage" resulting e. This coverage does not apply if COVERAGE from the use of reasonable force to protect B — PERSONAL AND ADVERTISING persons or property. INJURY LIABILITY is excluded either by the 6. Incidental Malpractice — Employed Nurses, provisions of the Coverage Form or by EMT's and Paramedics endorsement. SECTION II —WHO IS AN INSURED, paragraph 9. Product Recall Expense 2.a.(1)(d) does not apply to a nurse, emergency a. SECTION I — COVERAGES, COVERAGE A medical technician or paramedic employed by — BODILY INJURY AND PROPERTY you if you are not engaged in the business or DAMAGE LIABILITY, Paragraph 2. occupation of providing medical, paramedical, Exclusions, subparagraph n. is replaced by surgical, dental, x-ray or nursing services. the following: 7. Mobile Equipment Redefined n. Recall of Products, Work or Impaired • SECTION V — DEFINITIONS, Definition 12. Property "Mobile Equipment", paragraph f.(1) does no( Damages claimed for any loss, cost or apply to self-propelled vehicles of less than 1,000 expense incurred by you or others for the pounds gross vehicle weight. loss of use, withdrawal, recall, 8. Personal Injury—Broad Form inspection, repair, replacement, adjustment, removal or disposal of: a. SECTION I — COVERAGES, COVERAGE B — PERSONAL AND ADVERTISING INJURY (1) "Your product"; LIABILITY, Paragraph 2. Exclusions, (2) "Your work"; or subparagraph e. is deleted. (3) "Impaired property"; b. SECTION V — DEFINITIONS, Definition 14, if such product, work, or property is "Personal and advertising injury" withdrawn or recalled from the market or subparagraph b. is replaced by the following: from use by any person or organization b. Malicious prosecution or abuse of because of a known or suspected defect, process. deficiency, inadequacy or dangerous c. The following is added to SECTION V — condition in it, but this exclusion does not DEFINITIONS, Definition 14. "Personal and apply to "product recall expenses" that advertising injury": you incur for the "covered recall" of"your product". "Discrimination" (unless insurance thereof is prohibited by law) that results in injury to the However, this exception to the exclusion feelings or reputation of a natural person, but does not apply to "product recall only if such "discrimination" is: expenses"resulting solely from: (1) Not done intentionally by or at the (4) Failure of any products to accomplish direction of: their intended purpose; (a) The insured; (5) Breach of warranties of fitness, (b) Any officer of the corporation, quality, durability or performance; director, stockholder, partner or (6) Loss of customer approval, or any member of the insured;and cost incurred to regain customer - approval; (2) Not directly or indirectly related to an ( )7 Redistribution or replacement "employee", not to the employment, "your product" which has been prospective employment or termination of recalled by like products or any person or persons by an insured. Y P substitutes; d. The following is added to SECTION V — DEFINITIONS: (8) Caprice nce or whim of the insured; "Discrimination" means the unlawful (9) A condition likely to cause loss of treatment of individuals based upon race, which any insured knew or had color, ethnic origin, gender, religion, age, or reason to know at the inception of sexual preference. "Discrimination" does not this insurance; 421-2916 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 3 of 6 • (10)Asbestos, including loss, damage or expenses" to an amount that is less than clean up resulting from asbestos or the Product Recall Expense Each asbestos containing materials; Occurrence Limit, the remaining Product (11)Recall of "your products" that have Recall Expense Aggregate Limit is the no known or suspected defect solely most that will be available for because a known or suspected reimbursement of "product recall defect in another of "your products" expenses" in connection with any other has been found. defect or deficiency. b. The following is added to SECTION II — g. Product Recall Deductible WHO IS AN INSURED, Paragraph 3., We will only pay for the amount of COVERAGE A does not apply to "product "product recall expenses" which are in recall expense" arising out of any withdrawal excess of the $500 Product Recall or recall that occurred before you acquired or Deductible. The Product Recall formed the organization. Deductible applies separately to each "covered recall". The limits of insurance c. For the purposes of this endorsement only, will not be reduced by the amount of this the following is added to SECTION III — deductible. LIMITS OF INSURANCE: We may, or will if required by law, pay all Product Recall Expense Limits of or any part of any deductible amount, if Insurance applicable. Upon notice of our payment a. The Limits of Insurance shown in the of a deductible amount, you shall SUMMARY OF COVERAGES of this promptly reimburse us for the part of the endorsement and rules stated below fix deductible amount we paid. the most we will pay under this Product The Product Recall Expense Limits of Recall Expense Coverage regardless of Insurance apply separately to each the number of: consecutive annual period and to any (1) Insureds: remaining period of less than 12 months, (2) "Covered Recalls" initiated: or starting with the beginning of the policy (3) Number of period shown in the Declarations, unless the ( ) "your products" policy period is extended after issuance for withdrawn. an additional period of less than 12 months. b. The Product Recall Expense Aggregate In that case, the additional period will be Limit is the most we will reimburse you deemed part of the last preceding period for for the sum of all "product recall the purposes of determining the Limits of expenses" incurred for all "covered Insurance. recalls" initiated during the policy period. d. The following is added to SECTION IV — c. The Product Recall Expense Each COMMERCIAL GENERAL LIABILITY Occurrence Limit is the most we will pay CONDITIONS, Paragraph 2. Duties in the in connection with any one defect or Event of Occurrence, Offense, Claim or deficiency. Suit: d. All "product recall expenses" in You must take the following actions in the connection with substantially the same event of an actual or anticipated "covered general harmful condition will be deemed recall" that may result in "product recall to arise out of the same defect or expense": deficiency and considered' one (1) Give us prompt notice of any discovery "occurrence". or notification that"your product' must be e. Any amount reimbursed for "product withdrawn or recalled, including a recall expenses" in connection with any description of "your product" and the one "occurrence" will reduce the amount reason for the withdrawal or recall; and of the Product Recall Expense Aggregate (2) Cease any further release, shipment, Limit available for reimbursement of consignment or any other method of "product recall expenses" in connection distribution of like or similar products until with any other defect or deficiency. it has been determined that all such f. If the Product Recall Expense Aggregate products are free from defects that could Limit has been reduced by be a cause of loss under this insurance. reimbursement of "product recall 421-2916 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 4 of 6 e. The following definitions are added to a. SECTION I — COVERAGES, COVERAGE A SECTION V—DEFINITIONS: — BODILY INJURY AND PROPERTY "Covered recall," means a recall made DAMAGE LIABILITY, the last paragraph necessary because you or a government (after the exclusions) is replaced by the body has determined that a known or following: suspected defect, deficiency, inadequacy, or Exclusions c. through n. do not apply to dangerous condition in "your product" has damage by fire, lightning, explosion, smoke resulted or will result in "bodily injury" or or leakage from fire protective systems to "property damage". premises while rented to you or temporarily "Product recall expense"means: occupied by you with the permission of the owner. A separate limit of insurance applies a. Necessary and reasonable expenses for: to this coverage as described in SECTION III (1) Communications, including radio or —LIMITS OF INSURANCE. television announcements or printed b. SECTION III — LIMITS OF INSURANCE, advertisements including stationery, Paragraph 6. is replaced by the following: envelopes and postage; 6. Subject to Paragraph 5. above, The (2) Shipping the recalled products from Damage to Premises Rented to You any purchaser, distributor or user to Limit is the most we will pay under the place or places designated by COVERAGE A for damages because of you; "property damage" to any one premises (3) Remuneration paid to your'regular from fire, lightning, explosion, smoke and "employees"for necessary overtime; leakage from fire protective systems to (4) Hiring additional persons, other than premises, while rented to you or your regular"employees"; temporarily occupied by you with permission of the owner. (5) Expenses incurred by "employees" including transportation and ac- The Damage to Premises Rented to You commodations; Limit is the higher of: (6) Expenses to rent additional ware- a. $1,000,000; or house or storage space; b. The Damage to Premises Rented to (7) Disposal of "your product", but only You Limit shown in the Declarations. to the extent that specific methods of This limit will apply to all damage caused destruction other than those by the same event, whether such employed for trash discarding or damage results from fire, lightning, disposal are required to avoid "bodily explosion, smoke, leakage from fire injury" or "property damage" as a protective systems or any combination of result of such disposal; any of these. You incur exclusively for the purpose of c. SECTION IV — COMMERCIAL GENERAL recalling "your product"; and LIABILITY CONDITIONS, Paragraph 4. b. Your lost profit resulting from such Other Insurance, subparagraph b. Excess covered recall". Insurance, item (a)(ii) is replaced by the following: f. This Product Recall Expense Coverage does (ii) That is fire, lightning, ex losion, smoke not apply: ( ) P or leakage from fire protective systems (1) If the "products — completed operations insurance for premises rented to you or hazard" is excluded from coverage under temporarily occupied by this Coverage Part including any permission of the owner;or you with endorsement thereto; or d. SECTION V — DEFINITIONS, Definition 9. (2) To "product recall expense" arising out of "Insured contract", Paragraph a. is replaced any of"your products" that are otherwise by the following: excluded from coverage under this Coverage Part including endorsements a. A contract for a lease of premises. thereto.' However, that portion of the contract for a lease of premises that indemnifies any 10. Property Damage Legal Liability — Broad person or organization for damage by Form fire, lightning, explosion, smoke or leakage from fire protective systems to 421-2916 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 5 of 6 • • premises while rented to you or e. This coverage does not apply if Damage to temporarily occupied by you with Premises Rented to You is excluded either - . permission of the owner is not an by the provisions of the Coverage Part or by "insured contract". endorsement. • ALL OTHER TERMS, CONDITIONS,AND EXCLUSIONS REMAIN UNCHANGED. c 421-2916 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 6 of 6 ZZ2D84467400 - 6 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. COMMERCIAL GENERAL LIABILITY BROADENING ENDORSEMENT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SUMMARY OF COVERAGES 1. Additional Insured by Contract,Agreement or Permit Included 2. Additional Insured—Primary and Non-Contributory Included 3. Blanket Waiver of Subrogation Included 4. Bodily Injury Redefined Included 5. Broad Form Property Damage—Borrowed Equipment, Customers Goods& Use of Elevators Included 6. Knowledge of Occurrence Included 7. Liberalization Clause Included 8. Medical Payments—Extended Reporting Period Included 9. Newly Acquired or Formed Organizations-Covered until end of policy period Included 10. Non-owned Watercraft 51 ft. 11. Supplementary Payments Increased Limits - Bail Bonds $2,500 - Loss of Earnings $1000 12. Unintentional Failure to Disclose Hazards Included 13. Unintentional Failure to Notify Included This endorsement amends coverages provided under the Commercial General Liability Coverage Part through new coverages, higher limits and broader coverage grants. 1. Additional Insured by Contract, Agreement or (1) "Your work" for the additional insured(s) Permit designated in the contract, agreement or The following is added to SECTION II — WHO IS permit; AN INSURED: (2) Premises you own, rent, lease or occupy; Additional Insured by Contract, Agreement or or Permit (3) Your maintenance, operation or use of a. Any person or organization with whom you equipment leased to you. agreed in a written contract, written agreement b. The insurance afforded to such additional or permit that such person or organization to insured described above: add an additional insured on your policy is an (1) Only applies to the extent permitted by additional insured only with respect to liability law; and for "bodily injury, "property damage", or "personal and advertising injury" caused, in (2) Will not be broader than the insurance whole or in part, by your acts or omissions, or which you are required by the contract, the acts or omissions of those acting on your agreement or permit to provide for such • behalf, but only with respect to: additional insured. 421-2915 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 1 of 4 (3) Applies on a primary basis if that is advertising injury" involved the rendering required by the written contract, written of or failure to render any professional agreement or permit. services by or for you. (4) Will not be broader than coverage d. With respect to the insurance afforded to provided to any other insured. these additional insureds, the following is (5) Does not apply if the "bodily injury, added to SECTION III — LIMITS OF "property damage" or "personal and INSURANCE: advertising injury" is otherwise excluded The most we will pay on behalf of the from coverage under this Coverage Part, additional insured for a covered claim is the including any endorsements thereto. lesser of the amount of insurance: c. This provision does not apply: 1. Required by the contract, agreement or (1) Unless the written contract or written permit described in Paragraph a.; or agreement was executed or permit was 2. Available under the applicable Limits of issued prior to the "bodily injury", "property Insurance shown in the Declarations. damage", or "personal injury and advertisin in u This endorsement shall not increase the g ry"' applicable Limits of Insurance shown in the (2) To any person or organization included as Declarations. an insured by another endorsement 2. Additional Insured — Primary and Non- issued by us and made part of this Contributory Coverage Part. The following is added to SECTION IV — (3) To any lessor of equipment: COMMERCIAL GENERAL LIABILITY (a) After the equipment lease expires; or CONDITIONS, Paragraph 4. Other insurance: (b) If the "bodily injury", "property Additional Insured — Primary and Non- damage", "personal and advertising Contributory injury' arises out of sole negligence of If you agree in a written contract, written the lessor agreement or permit that the insurance provided to (4) To any: any person or organization included as an (a) Owners or other interests from. whom Additional Insured under SECTION II — WHO IS land has been leased which takes AN INSURED, is primary and non-contributory, place after the lease for the land ex- the following applies: pires;or If other valid and collectible insurance is available • (b) Managers or lessors of premises if: to the Additional Insured for a loss covered under Coverages A or B of this Coverage Part, our (i) The occurrence takes place after obligations are limited as follows: you cease to be a tenant in that premises; or a. Primary Insurance (ii) The "bodily injury", "property This insurance is primary to other insurance damage", "personal injury" or that is available to the Additional Insured "advertising injury" arises out of which covers the structural alterations, new con- Additional Insured as a Named Insured. We struction or demolition operations will not seek contribution from any other performed by or on behalf of the insurance available to the Additional Insured manager or lessor. except: (5) To "bodily injury", "property damage" or (1) For the sole negligence of the Additional "personal and advertising injury arising Insured; out of the rendering of or the failure to (2) When the Additional Insured is an render any professional services. Additional Insured under another primary This exclusion applies even if the claims liability policy; or against any insured allege negligence or (3) when b. below applies. other wrongdoing in the supervision, hiring, employment, training or monitoring If this insurance is primary, our obligations are of others by that insured, if the not affected unless any of the other insurance "occurrence" which caused the "bodily is also primary. Then, we will share with all injury" or"property damage" or the offense that other insurance by the method described which caused the "personal and in c. below. 421-2915 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 2 of 4 •, , • b. Excess Insurance insurer contributes equal amounts until it has (1) This insurance is excess over any of the paid its applicable limit of insurance or none of other insurance, whether primary, excess, the loss remains, whichever comes first. If any contingent or on any other basis: of the other insurance does not permit contribution by equal shares, we will contribute (a) That is Fire, Extended Coverage, by limits. Under this method, each insurers Builder's Risk, Installation Risk or share is based on the ratio of its applicable similar coverage for"your work"; limit of insurance to the total applicable limits (b) That is Fire insurance for premises , of insurance of all insurers rented to the Additional Insured or 3. Blanket Waiver of Subrogation temporarily occupied by the Additional Insured with permission of the owner; The following is added to SECTION IV — COMMERCIAL GENERAL LIABILITY (c) That is insurance purchased by the CONDITIONS, Paragraph 8. Transfer Of Rights Additional Insured to cover the Of Recovery Against Others To Us: Additional Insured's liability as a tenant for "property damage" to We waive any right of recovery we may have premises rented to the Additional against any person or organization with whom you Insured or temporarily occupied by the have a written contract that requires such waiver Additional with permission of the because of payments we make for damage under owner; or this coverage form. The damage must arise out of your activities under a written contract with that (d) If the loss arises out of the person or organization. This waiver applies only to maintenance or use of aircraft, "autos" the extent that subrogation is waived under a or watercraft to the extent not subject written contract executed prior to the "occurrence" to Exclusion g. of SECTION I — or offense giving rise to such payments. COVERAGE A — BODILY INURY AND PROPERTY DAMAGE 4. Bodily Injury Redefined LIABILITY. SECTION V — DEFINITIONS, Definition 3. "bodily (2) When this insurance is excess, we will injury is replaced by the following: have no duty under Coverages A or B to 3. "Bodily injury" means bodily injury, sickness or defend the insured against any"suit" if any disease sustained by a person including death other insurer has a duty to defend the resulting from any of these at any time. "Bodily insured against that "suit". If no other injury" includes mental anguish or other insurer defends, we will undertake to do mental injury resulting from "bodily injury". so, but we will be entitled to the insured's 5. Broad Form Property Damage — Borrowed rights against all those other insurers. Equipment, Customers Goods, Use of (3) When this insurance is excess over other . Elevators Insurance, we will pay only our share of a. SECTION I—COVERAGES, COVERAGE A— the amount of the loss, if any, that BODILIY INJURY AND PROPERTY exceeds the sum of: DAMAGE LIABILITY, Paragraph 2. (a) The total amount that all such other Exclusions subparagraph j. is amended as insurance would pay for the loss in the follows: absence of this insurance; and Paragraph (4) does not apply to "property (b) The total of all deductible and self damage" to borrowed equipment while at a insured amounts under all that other jobsite and not being used to perform insurance. operations. We will share the remaining loss, if any, Paragraphs (3), (4) and (6) do not apply to with any other insurance that is not "property damage"to "customers goods"while described in this Excess Insurance on your premises nor do they apply to the use provision and was not bought specifically of elevators at premises you own, rent, lease to apply in excess of the Limits of or occupy. - Insurance shown in the Declarations of b. The following is added to SECTION V — this Coverage Part. DEFINTIONS: c. Method Of Sharing 24. "Customers goods" means property of If all of the other insurance permits your customer on your premises for the contribution by equal shares,we will follow this purpose of being: method also. Under this approach each 421-2915 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 3 of 4 l a. worked on; or 10. Non-Owned Watercraft b. used in your manufacturing process. SECTION I — COVERAGES, COVERAGE A c. The insurance afforded under this provision is BODILY INJURY AND PROPERTY DAMAGE excess over any other valid and collectible LIABILITY, Paragraph 2. Exclusions, property insurance (including deductible) subparagraph g.(2) is replaced by the following: available to the insured whether primary, g. Aircraft, Auto Or Watercraft excess, contingent (2) A watercraft you do not own that is: 6. Knowledge of Occurrence (a) Less than 51 feet long; and The following is added to SECTION IV — COMMERCIAL GENERAL LIABILITY (b) Not being used to carry persons or CONDITIONS, Paragraph 2. Duties in the Event property for a charge; of Occurrence, Offense, Claim or Suit: This provision applies to any person who, with your consent, either uses or is e. Notice of an "occurrence", offense, claim or responsible for the use of a watercraft. "suit" will be considered knowledge of the insured if reported to an individual named 11. Supplementary Payments Increased Limits insured, partner, executive officer or an SECTION I — SUPPLEMENTARY PAYMENTS "employee" designated by you to give us such COVERAGES A AND B, Paragraphs 1.b. and a notice. 1.d.are replaced by the following: 7. Liberalization Clause 1.b.Up to $2,500 for cost of bail bonds required The following is added to SECTION IV — because of accidents or traffic law violations COMMERCIAL GENERAL LIABILITY arising out of the use of any vehicle to which CONDITIONS: the Bodily Injury Liability Coverage applies. Liberalization Clause We do not have to furnish these bonds. 1.d.All reasonable expenses incurred by the If we adopt any revision that would broaden the insured at our request to assist us in the coverage under this Coverage Form without investigation or defense of the claim or "suit", additional premium, within 45 days prior to or including actual loss of earnings up to$1000 a during the policy period, the broadened coverage day because of time off from work. will immediately apply to this Coverage Part. 12. Unintentional Failure to Disclose Hazards 8. Medical Payments — Extended Reporting Period The following is added to SECTION IV — COMMERCIAL GENERAL LIABILITY a. SECTION I—COVERAGES, COVERAGE C— CONDITIONS, Paragraph 6. Representations: MEDICAL PAYMENTS, Paragraph 1. Insuring Agreement, subparagraph a.(3)(b) We will not disclaim coverage under this Coverage is replaced by the following: Part if you fail to disclose all hazards existing as of the inception date of the policy provided such (b) The expenses are incurred and reported failure is not intentional. to us within three years of the date of the accident; and 13. Unintentional Failure to Notify b. This coverage does not apply if COVERAGE The following is added to SECTION IV — C — MEDICAL PAYMENTS is excluded either COMMERCIAL GENERAL LIABILITY by the provisions of the Coverage Part or by CONDITIONS, Paragraph 2. Duties in the Event endorsement. of Occurrence, Offense, Claim or Suit: 9. Newly Acquired Or Formed Organizations Your rights afforded under this policy shall not be SECTION II — WHO IS AN INSURED, Paragraph prejudiced if you fail to give us notice of an 3.a. is replaced by the following: "occurrence", offense, claim or"suit", solely due to your reasonable and documented belief that the a. Coverage under this provision is afforded until "bodily injury" or"property damage" is not covered the end of the policy period. under this policy. ALL OTHER TERMS, CONDITIONS,AND EXCLUSIONS REMAIN UNCHANGED. 421-2915 06 15 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 4 of 4 AW2D84467700 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BUSINESS AUTO COVERAGE BROADENING ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modified by the endorsement. 1. CANCELLATION EXTENSION d. Any business entity for which you have a financial interest greater Paragraph A. CANCELLATION 2. b.of the than 50% of the voting stock or COMMON POLICY CONDITIONS is otherwise have a controlling replaced with the following: interest after the effective date of b. 60 days before the effective date this policy or that is newly of cancellation if we cancel for acquired or formed by you during any other reason. the term of this policy. SECTION I -COVERED AUTOS The coverage provided by this provision is afforded until 2. EMPLOYEE HIRED "AUTOS" expiration or termination of this Description Of Covered Auto policy,whichever occurs earlier. Designation Symbols; Symbol 8 is replaced by the following: The coverage provided by this provision does not apply to any 8= Hired "Autos"Only - Only those "autos" business entity described in d. you lease, hire, rent or borrow; including above that qualifies as an "autos"your employee hires at your insured under any other direction,for the purpose of conducting your automobile liability policy issued business. This does not include any"auto" to that business entity as a you lease, hire, rent, or borrow from any of named insured or would have your"employees"or partners or members of been an insured except for the their households. exhaustion of the policy limits or the insolvency of the insurer. SECTION II -LIABILITY COVERAGE The coverage provided by this 3. BROADENED NAMED INSURED provision does not apply to "bodily injury" nor"property The following is added to the SECTION II- damage"arising from an LIABILITY COVERAGE, Paragraph 1.Who accident that occurred prior to Is An Insured provision: your acquiring or forming the business entity described in d. above. • Includes copyrighted material of Insurance Services Office, Inc.with its permission. Copyright, Insurance Services Office, Inc., 1996 461-0155 (9-97) • • 4. EMPLOYEES AS INSUREDS SECTION III -PHYSICAL DAMAGE COVERAGE. The following is added to the SECTION II - LIABILITY COVERAGE, Paragraph 1.Who 7. EXPENSE OF RETURNING A STOLEN Is An Insured provision: "AUTO"and SIGN COVERAGE e. Any employee of yours is an The following is added to SECTION III- "insured"while using a covered PHYSICAL DAMAGE.COVERAGE, A.1. "auto"you do not own, hire or COVERAGE: borrow in your business or your • personal affairs. d. Expense Of Returning A Stolen "Auto" 5. SUPPLEMENTARY PAYMENTS We will pay for the expense of The following amends SECTION II - returning a covered "auto"to you. LIABILITY COVERAGE, Paragraph 2. Coverage Extensions provision: e. Sign Coverage Paragraph (2) is replaced by the following: We will pay for loss to signs, (2) Up to$2500 for cost of bail bonds murals, paintings or graphics, (including bonds for related traffic as part of equipment,which are law violations) required because displayed on a covered "auto". of an"accident"we cover. We do not have to furnish these bonds. The most we will pay for"loss"in any one "accident"is the lesser of: Paragraph (4) is replaced by the following: (4) All reasonable expenses incurred 1. The actual cash value of by the"insured"at our request, the property as of the including actual loss of earnings time of the"loss"; or up to$500 a day because of time 2. The cost of repairing or off from work. replacing the damaged or stolen property with other 6. AMENDED FELLOW EMPLOYEE property of like kind and EXCLUSION quality; or 3. $2,000. The following is added to the SECTION II- LIABILITY COVERAGE, B. Exclusions 8. GLASS BREAKAGE DEDUCTIBLE Paragraph 5. Fellow Employee exclusion: The following is added to SECTION III- This exclusion does not apply if the PHYSICAL DAMAGE COVERAGE A. "bodily injury"arises from the use of a COVERAGE paragraph 3. Glass covered "auto"you own or hire. This Breakage- Hitting a Bird or Animal- coverage is excess over any other Falling Objects or Missiles: collectible insurance Any deductible shown in the Declarations as applicable to the Includes copyrighted material of Insurance Services Office, Inc. with its permission. Copyright, Insurance Services Office, Inc., 1996 461-0155 (9-97) covered "auto"will not apply to glass direction, for the purpose of breakage if such glass is repaired, conducting your business,for a rather than replaced. period of 30 days or less, of like kind and use as the "autos"you 9. TRANSPORTATION EXPENSE own, subject to the following: Paragraph 4. Coverage Extension. of The most we will pay for any one SECTION III-PHYSICAL DAMAGE loss is the lesser of the following: COVERAGE,A. COVERAGE is replaced with the following: a. $50,000 per accident, or b. cash value, or 4. Coverage Extension c. the cost of repair, We will pay up to$50 per day to a minus the deductible equal to the maximum of$1500 for temporary lowest deductible applicable to any transportation expense incurred by owned "auto"for that coverage. you because of the total theft of a Any deductible shown in the covered "auto"of the private Declarations does not apply to passenger type. We will pay only "loss"caused by fire or lightning. for those covered "autos"for which Subject to the limit and deductible you carry either Comprehensive or stated above,we will provide Specified Causes of Loss coverage equal to the broadest Coverage. We will pay for coverage provided to any covered temporary transportation expenses "auto"you own, that is applicable to incurred during the period beginning the loss. 24 hours after the theft and ending, regardless of the policy's expiration, If the loss arises from an accident when the covered"auto" is returned for which you are legally liable and to use or we pay for its "loss". the lessor incurs an actual financial loss from that accident,we will 10. HIRED AUTO PHYSICAL DAMAGE cover the lessor's actual financial loss of use of the hired "auto"for a The following is added to SECTION III - period of up to seven consecutive PHYSICAL DAMAGE COVERAGE,A. days from the date of the accident, COVERAGE: subject to a limit of$1,000 per accident. 5. Hired Auto Physical Damage 11. AUDIO,VISUAL AND DATA If hired"autos"are covered "autos" ELECTRONIC EQUIPMENT for Liability Coverage and if Physical COVERAGE Damage Coverage of Comprehensive, Specified Causes The following is added to SECTION III - of Loss, or Collision is provided PHYSICAL DAMAGE COVERAGE,A. under this Coverage Form for any COVERAGE: "auto"you own,then the Physical Damage Coverage(s)provided is 6. Audio, Visual and Data Electronic extended to "autos"you hire without Equipment Coverage a driver or your employee hires, without a driver, at your We will pay for"loss"to any electronic equipment that receives • Includes copyrighted material of Insurance Services Office, Inc.with its permission. Copyright, Insurance Services Office, Inc., 1996 461-0155 (9-97) • or transmits audio, visual or data signals and that is not designed b. Permanently installed solely for the reproduction of sound. in the opening of the dash This coverage applies only if the or console normally used equipment is permanently installed by the manufacturer for the in the covered "auto"at the time of installation of a radio. the "loss"or the equipment is removable from a housing unit With respect to coverage herein,the which is permanently installed in the LIMIT OF INSURANCE provision of covered "auto' at the time of the PHYSICAL DAMAGE COVERAGE "loss", and such equipment is is replaced by the following: designed to be solely operated by use of the power from the"auto's" 1. The most we will pay for all electrical system, in or upon the "loss"to audio,visual or data covered "auto", including its electronic equipment and any antennas and other accessories. accessories used with this However,this does not include equipment as a result of any tapes, records or discs. one"accident" is the lesser of The exclusions that apply to a. The actual cash value of PHYSICAL DAMAGE COVERAGE, the damaged or stolen except for the exclusion relating to property as of the time of Audio, Visual and Data Electronic the"loss"; or Equipment, also apply to coverage b. The cost of repairing or provided herein. In addition,the replacing the damaged or following exclusions apply: stolen property with other property of like kind and We will not pay, under this quality; or coverage, for either any electronic c. $500. equipment or accessories used with such electronic equipment that is: 2. An adjustment for depreciation and physical 1. Necessary for the normal condition will be made in operation of the covered determining actual cash value "auto"or the monitoring of at the time of the "loss". the covered "auto's" operating system; or 3. Deductibles applicable to PHYSICAL DAMAGE 2. Both: COVERAGE, do not apply to this Audio, Visual and Data a. An integral part of the Electronic Equipment same unit housing any Coverage. sound reproducing equipment designed If there is other coverage provided solely for the by this policy for audio, visual and reproduction of sound if the data electronic equipment, the sound reproducing coverage provided herein is equipment is permanently installed in the covered "auto", and Includes copyrighted material of Insurance Services Office, Inc.with its permission. Copyright, Insurance Services Office, Inc., 1996 461-0155 (9-97) • excess. However, you may elect to covered "auto". If"loss" is apply the limit or any portion thereof caused by theft,this of coverage provided herein to pay number of days is added any deductible that is applicable to the number of days it under the provisions of the other takes to locate the covered coverage. "auto" and transport it to a repair shop. 12. RENTAL REIMBURSEMENT and MATERIAL TRANSFER EXPENSE 2. 60 days. . The following is added to SECTION III- Our payment is limited to the lesser PHYSICAL DAMAGE COVERAGE, A. of the following amounts: COVERAGE: 1. Necessary and actual 7. Rental Reimbursement and expenses incurred, Material Transfer Expense including loss of use. This coverage provides only those 2. $3000. Physical Damage Coverages where a premium is shown in the This auto rental expense coverage Declarations. It applies only to a does not apply while there are covered "auto"described or spare or reserve"autos"available to designated to which the Physical you for your operations. Damage Coverages apply. If"loss"results from the total theft of We will pay for auto rental expenses a covered "auto"-of the private and the expenses, incurred by you passenger type,we will pay under • because of"loss"to a covered this coverage only that amount of "auto",to remove and transfer your your rental reimbursement materials and equipment from the expenses which is not already covered "auto" . Payment applies in provided for under the SECTION addition to the otherwise applicable Ili -PHYSICAL DAMAGE amount of each coverage you have , COVERAGE, A.4. Coverage on a covered "auto". No Extension. deductibles apply to this coverage. 13. AIRBAG COVERAGE We will pay only for those auto rental expenses incurred during the The following is added to SECTION III- policy period beginning 24 hours PHYSICAL DAMAGE COVERAGE, B. after the "loss"and ending, Exclusions, paragraph 3. regardless of the policy's expiration, with the lesser of the following The portion of this exclusion relating to number of days: mechanical or electrical breakdown does not apply to the accidental discharge of an 1. The number of days , airbag. This coverage is excess of other reasonably required to collectible insurance or warranty. No repair or replace the deductible applies to this Airbag Coverage. Includes copyrighted material of Insurance Services Office, Inc.with its permission. Copyright, Insurance Services Office, Inc., 1996 461-0155 (9-97) 14. AUTO LOAN PHYSICAL DAMAGE imposed under a lease for excessive use, EXTENSION abnormal wear and tear or high mileage; security deposits not refunded by the lessor; The following is added to SECTION III- cost for extended warranties, Credit Life PHYSICAL DAMAGE COVERAGE, C. Insurance, Health,Accident or Disability Limit Of Insurance provision: Insurance purchased with the loan; and carry over balances from previous leases. When a"loss"results in a total loss to a covered auto you own for which a Loss This coverage applies only to the initial Payee is designated in this policy, the most lease for the covered "auto"which has not we will pay for"loss"in any one "accident" is previously been leased. This coverage is the greater of: excess over all other collectible insurance. 1. The actual cash value of the SECTION IV-CONDITIONS damaged or stolen property as of the time of the"loss'; or 16. DUTIES IN THE EVENT OF ACCIDENT, CLAIM, SUIT OR LOSS 2. The outstanding balance of the initial loan, less any amounts for The following is added to SECTION IV- taxes, overdue payments, overdue BUSINESS AUTO CONDITIONS,A. Loss • payment charges, penalties, Conditions,2. Duties In The Event Of interest, any charges for early Accident, Claim, Suit Or Loss: termination of the loan, costs for Credit Life Insurance, Health, d. Knowledge of any"accident", Accident or Disability Insurance claim, "suit"or"loss"will be purchased with the loan, and deemed knowledge by you when carry-over balances from previous notice of such"accident", loans. claim, "suit"or"loss" has been received by: 15. AUTO LEASE PHYSICAL DAMAGE EXTENSION (1) You, if you are an individual; (2) Any partner or insurance The following is added to SECTION III - manager if you are a PHYSICAL DAMAGE COVERAGE, C. partnership; or Limit Of Insurance provision: (3) An executive officer or insurance manager if you are If, because of damage, destruction or theft a corporation. of a covered "auto",which is a long-term leased "auto",the lease agreement between 17. BLANKET WAIVER OF you and the lessor is terminated, "we"will SUBROGATION pay the difference between the amount paid under paragraph C. LIMIT OF INSURANCE Paragraph 5.Transfer Of Rights Of 1. or 2. and the amount due at the time of Recovery Against Others To Us, "loss" under the terms of the lease SECTION IV-BUSINESS AUTO agreement applicable to the leased "auto" CONDITIONS,A. Loss Conditions is which you are required to pay: less any fees replaced by the following: to dispose of the auto; any overdue payments;financial penalties Includes copyrighted material of Insurance Services Office, Inc.with its permission. Copyright, Insurance Services Office, Inc., 1996 461-0155 (9-97) 5. Transfer Of Rights Of Recovery 19. HIRED AUTO—WORLDWIDE Against Others To Us COVERAGE If any person or organization to or The following is added to SECTION IV- for whom we make payment under Business Auto Conditions, B. General this Coverage Form has rights to Conditions, paragraph 7. Policy Period, recover damages from another, Coverage Territory provision: • which have not been waived through the execution of an "insured e. Outside the coverage territory contract",written agreement, or described in a., b., c., and d. permit, prior to the "accident"or above for an "accident"or"loss" "loss"giving rise to the payment, resulting from the use of a those rights to recover damages covered "auto"you hire,without a from another are transferred to us. driver, or your employee hires That person or organization must do without a driver, at your direction, everything necessary to secure our for the purpose of conducting your rights and must do nothing after the business,for a period of 30 days. "accident" or"loss" to impair them. or less, provided the suit is brought within The United States 18. UNINTENTIONAL FAILURE TO of America or its territories or DISCLOSE INFORMATION possessions. The following is added to SECTION IV SECTION V-DEFINITIONS BUSINESS AUTO CONDITIONS. B. General Conditions, paragraph 2. 20. MENTAL ANGUISH Concealment, Misrepresentation Or Fraud: Paragraph C. "Bodily injury", SECTION V- DEFINITIONS is replaced by the following: Your unintentional error in disclosing, or failure to disclose, any material fact C. "Bodily injury" means bodily injury, existing after the effective date of this sickness or disease sustained by a Coverage Form shall not prejudice your person including death or mental rights under this Coverage Form. anguish resulting from any of these. However,this provision does not affect our right to collect additional premium or exercise our right of cancellation or nonrenewal. Includes copyrighted material of Insurance Services Office, inc.with its P ermission. Copyright, Insurance Services Office, Inc., 1996 461-0155 (9-97) This page has been left blank intentionally. AW2D84467700 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED - PRIMARY AND NON-CONTRIBUTORY This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM A. The following is added to SECTION II — LIABILITY COVERAGE, Paragraph A.1. Who Is If you agree in a written contract, written An Insured: agreement or written permit that the insurance Additional Insured if Required by Contract provided to a person or organization who qualifies If you agree in a written contract, written as an additional "insured" under SECTION II — agreement or written permit that a person or LIABILITY COVERAGE, Paragraph A.1. Who Is organization be added as an additional "insured" An Insured, subparagraph Additional Insured if under this Coverage Part, such person or Required by Contract is primary and non organization is an "insured"; but only to the extent contributory, the following applies: that such person or organization qualifies as an The liability coverage provided by this Coverage "insured" under paragraph A.1.c. of this Section. Part is primary to any other insurance available to If you agree in a written contract, written the additional "insured" as a Named Insured. We agreement or written permit that a person or will not seek contribution from any other insurance organization be added as an additional "insured" available to the additional "insured"except: under this Coverage Part, the most we will pay on (1) For the sole negligence of the additional behalf of such additional "insured" is the lesser of: "insured"; or (1) The Limits of Insurance for liability coverage (2) For negligence arising out of the ownership, specified in the written contract, written maintenance or use of any "auto" not owned agreement or written permit; or by the additional "insured" or by you, unless (2) The Limits of Insurance for Liability Coverage that "auto" is a "trailer" connected to an "auto" shown in the Declarations applicable to this owned by the additional "insured"or by you; or Coverage Part. (3) When the additional "insured" is also an Such amount shall be part of and not in addition to additional "insured" under another liability the Limits of Insurance shown in the Declarations policy. applicable to this Coverage Part. Regardless of C. This endorsement will apply only if the "accident" the number of covered "autos", "insureds", occurs: premiums paid, claims made or vehicles involved 1. During the policy period; in the "accident", the most we will pay for the total of all damages and "covered pollution cost or 2. Subsequent to the execution of the written expense" combined resulting from any one contract or written agreement or the issuance "accident" is the Limit of Insurance for Liability of the written permit; and Coverage shown in the Declarations. 3. Prior to the expiration of the period of time that B. The following is added to SECTION IV — the written contract, written agreement or BUSINESS AUTO CONDITIONS, Paragraph B. written permit requires such insurance to be General Conditions, subparagraph 5. Other provided to the additional "insured". Insurance: D. Coverage provided to an additional "insured" will Primary and Non-Contributory not be broader than coverage provided to any other"insured" under this Coverage Part. ALL OTHER TERMS, CONDITIONS,AND EXCLUSIONS REMAIN UNCHANGED. Page 1 of 1 461-0478 12 12 Includes copyrighted material of ISO Insurance Services Office,Inc.,with its permission ■ This page has been left blank intentionally. • • • 1 USD INSURANCE SERVICES CERTIFICATE RETURN MAIL PROCESSING PO BOX 629035 EL DORADO HILLS CA 95762-9035 • • CITY OF ASHLAND ATTN KARI OLSON 90 N MOUNTAIN AVENUE ASHLAND OR 97520 • • • • www.saif.com Oregon Workers' Compensation Work. Certificate of Insurance sail Life. Oregon. Certificate holder: CITY OF ASHLAND 20 EAST MAIN STREET ASHLAND, OR 97520 The policy of insurance listed below has been issued to the insured named below for the policy period indicated.The insurance afforded by this policy is subject to all the terms, exclusions and conditions of such policy; this policy is subject to change or cancellation at any time. Insured Producer/contact Xen 1 Inc USI Northwest 7401 SW Washo Ct Ste 200 Chris Brisbee Tualatin, Or 97062-8343 503.224.8390 chris.brisbee @usi.com Issued 11/30/2018 Limits of liability Policy 949996 Bodily Injury by Accident $1,000,000 each accident Period 01/01/2018 to 01/01/2019 Bodily Injury by Disease $1,000,000 each employee Body Injury by Disease $1,000,000 policy limit Description of operations/locations/special items For all employees of Chown Hardware, SAIF Policy#950928 Important This certificate is issued as a matter of information only and confers no rights to the certificate holder.This certificate does not amend, extend or alter the coverage afforded by the policies above.This certificate does not constitute a contract between the issuing insurer, authorized representative or producer and the certificate holder. Authorized representative r v Kerry Barnett President and CEO 400 High Street SE Salem,OR 97312 P:800.285.8525 F:503.584.9812 Policy_O LCA_C e rt ificateOf I n su rance Purchase Order fritiat Fiscal Year 2019 Page: 1 of: 1 •B City of Ashland . '��"� ,3 1 l _ n`FjDAR LATTN: Accounts Payable Purchase 20 E. Main 20190286 L Ashland, OR 97520 Order* �J (J T Phone: 541/552-2010 - O Email: payable @ashland.or.us V H CIO Public Works Department E CHOWN SECURITY I 51 Winburn Way N PO BOX 2888 p Ashland, OR 97520 O PORTLAND, OR 97208 Phone: 541/488-5347 R T Fax: 541/488-6006 I.i el r+n£�-.a'. hi Aael-r'` -- _6_..3 e_pjg j1:. 800 547-1930 Paula Brown it ��5 S1ai11iiiEia.i�1a e-T, - € 11 tatia 1b —meta 11/16/2018 182 FOB ASHLAND OR Ci Accounts Pa able Key & Lock Replacement Project 1 Comprehensive Key and Lock replacement program-PHASE 1 1 $20,270.0000 $20,270.00 Approved by Council 11/05/2018 Services Agreement Completion date: 03/01/2019 Project Account: E-201816-999 2 Processed change order 05/22/2019 1 $167,499.0000 $167,499.00 Comprehensive Key and Lock replacement program- PHASE 2 Approved by Council 05/07/2019 Goods & Services Agreement Completion date: 07/31/2019 Project Account: E-201816-999 ......**"**...GL SUMMARY............... • • 030022-704200 $187,769.00 • • I , =y: Date: Ayt orized Signature • a 1 $187 769.00 f . 4. ? ljt2L�y4 I - pwp'-per ' I '— ` R t xR ( C I T Y O F FORM #3 A request for a Purchase Order % ,� � -- SHLAND REQUISITION uz, kn.ax-- ' Date of request: 04/29/2019 Vendor Name Chown Hardware Address,City,State,Zip 333 NW 16th Avenue Portland,OR 97209 Contact Name Steve Brown tg o ( 7 Q .S A Telephone Number 503-243-6500 Email address SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Invitation to Bid ❑ Emergency ❑ Reason for exemption:- Date approved by Council: ❑ Form#13,Written findings and Authorization ❑ AMC 2.50 _(Attach copy of council communication) ❑ Written quote or proposal attached El Written quote or proposal attached (If council approval required,attach copy of CC) ❑ Small Procurement ❑ Re'uest for Pro'osal Cooperative Procurement Not exceeding$5,000 Date appro -. .' 'ouncil:11/05/18$05/07/19 0 State of Oregon ❑ Direct Award w en . counci • mu. -tion) A• rapt"; ❑ Verbal. ritten quote(s)or proposal(s) quest for Qualifications(Public'' 3' 1 1;r: er vvashington Intermediate Procurement a approved by Council: _are }Et 0'•ntract# GOODS&SERVICES (Attach copy of council c,� /' r o 1 G/ ether government agency contract Greater than$5,000 and less than$100,000---n Sole Source /r Agency ❑ (3)Written quotes and solicitation attached ❑Applicable Form(#5,6,7 or; slit' C PERSONAL SERVICES U 'F m Interggt4 r ntal Agreement ❑Written quote or proposal a .ch m Greater than$5,000 and less than$75,000 ❑ Form#4, Personal Services> P/�K'� :WV/ ❑Direct appointment not to exceed$35,000 (T"�/�t ig-'d Anal - t to City does not exceed$25,000. ❑(3)Written proposals/written solicitation ❑ Special Procurement Y (¢=r, p approved by Legal and approved/signed by ❑Form#4,Personal Services>$5K&<$75K ❑ Form#9,RequeslforApproval •r.ministrator.AMC 2.50.070(4) ❑ Written quote or proposal attached Date approved by Council: • Annual cost to City exceeds$25,000,Council . Valid until: (Date) I approval required.(Attach copy of council communication) Description of SERVICES Total Cost I Comprehensive Key,and Lock replacement progra -p ase 2 $ 167,499.00 Item ft Quantity Unit D-script's) 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 201816 _ _ _ Account Number 030022 - 704200 $ 167,499.00 Project Number _ _ _ Account Number - $ , _,_ _ _ Project Number -_ _ _ Account Number - $ , _ _,_ _ _. IT Director in collaboration with department to approve all hardware and software purchases: By signing this requisition form,I certify that e City's public contracting requirements have been satisfied. IT Director Date Support-Yes/No • Employee: WIiA, II AL. . - ,$ ,II ,.lam Department Head: t......:-.41 5 • 7.0/ ' � � �.reaterth ,000 Department Manager/Supervisor: City Administrator. ,- — .�� S -! 2 • (Equal to or gre• erth n .25,011) Funds appropriated for current fiscal year (VAS/ NO <I'1\ Finagr," Director-(Equal to or greater than$5,000) Date Comments: Form V3 i3-Requisition Council Business Meeting November 5, 2018 Agenda Item Lock and Key Replacement Program From Scott Fleury P.E. I Deputy Public Works Director Contact Scott.fleurvCa?ashland.or.us; 541-552-2412 SUMMARY Before the Council is a goods and services contract with Chown Hardware for the design and implementation of a complete lock and key replacement program for the City's facilities. Staff has developed a phased approach for the project that was advertised as a Request for Proposal (RFP). Phase one work consists of the design of a lock and key hierarchy system for all City facilities and associated equipment costing. Phase two will include the actual equipment purchase and lock installation labor. Phase two will come before the Council as a separate action at a future date for approval. - POLICIES,PLANS & GOALS SUPPORTED • City Council: 21. be proactive in using best practices in infrastructure management and modernization Department Goals: • Deliver timely life cycle capital improvement projects • Evaluate all city infrastructure regarding planning management and financial resources PREVIOUS COUNCIL ACTION The City Council and Budget Committee previously approved a budget amount of$180,000 within the biennial budget for the City wide Lock and Key Replacement program. BACKGROUND AND ADDITIONAL INFORMATION As part of the biennial budget process Public Works/Facilities recommended a project to develop a comprehensive lock and key replacement program. Over the years a hodgepodge of locks has been inserted into City facilities with no formal tracking program to determine keys assigned to individual employees. Often times after an employee leaves the City, keys would be"handed down" or turned into a supervisor, but there is no formal tracking program for this transition and there could be numerous keys to all City facilities in the hands of people no longer working for the City. The program is structured in two phases with the first phase including the design of a lock and key hierarchy for all City facilities that account for secure ingress/egress and access control. The second phase builds upon the selection of a lock and key hierarchy and includes the purchase in installation of new locks and the management of keys for employees. In order to solicit locksmith services, Public Works Staff created a RFP. The RFP was formally advertised on the Oregon Procurement Information Network (ORPIN) on August 7, 2018, with responses due by September 4, 2018. On September 26, 2018, the City of Ashland completed the review process for selection of a locksmith services Proposals were submitted by Chown Hardware and Superior Lock and Safe. Proposals were graded by Michael Page I of 2 CITY OF ASHLAND • Morrison, Public Works Superintendent, Chance Metcalf, Project Manager, Wes Hoadley, Fleet and Facilities Supervisor and Steve Burkhalter, Engineering Technician III. The results of the scoring are as follows: CONSULTANT TOTAL SCORE RANK.. Chown Hardware 341 1 Superior Lock and Safe 272 , 2 After scoring was completed, the two locksmith companies were informed of the City's intent to begin scope and fee negotiations with Chown Hardware. Through several formal discussions, a final scope and fee was agreed upon in concept by the City and Chown Hardware for phase one. The scope and fee is part of attachment#1, Goods and Services Contract. Staff expects to complete the phase one effort within three months after notice to proceed. FISCAL IMPACTS Phase one of the contract with Chown Hardware is a not to exceed amount of$20,270 and budgeted within the current biennial budget. Phase two will be presented before Council at a date to be determined upon completion of Phase one. Soft costs will be associated with City staff performing project management duties throughout and additional soft costs will be associated with implementation phase. STAFF RECOMMENDATION Staff recommends approval of the phase one contract with Chown Hardware. ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to approve a goods and services contract with Chown Hardware for a not to exceed amount of$20,270 REFERENCES &ATTACHMENTS Attachment 1: Goods and Services Contract-Chown Hardware Page 2 of 2 CITY OF ASHLAND Council Business Meeting May 7, 2019 Agenda Item Approval of a Contract for Phase 2 of the Lock and Key Replacement Program From Scott Fleury P.E. Deputy Public Works Director Chance Metcalf Project Manager Contact scott.fleury ,a (ashland.or.us 541-552-2412 chance.metcalf(a,ashland.or.us 541-552-2448 SUMMARY Before the Council is a goods and services contract with Chown Hardware in the amount of$167,499 for Phase Two of the Comprehensive Lock and Key Replacement Program for the City's facilities. The contract includes the physical lock and key equipment purchases along with site specific installation. The project was originally solicited through a Request for Proposal (RFP) as a two-phased project. The Phase One scope consisted of the design of a lock and key hierarchy system for all City facilities and associated equipment costing. Phase Two is the actual equipment purchase and installation of the lock hardware. POLICIES, PLANS & GOALS SUPPORTED City Council Goals (applicable to this project): Goal 1: Develop current and long-term budgetary resilience - Continue to improve the budget process: transparency, rigor, innovation, community involvement, and collaboration - Evaluate revenue streams Goal 2: Analyze City departments/programs to gain efficiencies,reduce costs and improve services - Implement a cost recovery plan and analysis for each department that coincides with the annual review of fees and charges and revenues - Evaluate and communicate street program timelines and funding security Maintain Essential Services Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources PREVIOUS COUNCIL ACTION The City Council previously approved a budget amount of$180,000 within the current 2017-19 biennial budget for the Lock&Key Replacement program. The City Council previously approved a contract with Chown Hardware for$20,270 for Phase One of the Lock and Key Replacement program at the November 5, 2018 Business Meeting. BACKGROUND AND ADDITIONAL INFORMATION During the biennial budget process Public Works/Facilities recommended a project to develop a comprehensive lock and key replacement program. Over the years a hodgepodge of locks has been inserted into City facilities with no formal tracking program to determine keys assigned to individual employees. Often, after an employee leaves the City, keys are"handed down" or turned over to a supervisor, but there is no formal tracking program Page 1 of 2 • CITY OF ASHLAND ti for this transition. As such, there may be numerous keys to all City facilities in the hands of people no longer working for the City. The program for comprehensive replacement of locks and keys is structured in two phases. The first phase includes the design of a lock and key hierarchy for all City facilities,and the expansion of the existing electronic key-card lock system. The second phase builds upon the selection of a lock and key hierarchy and includes the purchase and installation of new mechanical and electronic locks and the management of keys for employees. An important deliverable of Phase One was an estimate of costs for mechanical lock replacement and electronic lock expansion. Phase One has been completed on time and under budget. Prior to engaging in contract negotiations for Phase Two, staff realized that the cost to expand the electronic lock system could exceed the budget for the project. To assist with development of the Phase Two scope of work, staff developed a priority list of facilities slated for electronic lock improvements. Due to budget constraints, certain facilities had to be removed from the electronic lock expansion plan, including North Mountain Shop, Service Center, Grove, Water Treatment Plant gate, and Wastewater Treatment Plant gate. Because electronic locks are a significant factor for ensuring secure ingress/egress and access control, the buildings that were removed from the Phase Two scope will be retrofitted with electronic locks as a separate project in the next budget cycle. FISCAL IMPACTS Funds in the amount of$180,000 were allocated within the insurance fund for the lock and key program. Phase One has been completed at $18,025 leaving roughly $162,000 to complete Phase Two. Phase Two of the contract with Chown Hardware is in the amount of$167,499. Soft costs will include staff project management and coordination along with facilities staff labor during the hardware installation phase, which is expected to last approximately one (1)week for the keyed lock changeover. STAFF RECOMMENDATION Staff recommends approval of the Phase Two contract with Chown Hardware to ensure security of City facilities. ACTIONS, OPTIONS & POTENTIAL MOTIONS 1. I move to approve a goods and services contract with Chown Hardware in the amount of$167,499 for Phase Two of the lock and key replacement program. 2. I recommend Council direct staff to make changes in [...specify areas...] and come back with a different proposal. 3. I recommend disapproval of this contract. REFERENCES &ATTACHMENTS Attachment 1: Goods and Services Contract-Chown Hardware Attachment 2: Phase Two Itemized Cost Breakdown Sheet Page2of2 CITY OF ASHLAND