HomeMy WebLinkAbout2022-082 PO 20230114- Southern Oregon Jobs With Justice Purchase Order
,a • CITY.RECORDER Fiscal Year 2023 Page: 1 of: 1
CITY
aa1, T1'1I,'dI 1 _ Mr-a,Ti— 1 'sl e L=:-.
- .1`4:4-1;11 _} , I SE -E'411V61 1101-, t - --
B City of Ashland L _
ATTN: Accounts Payable20 E. Main Purchase
L Ashland, OR 97520 Order# 20230114
T Phone: 541/552-2010
O Email: payable@ashland.or.us -
V H C/O Planning Division
ESOUTHERN OREGON JOBS WITH JUSTICE I 51 Winburn Way
N 258 A STREET#1-220 p Ashland, OR 97520
O ASHLAND, OR 97520 Phone: 541/488-5305
R T Fax: 541/552-2050
d a i �F - t ..-- 1 - ,t i t I - - - i a - ,
1®[ - 1 I�-sl L=-.��a 1 [ [ �_-b.-' E=4�I �1��_. 1 . ,. � ,r- ;i 1 _ Z 1_-t,i
- _ - -� -- =---- -----
-
Linda Reid_ -{ 1 1 1
08/30/2022 3681 FOB ASHLAND OR/NET30 Ci Accounts Pa able
Short Term Shelter Operations
1 Oversight and transition support for shelter residents per attached 1.0 $5,000.00 $5,000.00
scope of work attached as Exhibit A.
City of Ashland •
Limited Services Agreement .
Completion date: August 31, 2022
Project Account: •
***************GL SUMMARY***************
. i
096800-604100 $5 000.00 •
•
•
•
•
•
•
•
By: 1(_� , Date: 1)d l
Aut "5 rized Si•P ature 13T3 i= $5 000.00
•
' FORM #3 CITY OF
' O (( ASHLAND
• !'L request forC'G. Pur 40 sK>rd FN
REQUISITIO Date of request: •
Required date for delivery:
Vendor Name Southern()moon iohswith,lugtice •
Address,City,State,Zip 258 A.Street#1-220,Ashland,OR 97520 .
• Contact Name&Telephone Number Jason Houk
Email address Jason@SOWJ.org
SOURCING METHOD
❑ Exempt from Competitive Bidding 0 Emergency •
❑ Reason for exemption:. 0 Invitation to Bid • 0 Form#13,Written findings and Authorization
O AMC 2.50 • " Date approved by Council: 0 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 0 Request for Proposal Cooperative Procurement
Not exceeding$5,000, Date approved by Council: ❑ State of Oregon
O 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•cornmunication) 0 Other government agency contract
Intermediate Procurement ' • 0 Sole Source Agency
GOODS&SERVICES 0 Applicable Form(#5,6,7 or 8) Contract#
Greater 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
PERSONAL 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 ❑ Special Procurement City Administrator.AMC 2.50.070(4)
O (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 ❑-Written quote or proposal attached approval required.(Attach copy of council communication)
Date approved by Council:
' Valid until: Date
Description of SERVICES
1 ` TOTAL COST•
Short term temporary shelter operations $5,000' ..._ : ,,, 3 3�.
Item# Quantity Unit Description of MATERIALS ` Unit Price Total Cost
• o
0.
0 Per attached quote/proposal :"TOTA'CQT;'
l ,,7 7.
liP
Project Number _ _ Account Number 096800.604100 - r : _. -
Account 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 a isition.(orm,t certify at the City's p blit contracting requirements have been satisfied.
Employee: .� Department Head: .: ?";+wt -
(Equ to or greater than$5,000)
Department Manager/Supervisor: • City Manager:
. ja)
(Greater than g35 0]Funds appropriated•for current fiscal year: ES NO' SA f„..0_1/1 -
Finance
/1—Finance Director-(Equal to or greater than$5,000) Date
Comments: • " •
Form#3-Requisition .
•
r
CITY OF ASHLAND
LIMITED SERVICES AGREEMENT
PROVIDER: SOUTHERN OREGON JOBS WITH JUSTICE
•
CITY o F
ASHLAND PROVIDER'S CONTACT: JASON HOUK
�
20 East Main Street ADDRESS: Southern Oregon Jobs with Justice
Ashland; Oregon 97520 258 A Street,#1-220
'Telephone: 541/488-5587 Ashland, Oregon 97520
Fax: 541/488-6006
,
• r
ti
• This Limited Services Agreement(hereinafter"Agreement") is entered into by and between
the City of Ashland, an Oregon municipal corporation(hereinafter "City"), and Southern Oregon
Jobs with Justice, a domestic non-profit corporation ("hereinafter"Provider").
NOW THEREFORE, in consideration of the mutual promises and covenants contained
herein,the City and Provider agree as follows:
.1. Scope of Work. Provider shall\undertake the services and activities as more specifically set forth
in Provider's Proposal dated Ram IlC6 208,2.which is attached hereto as : ib'r/.a and fully
• incorporated herein by this reference. Provider's services and activities under this Agreement are
collectively referred to herein as the"Work."
2. Consideration. Subject to the terms and conditions of this Agreement,the City agrees to pay or
reimburse Provider for its costs and expenses incurred for the Work hereunder as set forth in
"Exhibit A." In no event shall the amount of any compensation or reimbursement under this
Agreement exceed the sum of five thousand dollars ($5,000.00)without the 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. Funds shall be utilized or contractually committed during the
term of this Agreement. •
3. Term.. This Agreement shall be effective as of June 10, 2022 (the"Effective Date"), and shall
continue in full force andeffectuntil and including August 31,2022,unless sooner terminated as
provided in Section 9 below.
•
PAGE 1 OF 5: LIMITED SERVICE AGREEMENT BETWEEN THE CITY OF ASHLAND AND SOUTHERN OREGON
JOBS WITH JUSTICE 2022 •
' •
•
•
4. Qualified Work. Provider has represented, and by entering into this Agreement now represents,
that any personnel assigned to the Work referenced in this Agreement are fully qualified to perform
the Work to which they will be assigned in a skilled and worker-like manner and, if required to be
registered, licensed, or bonded by the State of Oregon, are so registered, licensed, and bonded.
Provider shall also maintain a current City business license.
5. Provider agrees to acknowledge the City as a funding source in Provider's printed and electronic
notices andadvertisements relating to the Work hereunder.
6. Reports. Provider agrees to submit a written report to the City on the use of all funds provided
hereunder within thirty(30) days following the expenditure of the funds, but in no event later than
August 31,2022.
•
7. Unexpended Funds. Any funds not expended by August 1,2022, shall be immediately returned
to the City.
8. Financial Records and Inspection. Provider shall maintain a complete set of books and records
relating to the Work performed hereunder. Such records shall be kept in accordance with generally
accepted accounting principles. Provider gives the City and any,authorized representative of the
City access to and the right to examine all books,records,papers, or documents relating to the Work
performed pursuant to this Agreement. Such access shall be given within 72 hours' of receiving
notice of a request to inspect from the City.
9. Termination.
a. Mutual Consent. This Agreement may be terminated at any time by the mutual written
consent of both parties. •
b. City's Convenience. This Agreement may be terminated at any time by City upon not
less than thirty(30) days' prior written notice.
c. For Cause. City may terminate.this Agreement, in whole or in part, effective upon
delivery of written notice to Provider under any of the following conditions:
i. If City funding from federal, state, county or other sources is not obtained and
continued at levels sufficient to allow for the grant;
• ii: If federal or state regulations or guidelines are modified, changed, or interpreted
in such a way that the grant purposes are no longer allowable or appropriate for
award under this Agreement or are no longer eligible for the funding proposed for
payments authorized by this Agreement; or
iii. If any license or certificate required by law or regulation to be held by Provider to
provide the Work required under this Agreement is denied, revoked, suspended,
or not renewed. "
PAGE 2 OF 5: LIMITED SERVICE AGREEMENT BETWEEN THE CITY OF ASHLAND AND SOUTHERN OREGON
JOBS WITH JUSTICE 2022
•
•
10. Default. If Provider fails to perform or observe any of the covenants or provisions contained in
this Agreement or fails to expend the funds or enter into binding legal agreements to expend the
funds during the term of this Agreement,the City, by written notice of default to the Provider;may
terminate this Agreement%and may pursue any remedies available to the City at law or in equity.
Such remedies may include, but are not limited to,termination of this Agreement,the stopping of
payment on the funds, or Provider's payment of interest earned on any funds. The rights and
remedies of this section are not exclusiveand are in addition to any other rights and remedies
available to the City under the law.
11. Notice. Whenever notice is required or permitted to be given under this Agreement, such
• notice shall be sufficient if given in writing and: (1).delivered personally to the addressee; (2)
sent via a reputable commercial overnight courier; or (3) mailed using registered or certified
United States Mail,postage prepaid, and return receipt requested,to the address set forth below:
•
If to the City: •
Planning Department
Attn:Linda Reid,Housing Program Specialist
. 20 E.Main Street
Ashland, Oregon 97520
With a copy to: •
City of Ashland Legal Department
20 East Main Street
Ashland, Oregon 97520
If to Provider:
Southern Oregon Jobs with Justice
258 A Street,#1-220 .
•
Ashland, Oregon 97520 •
Any such notice delivered by personal delivery shall be deemed delivered and effective upon actual
receipt. Any such notice sent by United States Mail,postage prepaid, shall be deemed delivered and
effective five(5)business days after mailing. Any notice sent by commercial overnight courier shall
be deemed delivered and effective three (3)business days after dispatch.
12. Amendments. This Agreement may not be altered,modified, supplemented, or amended in any
manner except by written instrument signed by both parties.
13. Indemnity.Provider hereby agrees to defend, indemnify, save, and hold the City, its officers,
employees and agents harmless from any and all losses, claims, actions, costs, expenses,judgments,
PAGE 3'OF 5: LIMITED SERVICE AGREEMENT BETWEEN THE CITY OF ASHLAND AND SOUTHERN OREGON
JOBS WITH JUSTICE 2022
•
or other damages of any nature whatsoever resulting from or arising out of theperformance of this
1 Agreement by Provider (including but not limited to,Provider's employees, agents, and others
designated by Provider to perform Work or services attendant tothisAgreement). However,
Provider shall not be held responsible for any losses or damages caused by the sole negligence of the
City, its officers, and employees.
•
14. Liability Insurance..Provider shall, at its sole expense, obtain and maintain during the term
of this Agreement, 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. The insurance required in this Section 15 shall include the
following coverages: f
• Comprehensive General or Commercial General Liability, including personal
injury, contractual liability, and products/completed operations coverage; and
• Automobile Liability.
15. Workers' Compensation Insurance. Provider shall, at its sole expense,provide Workers'
Compensation insurance in compliance with ORS 656.017,which requires subject employers to
• provide Oregon workers' compensation coverage for all its subject workers.
16. Assignment. Provider shall not assign this Agreement nor subcontract any portion of any
Work to be performed hereunder without the written consent of the City. Any attempted
assignment or subcontract without the written consent of the City shall be null and void.
17. Governing Law; Jurisdiction; Venue. This Agreement shall be governed by the laws of
the Stateof 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.
•
•
18.Non-appropriations Clause. Funds Available and Authorized: City has sufficient funds
currently available and authorized for expenditure•to finance the costs of this Agreement within the
City's fiscal year budget. Provider understands and agrees that City's payment of amounts under
•this Agreement attributable to Work performed after the last day of the current fiscal year is.
contingent on City appropriations; or other expenditure authority sufficient to allow City in the
exercise of its reasonable administrative discretion,to continue to make payments under this
Agreement. In the event City has insufficient appropriations, limitations or other expenditure
• authority, City may terminate this Agreement without penalty or liability to City, effective upon the
delivery of written notice to Provider,with no further liability to Provider.
PAGE 4 OF 5: LIMITED SERVICE AGREEMENT BETWEEN THE CITY OF ASHLAND AND SOUTHERN OREGON •
JOBS WITH JUSTICE 2022 - •
19. Non-Discrimination.. 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 further
agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation
statutes,rules, and regulations.
•
2.0. Merger. This Agreement constitutes the entire understanding between the parties. There are no
understandings, agreements, or representations, oral or written, between the parties not specified in
this Agreement regarding the Work herein. Provider; by the signature below of its authorized
representative, acknowledges that it has read this Agreement,understands it, and agrees to be bound
by its terms and conditions. .
•
SOUTHERN OREGON JOBS . CITY OF ASHLAND:
WITH JUSTICE (PROVIDER):
- -e-/' 1.4Abil,„
By: By: (1100/ .
Printed Name: Jason Houk Printed Name: -p" ..��
• Title: Treasurer Title: air /jai r
Date: 6.10.2022 • Date: 12..7_ •
••
PAGE 5 OF 5: LIMITED SERVICE AGREEMENT BETWEEN THE CITY OF ASHLAND AND SOUTHERN OREGON ,
JOBS WITH JUSTICE 2022
•
•
Exhibit A
Scope of Work
•
•
SOJWJ will provide oversight and transition support for shelter residents who are housed in the •
pallet shelters located at 2082 E. Main from June 10, 2022 to July 31, 2022. SOJWJ will be
responsible for leasing the property located at 2082 E. Main Street, and will maintain liability
insurance on that property for the activities undertaken at that location for the duration of
their lease. SOJWJ will maintain a rental agreement for the temporary fencing from Quality
Fence, for the utilities associated with the property, and for refuse disposal through Recology.
SOJWJ will honor the terms of the temporary planning approval for shelter operations which
are attached to this agreement. The City of Ashland will reimburse SOJWJ for costs related to
leasing, utilities, refuse removal and insurance as identified in the estimated budget below.
• Estimated Budget for the limited service agreement activity
Property Lease June 15th-July 315t $1,875.00
Utilities June 10th-July 31st • $1,050.00 •
Fence Rental •June 10th-July 31st $ 500.00
Recology Waste Service June 10th-July 31st $ 450.00
Liability Insurance June 10th-July 31st $ 500.00
Misc. • TBD $ 500.00
Total Estimated Costs $4,875.00