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HomeMy WebLinkAbout2019-223 20200083 Valley Web Printing • GOODS AGREEMENT (LESS THAN $25,000) PROVIDER: Valley Web Printing Inc. a PROVIDER'S CONTACT: Todd Reichenbach r4 9 H£rQF C ADDRESS: 1299 Stowe Ave, Medford OR 97501 20 East Main Street Ashland,Oregon 97520 PHONE: 541-772-7039/FAX: 541-772-1279 Telephone: 541/488-5587 Fax: 541/488-6006 EMAIL: toddr @valleywebprinting.com 1This Goods and 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 "Provider"), for the printing, mailing and delivery of three seasonal recreation Playguides for Ashland Parks and Recreation Commission(APRC) for FY19-20 a period spanning July 1, 2019 through June 30, 2020. 2. PROVIDER'S OBLIGATIONS 1.1 Provide Printing, mailing and delivery services for three seasonal Ashland Parks & Recreation Commission (APRC) Playguides for FY 19-20, 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 defined and described in the "SUPPORTING DOCUMENTS" shall hereinafter be referred to as "Goods." 1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance of all Goods 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) for each 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; • 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 Goods 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: Goods Agreement between the City of Ashland and Valley Web Printing Inc. • 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. 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. 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. 3. CITY'S OBLIGATIONS 3.1 City shall pay Provider the sum of $$3,138.62 - $5,115.97 per guide as provided herein as full compensation for the Goods as specified in the SUPPORTING DOCUMENTS. 3.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed the sum of$15,347.91 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 Goods 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 Goods 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. 4. GENERAL PROVISIONS 4.1 This is a non-exclusive Agreement. Provider is obligated to provide the Goods at the rates set forth above during the term of this Agreement unless Provider is unavailable because of prior commitment. City is not obligated to procure any specific amount of goods from Provider, and is free to procure similar goods of other providers in its sole discretion. 4.2 Provider is an independent contractor and not an employee or agent of the City for any purpose. 4.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability insurance, paid leave, and retirement. 4.4 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: Goods Agreement between the City of Ashland and Valley Web Printing Inc. 4.5 This Agreement may be amended only by written instrument executed with the same formalities as this Agreement. 4.6 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 all claims, suits, actions, losses, damages, liabilities costs and expenses of any nature resulting from or 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 Invitation for Bids#,together with any documents incorporated by reference therein. • The Provider's complete written Proposal dated. Page 3 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc. 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 Goods that Provider has failed to deliver within any scheduled completion dates or any Goods 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 Exercise of its right of setoff. 5.1.5 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 June 30, 2020, 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—Ashland Parks and Recreation Commission Attn: Dorinda Cottle 20 E. Main Street Ashland, Oregon 97520 Phone: (541) 541-552-2265 Page 4 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc. q-1 With a copy to: City of Ashland—Legal Department 20 E. Main Street Ashland, OR 97520 Phone: (541)488-5350 If to Provider: Valley Web Printing Inc, Attn: Todd Reichenbach 1299 Stowe Ave, Medford OR 97501 Phone: (541) 772-7039 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; (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. 9.3 Any Goods delivered to the City under this Agreement shall be provided to the City free and clear of any and all restrictions on or conditions of its use, transfer, modification, or assignment, and shall be free and clear of any and all liens, claims, mortgages, security interests, liabilities, charges, and encumbrances of any kind. Page 5 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc. 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: Valley Web Printing Inc. (PROVIDER): By: By: -7, Signature !'I�a�-kt ice' vi/tA - ✓� (a � . -Tarp, 2 �1cN � I� �9C Printed Name Printed Name 7J 6,/ 7 1/1/1 c9.- . Date Title Date 0 e2 Purchase Order No. ,_e '(W-9 is to be submitted with this signed Agreement) Page 6 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc. 'R® DATE(MM/DDM'YY) CERTIFICATE OF LIABILITY INSURANCE 06/122018 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 endorsementO. PRODUCER CONTACT FEDERATED MUTUAL INSURANCE COMPANY NAME: CLIENT CONTACT CENTER € O HOME OFFICE P.O.BOX 328 (A/C,JNo,Eel):888-333-4949 FAX No):507-446-4664 gg OWATONNA,MN 55060 ADDRESS:CLIENTCONTACTCENTER(alFEDINS.COM INSURER(S)AFFORDING COVERAGE NAIL# 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 i MEDFORD,OR 97501-6612 INSURER D: € INSURER E: [ INSURER F: 1 COVERAGES CERTIFICATE NUMBER:7 REVISION NUMBER:0 3 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 f AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. i INSR ADOL SUBR POLICY EFF POLICY EXP I LTR TYPE OF INSURANCE INSR WVD POLICY NUMBER (MMIDDIYYYY) (MMIDOIYYYY) LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $1,000,000 e DAMAGE TO RENTED $100,000 CLAIMS-MADE X OCCUR PREMISES(Ea occurrence) MED EXP(My one person) EXCLUDED i 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 €i POLICY I PRO- JECT LOC PRODUCTS-COMP/OP AGG $2,000,000 OTHER: i AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $1,000,000 i (Ea accident) 3 X ANY AUTO BODILY INJURY(Per person) -SCHEDULED I A OWNED AUTOS ONLY AUTOS N N 9820268 07/31/2018 07/31/2019 BODILY INJURY(Per accident) i HIRED AUTOS ONLY NON-OWNED PROPERTY DAMAGE [[[3 .---.AUTOS ONLY (Per accident X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $2,000,000 1 A EXCESS LIAB CLAIMS-MADE N N 9820269 07/31/2018 07/31/2019 AGGREGATE $2,000,000 DED RETENTION gg WORKERS COMPENSATION PER STATUTE OER E AND EMPLOYERS'LIABILITY Y/N ANY PROPRIETORIPARTNERIEXECUTIVE fr E.L.EACH ACCIDENT i OFFICER/MEMBER EXCLUDED? I I N I A I (Mandatory In NH) E.L DISEASE-EA EMPLOYEE If yes,describe under l DESCRIPTION OF OPERATIONS below E.L DISEASE•POLICY LIMIT DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached II more space is required) CITY OF ASHLAND, ITS OFFICERS AND EMPLOYEES ARE NAMED ADDITIONAL INSURED AS PER WRITTEN CONTRACT. WAIVER OF t 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 i CONDITIONS OF THE WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US ENDORSEMENT. I I I CERTIFICATE HOLDER CANCELLATION 344-174-8 7 0 i CITY OF ASHLAND SHOULD ANY OF THE ABOVE DESCRIBED POLICIES 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. 1 AUTHORIZED REPRESENTATIVE / 1 © 1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD —w r I L VALLEY WEB PRINTING * 1299 STOWE AVE * MEDFORD,OR 97501 PHONE: 541-772-7039*FAX: 541-772-1279 *EMAIL: toddrAvalleywebprinting.com Thanks for the opportunity to quote on these 2019 and 2020 Activity guides. Let me know if you need anything else. Ashland Parks and Recreation Job: Activities Guide Ticket: Rec 2019/20 Guide -52pg -80brt Phone:541-488-5340 Dorinda Cottle Fax: Phone:541.552.2265 Date In:06/19/2019 Cell: Date Due:06/19/2019 Fax: Summary: Estimate Notes: 52pg magazine @ 8.25 x 10.5 finished size 5100 qty @$2316.31 17,800 qty @$4971.03 PREPRESS:supplied press quality PDF PROOF: EPSON,fpo content proof STOCK:4pg Cover-70#gloss book,#3.48pg Interior-36#80 bright INK:4-color process 20 of 52-pages dictated by printer spreads, cover and side 1 and 2, single 48page signature BINDERY: saddle stitch and trim to finished size PACKAGING: per cooperation with vwp mailing dept, most will get count and facing slips. Balance of 600 qty can just bundle. S/H: FOB VWP. Delivery customer copies to Ashland Parks and Rec office, included @$35 Norbrite Plus ENVIRONMENTAL PERFORMANCE • Made in the U.S.A. by NORPAC in Longview,WA •SFI®Certified Sourcing • Elemental chlorine free(ECF) • High efficiency, low carbon and water use manufacturing process Inland-Centennial Paper http://iepco.com/about-us/environment/ 100%of our final product is manufactured from waste materials, using wood waste from local sawmills and recycled old newsprint and magazines. Stated at 20-30% Fiber Reclaim buys, alternative to West Rock who we use. Job Estimate# No. 58828 From: Kevin To: Dorinda Cottle Cc: Todd Subject: Ashland Parks and Rec Fall,Winter/spring,Summer Target mailing estimates Date: Wednesday,June 05,2019 10:56:47 AM Hi Dorinda, Here are the three mailing estimates for the coming seasonal recreation Playguides. I kept everything the same as last year. Let me know if you have any questions with any of these estimates. I really appreciate you considering us again for this upcoming year. All the best, Kevin Kloek Ashland Parks and Recreation Valley Web Printing Inc. Job: Mailing -Ashland Parks and Rec 1299 Stowe Ave. Ticket: Ashland Parks and Rec Mailing Medford,OR 97501 Fall 2019 http://www.valleywebprinting.com Phone:541-488-5340 Dorinda Cottle Phone:(541)772-7039 1 Toll Free:(800)547-7428 1 Fax:(541)772-1279 Fax: Phone:541.552.2265 Date In:06/05/2019 Cell: Prepared by Kevin Kloek Date Due:06/05/2019 Fax: Summary: Estimate Notes: Mailing of Parks and Recreation Activity guide Fall Mailing. Priced Qty: 17,200 Mailing Total=17,200 Customer copies=600 Price per 1,000: 88.43 Mailing Guides EDDM Ashland and Talent residents only. Total: $144.94 Postage is not included. Job Estimate No. 58771 Ashland Parks and Recreation Valley Web Printing Inc. Job: Mailing -Ashland Parks and Rec 1299 Stowe Ave. Ticket: Ashland Parks and Rec Mailing Medford,bR 97501 Winter 2019-2020 http://www.valleywebprinting.com Phone:541-488-5340 Dorinda Cottle Phone:(541)772-7039 1 Toll Free:(800)547-7428 1 Fax:(541)772-1279 Fax: Phone:541.552.2265 Date In:06/05/2019 Cell: Prepared by Kevin Kloek Date Due:06/05/2019 Fax: Summary: Estimate Notes: Mailing of Parks and Recreation Activity guide Winter/Spring'20 Mailing. Priced Qty: 17,200 Mailing Total=17,200 Customer copies=600 Price per 1,000: $8.43 Mailing Guides EDDM Ashland and Talent residents only. Total: $144.94 Postage is not included. Job Estimate No. 58770 Ashland Parks and Recreation Valley Web Printing Inc. Job: Mailing -Ashland Parks and Rec 1299 Stowe Ave. Ticket: Ashland Parks and Rec-Target Medford,OR 97501 Mailing Summer 2020 ■11k1 http://www.valleywebprinting.com Phone:541-488-5340 Dorinda Cottle Phone:(541)772-70391 Toll Free:(800)547-7428 I Fax:(541)772-1279 Fax: Phone:541.552.2265 Date In:06/05/2019 Cell: Prepared by Kevin Kloek Date Due:06/05/2019 Fax: Summary: Estimate Notes: Targeted Summer'20 Mailing of Parks and Recreation Activity guide postage is Not INCLUDED. Priced Qty: 4,500 Qty:4,500 Price per 1,000: $83.82 List purchase Total: $377.19 Data process mailing lists Inkjet address,bundle and deliver to Post office. 600 customer copies for outreach. Job Estimate No. 58769 Kevin Kloek Mail Department Valley Web Printing kevinPvalleywebprinting.com 541-772-7039 v 541-772-1279 f Companies that rely on direct mail to drive business rely on Valley Web. CONFIDENTIALITY NOTICE:This electronic mail message,including any attachments,is for the sole use of the intended recipient(s)and may contain confidential or private information.Any unauthorized review,use,disclosure or distribution is prohibited.If you are not the intended recipient,immediately contact the sender by reply e-mail and destroy all copies. • ESTI MATE EAGLE WEB PRESS A Division of Eagle Media Northwest PO Box 12008 Salem OR 97309 1 4901 Indian School Road NE Salem OR 97305 Toll Free 800-800-7980 I Fax 503-961-0113 I eaglewebpress.com Estimate For: Ashland P&R Playguides Estimate No: 30478 Issued No: 26352 ASHLAND PARK COMMISSION (645) Estimate Date: 6/6/2019 340 S PIONEER ST Last Modified: 6/18/2019 ASHLAND OR 97520 We are pleased to submit the following proposal: Ashland P&R Playguides Configuration: 48sig+4pg Cyr(4pg-70#GI/48pg 36/80 HB 2plts 4C Overall Trim Size: 8.25 x 10.5 Project Details: Description: Ashland Parks & Rec. Playguides Size: 8.25 X 10.50 Pages: 48 + 4pg Cover Proofs: XMF Remote Paper: Cover: 70# Gloss Text: 36#180 HB Inks: Cover: 4cp/4cp Text: 2plts 4C (**See Below) balance Black Only Printing: Binding: Combo (Heatset/Cold-set) Finishing: Saddle-stitch Packing: 3 sided trim Shipping: Bundle-strap & palletize FOB Eagle Web Press (Not Included) Comments: **4C Text pages are 1,2,11,12,13,14,23,24,25,26,35,36,37,38,47 &48 Other Costs not Included in quote: Constructed Proof(Not for color accuracy) +$120.00 Estimated Simplifed Mail Prep: Set-up $55.00 + $5.00 per thousand pieces mailed Estimated Standard Mail Prep: Set-up $85.00 + $5.00 per thousand pieces mailed Estimated Specialty list for Target Mailing - Additional Price based on list criteria requested at time of Mailing Estimated Delivery of 600 Customer Copies to Ashland via UPS + $70.00 Estimated Delivery of mail copies to Ashland Post Office +$324.00 Thank you for your business! 6/18/2019 8:32:57 AM Ashland P&R Playguides • • Configuration: 48sig+4pg Cyr(4pg-70#GI/48pg 36/80 HB 2plts 4C Overall Trim Size: 8.25 x 10.5 Quantity: 5,100 17,800 Price: $3,280.94 $5,592.92 These rates are estimated based on information provided.Print pricing is good for 30 days.Shipping and Postage pricing may fluctuate and are estimated only.All pricing is based on current market conditions and subject to change with little or no notice unless otherwise agreed to through a fully executed print contract between both parties.By signing this estimate I acknowledge and agree to these terms. Printed Name: Signature: X X Page: 2 6/18/2019 8:32:57 AM ITB for 2019-2020 Print PlayGuides Summary of Bids for 17,800 35-36#Interior;70#gloss 4-p wrap(details below) Range for Print Cost with Valley Web for the 2019-2020 Cycle Oregon Litho 6852.72 4 Option 1: 3 Direct Mails 15347.91 38776.32 CDS 6356.28 2 Option 2: 2 Direct Mails and 1 Target Mail 12925.44 Eagle Web Press 6424.92 3 Option 3: 1 Direct Mail and Two Target Mails 10502.97 Valley Web Press 5115.97 1 This is cost for a Direct Mail(17,800) 2693.5 This is cost for a Target Mail(5,100) Option 4: 0 Direct Mails and 3 Target Mails 8080.5 Oregon Lithio Print-ITB 2 -no response to 1st 1713 48 pages plus 4 cover portrait=52 pages 48 pages plus 4 cover portrait=52 page cost per guide/season cost per guide/season 32#72 bright(15%recycled);70#Gloss(10%recycled) 36#80 bright(10%recycled);70#Gloss(10%recycled) Printing 17,800 $6,471.35 DM Printing 17,800 $6,852.72 DM Printing 5,100 $3,695.19 TM Printing 5,100 $3,867.46 TM CDS-ITB 1(offered 4 comparison-considering we want to go with the 4 page cover wrap,we only look at the scenarios in green) no response to 2ndlTO request for recycle content 48 pages plus 4 cover portrait=52 pages 48 pages self cover portrait=48 pages 48 pages plus 4 page cover portrait=52 pages 48 pages self cover portrait=48 pages Cost per guide/season Cost per guide/season Cost per guide/season Cost per guide/season 26.4#,Cover 70#Gloss 26.4# 35#,cover 70#Gloss 35# Delivery of 600 ext guides 125.00 Delivery of 600 ext guides 125.00 Delivery of 600 ext i 125.00 Delivery of 600 125.00 Printing 17,800 5,524.00 Printing 17,800 3,623.00 Printing 17,800 6,135.00 Printing 17,800 4,214.00 Mailing fee/m 90.42 Mailing fee/m 90.35 Mailing fee/m 96.28 Mailing fee/m 90.42 5,739.42 DM 6,356.28 DM Eagle Web Press-ITB 2 Note:they also provided estimate for 48 pages only with no cover wrap-it's not shown here no response to 1st rra request for recycle content 48 pages plus 4 page cover portrait cost per guide/season 36#80 bright;708 Gloss Printing 17,800 5,592.92 Printing 5,100 3280.94 proof 120 120 simplified mail prep 144 144 standard mail prep 174 174 ext guides delivered 70 70 guide delivery to PO 324 324 6,424.92 DM 4112.94 TM Valley Web-ITB 2 48 pages plus 4 page cover portrait Winning Bid Below cost per guide/season 32#70 bright;70#Gloss Printing 17,800 4579.43 Printing 5,100 2206.86 Printing 17,800 4971.03 Printing 5,100 2316.31 mail prep 144.94 377.19 mail prep 14:'.,..,� 377.19 4724.37 DM 2584.05 TM 5 2693.5 TM 15347.91 per year 8080.5 per year est postage Valley Web-ITB 1 48 pages Cost per guide 34# Delivery,included in pricing 0.00 Printing 17,800 2993.68 Mail prep 144.94 this is for DM,the TM has a prep fee of$377.19 3,138.62 I FORM #2 P. s Nth 5 S & REGn-o.,0 INVITATION TO BID—GOODS AND SERVICES INTERMEDIATE PROCUREMENT Release date: May 29,2019, SECOND date is June 12,2019 (due to incomplete bids on the first round) Requested by: Dorinda Cottle,Executive Analyst Ashland Parks&Recreation Commission(APRC) 340 S Pioneer,Ashland OR, 97520 Tel: 541.552.2265 Fax: 541.488.5314 Email: dorinda.cottle(a,ashland.or.us Bids are due BY 4 p.m. on Tuesday,June 25,2019 Project name: Printing, mailing and delivery of three seasonal recreation Playguides for Ashland Parks & Recreation Commission (APRC) for FY 19-20—a period spanning July 1,2019 through June 30,2020. SUBMISSION/MAILING DATES: • Fall '19 Guide in August 2019 • Winter/Spring '20 Guide in December 2019 • Summer'20 Guide in April-May 2020 Firm bids may be faxed, emailed or hand delivered to the contact information provided above. Contractors shall submit their bids on company letterhead. Late bids will not be accepted. Terms or discounts which are conditioned upon payment within a certain time will not be considered for purposes of comparison of bids. The successful contractor will be required to enter into a contract with the City for goods and services and provide certificates of insurance in their own name for General Liability($2M),Automobile ($200K)and Workers' Compensation. Subcontracting will not be permitted.Proof of insurance is required at time of bid submittal. "OR EQUAL:"Any brand name listed in the specifications as "or equal" or"or equivalent" shall establish the minimum requirements for quality, utility, durability, function,purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Bidder may show cost difference, alternates and options in the space provided in the quote. This clause is not meant to be restrictive, but to set the minimum standard. The City shall determine, in its sole discretion,whether a product offered is"equal." When the designation is "or equal"or"equivalent"the City shall make its decision after bid closing. 1 Form#2—Intermediate Procurement,Invitation to Bid,Trade Services,Page 1 of 3,6/12/2019 SCOPE OF SERVICES Printing, mailing and delivery services for three seasonal Ashland Parks & Recreation Commission (APRC) Playguides for FY 19-20—a period spanning July 1,2019 through June 30,2020. SIZE OF GUIDE: 48 pages—8.25"x 10.5"finished size (0.25"bleed). Also provide bid for 52 pages-48 interior pages printed on 32 to 36#newsprint,with 70 to 90 brightness;with a 4-page, 70#, gloss-book-cover wrap PREPRESS: APRC will supply press quality PDFs. PROOF: Printer to supply plotter proof. PAPER: 32 to 36#newsprint,with 70 to 90 brightness, and printed on the highest possible PCW recycled content paper.'Please indicate in your bid the recycle content. Also provide bid for the brightest newsprint available or make a recommendation.Paper samples can be mailed to: 340 S. Main,Ashland, OR 97520; Attention: Dorinda Cottle. INK: The vendor shall have the ability to execute a 4-Color Process Printing Accurately (verified with a proof)for pages 1,2, 11, 12, 13 14,23,24, 25, 26, 35, 36, 37, 38,47 and 48. Remaining interior will be black throughout. BINDING: Saddle stitch and trim to finished size. NUMBER OF GUIDES: • Approximately 17,800 for Fall 2018 (guides DIRECT mailed to all Ashland and Talent households [excluding businesses]; includes 600 extra prints for community outreach). • Approximately 17,800 for Winter/Spring 2019 (guides DIRECT mailed to all Ashland and Talent households [excluding businesses]; includes 600 extra prints for community outreach). • Approximately 5,100 for Summer 2019 (guides for one TARGET mailing and includes 600 extra prints for community outreach). Total number of printed Recreation Guides for the one-year cycle: 40,700. Note: The totals above are an estimate; actual totals will be dependent on: 1. NEW requests to receive a mailed PlayGuide, 2. NEW registrations/customers between June 2019 and the printing of each seasonal PlayGuide, 3. NEW addresses in the Ashland/Talent area(any new addresses, excluding businesses, up to three months prior to the printing of each seasonal guide will be mailed PlayGuide). 4. Direct mailed vs.target mailed. The number of ads sold for each guide will determine the number of direct mailings or target mailings. Minimum of 28,100 and maximum of 53,100 printed guides. MAIL PREP: Include Mail Prep Costs for each of the three mailings, less 600 for outreach per guide/season. The vendor should have the ability to run the supplied mail list(an Excel doc) through a correction/standardization process, such as Postalsoft. The vendor should have the ability to accurately pull a New Residential list that goes back three months from the mail date. The list should exclude all businesses and include residents only who are NEW to the area; for example,the list would not include someone who moved across town. DELIVERY: The target and direct-mail guides must be delivered to the Ashland Post Office. 600 extra guides will be delivered per season to the APRC office at 340 S. Pioneer in Ashland, OR 97520 (include in your bid your cost for delivering guides to the APRC office). 2 • BILLING: The vendor should have the ability to itemize invoices that are reflective of the original bid. The invoice should itemize printing charges,mail prep fees, delivery charges and postage fees. Invoices should list pre-paid postage. DEADLINE TO APPLY: Monday, June 10,2019 4:00 pm PST. Please provide an official bid on your company letterhead and include your costs for the specs provided above. Include in your bid the total cost for materials and labor to complete the project.In addition, please provide: 1. Proof of insurance: General Liability in the amount of$2M (listing the City of Ashland as additional insured); Auto, minimum of $200K; and Workers' Compensation if contractor has assistants (no exceptions).All insurances submitted with official bid. 2. Proof of valid business license. 3. W-9. Questions/Requests for additional information: If you have any questions and/or need additional information, contact Dorinda Cottle at dorinda.cottle(2 ashland.or.us or 541-552-2265 as she will be your sole point of contact for this project. Dorinda will then provide the questions and answers to each and every bidder. Thank you, Dorinda Cottle,APRC Executive Analyst Ashland Parks&Recreation Commission All Pricing Must Be Held Firm for 30 Days Method of Award: ORS 279B.070 Intermediate Procurements. (4)If a contract is awarded, the contracting agency shall award the contract to the offeror whose quote or proposal will best serve the interests of the contracting agency, taking into account price as well as considerations including, but not limited to, experience, expertise,product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110. 3 i uREGON LITHuPRINT M1315 it Miller eOOR 97t228 (503) 228-3283 • (800) 472-1198 • FAX (503) 434-1462 (503)472-5115 June 13,2019 Dorinda Cottle, Executive Analyst Ashland Parks and Recreation Commission 340 S. Pioneer Ashland, OR 97520 Dorinda, Please find in accompaniment of this letter two bids for your Playguides. This letter should be considered part and parcel of those bids as I'm addressing here some items not covered in the bids themselves and expanding on other elements. The bids are for printing 48 pages on 32 lb. 72 bright with a 4 page cover on 70 lb. gloss(Est. 9455)and 48 pages on 36 lb. 80 bright with a page cover on 70 lb. gloss (Est. 9456). We do not offer a higher brightness paper text paper within your weight range than 80 bright. Papers with higher brightnesses which we have have no recycled content. I) Recycled content for all stocks is listed in the body of the bids. NOTE:10% is the maximum available on 70 lb. gloss. 30% is available on 70 lb. velvet(additional cost of$$27.50)and also 80 lb. gloss (additional cost of$58.30) 2) To maximize savings on postage, for saturation mailing our prices shown include delivery of the Ashland portion to the Ashland Post Office and the Talent portion to the Talent Post Office. Based on a mailing of 17,221 pieces total estimated postage is $2,855.75 (dropping at both locations). By dropping Talent mail in Talent,you save an estimated $280.84. If mail was dropped at any other location besides Ashland and Talent,estimated postage would be$3,973.23. There would be no postal savings by splitting targeted mailing deliveries so all go to Ashland. 3) Mail preparation costs are not included in prices shown. However,those charges are outlined in the bids. Please let me know if you need clarification. 4) If Oregon Lithoprint is the successful vendor, we will be happy to provide Proof of Insurance, Proof of valid business license and our W-9 form. Please let me know if you have questions or need anything else. Sincerely, Dave Anderson Print Professional Oregon Lithoprint 503-687-1212 danderson@oregonlitho.com PRINTING • BINDING • MAILING www nrannnlithn rnm Oregon Lithoprint, Inc. Quotation dba: News Register&Or.Wine Press 9455 PO Box 727 McMinnville, OR 97128 Phone: (503)472-5115 Fax: (503)434-1462 http://www.oregonlitho.com To: Date 6/13/19 Salesperson Dave Anderson Ashland Parks and Recreation Estimator Dave Anderson 3430 S.Pioneer St. Ashland, OR 97520 Dear Dorinda Cottle We would like to thank you for your time and consideration in regards to this quotation. Included is the detailed product specifications and prices.The quotation is confidential and is intended solely for the use of the addressee(s)named above. Below Is Your Detailed Production Specifications for this Request Description Ashland P&R Guides 2019-20 Pages 48 Pages+4 page cover Size 8 1/4 x 10 1/2 Cover 70 lb. gloss book RECYCLED CONTENT IS 10%. SEE ACCOMPANYING LETTER FOR ADDITIONAL INFORMATION Text 32 lb.72 bright RECYCLED CONTENT IS 15% Cover Ink 4CP all pages Text Ink 4CP per specs, balance black only Prepress Digital File supplied, OLI to supply hard proof Finishing Job will saddle-stitch and prep for mailing Mailing Saturation Mailing services,from client supplied zip codes, are charged at$5.00/thousand copies with a minimum charge of$75.00. Price includes application of facing slips,tying, sacking and palletizing as required, preparation of postal paperwork and delivery to Post Office.Mailing services are not included in prices shown. Postage is the responsibility of the client and is not included in prices shown. Single piece mailing services,from client list, are charged at$32.50/thousand copies with a minimum charge of$75.00. Price includes NCOA verification, label, sort,tie, sack, preparation of postal paperwork and delivery to Post Office. Mailing services are not included in prices shown. Postage is the responsibility of the client and is not included in prices shown Shipping Saturation mall will deliver to Ashland AND Talent Post offices to maximize postal savings.Targeted mailing will deliver to Ashland. Overs will ship UPS to Ashland Parks and Recreation. Prices Quantity Prices 5,100 $3,695.19 17,800 $6,471.35 Sincerely, Upon acceptance please indicate the quantity required Thank You forgiving us the opportunity to submit this quote.As always,quotes are based on a physical inspection of your originals and are valid for 30 days unless a:heng/se specified. Page 1 of 2 Oregon Lithoprint, Inc. Quotation dba: News Register& Or.Wine Press 9456 PO Box 727 McMinnville, OR 97128 Phone: (503)472-5115 Fax: (503)434-1462 http://www.oregonlitho.com To: Date 6/13/19 Salesperson Dave Anderson Ashland Parks and Recreation Estimator Dave Anderson 3430 S. Pioneer St. Ashland, OR 97520 Dear Dorinda Cottle We would like to thank you for your time and consideration in regards to this quotation. Included is the detailed product specifications and prices. The quotation is confidential and is intended solely for the use of the addressee(s) named above. Below Is Your Detailed Production Specifications for this Request Description Ashland P&R 2019-20 Pages 48 Pages + 4 page cover Size 8 1/4 x 10 1/2 Cover 70 lb. gloss book RECYCLED CONTENT IS 10%. SEE ACCOMPANYING LETTER FOR ADDITIONAL INFORMATION Text 36 lb. 80 bright Cover Ink 4CP all pages Text Ink 4CP per specs, balance black only Prepress Digital File supplied, OLI to supply hard proof Finishing Job will saddle-stitch and prep for mailing Mailing Saturation Mailing services, from client supplied zip codes, are charged at$5.00/thousand copies with a minimum charge of$75.00. Price includes application of facing slips, tying, sacking and palletizing as required, preparation of postal paperwork and delivery to Post Office. Mailing services are not included in prices shown. Postage is the responsibility of the client and is not included in prices shown. Single piece mailing services, from client list, are charged at$32.50/thousand copies with a minimum charge of$75.00. Price includes NCOA verification, label, sort, tie, sack, preparation of postal paperwork and delivery to Post Office. Mailing services are not included in prices shown. Postage is the responsibility of the client and is not included in prices shown Shipping Saturation mail will deliver to Ashland AND Talent Post offices to maximize postal savings. Targeted mailing will deliver to Ashland. Overs will ship UPS to Ashland Parks and Recreation. Prices Quantity Prices 5,100 $3,867.46 17,800 $6,852.72 Sincerely, Upon acceptance please indicate the quantity required Thank You for giving us the opportunity to submit this quote. As always,quotes are based on a physical inspection of your originals and are valid for 30 days unless otherwise specified. Page 1 of 2 c sH` Purchase Order L#'41-1-"Y RECORDER 9y c �°' Fiscal Year 2020 Page: 1 of: 1 o0 i =i -_61I E 0 B =,:RPE1A1 _QN AEI 1 •—. !D 1IPP EL' -M k __ B Ashland Parks Commission '_` _- ATTN: Accounts Payable Purchase L Ashlanda�OR 97520 Order# 2020008Q 3 T Phone: 541/552-2010 O Email: payable @ashland.or.us V H C/O Recreation Division (Grove E VALLEY WEB PRINTING 1 1195 East Main Street N 1299 STOWE AVENUE p Ashland, OR 97520 O MEDFORD, OR 97501 Phone: 541/488-5340 R T Fax: 541/488-5314 O 541 772-7039 Rachel Dials 08/13/2019 575 FOB ASHLAND OR/NET30 Parks Accounts Pa a ble Playguides Printing & Mailing 1 Printing and mailing of three (3)seasonal Playguides 1 $15,347.9100 $15,347.91 Goods Agreement(Less than $25,000) Completion date: June 30, 2020 Project Account: $15,347.91 ****.**..*....* GL SUMMARY*.**..**.*.***. 125301 -606100 $15,347.91 I I I • By: e '� Date: r Lc) Authorized Signature $15 347.91 ^� i FORM #3 " CITY OF e( ASHLAND ;Yip recl e ,;: for .a 'Purchase Orde REQUISITION 34 7' C., r f, ate of request: 08/05/2019 V Vendor Name Valley Web Printing Inc. Address,City,State,Zip 1299 Stowe Ave Medfor OR 97501 Contact Name Todd Reichenbach Telephone Number 541-772-7039 Email address toddrS,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 Less than$5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract# 111 Verbal/Written quote(s)or proposal(s) —(Attach copy of council communication) LI State of Washington Intermediate Procurement ❑ Sole Source Contract# GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) LI Other government agency contract $5,000 to$100,000 ❑ Written quote or proposal attached Agency ❑ (3)Written quotes and solicitation attached ❑ Form#4, Personal Services$5K to$75K Contract# PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to$75,000 ❑ Form#9,Request for Approval ❑ Agency ❑ Less than$35,000,by direct appointment III Written quote or proposal attached Date original contract approved by Council: ❑ (3)Written proposals/written solicitation Date approved by Council: (Date) — III Form#4, Personal Services$5K to$75K Valid until: (Date) (Attach copy of council communication) Description of SERVICES Total Cost Printing and mailing of 3 seasonal Playguides $ 15,347.91 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached quote/proposal $ 15 347.91 Project Number Account Number 1 2 5 3 0 1 .6 0 6 1 0 0 $_,_ h 5,3 4 7 .9 1 7 Project Number -_ _ _ Account Number - $–,- - -,- - -•_ _ Project Number _ _ Account Number - $_,_ _ _,_ _ _• *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes/No By signing this requisitio Ise,that the City's public contracting requirements have been satisfied. Employee: 1 --k Department Head: (Equal to or greater than$5,000) Department Manager/Supervisor: City Administrator: (Equal to or grea er than$25,000) Funds appropriated for current fiscal year: ESQ/ NO C X AL Ii&- Deputy Finance Director-(Equal to or greater than$5,000) Da Comments: Form#3-Requisition