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HomeMy WebLinkAbout2022-072 PO 20230086- Valley Web Printing Purchase Order CM' RECORDER ,� - Fiscal Year 2023 Page: 1 of: 1 'o ff': - iia 1 i-as=- BgscqF{c.��•i'�-� ollm9'-b--� City of Ashland L ATT.: Accounts Payable 20 E. Main Purchase 20230086 L Ashland, OR 97520 Order# T Phone: 541/552-2010 O Email: payable@ashland.or.us ✓ H C/O Recreation Division (Grove E VALLEY WEB PRINTING 11195 East Main Street N 1299 STOWE AVENUE p Ashland, OR 97520 D MEDFORD, OR 97501 ' Phone: 541/488-5340 O T Fax: 541/488-5314 R T. 7 [Fr4 ---E':=1=L-iE=i=;;see_ t-cs (541) 772-7039 Dorinda Cottle _ 07/28/2022 575 FOB ASHLAND OR/NET30 City Accounts Pa able APRC.Seasonal PlayGuides 1 Printing, mailing and delivery of APRC seasonal PlayGuides ' 3.0 EACH $2,615.50 $7,846.50 Goods and Services Agreement(Less than $35,000) Completion date: 06/30/2023 Project Account: Project Account: ***************GL SUMMARY*************** 12530112090 -606100 $784. 5 0-606100 $7,061.85 By: ,1 AIL Date: (41V1--- Au ori ed ignature --=— -- �'4=4�E�=ice=�=---�=_— '.7 846.50 ' • 'FORM- #3 �O � 'CITY OF ° SQ A request for a PIurchasF �rder �7- ASHLAND REQUISITION Date of request: 07/13/2022' Required date for delivery: 08/19/2022 Vendor Name Valley Web Press Address,City,State,Zip 1299 Stowe Ave,Medford,OR 97501 Contact Name&Telephone Number Todd Reichenbach;541.772.7039 _ Email address toddr@valleywebprinting.com SOURCING METHOD ❑ Exempt from Competitive Bidding J Invitation to Bid ❑ Emergency • ❑ Reason for exemption: Date approved by Council: ❑ Form#13,Written findings and Authorization ❑ AMC 2.50 _(Attach copy of council communication) ❑ Written quote or proposal attached ❑ 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:_ 0 State of Oregon ❑ Direct Award _(Attach copy of council communication) . Contract# ❑ Verbal/Written bid(s)or proposal(s) 0 Request for Qualifications(Public Works) 0 State of Washington Date approved by Council_ Contract#_ _(Attach copy of council communication) . 0 Other government agency contract Intermediate Procurement 0 Sole Source Agency GOODS&SERVICES' ❑ Applicable Form(#5,6,7 or 8) Contract# Gr ater than$5,000 and less than$100,000 0 Written quote or proposal attached Intergovernmental Agreement (3)Written bids&solicitation attached 0 Form#4,Personal Services$5K to$75K Agency PE SONAL SERVICES Date approved by Council:_ 0 Annual cost to City does not exceed$25,000. Greater than$5,000 and less than$75,000 Valid until: _ (Date) Agreement approved by Legal and approved/signed by ❑ Less than$35,000,by direct appointment 0 Special Procurement " City Administrator.AMC 2.50.070(4) ❑ (3)Written proposals&solicitation attached 0 Form#9,Request for Approval 0 Annual cost to City exceeds$25,000,Council ❑ Form#4,Personal Services$5K to$75K 0 Written quote or proposal attached approval required.(Attach copy of council communication) Date approved by Council: Valid until:_ (Date) Description of SERVICES Printing,mailing and delivery of three(3)Ashland Parks and Recreation Commission(APRC) TOTAL COST PlayGuides for FY 22-23 7,84.6.50 Item# Quantity Unit Description of MATERIALS Unit Price Total Cost N/A 3 Guides Printing,mailing and delivery of APRC seasonal PlayGuides 2,615.50 7,846.50 0 Per attached quote/proposal TOTAL COST Project Number -_ Account Number 1 2 5 3 0 1 .6 0 6 1 o 0 90%or$7,061.85 .,7,84655.0 Account Number - Account Number 1 2 0 9 0 0. 6 016 1 0 0 10%or784.65 - *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 requisition form,I certify that the City's public contracting requirements have been satisfied. . Employee: DorINda Conga Department Head: (Equal to or greater than$5,000) Department Manager/Supervisor: City Manager: - ( (Greater than$35, 0) Funds appropriated for current fiscal year: ii), NO -7 ze frz Fina e 0-(Equal to orgreaterthan$5,000) Dae // Comments: Form#3-Requisition , GOODS AND SERVICES AGREEMENT(LESS THAN$35,000) PROVIDER: Valley Web Printing, Inc. CITY 0 F PROVIDER'S CONTACT: Todd Reichenbach AS H LAN D ADDRESS: 1299 Stowe Ave,Medford,OR 9750.1 20 East Main Street Ashland,Oregon 97520 Telephone: 541/488-5587 PHONE: 541.772.7039 Fax: 541/488-6006 I ' This 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, (a domestic business corporation) ("hereinafter "Provider"), for the printing, mailing and delivery of three (3) seasonal PlayGuides for Ashland Parks and Recreation Commission (APRC), for FY 22-23, a period spanning July 13, 2022, through June 30, 2023. 1. PROVIDER'S OBLIGATIONS 1.1 Provide printing, mailing and delivery services for three (3) seasonal APRC PlayGuides for FY 22-23, 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 services defined and described in the"SUPPORTING DOCUMENTS"shall hereinafter be collectively referred to as"Work." 1.2 Provider shall obtain and maintain-during the term of this Agreement and until City's final acceptance of all Work received hereunder,a policy or policies of liability insurance including commercial general liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence for Bodily Injury and,Property`Damage. 1.2.1 The insurance required in this Article shall include the following coverages: • Comprehensive General or Commercial General Liability, including personal injury, contractual liability, and products/completed operations coverage; and • Automobile Liability; and • Workers' Compensation. 1.2.2 Each policy of such insurance shall be on an "occurrence" and not a"claims made"form, and shall: • Name as additional insured "the City of Ashland, Oregon, its officers, agents and employees" with respect to claims arising out of the provision of Work under this Agreement; • Apply to each named and additional named insured as though)a separate policy had been issued to each, provided that the policy limits shall not be increased thereby; • Apply as primary coverage for each additional named insured except to the extent that two or more such policies are intended to "layer" coverage and,taken together, they provide total coverage from the first dollar of liability; • Provider shall immediately notify the City of any change in insurance coverage Page 1 of 5: Goods and Services 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 Provider shall, at its own expense,maintain Worker's Compensation Insurance in compliance with ORS 656.017, which requires subject employers to provide workers' compensation coverage for all of its subject workers. 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. 1.6 Living Wage Requirements: If the amount of this Agreement is $24,050.68 or more, Provider 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. Provider is also required to post the notice attached hereto as "Exhibit A"predominantly in areas where it will be seen by all employees. 1.7 Assignment: Provider shall not assign this Agreement or subcontract any portion of the Work to be provided hereunder without the prior written consent of the City. Any attempted assignment or subcontract without written consent of the City shall be void. Provider 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 the City of any assignment'or subcontract shall not create any contractual relation between the assignee or subcontractor and the City. 2. CITY'S OBLIGATIONS 2.1 City shall pay Provider the sum of$7,846.50 (seven thousand eight hundred forty-six dollars and fifty cents) for the one-year cycle, or three(3) seasonal PlayGuides in FY 22-23,as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 2.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed the sum of$8,500.00(this is maximum, not to exceed amount of ENTIRE Agreement)without express, written approval from the City official whose signature appears below, or such official's successor in office. Provider expressly acknowledges that no other person has authority-to order or authorize additional Work which would cause this maximum sum to be exceeded and that any authorization from the responsible official must be in writing. Provider further acknowledges that any Work delivered or expenses .incurred'without authorization as provided herein is done at Provider's own risk and as a volunteer without expectation of compensation or reimbursement. Page 2 of 5: Goods and Services Agreement between the City of Ashland and Valley Web Printing, Inc. 1 3. GENERAL PROVISIONS 3.1 This is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from Provider and is free to procure similar types of goods and services from other providers in its sole discretion. 3.2 Provider is an independent contractor and not an employee or agent of the City for any purpose. 3.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability insurance, paid leave, and retirement. 3.4 This Agreement embodies the full and complete understanding of the parties respecting the subject matter hereof. It supersedes all prior agreements,negotiations, and representations between the parties, whether written or oral. 3.5 This Agreement may be amended only by written instrument executed with the same formalities as this Agreement. 3.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220, 279B.230 and 279B.235. 3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that,, upon motion of the other party, any case may be dismissed or its venue .transferred;as appropriate, so as to effectuate this choice of venue. 3.8 Provider shall defend,save,hold harmless and indemnify the City and its officers,employees and agents from and against any and all claims, suits, actions, losses, damages, liabilities, costs, and expenses of any nature resulting from, arising out of, or relating to the activities of Provider or its officers, employees, contractors, or agents under this Agreement. 3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance caused by acts of God,strikes, lockouts,accidents,or other events beyond the control of the other or the other's officers, employees or agents. 3.10 If any provision of this Agreement is found by a court of competent jurisdiction to be unenforceable, such provision shall not affect the other provisions, but such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the _ intent of Provider and the City set forth in this Agreement. 3.11 Deliveries will be F.0.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). Page 3 of 5: Goods and Services Agreement between the City of Ashland and Valley Web Printing, Inc. 1 , • 3.13 Provider represents and warrants that the Goods are new, current, and fully warranted by the manufacturer. Delivered Goods will comply with SUPPORTING DOCUMENTS and be free from defects in labor, material and manufacture. Provider shall transfer all warranties to the City. 4. SUPPORTING DOCUMENTS 4.1 The following documents are, by this reference, expressly incorporated in this Agreement, and are collectively referred to in this Agreement as the"SUPPORTING DOCUMENTS:" • The City's written Invitation to Bid dated June 9, 2022. • The Provider's complete written Bid Proposal dated July 12, 2022. 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 hot limited to: 5.1.1 Termination of this Agreement; 5.1.2 Withholding all monies due for the Work that Provider has failed to deliver within any scheduled completion dates or any Work that have been delivered inadequately or defectively; ' 5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or injunctive relief; 5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent, and City may pursue any remedy or remedies singly, collectively, successively or in any order whatsoever. 5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or for anticipated profits. If previous amounts paid to Provider'exceed the amount due,Provider shall pay immediately any excess to City upon written demand provided. 6. TERM AND TERMINATION 6.1 Term This Agreement shall be effective from the date of execution on behalf of the City as set forth below,. (the "Effective Date"), and shall continue in full force and effect until June 30, 2023, 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: Page 4 of 5: Goods and Services Agreement between the City of Ashland and Valley Web Printing, Inc. , If to.the City: City of Ashland—APRC Attn: Dorinda Cottle 20 E. Main Street Ashland,Oregon 97520 Phone: (541) 282-3603 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 lawsor 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 Agreementshall entitle the City to terminate this Agreement and to seek damages and any other relief available under this Agreement, at law,or in equity. Page 5 of 5: Goods and Services Agreement between the City of Ashland and Valley Web Printing, Inc. 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 ofthis Agreement. Further, any violation of Provider's warranty, as set forth in this Article 9, shall constitute a material breach of this Agreement. Any material breach of this Agreement shall entitle the City to terminate this Agreement and to seek damages and any other relief available under this Agreement,at law,or in equity. IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF ASHLAND: Valley Web Printing,Inc ROVIDEk): By: By: - Signature Signature g 614-44-- - To v to t'i c.t-1 Eel 14 L-E4- Printed Name Printed Name O/rtf4/Z ,M n11 (r-E R - Tit(e Title '7/694 1 T IS D to Date (W-9 is to be submitted with this signed Agreement) Purchase Order No. 01-447 7" 6167,4 Page i Page 6 of 5: Goods and Services Agreement between the City of Ashland and Valley Web Printing,Inc. EXHIBIT A CITY OF ASHLAND, OREGON City of Ashland LIVING ALL employers described WAGE below must comply with City of Ashland laws regulating payment of a living wage. $17.02 per hour, effective June 30,2022. 411 The Living Wage is adjusted annuality`evel'yMIL June 30 by the Consumer Price index. Employees must be paid a portion of the business of of health care,retirement, hiving wage: their employer„if the 41311C,and IRS e able employer',..sten or more ,cafeteria plans{Cincluwip".g employees,and has received childcare)bene%it the i For all fain worked under a financial assistance for the ,emnployee°s amount of wages. service contract between their Jett or b in front the emlmyer and the Citycf Cityof Ashland over > Note: For temporary and $24,050_68; Ashland¢f t9se contract part-tine employees,the exceed $24,050: or moretri ingFiage does not apply ? lf.their employerh the City of to the firmt 10 CH hours worked > For all hams worked in a Ashland,imcha g true Par in any�calendar year_ F month,if the employee anti Recreation Department more details,Tease see- hl spends 5C'b,or more of the and ti'[arniapal Code . In calculating the employees Mme in that month vie, S�cn 3.12'0 2D. working on a project or m add the value For additional information Call the Ashland City Mane's office at 541-488-6O02 or write to the City!Manager, City Hail,20 East Maga Stet,Ashland,OR 97520,or vomit the City's website at vem_ashiand_or_us_ Notice to Employers: This nuke must be posted)in areas where it can be seen by all employees. CITY OF ASHLAND • Page 7 of 5: Goods and Services Agreement between the City of Ashland and Valley Web Printing, Inc. • FORM #2 ' p' s - & RECR o"� INVITATION TO BID— o.07DS'lA DIS'EMIC#S INTERMEDIATE PROCUREMENT Release date:. June 9,2022 Requested by: Dorinda Cottle,Executive Analyst Ashland Parks &Recreation Commission(APRC) 1195 E Main St,Ashland OR, 97520 Tel: 541.282.3603 Email: dorinda.cottle@ashland.or.us Bids are due by 4 p.m. on Tuesday,July12, 2022 Project Name: Printing,mailing and delivery of up to three (3) seasonal PlayGuides for Ashland Parks &Recreation Commission(APRC) during FY 22-23 —A period spanning July 2022 through June 30, 2023. SUBMISSION, PRINTING &MAILING DATES: • Fall 2022 PlayGuide out in August 2022 • Winter/Spring 2023 PlayGuide out in December 2022 • Summer 2023 PlayGuide in out April 2023 Firm bids may be emailed,mailed or hand-delivered to the contact information provided above. Please submit your bid on company letterhead. Late bids will not be accepted. Terms or discounts that 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 of Ashland 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 of Ashland 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. Form#2—Intermediate Procurement,Invitation to Bid,Trade Services,Page 1 of 3,6/9/2022 SCOPE OF SERVICES SIZE OF PLAYGUIDE: 32 pages—8.25"x 10.5" finished size (0.25"bleed). PREPRESS: APRC will supply press quality PDFs. PROOF: Printer to supply plotter proof. PAPER: 32 to 36#news.rint,with 70 to 90 brithtness, and .rinted on the highest possible PCW recycled content paper. Pleas®- __+ o_ Op of rlOG onyeb conten INK: The vendor shall have the ability to execute a 4-Color Process Printing Accurately (verified with a proof) for pages 1, 16, 17, 32. Remaining interior will be black throughout. BINDING: Saddle stitch and trim to finished size. NUMBER OF GUIDES: • Approximately 14,000 for Fall 2022 • Approximately 14,000 for Winter/Spring 2023 • Approximately 14,000 for Summer 2023 Each PlayGuide will be direct mailed to all Ashland households, excluding businesses The total print count per season (approximately 14,000) includes 500 extra guides for community outreach. Total number of printed PlayGuides for the one-year cycle is APPROXIMATELY: 42,000. Note: The totals above are an estimate; actual totals will be dependent on: - 1. The number of residential addresses in Ashland at the time of each mailing. 2. Requests from APRC customers to receive,a mailed PlayGuide, APRC will supply this mailing list, which will be outside Ashland City limits. MAIL PREP: Include Mail Prep Costs (not postage) for each of the three mailings,to direct mail to all Ashland households. The vendor should have the ability to run any supplied mail list (an Excel spreadsheet)through a correction/standardization process, such as Postalsoft. DELIVERY: PlayGuides to be mailed to Ashland households must be delivered to the Ashland Post Office. The 500 extra guides per season will be delivered to the APRC office at 1195 E Main St in Ashland, OR 97520. (The bid shall include the cost for delivering guides to the • APRC office.) BILLING: The vendor should have the ability to itemize invoices that are reflective of the original bid and should also include the final postage fees that are not part of the bid. The invoice should itemize printing charges,mail prep fees, delivery charges,postage fees,the inserted envelopes when applicable, and list any pre-paid postage. DEADLINE TO APPLY: Tuesday, July 12, 2022 4 p.m. PST. 2 • 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.cottleAashland.or.us, 541.282.3603 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. (Note:Dorinda will be unavailable for questions July 4- 8, 2022.) 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 • • • Estimate Eagle Web Press No: 1908 LE-AG_L E PO BOX 12008 wEB:ERE55 Salem, OR 97309 (503)393-1774 ext.500 or 101 Date: 7/12/22 Customer No: 37 • ASHLAND PARK,COMM 340 S PIONEER ST ASHLAND OR 97520 • Quary11111Description Amount 14,000 APRC Fall 2022,8.25 x 10.5 White 32#HIBRITE/72, printed cold-set,4 colors front 4 colors $3,265.45 back , Job Set Up $80.00 IMPZIP-Import Zip+4, Presort . MER-Dupe Detection $56.00 NCOA - $35.00 • Shipping(Estimated) LABADD-EWP Inkjet Addressing Flats $364.00 14,000' APRC Winter 2022 $3,800.45 14,000 APRC Summer 2023 $3,800.45 • • • • • Sales Rep: Undesignated SUBTOTAL $3,800.45 Due to volatility in the paper market . estimates are good for 10 days before having to be re-quoted. Wanted: Tue 7/12/22 TOTAL $3,800.45 Thank you for the opportunity! APRC Summer 2023 Oregon Lithoprint, Inc. Quotation dba: News Register&Or.Wine Press 10893 PO Box 727 McMinnville, OR 97128 Phone: (503)472-5115 Fax: (503)434-1462 http://www.oregonlitho.com To: Date 7/12/22 Salesperson Sandy Sherwood Ashland Parks and Recreation Estimator Sandy Sherwood Dorinda Cottle 3430 S. Pioneer St. Ashland, OR 97520 Email: dorinda.cottle@ashland.or.us Dear Dorinda: 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 PlayGuide-2022/23 32-page book, saddle-stitched Size 8.25 x 10.5, binding on the 10.5"dimension Paper 32Ib 72bright HiBright- 15% pcw recycled content Ink Prints 4CP on pages 1,16,17,32; balance is Black only • Prepress Digital File supplied, OLI to supply a hard proof Finishing Job will saddle-stitch and most will skid pack for additional processing (mailing). 500 copies will box for customer copies. Mailing Saturation mailing to selected zips is charged at$7.50/thousand with a minimum charge of$75.00. Labeled mailing from client supplied list ischarged at$32.50/thousand with a minimum charge of$75.00. Mailing services are not included in price shown. Postage is the responsibility of the client and is not included in price shown. Shipping Mail-saturation and labeled-will deliver to Ashland Post Office. Customer Copies-500 boxed -will ship via UPS to APRC office. Shipping costs are included in prices below. Prices Price below is for a single issue. If Oregon Lithoprint is the successful bidder for this project,we will be happy to provide Proof of Insurance, proof of valid business license, and'our W-9 Form. ` Quantity Prices 14,000 $ 2,995.00 Sincerely, Sandy Sherwood Production Manager/Estimating 503.687.1208 ssherwood@oregonlitho.com 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. Please note-due to the . "nature of paper for web printing,variations in thickness and/or tint of paper can occur. Page 1 of 2 • Oregon Lithop'rint, Inc. Quotation • dba: News Register&Or.Wine Press 10893 PO Box 727 McMinnville, OR 97128 Phone: (503)472-5115 Fax: (503)434-1462 http://www.oregonlitho.com • • • • • Quoted By: Sandy Sherwood Sign: Date: Accepted By: Sign: Date: 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 otherwise specified. Please note-due to the nature of paper for web printing,variations in thickness and/or tint of paper can occur. Page 2 of 2 • From: Q To: porinda Cottle . Subject: RE:bid Date: Tuesday,July 12,2022 5:25:38 PM [EXTERNAL SENDER] Sorry Dorinda, It's gotten a little crazy. $2799 total plus postage delivered to Ashland and Ashland P0. Ashland Parks and Recreation Valley Web Printing Inc. Job:Activities Guide 1299 Stowe Ave. Medford, 7501 Ticket:July 2022-3x-2022/23 Guides-32 page htt :/lwww.valle webpri OR 9.co p ywebprinting.com Phone:541-488-5340 Dorinda Cottle Phone:(541)772-7039 I Toll Free:(800)547-7428 I Fax:(541)772-1279 Fax: Phone:541.552.2265 Date In:06/09/2022 Cell: Date Due:06/09/2022 Fax: Prepared by Todd Reichenbach Summary: Estimate Notes: The deadline to bid is July 12,2022 32pg magazine @ 8.25 x 10.5 finished size Priced Qty: 14,000 PREPRESS:cust9mer supplied press quality PDF,vers.1.7 PROOF:EPSON inkjet Price per 1,000: $186.82 STOCK:32#Newsprint,70 bright INK:4-color process front,back and center two pages.Remaining pages print black only Total: $2615.5 BINDERY:saddle stitch and trim to finished size PACKAGING:deliver to vwp mailing dept for addl services not included S/H:FOB VWP Job Estimate No. 64186 Ashland Parks and Recreation Valley Web Printing Inc. Job:Mailing-Ashland Parks and Rec 1299 Stowe Ave. Medford,OR 97501 Ticket:Ashland Parks and Rec Guides Mailing 2022 http://www.valleywebprinting.com -2023 Phone:(541)772-7039 I Toll Free:(800)547-74281 Fax:(541)772-1279 Phone:541-488-5340 Dorinda Cottle Fax: Phone:541.552.2265 Date In:06/21/2022 Cell: Prepared by Todd Reichenbach Date Due:06/21/2022 Fax: Summary: Estimate Notes: Mailing of Parks and Recreaction Activity guide 2022-2023 Mailings x 3 saturation households in Ashland. Mailing Guides EDDM Ashland Households only. Priced Qty: 13,500 Deliver guides to Ashland Post office and customer copies to The Grove in Ashland(Parks and Recreation office) Total: $183.54 Postage is not included. Postage estimate: • will be at the lowest possible rate. • Job Estimate No. 64240 www.valleywebprinting.com Todd Reichenbach Valley Web Printing 1299 Stowe Ave. Medford OR 97501 541-772-7039 800-547-7428 541-772-1279(fax) 541-621-9476(cell) toddr@valleywebprinting.com • • • , I • 1 {• AC R® , DATE IMM/DDIYWYI . CERTIFICATE OF LIABILITY INSURANCE 07/08/2022 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 FEDERATED MUTUAL INSURANCE COMPANY NAME: CLIENT CONTACT CENTER HOME OFFICE:P.O.BOX 328 / (A/C,INo,Eel):888-333-4949 FAX,No):507-446-4664 OWATONNA,MN 55060 AIL ADDRESS:CLIENTCONTACTCENTER(aFEDINS.COM INSURER(S)AFFORDING COVERAGE MAIC H INSURER A:FEDERATED MUTUAL INSURANCE COMPANY ' 13935 INSURED 344-174.8 INSURER B:FEDERATED RESERVE INSURANCE COMPANY 16024 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 I SyNp POLICY NUMBER POLICY EFF QOM) LIMITS (MMIOD/YYYV) (MMIDDIM) X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $1,000,000 CLAIMS-MADE n ODOUR DAMAGE TO RENTED $100,000 R PREMISES IEa acwnanw) MED EXP(My ono person) EXCLUDED • A Y Y 9820268 07/31/2022 07/31/2023 PERSONAL&ADV INJURY $1,000,000 ' OEN'L AGGREGATE-LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 1 �PGLIGY jECT n LOC _PRODUCTS-COMP/OP AOC $2,000,000 OTHER: AUTOMOBILE LIABILITY COM1B�NdEDtlSINGLE OMIT $1,000,000 ' en X ANY AUTO BODILY INJURY(Per person) —A OWNED AUTOS ONLY AUTOSULEO Y N 9620268 07/31/2022 07/31/2023 BODILY INJURY(Par aalden0 —HIRED AUTOS ONLY NON-OWNED PROPERTY DAMAGE AUTOS ONLY (Per accident) 1 X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $2,000,000 A EXCESS LIAB CLAMS-MADE N N 9820269 07/31/2022 07/31/2023 AGGREGATE $2,000,000 DED I I RETENTION —^WORKERS COMPENSATION DTH• X PER STATUTE ER AND EMPLOYERS'LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE r I E.L EACH ACCIDENT $500,000 B OFFICERIh1EMBEREXCLUDED? IIIA N 1813505 04/01/2022 04/01/2023 (Mandatory In NH) E.L DISEASE•EA EMPLOYEE $500,000 11 yes,describe under DESCRIPTION OF OPERATIONS below E.L DISEASE•POLICY LIMIT $SDO,000 • DESCRIPTION OF OPERATIONS 1 LOCATIONS I VEHICLES(ACORD 101•Additional Remarks Schedule,maybe attached Il more apace is required) SEE ATTACHED PAGE CERTIFICATE HOLDER CANCELLATION 344-174-6 7 0 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. AUTHORIZED REPRESENTATIVE gt O 1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD I ., AGENCY CUSTOMER ID: 344-174-8 LOC�( ACORD • ADDITIONAL REMARKS SCHEDULE Page 1 of 1 AGENCY NAMED INSURED FEDERATED MUTUAL INSURANCE COMPANY WENDTCO WEB PRINTING INCORPORATED,VALLEY WEB PRINTING POLICY NUMBER 1299 STOWE AVE SEE CERTIFICATE#7.0 MEDFORD,OR 97501-6612 CARRIER SAC CODE • SEE CERTIFICATE#7,0 EFFECTIVE DATE:SEE CERTIFICATE#7.0 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: CERTIFICATE OF LIABILITY INSURANCE 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. 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. ANY COVERAGE PROVIDED BY THE CA-F-127 APPLIES ONLY FOR THE DELIVERY OF THE ADDITIONAL INSURED'S PRODUCTS BY THE NAMED INSURED THE CERTIFICATE HOLDER IS AN ADDITIONAL INSURED SUBJECT TO THE CONDITIONS DF THE ADDITIONAL INSURED BY CONTRACT ENDORSEMENT FOR BUSINESS AUTO LIABILITY. ` E • ACORD 101(2008101) O 2008 ACORD CORPORATION.All rights reserved. The ACORD name and logo are registered marks of ACORD THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED BY CONTRACT ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE PART With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modified by the endorsement. , A. WHO IS AN INSURED for"bodily injury"and "property damage"liability is amended to include: Any person or organization other than a joint venture, for which you have agreed by written contract to procure bodily injury or property damage "auto" liability insurance arising out of operation of a covered "auto"with your permission. However,this additional insurance does not apply to: (1) The owner or anyone else from whom you hire or borrow a covered "auto". This exception does not apply if the covered "auto" is a"trailer" connected to a covered "auto"you own. (2) Your "employee" if the covered "auto" is owned by that "employee" or a member of his or her household. (3) Someone using a covered "auto" while he or she is working in a business of selling, servicing, repairing, parking or storing "autos" unless that business is yours. (4) Anyone other than your "employees", partners (if you are a partnership), members (if you are a limited liability company), or a lessee or borrower or any of their "employees", while moving property to or from a covered "auto". (5) A partner (if you are a partnership), or a member (if you are a limited liability company) for a covered "auto"owned by him or her or a member of his or her household. B. The coverage extended to any additional insured by,this endorsement is limited to, and subject to all terms, conditions, and exclusions of the Coverage Part to which this endorsement is attached. In addition, coverage shall not exceed the terms and conditions that are required by the terms of the written agreement to add any insured, or to procure insurance. C. The limits of insurance applicable to such insurance shall be the lesser of•the limits required by the agreement between the parties, or the limits provided by this policy. , D. Additional exclusions. The insurance afforded to any person or organization as an insured under this endorsement does not apply: 1. To "loss"which occurs prior to the date of your contract with such person or organization; 2. To "loss" arising out of the sole negligence of any person or organization that would not be an insured except for this endorsement. 3. To "loss" for any leased or rented "auto" when the lessor or his or her agent takes possession of the leased or rented "auto"or the policy period ends,whichever occurs first. Includes copyrighted material of Insurance Services Office, Inc. with its permission. CA-F-127(03-03) Policy Number: 9820268 Transaction Effective Date:07/31/2022 • POLICY NUMBER: 9820268 COMMERCIAL GENERAL LIABILITY CG 20 10 12 19 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): Location(s) Of Covered Operations City of Ashland Any Coverage Provided by This Endorsement 20 E Main St Applies Only While the Work Done for the Ashland,'OR 97520 Additional Insured by Wendtco Web Printing Incorporated Is in Wendtco's Own Care, Custody, and Control Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II - Who Is An Insured is amended to B. With respect to the insurance afforded to these include as an additional insured the person(s) or additional insureds, the following additional organization(s) shown in the Schedule, but only exclusions apply: with respect to liability for "bodily injury", This insurance does not apply to "bodily injury" or "property damage" or "personal and advertising' "property damage"occurring after: injury" caused, in whole or in part, by: 1. All work, including materials, parts or 1. Your acts or omissions; or equipment furnished in connection with such 2. The acts or omissions of those acting on your work, on the project (other than service, behalf; maintenance or repairs)to be performed by or on behalf of the additional insured(s) at the in the performance of your ongoing operations for location of the covered operations has been the additional insured(s) at the location(s) completed; or designated above. However: 2. That portion of "your work" out of which the injury or damage arises has been put to its 1. The insurance afforded to such additional intended use by any person or organization insured only applies to the extent permitted by other than another contractor or subcontractor law; and engaged in performing operations for a 2. If coverage provided to the additional insured principal as a part of the same project. is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. © Insurance Services Office, Inc., 2018 Page 1 of 2 CG 20 10 12 19 Policy Number:9820268 Transaction Effective Date:07/31/2022 C. With respect to the insurance afforded to these 2. Available under the applicable limits of additional insureds, the following is added to insurance; Section III -Limits Of Insurance: whichever is less. If coverage provided to the additional insured is This endorsement shall not increase the required by a contract or agreement, the most we applicable limits of insurance. will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or , 1 � Insured: Wendtco Web Printing Incorporated 1299 Stowe Ave Medford, OR 97501-6612 Page 2 of 2 © Insurance Services Office, Inc., 2018 CG 20 10 12 19 Policy Number: 9820268 Transaction Effective Date:07/31/2022 POLICY NUMBER: 9820268 COMMERCIAL GENERAL LIABILITY CG 24 04 12 19 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US (WAIVER OF SUBROGATION) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART ELECTRONIC DATA LIABILITY COVERAGE PART LIQUOR LIABILITY COVERAGE PART POLLUTION LIABILITY COVERAGE PART DESIGNATED SITES POLLUTION LIABILITY LIMITED COVERAGE PART DESIGNATED SITES PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART RAILROAD PROTECTIVE LIABILITY COVERAGE PART UNDERGROUND STORAGE TANK POLICY DESIGNATED TANKS SCHEDULE Name Of Person(s) Or Organization(s): City of Ashland 20 E Main St Ashland, OR 97520 Information required to complete this Schedule, if not shown above, will be shown in the Declarations. • The following is added to Paragraph 8. Transfer Of Rights Of-Recovery Against Others To Us of Section IV -Conditions: We waive any right of recovery against the person(s) or organization(s) shown in the Schedule above because of payments we make under this Coverage Part. Such waiver by us applies only to the extent that the insured has waived its right of recovery against such person(s) or organization(s) prior to loss. This endorsement applies only to the person(s) or organization(s) shown in the Schedule above. DESCRIPTION OF INTEREST: Any Coverage Provided by This Endorsement Applies Only While the Work Done for the Additional Insured by Wendtco Web Printing Incorporated Is i. in Wendtco's Own Care, Custody, and Control. Wendtco Web Printing Incorporated 1299 Stowe Ave Medford, OR 97501-6612 • • © Insurance Services Office, Inc., 2018 Page 1 of 1 CG 24 04 12 19 Policy Number:9820268 Transaction Effective Date:07/31/2022