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HomeMy WebLinkAbout2019-173 20200073 Full Circle Ral Estate LLC • PERSONAL SERVICES AGREEMENT ($35,000.00 or less) L;, s CONSULTANT: Full Circle Real Estate, LLC a�° PRIMARY CONTACT: Eric Poole Broker/Owner y+' Poole, City of Ashland Parks and Recreation ADDRESS: 240 East Main Street 340 S. Pioneer Street Ashland, OR 97520 Ashland, Oregon 97520 Telephone: 541/488-5340 TELEPHONE: (541)482-6868 Fax: 541/488-5314 This Personal Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Full Circle Real Estate, LLC, a domestic limited liability company ("hereinafter "Consultant"), for representation in the negotiations for the sale and purchase of real property for park purposes. NOW THEREFORE,in consideration of the mutual covenants contained herein,the City and Consultant hereby agree as follows: 1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City, as set forth below(the "Effective Date"), and unless sooner terminated as specifically provided herein, shall terminate on June 30, 2020. 2. Scope of Work: Consultant will provide negotiations for the sale and purchase of real property for park purposes as more fully set forth in the Consultant's Proposal dated April 9, 2019, which is attached hereto as "Exhibit A"and incorporated herein by this reference. Consultant's services are collectively referred to herein as the "Work." 3. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall be construed to be mutually complementary and supplementary wherever possible. In the event of a conflict which cannot be so resolved,the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. 4. All Costs Borne by Consultant: Consultant shall, at its own risk,perform the Work described above and,unless otherwise specified in this Agreement, furnish all labor, equipment, and materials required for the proper performance of such Work. 5. Qualified Work: Consultant has represented, and by entering into this Agreement now represents, that all personnel assigned to the Work to be performed under this Agreement are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Page 1 of 5: Personal Services Agreement with Full Circle Real Estate,LLC City shall pay Consultant the sum of$100 (one hundred dollars) per hour as 6. Compensation: y p y ( ) p compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of $20,000.00 (twenty thousand United States dollars) without the express, written approval from the City official whose signature appears below, or such official's successor in office. Payments shall be made within thirty(30) days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted as of the date of termination. 7. Ownership of Work/Documents: All Work, work product, or other documents produced in furtherance of this Agreement belong to the City, and any copyright,patent, trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned to the City. 8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220, 279B.230 and 279B.235. 9. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold City, its officers, employees, and agents harmless from any and all losses, claims, actions, costs, expenses,judgments, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this Agreement by Consultant(including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform Work or services attendant to this Agreement). However, Consultant shall not be held responsible for any losses, claims, actions, costs,judgments, or other damages, caused solely by the gross negligence of City. 10. Termination: a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. b. City's Convenience. This Agreement may be terminated by City at any time upon not less than thirty (30) days' prior written notice delivered by certified mail or in person. c. For Cause. City may terminate or modify this Agreement, in whole or in part, effective upon delivery of written notice to Consultant, or at such later.date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or Page 2 of 5: Personal Services Agreement with Full Circle Real Estate,LLC • iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. • i. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to • the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen(15) days of the date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this Agreement. City, by written notice to Consultant of default or breach, may at any time terminate the whole or any part of this Agreement if Consultant fails to provide the Work called for by this Agreement within the time specified herein or within any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City YP purpose. for any u P 12. Assignment: Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. 13. Default. The Consultant shall be in default of this Agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation under the Agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under, this Agreement. 14. Insurance. Consultant shall, at its own expense, maintain the following insurance: a. Workers' Compensation. Consultant shall obtain and maintain Workers' Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon Workers' Compensation coverage for its subject workers, unless such employers are exempt under ORS 656.126. If exempt under ORS 656.126, Consultant shall certify such exemption in writing to the City. b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars)per occurrence. This is to cover any damages caused by error, omission or negligent acts related to the Work to be provided under this Agreement. I c. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence for Bodily Injury, Death, and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 (one million dollars) for each accident for Bodily Injury and Property Damage, including coverage for owned,hired or non-owned vehicles, as applicable. Page 3 of 5: Personal Services Agreement with Full Circle Real Estate,LLC 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 thirty (30) days' prior written notice from the Consultant or its insurer(s)to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation, required herein, but only with respect to Consultant's services to be provided under this Agreement. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Agreement, • the Consultant shall furnish acceptable insurance certificates and endorsements prior to commencing the Work under this Agreement. 15. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 16. Consultant's Compliance With Tax Laws: 16.1 Consultant represents and warrants to the City that: 16.1.1 Consultant shall, throughout the term of this Agreement, including any extensions hereof, comply with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 16.1.2 Consultant, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 17. Governing Law; Jurisdiction: This Agreement shall be governed and construed in accordance with 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. Page 4 of 5: Personal Services Agreement with Full Circle Real Estate,LLC 18. Amendments. This Agreement may be amended only by written instrument executed by both parties with the same formalities as this Agreement. 19. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE UNDERSTANDING BETWEEN THE PARTIES. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, EITHER ORAL OR WRITTEN,NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 20. Certification. Consultant shall execute the certification attached hereto as "Exhibit B"and incorporated herein by this reference. 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: FULL CIRCLE ' • STATE,LLC � GI (CONS ANT). , By: 1 Signature By: ikee, A` . Matti- Sir e I II Printed Name ZR/c o t ����. �J Printed Name � Title O Wfl e r Title 1/ 1412a Date 7, /1. 19 Date (W-9 is to be submitted with this signed Agreement) Purchase Order No. ;:--O / AP p V ED AS:11C�ORM hland Asst.City Attorney DBtel Page 5 of 5: Personal Services Agreement with Full Circle Real Estate,LLC EXHIBIT "A" PAGE 1 OF 1 (FULL GIRL, Real Estate April 9, 2019 Dear Michael, Full Circle Real Estate would like to submit a proposal to continue to work with the City of Ashland in the quest for acquiring additional land for the parks in Ashland. Over the years, we feel we have built a good rapport with the City employees, members of the Park Commission and various property owners. We would enjoy to continue this relationship and feel like the mission has gained momentum and will be a benefit to the City and community. We have met with various property owners, facilitated Commercial Appraisers for bids and appraisals, and helped with the acquisition of several properties. In regard to compensation, we would continue to work at a rate of$100/hour. At this rate, the City will receive a "team" approach, which will remain consistent regardless to the fact often we will have two people working simultaneously, which adds to the value to the City. If two members of Full Circle attend a meeting for an hour, the City will only be charged one billable hour. As stated in past proposals, Full Circle Real Estate will not ask for a percentage of the purchase price or closing costs of any sort. We feel we are a good fit for this position. I feel very strongly about more park space in Ashland. I am on the Board of the Southern Oregon Land Conservancy, and I have many business and social network connections that share a passion for recreational endeavors. Please let us know if you have any questions and thank you again for considering Full Circle Real Estate for this contract. We Ipok forward to hearing from you. Kindest Regards, • Eric Poole Principal Broker/Owner so,Za FSC 541-482-6868 office • 541-482-6881 fax Recycled 240 E.Main Street,Ashland,OR 97520 a• .u.f.unu.vi info @fullcirclereal.com •www.fullcirclereal.com • OREGON SECRETARY OF STATE HOME ' . ® Corporation Division i nit ./ business information center kils!??k,,n_?sue ! - 'oregon tiusrness_guide:il� • referral list business registry/renewal forms/fees _ notary puttllc _ - uniform commercial code _uniform commercial code search _ documents & data services Business Name Search 06-26-2019 New Search Printer Friendly. Business Entity Data 12:01 Entity Entity Registry Next Renewal Registry Nbr Type Status Jurisdiction Date Renewal Due? Date 696483-93 DLLC ACT OREGON 06-22-2010 06-22-2020 Entity Name FULL CIRCLE REAL ESTATE, LLC Foreign Name New Search Printer Friendly. Associated Names Type PPB PRINCIPAL PLACE OF BUSINESS ,Addr 1 240 E MAIN ST Addr 2 CSZ ASHLAND 1OR 97520 Country UNITED STATES OF AMERICA Please click here for general information about registered agents and service of process. Type AGTREGISTERED AGENT Start Date 06-22- Resign Date 2010 Name ERIC POOLE Addr1 240E MAIN ST Addr 2 CSZ ASHLAND OR 97520 Country UNITED STATES OF AMERICA Type MAL MAILING ADDRESS Addr P 240E MAIN ST Addr 2 - CSZ ASHLAND OR 97520 Country UNITED STATES OF AMERICA Type IMEM MEMBER I Resign Date Name MARK IPHILHOWER Addr I. 240E MAIN ST Addr 2 CSZ 'ASHLAND IOR 197520 Country 'UNITED STATES OF AMERICA CITY OF ASHLAND , OREGON EXHIBIT B City of Ashland LIVING ALL employers described WAG E below must comply with City of Ashland laws regulating ea ment of a livin• wa.e. $14.42 per hour effective June 30, 2015 IV v b Increases annually every June 30 y the 1 Consumer Price Index) Employees must be paid a portion of business of their 401 K and IRS eligible living wage: employer, if the employer has cafeteria plans (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by assistance for the project or the employee. ➢ For all hours worked under a business from the City of service contract between their Ashland in excess of ➢ Note: "Employee"does not employer and the City of $20,142.20. include temporary or part-time Ashland if the contract employees hired for less than exceeds $20,142.20 or more. ➢ If their employer is the City of 1040 hours in any twelve- Ashland including the Parks month period. For more ➢ For all hours worked in a and Recreation Department. details on applicability of this month if the employee spends policy, please see Ashland 50% or more of the ➢ In calculating the living wage, Municipal Code Section employee's time in that month employers may add the value 3.12.020. working on a project or of health care, retirement, For additional information: Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www,ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF �5 H LAN D Contract for Personal Services, Revised 06/02/2015, Page 5 of 5 ACORO DATE(MMIDD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 11/12/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Jon Snowden NAME: StateFarm Jon Snowden Insurance Agency,Inc. PHONE (541)482-2461 FAX 541 482-4957 (A/C.No.EXth WC,No): ( ) 420 Bridge St E-MAIL ADDRESS: lon @jonsnowden.com 00 Ashland,OR 97520 INSURER(S)AFFORDING COVERAGE NAIL# INSURER A: State Farm Fire and Casualty Company 25143 INSURED INSURER B Full Circle Real Estate,LLC INSURER C 240 E Main St INSURER D Ashland,OR 97520 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR INSD WVD POLICY NUMBER IMDDrYYYY) (MM/OD/YYYYI COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 DAMAGE RENTED CLAIMS-MADE X OCCUR PREMISES O(So occurrence) $ 500,000 MED EXP(Any one person) $ 5,000 L Y 97-GA-5094-1 04/03/2018 04/03/2019 PERSONAL 8 ADV INJURY $ GE 'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 4,000,000 XPOLICY JECT PRO LOC PRODUCTS-COMP/OP AGG $ 4,000,000 OTHER, $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ (Ea accident) ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY (Per accident) UMBRELLA LIAB _ OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y I N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE I I 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 I LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached If more space is required) First Location: 240 E Main Street Ashland,OR 97520 Second Location:208 Oak Street Ste 111 Ashland,OR 97520 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS. Its Elected Officials,Officers and Employees AUTHORIZED REPRESENTATIVE 20 E Main St Ashland OR 97520 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD 1001486 132849.12 03-16-2016 APurchase Order F.o,as .....s ,:.:.1 Fiscal Year 2020 Page: 1 of: 1 =7k -_! I it I t 1 r: ! i -41.5 -- is==- 4,1 _ B Ashland Parks Commission I ATTN: Accounts Payable Purchase L AshlandalOR 97520 Order# 20200073 T Phone: 541/552-2010 O Email: payable @ashland.or.us I 1 V S C/O Parks Department E FULL CIRCLE REAL ESTATE LLC H Admin Office N 240 EAST MAIN STREET P 340 South Pioneer D ASHLAND, OR 97520 Ashland, OR 97520 OR T Phone: 541/488-5340 1 O Fax: 541/488-5314 541 482-6868 Michael Black 08/01/2019 1634 FOB ASHLAND.OR Parks Accounts Pa able Realtor Services 1 On-call realtor services to include representation of sales 1 $20,000.0000 $20,000.00 purchase and negotiations of real property specific to park open space and potential park properties. Personal Services Agreement Completion date: 06/30/2020 Project Account: $20,000.00 ..... * ... GL SUMMARY*******«******* 123000-604100 $20,000.00 By 1,tk ArkyiL = -- -�6 Authorized Signature P! -fiQf�a1=5- _= $20,000.00 FORM #3 "7"/ Kit' CITY OF ' ASHLAND REQUISITION Y � L Date of request: 07/15/2019 Vendor Name Full Circle Reality Address,City,State,Zip 240 E.Main Street Contact Name Eric Poole Telephone Number 541-482-6868 Email address ericp(a,fullcirclerel.com SOURCING METHOD 0 Exempt from Competitive Bidding ❑ Emergency ❑ Invitation by Co Form#13,Written findings and Authorization D Reason for exemption:ORS 279A.025(Fl Date approved by Council: ❑ g ❑ AMC 2.50 2.50.090(A) _(Attach copy of council communication) 0 Written quote or proposal attached 0 Written quote or proposal attached _(If council approval required,attach copy of CC) ❑ Small Procurement ❑ Request for Proposal Cooperative Procurement Not exceeding$5,000 Date approved by Council: ❑ State of Oregon ❑ Direct Award (Attach copy of council communication) Contract# ❑ Verbal/Written quote(s)or proposal(s) 0 Request for Qualifications(Public Works) ❑ State of Washington Intermediate Procurement Date approved by Council: Contract# GOODS&SERVICES (Attach copy of council communication) ❑ Other government agency contract Greater than$5,000 and less than$100,000 ❑ Sole Source Agency El (3)Written quotes and solicitation attached ❑Applicable Form(#5,6,7 or 8) Contract# PERSONAL SERVICES Intergovernmental Agreement ❑Written quote or proposal attached Form Greater than$5,000 and less than$75,000 ❑ Form#4, Personal Services>$5K&<$75K Agency ❑Direct appointment not to exceed$35,000 ❑Annual cost to City does not exceed$25,000. ❑ Special Procurement Agreement approved by Legal and approved/signed b ❑(3)Written proposals/written solicitation g pp y g by ❑Form#4,Personal Services>$5K&<$75K ❑ Form#9,Request for Approval City Administrator.AMC 2.50.070(4) ❑ Written quote or proposal attached Date approved by Council: [II cost to City exceeds$25,000,Council Valid until: (Date) approval required.(Attach copy of council communication) Description of SERVICES Total Cost Representation of sales,purchase and negotiations of real property specific to park open space and potential park properties. 20,000.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost per hour Services © 100.00 fl Per attached quotelproposal TOTAL COST Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. 20 000 Project Number - Account Number 12300 - 604100 20 0 0 0 0 0 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 the City's public contracting requirements have been satisfied. IT Director Date Support Yes/No Employee:L� _ ' Department Head: (Equal to or greater than$5,000) Department Manager/Supervisor: City Administrator: �^ (Equal to or greater than$25,000) Funds appropriated for current fiscal year: !.E.5 / NO e ` '°`ii 6 K/ -11f- 0 tC `/)fFinance Director-(Equal to or greater than$5,000) Dale Comments: //�� Form#3-Requisition Legal Department Review DOCUMENT TRANSMITTAL AND CONTROL This form will accompany the document through the drafting, review,and signature processes,and will be kept with the City's final executed copy of the document. Required fields are indicated in gray scale. Document: Personal Services Agreement(less than$35,000)with Full Circle Real Estate (Include names of parties to the document) Type of Document: Contract B Lease ❑ Easement ❑ Deed ❑ IGA ❑ Other(Specifi�) Dept Contact: Tara Kiewel ACTION REQUESTED: Dept:,Parks Phone: Ext 2257 ❑ Review Draft Date submitted to Legal: June 19,2019 ❑ Approve final and forward to: Draft due by: ASAP (Unless indicated,Legal will return document to you) Return Requested by: Complete this section ONLY the first time this form is filled out: Has this document been previously worked on by the Legal Dept Staff? ❑ No ❑ Yes If yes, by whom? First Date Received by Legal Date: -/ B : LEGAL DEPT y g la - / 9 � y / .2 USE ONLY Returned to Dept. for Revision Date: By: Received for additional review by Legal Date: By: Returned to Dept. for Revision Date: By: Received for additional review by Legal Date: By: Returned to Dept. for Revision Date: By: Received for Additional Review by Legal Date: By: Returned to Dept for Revision Date: _By: Final Logged out by Legal Date: 6 Z-6- / I By: R' Comments from LEGAL to DEPARTMENT: Comments from DEPARTMENT to LEGAL: ❑ See Attached. Exempt from Public Contracting Code-ORS 279A.025(2)(f) . Ai 74 rfri_ a � ,.4( 2°/ 7. Return original executed document to C' Des this document need to be recorded? Recorder for safekeeping? ❑ No Yes [ No ❑ Yes CITY ADM ISTRATOR/DEPARTMENT HEAD Please do not sign the attached document until this for een the Legal Dept below: FINAL LEGAL DEPARTMENT APPROVAL: ,Ieci_by - Date: 6- _26,--f? • CITY OF FORM #4 ASHLAND DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to $75,000 To: Kelly Madding,City Administrator From: Michael Black Date: 7/15/2019 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less than $75,000, the Department Head shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the P t3' P P services required under the proposed contract. Background The intent is to hire Full Circle Reality for professional real estate assistance as needed during the acquisition and sale of property. The estimated cost and amount budgeted is $100 per hour up to $20,000 per contract. This contract will not entitle the Realtor to seek further compensation as in a customary percentage of scale. The timeline of the intended contract will be from 7/1/2019 through 6/30/2020 A statement of work will be determined upon occurrence as needed. Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of City personnel to perform the services, and that the City does not have the personnel and resources to perform the services required under the proposed contract? The City does not have a Realtor on staff to provide professional services. • Requested by: _ ' I Date: � /5/ 20/ At 5 partrne H'a• Approved by: �� - Date: 7 i c/7/ Kelly Madding,City A. inistrator Comments: Form#4-Department Head Determinations to Procure Personal Services, Page 1 of 1, 7/15/2019