HomeMy WebLinkAbout2023-056 PO 20240008- Southern Oregon University Purchase Order
CITY RECOR 43
ti Fiscal Year 2024 Page: 1 of: 1
Bim=
B City of Ashland _ =_
ATTN: Accounts Payable PurchaseL 20 E. Main
Q
L Ashland, 0R 97520 Order# 20240008
T Phone: 541/552-2010
O Email: payable@ashland.or.us
•
V H C/O Administration
E SOUTHERN OREGON UNIVERSITY I 20 East Main St
N 1250 SISKIYOU BLVD p Ashland, OR 97520
D ASHLAND, OR 97520 Phone: 541/488-6002
R O Fax: 541/488-5311
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_ _ _- —— ___ " Joseph L. Lessard _ - ---
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07/04/2023 258 FOB ASHLAND OR • City Accounts Payable
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Welcoming Voices
1 SOURCE in conjunction with DMC will create six digital recordings • 1.0 $17,898.00 $17,898.0
of 2-3 minutes each of business owners and other citizens from
underrepresented groups.
Personal Services Agreement (Less than $35,000)
Completion date: June 30, 2024
Project Account:
*************** GL SUMMARY***************
010258-604100, $17,898.00
B : v111.41&i Date:
Authorized Signate = m -- - 17 898.00
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FORM #3 CITY OF
1 ® .6 'ASHLAND •
REQUISITION Date of request: 06/2612023
. Required date for delivery:
Vendor Name Southern Oregon Universtiy
Address,City,State,Zip 1250 Siskiyou Blvd.Ashland OR 97520 •
• Contact Name&Telephone Number Eva Skuratowicz 541-552-6278
Email address -- •
• skuratoe@sou.edu .
SOURCING METHOD • •
❑ Exempt from Competitive Bidding ❑ Invitation to Bid • 0 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 a..royal re.uired,attach co. of CC
• 0 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#
0 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# •
Greater than$5,000 and less than$100,000 •0 Written quote or proposal attached Intergovernmental Agreement .
12 .(3)Written bids&solicitation attached 0 Form#4,Personal Services$5K to$75K Agency Southern Oregon Univers9 .
' PERSONAL SERVICES Date approved by Council: . IE :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 ❑ Form#9,Request for Approval . ' 0 Annual cost to City exceeds$25,000,Council . •
❑ Form#4,Personal Services$5K to$75K 0 Written quote or proposal attached approval required.(Attach copy of council communication)
Date approved.by Council:
Valid until: _ (Date) . • -
Description of SERVICES • • • .
SOURCE in conjunction with DMC will create six digital recording of 2-3 minutes each of business TOTAL COST
owners and other citizens from underrepresented groups. ,$ 17;898:00 • .
• • Item# Quantity Unit • Description of MATERIALS Unit Price Total Cost i
• .
•
i • / -
% Per attached quotelproposal '
TOTAL COST
rel O' - . �e O 100 . $
Project Number __ _ Account Number - 1'7,898
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: '
• /T Director Date Support-Yes/No
By sighing this requisition form,I certify that the City's public contracting requirements have been satisfied. •
•
Employee: Department Head: /it,,Equal to or gr e7
r than$5,000)
•
. Department Manager/Supervisor: . City Manager: es
(Greater than$35,001)
Funds appropriated for current fiscal year: YES /NO t t l_� �j' i��
• Finance Director-01710 greater than$5,000) Dat2 • •
•
Comments: (�
Form 113-Requisition • •
•
•
PERSONAL SERVICES AGREEMENT (LESS THAN $35,000)
• CONSULTANT: Eva Skuratowicz;Southern Oregon
. University(SOU)
CITY• OF
• -1S H LAN.D ADDRESS: 1250 Siskiyou Blvd. Ashland, OR 97520
•
• 20 East Main Street •
Ashland,Oregon 97520 TELEPHONE: 541-552-6278
Telephone:-541/552-2103
Fax:'541/488-5311 ' ' EMAIL: skuratoe@sou.edu
•
This Personal Services Agreement(hereinafter"Agreement")is entered into by and between the City
of Ashland,an Oregon municipal corporation(hereinafter"City")and Southern Oregon University,a university
with a governing board ("Consultant"), by or through The: Southern Oregon University 'Research Center •
("Source") in conjunction with the Southern Oregon University Digital Media Center ("DMC"), will create
six digital video recordings of approximately 3 minutes each for the Ashland WelcomingVoices Project as.
generally outlined in the' attached "Exhibit A", of prominent citizens or business owners, including from
underrepresented groups, for'the City of Ashland.
• NOW THEREFORE,in consideration of the mutual covenants contained herein,the City and •
Consultant hereby agree as follows: '
1. Effective Date and Duration: This Agreement shall become effective on the date of execution on
behalf of the City, as set forth below(the"Effective Date"), and unless sooner terminated as specifically
provided herein, shall terminate upon the City's affirmative acceptance of Consultant's Work as
complete and Consultant's acceptance of the City's final payment therefore,but not later than June 30, •;
2024.
•
2. Scope of Work: Consultant will; • . .
a. In conjunction with the City Manager, and/or their designee,will identify ten prominent citizens
with long-standing family-ties to the Ashland community or local business owners who have a
business in Ashland, and ideally live in Ashland, ("Interviewees")for researching and interviewing. .
This list will be ranked in order of preference with the goal of producing six finished videos that
demonstrate the welcoming nature of the Ashland community to display on video monitors and on •
social media.
b. Use its connections with said Interviewees to'secure permission to interview them and produce a
. video for the City of Ashland. If Consultant does not have connections to an Interviewee on the list, •
the City Manager, or their designee,will make the initial contact with the interviewed.
c. In conjunction with the City Manager, and/or their designee, construct'a concise and consistent
• • research/interview guide to be used in conducing Consultant's research or interviews.
d. Conduct background research and/or interviews of six Interviewees in studio•or in their workplace.
Interviews will be conducted by Eva Skuratowicz and Sabrina Prud'homme as more fully set forth in
the Consultant's Proposal dated June 26,2023,which is attached hereto as "Exhibit B" and
incorporated herein by this reference. Consultant's services are collectively referred to herein as the
"Work."
3. Supporting Documents/Exhibits: Conflicting Provisions: This Agreement and any exhibits or other
supporting documents shall be construed to be mutually complementary and supplementary wherever
possible. In the event of a conflict which cannot be so resolved,the provisions of this Agreement itself
shall control over any conflicting provisions in any of the exhibits or supporting documents.
4. All Costs Borne by Consultant: Consultant shall, at its own risk,perform the Work described above
and, unless otherwise specified in this Agreement, furnish all labor, equipment, and materials required
for the proper performance of such Work.
5. Qualified Work: Consultant has represented, and by entering into this Agreement now represents,that
all personnel assigned to the Work to be performed under this Agreement are fully qualified to perform
theservice 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.
6. Compensation: City shall pay Consultant the sum not to exceed$17,898, seventeen thousand, eight
hundred and ninety-eight dollars as full compensation for Consultant's performance of all Work under
this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this
Agreement exceed the sum of$17,898 (seventeen thousand, eight hundred and ninety-eight dollars)
without the express,written approval from the City official whose signature appears below, or such
official's successor in office. Payments shall be made within thirty (30) days of the date of receipt by
the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work,
payments will be made for any phase of the Work completed and accepted as of the date of termination.
7. Ownership of Work/Documents: All Work,work product, or otherdocuments produced in
furtherance of this Agreement belong to the City, and any copyright,patent,trademark proprietary or
any other protected intellectual property right shall vest in and is hereby assigned to the City.
8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by
reference into this Agreement: ORS 279B.220,279B.230 and 279B.235. •
9. Living Wage Requirements: If the amount of this Agreement is$24,050.68 or more, Consultant is
required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as
defined in that chapter,to all employees performing Work under this Agreement and to any
Subcontractor who performs 50% or more of the Work under this Agreement.
10. Indemnification: To the extent permitted by Article XI, Section 7 of the Oregon Constitution and the
Oregon Tort Claims Act (30.260 through 30.300), Consultant hereby agrees to defend, indemnify, save,
and hold City,its officers, employees, and agents harmless from any and all losses, claims, actions,
costs, expenses,judgments, or other damages resulting from injury to any person(including injury
resulting in death), or damage (including loss or destruction)to property, of whatsoever nature arising
out of or incident to the performance of this Agreement by Consultant(including but not limited to,
Consultant's employees, agents, and others designated by Consultant to perform Work or services
•
• - i
attendant to this Agreement). However, Consultant shall not be held responsiblefor any losses,
expenses,actions, costs, or other damages, caused solely by-the gross negligence of City.
11. ' Termination: 1
a. Mutual Consent. This Agreement may be terminated,at any time by the mutual consent of both
parties.
b. City's Convenience. This Agreement may be terminated by City at any time upon not less than
• thirty (30) days' prior written notice delivered by certified mail or in person. City shall pay
Consultant for Work completed by the Consultant to the termination date specified in the written
cancellation notice.• . .
c. For Cause. City may terminate or modify this Agreement, in whole or in part, effective upon
delivery of written notice to Consultant, orat such later date as may be established by City under any
of the following conditions: • .
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified,`changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this Agreement or are
no longer eligible for the funding proposed for paymentsauthorized by this Agreement; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this Agreement is for any reason denied,-revoked, suspended, or not
renewed. .
d. For Default or Breach.
i. Either City or Consultant may terminate this Agreement in the event of a breach of the
Agreement by the other. Prior to such termination the party seeking termination shall give to the
other party written notice of the breach and its intent to terminate. If the party committing the•
breach has not entirely cured the breach within fifteen(15) days of the date of the notice, or
within such other period as the party giving the notice may authorize in.writing,then the
• Agreement may be terminated at any time thereafter by a written notice of termination by the
party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and duty under
this Agreement. City,by written notice to Consultant of default or breach,may at any time
•terminate the whole or any part of this Agreement if Consultant fails to provide the Work called
for by this Agreement within the time specified herein or within any extension thereof. . •
• iii. The rights and remedies of City provided in this subsection(d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this Agreement.
'12. Independent Contractor Status: Consultant is an independent contractor and not an employee of the
City for any purpose. .
13. Assignment: Consultant shall not assign this Agreement or'subcontract any portion of the Work
without the written consent of City. Any attempted assignment or subcontract without written consent
of City shall be void. •
14. Default. The Consultant shall be in default of this Agreement if Consultant: commits any material
breach or default of any covenant,warranty, certification, or obligation under the Agreement; institutes
an action for relief in bankruptcy or has instituted against it an action for insolvency;makes a general
assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified
in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under,this
Agreement.
15. Insurance. Consultant shall, at its own expense,maintain the following insurance:
a. Workers' Compensation. Consultant shall obtain and maintain Workers' Compensation insurance in •
compliance with ORS 656.017, which requires subject employers to provide Oregon Workers'
Compensation coverage for its subject workers,unless such employers are exempt under ORS
656.126. If exempt under ORS 656.126, Consultant shall certify such exemption to the City.
b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than
$2,000,000 (two million dollars)per occurrence. This is to cover any damages caused by error,
omission or negligent acts related to the Work to be provided under this Agreement.
c. General Liability insurance with a combined single limit, or the equivalent, of not less than
$2,000,000 (two million dollars)per occurrence for Bodily Injury,Death, and Property Damage.
d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than
$1,000,000 (one million dollars) for each accident for Bodily Injury and Property Damage, including
coverage for owned,hired or non-owned vehicles, as applicable.
e. Notice of cancellation or change. There shall be no cancellation,material change,reduction of limits
• or intent not to renew the insurance coverage(s)without thirty (30) days' prior written notice from
the Consultant or its insurer(s)to the City:
f. Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, Oregon,
and its elected officials, officers and employees as Additional Insureds on any insurance policies,
excluding Professional Liability and Workers' Compensation,required herein,but only with
respect to Consultant's services to be provided under this Agreement. The consultant's insurance is
primary and non-contributory. As evidence of the insurance coverages required by this Agreement,
the Consultant shall furnish acceptable insurance certificates and endorsements prior to commencing
the Work under this Agreement.
16. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, color,religion,
creed, sex,marital status, familial status or domestic partnership,national origin, age,mental or physical
disability, sexual orientation, gender identity or source of income, suffer discrimination in the
performance of any Work under this Agreement when employed by Consultant. Consultant agrees to
comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules
and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business
enterprise,minority-owned business,woman-owned business, a business that a service-disabled veteran
owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as
required by ORS 279A.110.
17. Consultant's Compliance With Tax Laws: Consultant represents and warrants to the City that:
a. Consultant shall,throughout the-Willi of this Agreement,including any extensions hereof, comply
with: •
is All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS
Chapters 316,317, and 318;
ii. Any tax provisions imposed by a political subdivision of the State of Oregon applicable to
Consultant; and
• iii. Any rules,regulations, charter provisions, or ordinances that implement or enforce any of the
foregoing tax laws or provisions.
b. Consultant,for a period of no fewer than six(6) calendar years preceding the Effective Date of this- •
Agreement,has faithfully complied with:
i. All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS
Chapters 316, 317; and 318;
ii. Any tax provisions imposed by a political subdivision of the State of Oregon applicable to
Consultant; and
iii. Any rules,regulations, charter provisions, or ordinances that implement or enforce any of the
foregoing tax laws or provisions.
18. Governing Law; Jurisdiction: This Agreement shall be governed and construed in accordance
with the laws of the State of Oregon without regard to conflict of laws principles.. Exclusive venue for
litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon
• for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall
be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to
maintain.an action under this Agreement in any other venue.
19. 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,by mailing using registered or certified United States mail,return receipt requested,postage
prepaid, or by electronically confirmed,at the address or facsimile number set forth below: •
If to the City: •
City of Ashland—Administration Department
Attn: Joseph L Lessard . • •
20 East MainStreet
Ashland, Oregon 97520
•
With a copy to:
City of Ashland-Legal Department
20 East Main Street
Ashland, Oregon 97520
If to Consultant: '
Eva Skuratowicz • . .
Southern Oregon.University
1250 Siskiyou Blvd.
Ashland, OR 9.7520
20. Amendments. This Agreement inay be amended only by written instrument executed by both parties
with the same formalities as this Agreement.
.. 21. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE
UNDERSTANDING BETWEEN THE PARTIES. THERE ARE NO UNDERSTANDINGS,
AGREEMENTS, OR REPRESENTATIONS,EITHER ORAL OR WRITTEN,NOT SPECIFIED
HEREIN REGARDING THIS AGREEMENT. CONSULTANT, BY SIGNATURE OF ITS
AUTHORIZED REPRESENTATIVE,HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ
THIS AGREEMENT,UNDERSTANDS IT,AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
22. Certification. Consultant shall execute the certification attached hereto as "Exhibit C"and incorporated
herein by this reference.
IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names
by their duly authorized representatives as of the dates set forth below.
CITY OF ASHLAND. /
Greg Perkinson, Southern Oregon University:
By: Ear "1 ' By: c (1----� —
ignature Signature.
0050 L- LLSsoj4 Gregory M. Perkinson
Printed Name Printed Name
cry MartaVP for Finance &Administration
jI'itle Title
frct/23 6/29/2023
/ Date Date
•
, , , 47, a GIE3
Purchase Order No. (W-9 is to be submitted with this signed Agreement)
EXHIBIT A
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The Ashland Welcoming Voices Project •
June 27, 2023
Overview & Goals
The Ashland Welcoming Voices is an effort to expand opportunities to establish supportive business
and community relationships for citizens and visitors of Ashland. This initiative will specifically highlight
the welcoming character and community involvement of its citizenry, including for members.from
•
marginalized groups (BIPOC/LGBTQ/marginalized identities). This initiative is based on the
understanding.that sustaining a vibrant local economy requires valuing and supporting the efforts of
each individual contributor; focusing to create a broad economic benefit requires creating
opportunities for all community,rnembers,to,participate and.benefit. Building awareness, inclusivity,
•
and support for community members,:including from.marginalized groups, is important to the
economic and social success of Ashland and:to attracting and,weicoming new visitors.
Potential Project Objectives/Implementation
1) Conduct research on the history of Ashland's citizens and document their contributions to the
community, including documenting through verbal/video recordings. For 2023-2024 the .
history effort will solicit.the participation of current citizens to record their individual or family
recollections of life in the Ashland..Recorded histories or recollections should be of an.
individual length that promotes listening and/or use within the.community. .
2) Create a digital video library of the "hidden Ashland" that profiles Ashland citizens, with a
priority of.showcasing individuals, including from marginalized groups, from long-standing.
• Ashland families Or that own or operate a local business, produce a product locally or, provide
a service. The digital library will be comprised of short video recordings (each approx. 3
•
minutes in length) where an individual demonstrates or profiles their family history in Ashland or
w.ork/business.in:brief. •The.aibra_: ' :recordi.ngs:would.be. made,avai,lable..for...viewin to;the
s • .and.at<a . op riate locations sin
publicvia;internet.poting ppr p Y J.
solicit:recordin :a licatio.n' .ro osals from::communit businesses:or :':
library:`effortwill Y,.,......
In •
dividuals with.;the.:intent.to.accept;at leastsix (6),recordings.for showcasing in..2023-2024,.::`;:`';. •
.:3) To:create an environment of awareness, inclusivity, and support for individuals in Ashland by,.'
establishing monthly,networking events/receptions,where these individuals:can.build
• su ortiye working •
relationships;with peers in business, education,:local government,.'or.civic °:;,..; ;;,.
... pp
organizations,and, the attending public Each:event will.showcase one or more long standing
: •A•shland•family or A• •shla•nd business, product or service connected.to;an,owner,,manager, or
:::artist Selected'iridividuals.or businesses ,will. includ• e:those.from.a marginalized group This ;;::.;. ::, ;`;;
o t. : a re uire f e establishment of.a.directo of otenti.al. artici an :businesses.or
l
• • 0 lie networkin effort.will strive::to..co.nductsix, b :events/recti tions,.;':.;:':;;;:: •
. ..; ::.. . individuals. .For;2023:2.24• ,t .... . . ..::......:.:.g. ,:: ::.;.::....:.. .:.;.._. ... . (. .,
work.to,.solicitone or more non..profit„educational, or local business.entities t0: .:
•
I Implement the Ashland Welcoming Voices Project objectives.`:The above objectives are
ex ected.to.b.e im lemented'under a service contract or grant agreement withthe
Ashland: FY 2023-2024 fundpng from the;City.s Transit Occupancy Tax revenue,` Community ;:;. . .';: .
donations may supplement City.Funding if appropriatel solicited under ertinent.Cit. olic
Y p
• and'used/managed.to accomplish the Project's objectives The City will consider the '
appropriate use of its website:and other outreach resources to promote the Ashland Together
Pro ram
g
EXHIBIT B
SOUTHERN
OREGON
• UNIVERSITY
•
, ) , ,
• E
RESEARCH •
CENTER
Ashlanidi Welcoming- Voices
Scope of Work and. Budget
Eva Sicaraitozeicz, PhD.
•
1:UNE 26, 2023
Scope'of Work
The Southern Oregon University Research Center(SOURCE);in conjunction with the Southern
.Oregon University Digital Media Center(DMC)will create six digital recordings, of 2-3 minutes
• each, of business owners and other prominent citizens from underrepresented groups,for the
City of Ashland. The team from SOURCE will be Dr. Eva Skuratowidz and SOU.Administrator .
Sabrina Prud'homme. In addition, a student research assistant will be hired to assist with.the
project. I
SOURCE will provide the following: I
1. .In conjunction with the City Manager, or their designee will identify ten prominent
citizens with long-standing family ties to Ashland or business owners who have a
• business in Ashland, and ideallylive in Ashland,to interview:This list will be ranked in
order of preference with the goal of.producing.six finished videos for the City of Ashland
to display on video monitors and on social media.
•2. Use our connections with said citizens or business owners to secure permission to
interview them and produce a video for the.City of Ashland. If SOURCE does not have
connections to a citizen or business owner on the list,the City Manager, or their designee,
will make the initial contact with the interviewee. •
3. In.conjunction with the City Manager, or their designee,and the DMC, construct a• ,
concise and consistent interview guide. •
•
4. Conduct six interviews with prominent Ashland or business owners in studio
and/or in the workplace. Interviews will be conducted by Eva Skuratowicz and Sabrina
Prud'homme. •
5. Coordinate with SOU Digital Media Center(DMC)to establish shooting schedules .
including locations,filming of interviews, and B rolls.
. . 6. Review and select interview Clips to be used for each video narrative. •
•
• 7. Provide feedback to the DMC during the editing process.
8. Along with a representative from the City Manager, or their designee,review videos
before final edit.
9. Coordinate with SOU's Disability Resources department to complete all accessibility'
requirements for the videos.
•
SOUDigital Media Center(DMC) will function as a subawardee under SOURCE: The DMC
will provide the following: .
• ' f
1. All labor and equipment to produce six fully edited 2 - 3 minute videos,ready for display on
video monitors and on social media.
2. Each video will include:
a. one-on-one interviews with primary subject in the studio and/or at the workplace,
utilizing two cameras
b. (potentially)brief group interactions between interviewee and family at the discretion
of the citizen or business being profiled
c. B roll shot of the interviewee in the workplace or on the job,possibly interacting with
customers, and/or co-workers/employees
3. Consult on a concise and consistent interview guide.
4. Coordinate with the City of Ashland on the logo/graphics,titles,video series name, and any
other assets to be used to package the video.
5. Assist with release forms for all parties potentially represented in the recordings.
6. Final edit will be contingent upon SOURCE and City of Ashland review of videos.
City of Ashland will provide the following:
1. Determine what captioning and/or audio description are required for the videos.
2. The City of Ashland will be responsible for the content of the videos. •
3. Work jointly with SOURCE to identify ten business owners who have a business in
Ashland, and ideally live in Ashland,to interview. This list will be ranked in order of
preference with the ultimate goal of producing six finished videos to display on video
monitors and on social media.
4. Provideconnections to the interviewees if SOURCE does not have current connections.
5. In conjunction with SOURCE, construct a concise and consistent interview guide.
6. Coordinate with the DMC regarding the logo/graphics,titles,video series name,and any
other assets to be used to package the video.
7. Along with SOURCE,review videos before final edit.
8. Will provide,with assistance from the DMC,release forms for all parties potentially
represented in the recordings.
•
•
•
Initial Timeline for Filming: •
Principal photography recorded July-August . •
Edits by mid-September
Total completion deadline mid-October •
Budget S
SOURCE Budget•forAshland,Welcomifg.,Voice's
,;Labor(in'cluding'QPE) _ $5,921' •
Video.production including accessibility . $10,200
Travel (outside Ashland) ' $1$0:
Subtotal . $16,271
10%indirect cost recovery . $1,627 .
•
Project Total $17,898 S
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• EXHIBIT C
CERTIFICATIONS/REPRESENTATIONS: Consultant, by and through its authorized. •
representative, under penalty of perjury, certifies that(a)the number shown on the attached W-9
form is its correct taxpayer ID (or is waiting for the number to be issued to it and(b) Consultant •
is not subject to backup withholding because: (i) it is exempt from backup withholding, or(ii) it
has not been notified by the Internal Revenue Service (IRS)that it is subject to backup
withholding as a result of a failure to report all interest or dividends, or(iii)the IRS has notified •
it that it is no longer subject to backup withholding. Consultant further represents and warrants
to City that: (a)it has the power and authority to enter into this Agreement and perform the
• Work, (b)the Agreement,when executed and delivered, shall be a valid and binding obligation
• of Consultant enforceable in accordance with its terms, (c)the work under the Agreement shall
be performed in accordance with the highest professional standards, and (d) Consultant is
. qualified,professionally competent, and duly licensed(if applicable)to perform the Work.
Consultant also certifies under penalty of perjury that its business is not in violation of any
• Oregon tax laws, it is an independent contractor as defined in the Agreement,it is authorized to
do business in the State of Oregon, and Consultant has checked four or more of the following
criteria that apply to its business.
(1). Consultant carries out the work or services at a location separate from a private
residence or is in a specific portion of a private residence, set aside as the location of •
the business.
(2) Commercial advertising or business cards or a trade association membership are .
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence
listing.
(4) Labor or services are performed only pursuant to written contracts. •
• (5)Labor or services are performed for two or more different persons within a period
• of one year.
• (6) Consultant assumes financial responsibility for defective workmanship or for •
service not provided as evidenced by the ownership of performance bonds,
• warranties, errors and omission(professional liability)insurance or liability insurance •
relating to the Work or services to be provided.
•
•
•
Consultant's signature
Date •