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HomeMy WebLinkAbout2019-196 20190120 Valley Web Printing PERSONAL SERVICES AGREEMENT ($25,000.00 or less) ASy<�y CONSULTANT: Valley Web Printing Inc. CONSULTANT'S CONTACT: Todd Reichenbach - RECR SR ADDRESS: 1299 Stowe Avenue, Medford, OR 97501 City of Ashland Ashland Parks and Recreation 340 S Pioneer Street TELEPHONE: 541-772-7039/FAX: 541-772-1279 Ashland,Oregon 97520 Telephone: 541-488-5340 EMAIL: toddr @valleywebprinting.com 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 Valley Web Printing Inc. ("hereinafter "Consultant"), for printing, mailing and delivery of three seasonal recreation guides for Ashland Parks & Recreation Commission (APRC) for FY 18-19, a period spanning July 1, 2018, through June 30, 2019. Guides will include Fall 2018, Winter/Spring 2019 and Summer 2019. NOW THEREFORE, in consideration of the mutual covenants contained herein,the City and Consultant hereby agree as follows: 1. Effective Date and Term: 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 in Section 11, shall terminate upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore, but not later than June 30, 2019. 2. Scope of Work: Consultant shall provide printing, mailing and delivery services for three seasonal recreation guides as outlined in the quote provided hereto as "Exhibit A"and incorporated herein by this reference. Consultant's services are collectively referred to herein as the "Work." 3. Compensation: City shall pay Consultant the sum of$7,788.27 as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of$7,788.27 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. 4. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall be construed to be mutually complimentary and supplementary wherever possible. In the event of a conflict between this Agreement and the supporting documents which cannot be resolved, the provisions of this Agreement shall control over any conflicting provisions in any of the exhibits or other supporting documents. Page 1 of 6: Personal Services Agreement with Valley Web Printing Inc. 5. All Costs Borne By Consultant: Consultant shall, at its own risk and expense, perform the Work described above and,unless otherwise specified in this Agreement, furnish all labor, equipment, and materials required for the proper performance of such Work. 6. Qualifications: 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. 7. Ownership of Work/Documents: All Work product or documents produced in furtherance of this Agreement belong to the City, and any copyright,patent,trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned to the City. 8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220, 279B.230 and 279B.235. 9. Living Wage Requirements: If the amount of this Agreement is $20,688.86 or more, Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in that chapter,to all employees performing Work under this Agreement and to any Subcontractor who performs 50%or more of the Work under this Agreement. Consultant is also required to post the notice attached hereto as "Exhibit B"predominantly in areas where it will be seen by all employees. 10. Indemnification: Consultant 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 or arising out of, or relating to the performance of any Work pursuant to this Agreement by Consultant(including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform Work or services under this Agreement). However, Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs,judgments, or other damages, caused solely by the negligence of City. 11. Termination: a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. b. City's Convenience. This Agreement may be terminated by City at any time upon not less than 30 days' prior written notice delivered by certified mail or in person. c. For Cause. City may terminate or modify this Agreement, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or Page 2 of 6: Personal Services Agreement with Valley Web Printing Inc. iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen(15) days of the date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this Agreement. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this Agreement if Consultant fails to provide services called for by this Agreement within the time specified herein or within any extension thereof. iii. The rights and remedies of City provided in this subsection(d)are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. e. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant to subsections a,b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination(regardless whether such notice is given pursuant to Subsection a,b, c, or d of this section, Consultant shall immediately cease all activities under this Agreement,unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all Agreement documents, information,works-in-progress and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 12. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. 13. Assignment: Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract of the Work shall not create any contractual relation between the assignee or subcontractor and City. 14. Default. The Consultant shall be in default of this Agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation under the Agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under,this Agreement. Page 3 of 6: Personal Services Agreement with Valley Web Printing Inc. 15. Insurance. Consultant shall, at its own expense, maintain the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017,which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 (one million dollars)per occurrence. This is to cover any damages caused by error, omission or negligent acts related to the professional services to be provided under this Agreement. c. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars)per occurrence for Bodily Injury, Death, and Property Damage. d. Automobile 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. e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' prior written notice from the Consultant or its insurer(s)to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, Oregon, and its elected officials, officers, and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation, required herein, but only with respect to Consultant's services to be provided under this Agreement. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates prior to commencing the Work under this Agreement. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies;trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions, and/or self-insurance. 16. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, color,religion, creed, sex,marital status, familial status or domestic partnership, national origin, age,mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes,rules and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 17. Consultant's Compliance With Tax Laws: 17.1 Consultant represents and warrants to the City that: 17.1.1 Consultant shall,throughout the term of this Agreement, including any extensions hereof, comply with: (i)All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. Page 4 of 6: Personal Services Agreement with Valley Web Printing Inc. • 17.1.2 Consultant, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any Y of the foregoing tax laws or provisions. 18. Governing Law; Jurisdiction; Venue: This Agreement shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City and the Consultant that arises from or relates to this Agreement shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however,the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by its signature hereon of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 19. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE UNDERSTANDING AND AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN,NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 20. Force Majeure. 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. 21. Amendments. This Agreement may be amended only by written instrument executed by both parties with the same formalities as this Agreement. 22. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement attributable to Work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion,to continue to make payments under this Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Page 5 of 6: Personal Services Agreement with Valley Web Printing Inc. 23. Certification. Consultant shall execute the certification attached hereto as"Exhibit C"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. THE CITY OF ASHLAND, OREGON: CONSULTANT: Signature Signature /H l G1/P4 4 • 'Na c 4-- Y r l L. l i Gh Printed Name Printed Name GI atrY (91)1X ' Title Title 7 !10 !8 67_ l � . i� Date Date ( (W-9 is to be submitted with this signed Agreement) Page 6 of 6: Personal Services Agreement with Valley Web Printing Inc. EXHIBIT C CERTIFICATIONS/REPRESENTATIONS: Consultant, by and through its authorized representative, under penalty of perjury, certifies that(a)the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and(b) Consultant is not subject to backup withholding because: (i) it is exempt from backup withholding, or(ii) it has not been notified by the Internal Revenue Service (IRS)that it is subject to backup withholding as a result of a failure to report all interest or dividends, or(iii)the IRS has notified it that it is no longer subject to backup withholding. Consultant further represents and warrants to City that: (a) it has the power and authority to enter into this Agreement and perform the Work, (b)the Agreement, when executed and delivered, shall be a valid and binding obligation of Consultant enforceable in accordance with its terms, (c)the work under the Agreement shall be performed in accordance with the highest professional standards, and (d) Consultant is qualified, professionally competent, and duly licensed(if applicable)to perform the Work. Consultant also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent contractor as defined in the Agreement, it is authorized to do business in the State of Oregon, and Consultant has checked four or more of the following criteria that apply to its business. (1) Consultant carries out the work or services at a location separate from a private residence or is in a specific portion of a private residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5)Labor or services are performed for two or more different persons within a period of one year. (6) Consultant assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission(professional liability) insurance or liability insurance relating to the Work or services to be provided. AA—) Consultant's signature d-Z.t3 . t6 Date CITY OF ASHLAND, OREGON City of Ashland LIVING ALL employers described WAG E below must comply with City of Ashland laws regulating •a ment of a livin• wa•e. $15.12 per hour, effective June 30, 2018. The Living Wage is adjusted annually every Mr June 30 by the Consumer Price Index. Employees must be paid a portion of business of their 401K 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: For temporary and employer and the City of $21,127.46. part-time employees, the Ashland if the contract Living Wage does not apply exceeds$21,127.46 or more. ➢ If their employer is the City of to the first 1040 hours worked Ashland, including the Parks in any calendar year. For ➢ For all hours worked in a and Recreation Department. more details, please see month if the employee spends Ashland Municipal Code 50%or more of the ➢ In calculating the living wage, Section 3.12.020. employee's time in that month employers may add the value working on a project or of health care, retirement, 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 . T be seen by all employees. --y?XS 1—I I_A 1V D saifcorporat ion Carrier No: 20001 Information Page Policy No: 480224 Employer Identification No: 93-0709499 NCCI Risk ID No: 360787540 Item 1. The Insured: Entity Type: WENDTCO WEB PRINTING INCORPORATED CORPORATION Mailing address: WENDTCO WEB PRINTING INCORPORATED DBA:VALLEY WEB PRINTING 1299 STOWE AVE MEDFORD,OR 97501-6612 Other workplaces not shown above: WENDTCO WEB PRINTING INCORPORATED 1299 STOWE AVE, MEDFORD,OR 97501-6612 VALLEY WEB PRINTING I Item 2. The policy period is from 04-01-2018, 12:01 A.M.to 04-01-2019, 12:01 A.M. at the insured's mailing address Item 3. A. Workers Compensation Insurance: Part One of the policy applies to the Workers Compensation Law of the states listed here: OREGON B. Employers Liability Insurance: Part Two of the policy applies to work in each state listed in item 3.A. The limits of our liability under Part Two are: Bodily Injury by Accident $500,000 each accident Bodily Injury by Disease $500,000 each employee Bodily Injury by Disease $500,000 policy limit C. Other States Insurance: Part Three of the policy applies to the states, if any, listed here: NONE D. This policy includes these endorsements and schedules: WC360601 E Oregon Cancellation Endorsement WC000421 D Catastrophe(other than Certified Acts of Terrorism) Premium End WC000422B Terrorism Risk Insurance Prog Reauthorization Act Disclosure End WC000414 Notification of Change in Ownership Endorsement WC000406A Premium Discount Endorsement WC360406 Premium Due Date Endorsement WC990309C SAIFPIus Endorsement WC990602 Subject Officer Payroll Requirement-Corporation WC000424 Audit Noncompliance Charge Endorsement WC360304 Oregon Amendatory Endorsement WC990616 Confidentiality Endorsement Item 4. The premium for this policy will be determined by our Manuals of Rules, Classifications, Rates and Rating Plans. The experience rating modification factor and other rating plan factors, if any, may change on your rating effective date of 04-01-2019.All information required below is subject to verification and change by audit. 1 R ® DATE(MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 06/12/2018 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 POUCIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: CLIENT CONTACT CENTER FEDERATED MUTUAL INSURANCE COMPANY PHONE HOME OFFICE: P.O. BOX 328 (A/C,No,Ext):888-333-4949 FAX No):507-446-4664 OWATONNA, MN 55060 E-MAIL CLIENTCONTACTCENTER(a�FEDINS.COM INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:FEDERATED MUTUAL INSURANCE COMPANY 13935 INSURED 344-174-8 INSURER B: WENDTCO WEB PRINTING INCORPORATED,VALLEY WEB PRINTING INSURER C: 1299 STOWE AVE MEDFORD,OR 97501-6612 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:7 REVISION NUMBER:0 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 NUMBER POLICY EFF POLICY EXP LIMITS LTR INSR WVD (MMIDD)YYYYI IMMIDDIYYYY) X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $1,000,000 DAMAGE TO RENTD CLAIMS-MADE X OCCUR PREMISES Ea occurrence) $100'000 MED EXP(My one person) EXCLUDED A Y Y 9820268 07/31/2018 07/31/2019 PERSONAL&ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 H X POLICY PRO- LOC PRODUCTS-COMP/OP AGO $2,000,000 JECT X PRO- OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $1,000,000 (Ea accident) X ANY AUTO BODILY INJURY(Per person) - OWNED AUTOS ONLY SCHEDULED A _AUTOS N N 9820268 07/31/2018 07/31/2019 BODILY INJURY(Per accident) HIRED AUTOS ONLY NON-OWNED PROPERTY DAMAGE _AUTOS ONLY (Per accident) X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $2,000,000 A EXCESS LIAB CLAIMS-MADE N N 9820269 07/31/2018 07/31/2019 AGGREGATE $2,000,000 DED RETENTION WORKERS COMPENSATION PER STATUTE ER AND EMPLOYERS'LIABILITY Y/N ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT OFFICER/MEMBER EXCLUDED? N I A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE It yes,describe under E.L DISEASE-POLICY LIMIT DESCRIPTION OF OPERATIONS below DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CITY OF ASHLAND, ITS OFFICERS AND EMPLOYEES ARE NAMED ADDITIONAL INSURED AS PER WRITTEN CONTRACT. WAIVER OF SUBROGATION IS PROVIDED IN FAVOR OF THE CERTIFICATE HOLDER. THE GENERAL LIABILITY COVERAGE CONTAINS A WAIVER OF SUBROGATION IN FAVOR OF THE CERTIFICATEHOLDER SUBJECT TO THE CONDITIONS OF THE WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US ENDORSEMENT. CERTIFICATE HOLDER CANCELLATION 344-174-8 7 0 CITY OF ASHLAND SHOULD ANY OF THE ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE 20 E MAIN ST THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ASHLAND,OR 97520-1814 ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE 4144,014,6J 6 gtAA. © 1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD saifcorporation Carrier No: 20001 Information Page Policy No: 480224 Employer Identification No: 93-0709499 NCCI Risk ID No: 360787540 Item 1. The Insured: Entity Type: WENDTCO WEB PRINTING INCORPORATED CORPORATION Mailing address: WENDTCO WEB PRINTING INCORPORATED DBA: VALLEY WEB PRINTING 1299 STOWE AVE MEDFORD, OR 97501-6612 Other workplaces not shown above: WENDTCO WEB PRINTING INCORPORATED 1299 STOWE AVE, MEDFORD, OR 97501-6612 VALLEY WEB PRINTING Item 2. The policy period is from 04-01-2018, 12:01 A.M.to 04-01-2019, 12:01 A.M. at the insured's mailing address Item 3. A. Workers Compensation Insurance: Part One of the policy applies to the Workers Compensation Law of the states listed here: OREGON B. Employers Liability Insurance: Part Two of the policy applies to work in each state listed in item 3.A. The limits of our liability under Part Two are: Bodily Injury by Accident $500,000 each accident Bodily Injury by Disease $500,000 each employee Bodily Injury by Disease $500,000 policy limit C. Other States Insurance: Part Three of the policy applies to the states, if any, listed here: NONE D. This policy includes these endorsements and schedules: WC360601 E Oregon Cancellation Endorsement WC000421 D Catastrophe(other than Certified Acts of Terrorism) Premium End WC000422B Terrorism Risk Insurance Prog Reauthorization Act Disclosure End WC000414 Notification of Change in Ownership Endorsement WC000406A Premium Discount Endorsement WC360406 Premium Due Date Endorsement WC990309C SAIFPIus Endorsement WC990602 Subject Officer Payroll Requirement-Corporation WC000424 Audit Noncompliance Charge Endorsement WC360304 Oregon Amendatory Endorsement WC990616 Confidentiality Endorsement Item 4. The premium for this policy will be determined by our Manuals of Rules, Classifications, Rates and Rating Plans. The experience rating modification factor and other rating plan factors, if any, may change on your rating effective date of 04-01-2019. All information required below is subject to verification and change by audit. , •f i rA City 20 E of Ashland St. BUSINESS REGISTRATION Main Ashland, OR 97520 Expiration Date rail1 06/30/2019 Business Account ID This is a registration only.It is the sole responsibility of the applicant to ensure compliance 022181 with all applicable federal,state,and local laws,ordinances,or regulations.Renewal fees will automatically apply each year on July 1 unless the City is notified that you are no longer doing Business Location business in Ashland. 1299 STOWE AV WENDTCO WEB PRINTING MEDFORD, OR 97501 VALLEY WEB PRINTING 1299 STOWE AV MEDFORD, OR 97501 2019 POST IN A CONSPICUOUS PLACE NON-TRANSFERABLE • Kariann Olson From: Susan Dyssegard Sent: Friday, July 27, 2018 12:33 PM To: Kariann Olson Subject: Valley Web estimates-completed Here they are, Kari.Thank you. Susan Dyssegard, Executive Assistant Ashland Parks and Recreation Commission 340 S. Pioneer Street Ashland, OR 97520 Tel: 541-552-2256 Fax: 541-488-5314 Email: susan.dyssegard @ashland.or.us From:Todd [mailto:toddr @valleywebprinting.com] Sent:Tuesday,July 03, 2018 3:25 PM To:Susan Dyssegard<susan.dyssegard @ashland.or.us> Subject: RE: Invitation to bid for APRC: 2018-2019 PlayGuides Sounds good. Happy 4th. From:Susan Dyssegard <susan.dvssegard@ashland.or.us> Sent:Tuesday,July 03, 2018 3:23 PM To:Todd <toddr @vallevwebprinting.com> Cc: Dorinda Cottle<dorinda.cottle@ashland.or.us> Subject: RE: Invitation to bid for APRC: 2018-2019 PlayGuides Hi Todd—we've had a delay with regard to reviewing the two bids received, but everyone should be back from vacations the week of July 9.We'll be in touch that week with the results of the bid process. Thanks again for submitting a bid, Susan/ Dorinda From:Todd [mailto:toddrPvallevwebprinting.com] Sent: Friday,June 22, 2018 3:10 PM To:Susan Dyssegard <susan.dvssegard @ashland.or.us>; Dorinda Cottle<dorinda.cottle@ashland.or.us> Cc: Kevin<kevin @vallevwebprinting.com>; Daniel<daniel@vallevwebprinting.com> Subject: FW: Invitation to bid for APRC: 2018-2019 PlayGuides Thank you for the opportunity to bid. First 3 are the print estimates, last 3 are the mail estimates. If not noted in estimate notes, details refer to the RFQ pdf APRC Playguide ITB for 2018-2019. Thanks Ladies. -Todd 1 Valley Web Printing Inc. 1299 Stowe Ave. Ashland Parks and Recreation Medford,OR 97501 Job: Activities Guide http://www.vallevwebprintinq.com Ticket: Fall 2018 Guide Phone:(541)772-7039 I Toll Free: (800)547-7428 I Fax: (541)772-1279 Phone:541-488-5340 Dorinda Cottle Fax: Phone:541.552.2265 Prepared by Todd Reichenbach Date In:06/18/2018 Cell: Date Due:06/18/2018 Fax: Summary: Estimate Notes: 48pg magazine @ 8.25 x 10.5 finished size PREPRESS:supplied press quality PDF Priced Qty: 17,800 PROOF: HP Spinjet,content proof STOCK:34#Hi-Bright 72,20%PCW Price per 1,000: $159.84 INK:4-color process 16 of 48-pages dictated by printer spreads side 1 and 2,single 48page signature Total: $2845.15 BINDERY:saddle stitch and trim to finished size PACKAGING:Mailing Services under separate ticket. Delivery of customer copies to Ashland included. S/H: FOB VWP. Delivered to Parks and REc office customer extras when going to POst office. Job Estimate No. 56522 Valley Web Printing Inc. 1299 Stowe Ave. Ashland Parks and Recreation Medford,OR 97501 Job: Activities Guide http://www.vallevwebprintinq.com Ticket: Winter 2019 Guide Phone:(541)772-7039 I Toll Free:(800)547-7428 I Fax:(541)772-1279 Phone: 541-488-5340 Dorinda Cottle Fax: Phone:541.552.2265 Prepared by Todd Reichenbach Date In:06/18/2018 Cell: Date Due:06/18/2018 Fax: Summary: Estimate Notes: 48pg magazine @ 8.25 x 10.5 finished size PREPRESS:supplied press quality PDF Priced Qty: 17,800 PROOF: HP Spinjet,content proof STOCK: 34#Hi-Bright 72,20%PCW Price per 1,000: $159.84 INK:4-color process 16 of 48-pages dictated by printer spreads side 1 and 2,single 48page signature Total: $2845.15 BINDERY:saddle stitch and trim to finished size PACKAGING:Mailing Services under separate ticket. Delivery of customer copies to Ashland included. S/H:FOB VWP.Delivered to Parks and REc office customer extras when going to POst office. Job Estimate No. 56523 Valley Web Printing Inc. Ashland Parks and Recreation 1299 Stowe Ave. Medford,OR 97501 Job: Activities Guide http:/lwww.vallevwebprinting.com Ticket: Summer 2019 Guide Phone: (541)772-7039 I Toll Free:(800)547-7428 I Fax: (541)772-1279 Phone:541-488-5340 Dorinda Cottle Fax: Phone:541.552.2265 Prepared by Todd Reichenbach Date In:06/18/2018 Cell: Date Due:06/18/2018 Fax: Summary: 2 • Estimate Notes: 48pg magazine @ 8.25 x 10.5 finished size PREPRESS:supplied press quality PDF Priced Qty: 5,100 PROOF:HP Spinjet,content proof a _ STOCK:34#Hi-Bright 72,20%PCW Price per 1,000: $280.57 INK:4-color process 16 of 48-pages dictated by printer spreads side 1 and 2,single 48page signature Total: $1430.9 BINDERY:saddle stitch and trim to finished size PACKAGING:Mailing Services under separate ticket. Delivery of customer copies to Ashland included. S/H: FOB VWP. Delivered to Parks and REc office customer extras when going to POst office. Job Estimate No. 56524 Valley Web Printing Inc. Ashland Parks and Recreation 1299 Stowe Ave. Medfoorr d,OR 97501 Job: Mailing -Ashland Parks and Rec http://www.vallevwebprintinq.com Ticket: Ashland Parks and Rec Mailing Fall Phone: (541)772-7039 I Toll Free:(800)547-7428 I Fax:(541)772-1279 2018 Phone: 541-488-5340 Dorinda Cottle Prepared by Todd Reichenbach Fax: Phone:541.552.2265 Date In:06/20/2018 Cell: Date Due:06/20/2018 Fax: Summary: Estimate Notes: Priced Qty: 17,200 Mailing of Parks and Recreaction Activity guide,postage is Not INCLUDED Price per 1,000: $8.43 Total: $144.94 Job Estimate No. 56533 .r1 Valley Web Printing Inc. Ashland Parks and Recreation 1299 Stowe Ave. Medfoorr d,OR 97501 Job: Mailing -Ashland Parks and Rec http://www.vallevwebprintinq.com Ticket: Ashland Parks and Rec Mailing Phone: (541)772-7039 I Toll Free:(800)547-7428 I Fax: (541)772-1279 Winter/Spring 2019 Phone:541-488-5340 Dorinda Cottle Prepared by Todd Reichenbach Fax: Phone:541.552.2265 Date In:06/20/2018 Cell: Date Due:06/20/2018 Fax: Summary: Estimate Notes: Priced Qty: 17,200 Mailing of Parks and Recreaction Activity guide, postage is Not INCLUDED Price per 1,000: $8.43 Total: $144.94 Job Estimate No. 56534 3 ./ II Valley Web Printing Inc. Ashland Parks and Recreation 12 Stowe Ave. Medfoorr d,OR 97501 Job: Mailing -Ashland Parks and Rec ,,� http://www.valleywebprinting.com Ticket: Ashland Parks and Rec -Mailing Phone:(541)772-7039 I Toll Free: (800)547-7428 I Fax: (541)772-1279 Summer 2019 Phone: 541-488-5340 Dorinda Cottle Prepared by Todd Reichenbach Fax: Phone:541.552.2265 Date In:06/20/2018 Cell: Date Due:06/20/2018 Fax: Summary: Estimate Notes: Priced Qty: 4,500 Mailing of Parks and Recreaction Activity guide, postage is Not INCLUDED .. . __ Price per 1,000: $83.82 Total: $377.19 Job Estimate No. 56535 From: Susan Dyssegard<susan.dyssegard @ashland.or.us> Sent: Friday,June 15, 2018 4:12 PM To:Todd<toddr @valleywebprinting.com>; Marsha R<marshar @valleywebarinting.com>; d anderson @oregonlitho.com; rgronenthal @eaglewebpress.com Cc: Dorinda Cottle<dorinda.cottle @ashland.or.us>; Susan Dyssegard <susan.dyssegard@ashland.or.us> Subject: Invitation to bid for APRC: 2018-2019 PlayGuides Hello potential bidders, We're soliciting bids for our 2018-2019 PlayGuides between now and Friday, June 29, at 4pm. We will be needing three PlayGuides between July 1, 2018 - June 30, 2019, two that will be DIRECT mailed and one that will be TARGET mailed. Attached are all pertinent details for this bid process. Dorinda Cottle is your main point of contact; however, she is out of the office until July 2 so I may be contacted for general questions in her absence. Feel free to call me at 541.552.2256 or email me at susan.dyssegard @ashland.or.us. Many thanks for your consideration, Susan Dyssegard, I xecutive :Assistant Cite of Ashland, Parks and Recreation Commission 340 S. Pioneer Street, .Ashland, OR 97520 4 (541) 552-2256 or (541) 488-5340; TTY (800) 735-2900 Fax: (541) 488-5314 dyssegs(a,ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to the Oregon Public Records Law for disclosure and retention. If you have received this message in error, please contact me at (541) 552-2256. Thank you. LIKE us 5 ePurchase Order o � 'i I I RECORD j t Fiscal Year 2019 Page: 1 of: 1 +`py -itaiMIU fBIEW1FEISfMP_R-_ES t B Ashland Parks Commission — IATTN: Accounts Payable Purchase L 20 E. Main Order# 20190120 Ashland, OR 97520 T Phone: 541/552-2010 O Email: payable @ashland.or.us 1 V H C/O Recreation Division (Grove E VALLEY WEB PRINTING I 1195 East Main Street N 1299 STOWE AVENUE p Ashland, OR 97520 O MEDFORD, OR 97501 T Phone: 541 541/488-5314 40 R 0 3s=ii[e[e 0'ViieJ@=NO.@:i ell- ;='.7S. [a e1_ A 15='`-"1=1-�°6i=I==1ki: =agEi5 li aI:�� c511t=''er:I.i@=15 r= _ (541) 772-7039 Susan Dyssegard _ ___M® [=m=I8- 'ale aa[@i.1ei=1"°= 1—i- si=ie @I A4— g@=1[g e1lh.Fi_eie 41=1'e@ >Ie1e1=_1's[=@ ri—ei. e @ 07/26/2018 575 _ FOB ASHLAND OR/NET30 Parks Accounts Payable _• " " D r i t m r r l i l - - a 1 -1 s 1._—:.@ ie5 a�—_ ___1 1 3 0_ 1 Recreation Guides 1 Printing, mailing and delivery of three seasonal Recreation Guides 1 $7,788.2700 $7,788.27 1 for Ashland Parks and Recreation Commission for FY 18-19. Guides will include Fall 2018, Winter/Spring 2019 and Summer 2019 Contract for Personal Services Completion date: 06/30/2019 Project Account: $7,788.27 ............... GL SUMMARY............... 125301 -606100 $7,788.27 Date: I Zile L Aut orh ized nature = $7,788.27 Vii_ _—, , , FORM #3 CITY OF � �, ASHLAND r REQUISITION 07 23 2018 Date of request: i i Vendor Name Valley Web Printing Inc. Address,City,State,Zip 1299 Stowe Avenue, Medford,OR 97501 Contact Name Todd Reichenbach Telephone Number 541-772-7039 Email address toddr(a)valleywebprintinq.com SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption:_ ❑ Invitation to Bid (Copies on file) ❑ Form#13,Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached _(Attach copy of council communication) _(If council approval required,attach copy of CC) ❑ Small Procurement Cooperative Procurement 1 Less than$5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract# ❑ Verbal/Written quote(s)or proposal(s) —(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract# GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) ❑ Other government agency contract $5,000 to$100,000 ❑ Written quote or proposal attached Agency ❑ (3)Written quotes and solicitation attached ❑ Form#4, Personal Services$5K to$75K Contract# PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to$75,000 ❑ Form#9,Request for Approval ❑ Agency Date original contract approved by Council: ❑ Less than$35,000,by direct appointment ❑ Written quote or proposal attached (Date) .. I=1 a e(3)Written proposals/written solicitation Date approved by Council: _(Attach copy of council communication) ❑ Form#4, Personal Services$5K to$75K Valid until:_ __ _(Date) Description of SERVICES -F��ya Total Cost Printing, mailing and delivery of three seasonal reefee-for Ashland Parks and Recreation Commission for FY 18-19.Guides will include Fall 2018,Winter/Spring 2019 and Summer 2019. $ 7,788.27 Item# Quantity Unit Description of MATERIALS Unit Price Total Cost See enclosed for more details Ei A Per attached quote/proposal TOTAL COST $ Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. 7,7 8 8.2 7 Project Number Account Number 1 2 5 3 0 1 .6 0 6 1 0 0 $_,_ _ 7,7 8 8 .2 7 Project Number - _ _ Account Number - $_,_ _ _,_ _ _•_ Project Number - _ _ Account Number $_,_ _ _ _ _ _•_ IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes/No By signing this req Rion form,Ice ify that the City's public contracting requirements have been satisfied. Employee: viszyl --' Department Head: \---411Li. i (Equal to or greater than$5,000) Department Manager/Supervisor: City Administrator: r� (Equal to or gre�t��$�Op� Funds appropriated for current fiscal year: S / 0 r//JJ inane . ctor-(Equal to or greater than$5,000) Date Comments: Form#3-Requisition i j1 7 �7�'' S�b Y'":^-4e---R + 4-c `?32� c---z.-------fa-n.-L.-o' 'Ir' c cA�/o---11 �1r S�' Z �i 6 :.tS itX s -