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HomeMy WebLinkAbout2023-08-14 Study Sessionu 11 Sib�n A Co c'd esslgendantuyS AND CITY COUNCIL STUDY SESSION AGENDA Monday, August 14,2023 awmil Cf a -tir bets, 1175 E "_astreef View on Channel 9 or Channels 180 and 181 (Charter Communications) or live stream via rvtv.sou.edu select RVTV Prime. HELD HYBRID (In -Person or Zoom Meeting Access) Public testimony will be accepted for both general public forum items and agenda items. Please complete the online Public Testimony For (ashiand.or.us/council), for WRITTEN and ELECTRONIC testimony only. Indicate on the Public Testimony Form if you wish to provide WRITTEN testimony, or if you wish to speak ELECTRONICALLY during the meeting. Please submit your testimony no later than 10 a.m. the day of the meeting. 5:30 p.m. Study Session 1. Public Input (up to 15 minutes) 2. Procurement and Contract Process 3. Adjournment of Study Session In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Manager's office at 541.488.6002 (TTY phone number 1.800.735.2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Page I of I SUMMARY in continued effort to streamline and improve operational procedures while maintaining the necessary internal controls, best practices and adherence to local and state laws, Staff seeks to update Council on the City's current Purchasing process as it applies to the Ashland Municipal Code (AMC) Chapter 2.50 and the Oregon Public Contracting Code, specifically Oregon Revised Statutes (ORS) Chapters 279A, 279B and 279C. In doing so, we hope to provide Council with a more comprehensive understanding of the City's current operational workflow for Contracting and Purchasing and make Council aware of Staff's intent to amend parts mfthe AMC Public Contracting chapter through oproposed ordinance change inthe near term. POLICIES, PLANS & GOALS SUPPORTED This supports the Council Value Statements: Excellence ingovernance and city services; Sustainobi|h»through creativity, affordability and rightsized service delivery. Specifically, this assists inimplementing greater efficiencies e,creating onenvironment that isless poper- intensive, reducing staff time onunnecessary and redundant tasks, all the while reducing overall costs and improving productivity. BACKGROUND AND ADDITIONAL INFORMATION The current Ashland Municipal Code Chapter 2.50 for Public Contracting Rules of Procedure, which has not substantively been amended since 2010, lags behind the State's contracting code in these key areas: AMC Oregon Allowed Allowed ° Intermediate Procurement Limit: $lOO/)UO $150,000 (for goods and services) While the differences may at first glance seem immaterial, the City's volume of expenditures between $5-10K that necessitates the intermediate bidding process ($5-100K) has created a considerable drain on staffing resources. Many of the City's small procurements are in the $5-10K dollar range. Facilities is a prime example, however it has consequentially impacted all City departments. A typical workflow is as such: Department arranges 3 quotes from different contractors/vendors; may include site visits; creates, reviews and awards the contract; acquires legal review and approval toform; obtains insurance per the contract; oornp|etao internal Page lof2 forms and routes it throughout the city for signatures. This is simply to start the purchase order process in Finance. FurtherdheAk4C'u|nterrne6kztePvooun*rnent|irnkfor0oodoundnarvioenthotthePub|iuControutingDffioe'Chv Manager may approve is $100,000. This requires staff to submit to Council contracts over $100,000 but less than the state's limit of $150,000, for expenditures that are part of the normal course of city business, such as chemicals for the treatment plants or enterprise software. It should be noted that these expenses have already been appropriated during the budget process, and therefore approved by both Council and the Citizen's Budget Committee. operational Update The City's current Purchasing process is very paper- intensive, as well as process- i nten sive due to the AMC limits. VVehave plans Loautomate the process inconjunction vvithmurnextA000untingooftmoneoyntern(rv|erKJuni:) upgrade in the Fall. At that time, it is our Qoo| to implement best practices such as the use of electronic document signing, routing and storage. There are other procedural aspects we are evaluating that will create additional efficiencies. |nthe near term, weintend tobring 10Council nrequest ioconsider onordinance that will address all the above. Particularly, we suggest aligning the AMC to our current operational realities which would also parallel the State code as it relates to contracting and procurement limits. We will also update the language in the AMC chapter to reflect the change from Administrator to Manager form of government, consistent with our efforts to streamline the overall process. State allowed procurement limits are used by other cities under the council- manager form of government, such as neighboring city, Medford. FISCAL IMPACTS The fiscal impact of reviewing and eventually updating the current AMC Chapter 2.50 is ultimately a financial savings in staff time and resources. While it is challenging and time-consuming to quantify, it can be said that every department will benefit from it immediately, and thereby will increase productivity in a meaningful way. Procurement is a daily, cumbersome and time-consuming process for every City department, so the impact will be significant. The system upgrade in Tyler Munis has been a plan for some time and does not have an additional cost attached toit. Further, there are nmcosts associated with adding the Purchase Order process into the accounting system ayitioomodule that ioalready part ufour software. Byimplementing best practices such as electronic document signing and routing, the impact will also again, improve staff time and dramatically reduce paper. SUGGESTED NEXT STEPS Staff will work on drafting an ordinance that will amend the Ashland Municipal Code Chapter 2.50 on Public REFERENCES & ATTACHMENTS Ashland Municipal Code Chapter 16O Reference link for ORS 279 A/B/C: Page 2ofz Ch. 2.50 Rules of Procedure for Public Contracting I Ashland Municipal Code Page 1 of 10 Sections: 2-50.018 Short Title 2.50'028 Purpose 2'50.030 Adoption nfState Law 2'50.040 Definitions 2'50.050 Applicability 2'50.060 Local Contract Review Board Authority 2.50.870 Public Contracting Officer Authority 2'50.880 Formal Processes ' Competitive Sealed Bidding and Proposals 2.50'090 Exemptions from Formal Competitive Selection Procedures 2.50.095 Additional Requirements for Exemptions Pursuant to2.2O'O9O(D 2.50'100 Informal Process ' Process for Exempt Procurements 2'50.118 Electronic Advertisement mfPublic Contracts 2.50.128 Personal Services Contracts 2.58.125 Cost and Feasibility Determinations 2'50.130 Record Keeping 2.58.140 Protests mfProcurement Process and Solicitation Award The provisions of this chapter and all rules adopted hereunder may be cited as the Ashland Public Contracting Code. (]rd,3O13,added, OS/18/2O1[\Ord. 2934 replaced, 11/21/2006;Ord. 291lamended, 03/01/2O05;Ord. 2O57.amended, O6/20/20UO) The purpose of the Ashland Public Contracting Code is to utilize public contracting practices and methods that maximize the efficient use of public resources and the purchasing power of public funds by: A. Promoting open and impartial competition; B. Using solicitation materials that are complete and contain a clear statement of contract specifications and requirements; The Ashland Municipal Code is current through Ordinance 3215, passed December 22, 2022. Ch. 2.50 Rules of Procedure for Public Contracting I Ashland Municipal Code C. Taking full advantage of evolving procurement methods that suit the contracting needs of the City;and D. Providing direction to city staff regarding purchasing practices and purchasing authority those results in a systematic and uniform administration of public contracts. . The City shall endeavor to utilize local suppliers of materials and services whenever practical and feasible while seeking toobtain the lowest and best responsible bid, quotation orproposal. (Ord.3O1Iadded, O5/18/201O;Ord. Except as specifically provided herein, or by subsequent ordinance or resolution, the Model Rules, Oregon Administrative Rules (OAR) Chapter 137, Divisions 46, 47, and 49, adopted by the Attorney General under ORS Chapters 279A'279B and279[ as they now exist, are hereby adopted as the City of Ashland's Public Contracting Code. A copy of the Oregon Public Contracting Code and Model Rules shall be maintained in the City Recorders Office. Words and phrases used in these rules that are defined in Oregon Revised Statutes (ORS) Chapters 279A, 279B, 279C, and in the Model Rules shall have the same meaning as in those statutes and rules, except as may be provided for herein. In the event that the rules adopted by the local contract review board do not address a particular situation, the Model Rules apply. (Ord. 3O13'added, 05/18/201O) Words and phrases that are used and defined in the Model Rules and the Oregon Public Contracting Code shall have the same meaning as in those statutes and rules, except for the following: A. "City Attorney" shall mean the Ashland City Attorney or his/her designee as specified by written order. B. "Department" shall mean City of Ashland instead of Oregon Department of Administrative Services. C. "Director" shall mean Public Contracting Officer as defined in this section instead of the Director of Administrative Services, D. "Findings" are the statements of fact that provide justification for adetermination. Findings may include, but are not limited to, information regarding operation, budget and financial data; public benefits; cost savings; competition in public contracts; quality and aesthetic considerations; value engineering; specialized expertise needed; public safety; market conditions; technical complexity; availability; performance; and funding sources, E. "Finance Director" shall mean the Director of the City's Finance Department or his/her designee as specified by written order F. "Local Contract Review Board" shall mean the Ashland City Council. The Ashland Municipal Code is current through Ordinance 3215, passed December 22, 2022. [h. 2.50 Rules of Procedure for Public K "Model Rules" means the public contracting rules adopted by the Attorney General pursuant to ORS "Oregon Public Contracting Code" means ORS Chapters 279A, 279B and 279C. J. "Personal services contract" means a contract with an independent contractor predominantly for services that require special training orcertification, skill, technical, creative, professional orcommunication skills ortalents, unique and specialized knowledge, or the exercise of judgment skills, and for which the quality of the service depends on attributes that are unique to the service provider. Such services include, but are not limited to, the services of architects, engineers, land surveyors, attorneys, auditors and other licensed professionals, artists, designers, computer programmers, performers, consultants and property managers. The Public Contracting Officer shall have discretion to determine whether additional types of services not specifically mentioned in this definition fit within the definition ofpersonal services. (Urd. 3192b35'amended, 11/17/2020;Ord. 3013'added' 05/1O/2810 The Ashland Public Contracting Code shall apply to procurements by all City departments and divisions, including Ashland Parks and Recreation, (Ord, 3013, added, 05/18/2010) The Local Contract Review Board shall have all the duties and authority of a contracting agency that are granted under state and local law. The Local Contract Review Board may delegate its powers and responsibilities by ordinance, resolution, or board order consistent with the Model Rules and the Oregon Public Contracting Code. (Ord.3U13.added, U5/18/2O1O) 2,50.070 Public Contracting Officer Authority A. Except as otherwise provided by this code, the Public Contracting Officer shall have authority to: 1. Purchase and contract for all materials, supplies, equipment, services and public improvements for which funds have been appropriated by the City Council and the contract price does not exceed $100,000; l Contract for all personal services as long as the contract price does not exceed $75,000;and 3. Sell ordispose ufall personal property ofthe City inaccordance with AMC 2.54. $25,000 and the agreement does not create a new intergovernmental entity. The Ashland Municipal Code is current through Ordinance 3215, passed December 22, 2022. Ch. 2.50 Rules of Procedure for Public Contracting I Ashland Municipal Code Page 4 of 10 Contracts approved under this section require no further approvals by the Local Contract Review Board. B. Except when this Chapter, or the Oregon Public Contracting Code and Model Rules, specifically requires the Local Contract Review Board to take action or exercise its discretion and delegation is not allowed, any act required or permitted to be performed by an "agency," "head of a contracting agency," "local contract review board" or the "director" under the Model Rules or Oregon Public Contracting Code shall beperformed bythe Public Contracting Officer. C. The Public Contracting Officer may develop such forms that are convenient to the administration of the City's contracts and may promulgate procedures reasonably necessary to accomplish the purposes of this Chapter, the Model Rules, and the Oregon Public Contracting Code, The City Attorney may promulgate standard forms for use bythe Public Contracting Officer. (8rd.3136.amended, 2017;Ord. 3O13.added, O5/18/2OlO;Ord. 2Q34`replaced, 11/Z1/2UU6iOrd, 3917'amended, U3/01/2005;Ord. 2O57'amended, O6{l0/20O0) Except asotherwise expressly provided herein, inaddition tothe requirements ufthe Model Rules and the Oregon Public Contracting Code: A. The Finance Director must sign off that there are appropriate funds for the project before the projectis put out for bids. B. The City Attorney must determine that the contract isappropriate astoform before the project isput out for bids. In addition, the City Attorney shall review all formal competitive solicitations or formal competitive bids to ensure that the appropriate process is being followed. C. The Local Contract Review Board shall approve the award ofall contracts for which the Ashland Municipal Code or the Oregon Public Contracting Code require formal competitive solicitations or formal competitive bids. D. BoctronicJolicdotion Competitive sealed bids and competitive sealed proposals may be available online, but applicants will NOT be able to submit their proposals and/or responses online. Bids and proposals must be delivered in hard copy form to the City in accordance with the requirements for the competitive solicitation. Individuals that obtain the solicitation materials electronically are responsible for regularly checking for instructions, addenda, and related materials. (Ord.3O39.amended, 11/07/2010;Ord. 3O13'added, O5/1O/2U1O; Ord. 2934'replaced, 11/21/2OO6;Ord. 2917'amended, 03/01/20O5) All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed A. Contracts listed in ORS 279A.025(2). The Ashland Municipal Code is current through Ordinance 321 S, passed December 22, 2022, Ch. 2.50 Rules of Procedure for Public Contracting I Ashland Municipal Code Page 5 of 10 B. Purchases through federal programs as set forth in ORS 279A.1 80. C. Public Improvement Contracts that qualify for exemption as set forth in 279C.335. D. Small Procurements - a public contract not exceeding $5,000. 1. Small Procurements shall beawarded inaccordance with ORS 279B OAR1 OAR {37-047-0D65and all other applicable provisions oflaw. E. Intermediate Procurements -apublic contract for goods and services greater than $5i00Oand less than $10[\O0O. Intermediate Procurements shall beawarded inaccordance with ORS 27QB.O7U OAR 137<}47{l8UO'OAR 137-}474}27Oand other applicable provisions uflaw. F Sole Source Procurements - a public contract in which the Department Head finds in writing that there is only one provider of a product or service of the quality and type required available. Sole -source procurements shall be awarded in accordance with ORS 27913.075 and all other applicable provisions of law. G. Special Procurements - a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 27913.055, 27913.060, 279B.065, 279B.070. The contracting approach may be custom designed to meet the procurement needs. Special procurements shall be awarded in accordance with ORS 27913.085 and all other applicable provisions of law. H. Emergency Procurements - a public contract that is necessary because an emergency exists meaning there are circumstances creating asubstantial hskuf|osc damage, interruption ofservices orthreat topublic health, safety, welfare, or property that could not have been reasonably foreseen and requires prompt execution of a public contract toremedy the condition. Emergency procurements shall be awarded in accordance with ORS 279B.080 and all other applicable provisions of law. The following classes of contracts are hereby specifically exempted from the Oregon Public Contracting Code and Model Rules pursuant to ORS 279A.025(t): 1. Contracts for the purchase of materials where competitive bids for the same materials have been obtained by other public agencies or the federal government whose processes for bid and award are substantially equivalent to those set forth herein, and the contract is to be awarded to the party to whom the original contract was awarded as long as no material change is made to the terms, conditions, or prices of the original contract. Z Contracts for licenses and maintenance of computer hardware, computer software, and telecommunications products (including cable, video and television products). The Ashland Municipal Code is current through Ordinance 3215, passed December 22, 2022. Ch. 2.50 Rules of Procedure for Public Contracting I Ashland Municipal Code Page 6 of 10 3. Purchase of items or services of an artistic nature, including, but not limited to public art. 4. Contractsfor removal, cleanup o/transport ofhazardous materials. Asused inthis Subsection, "hazardous mateha|s^ include any material or substance which may pose a present urfuture threat to human health or the environment, including Hazardous Waste as that term is used in the Resources Conservation and Recovery Act (42USC69O1 etseq.). 5. Contracts for purchase of used motor vehicles, defined as any motor vehicle that is at least one year old. 6. Contracts for the purchase of used heavy construction equipment. 7. Contracts for the purchase of copyrighted materials where there is only one supplier available within a reasonable purchase area for such goods. & Contracts for the purchase of advertising, including legal advertising intended for the purpose of giving public notice. 9. Contracts for the purchase or sale of all utilities including, but not limited to, electric power,gas, water, sewage, internet, cemetery lots, cable and telecommunication services, and the sale of telecommunication materials orproducts urother services, materials orproducts traditionally provided bythe City. 10. Contracts for the purchase ofgoods orservices where the rate orprice for the goods orservices being purchased isestablished byfederal, state orlocal regulating authority. (}rd.3O35\amended, 11/87/2818; Ord. 3O13'added, U5/18/2O10) Any contract exempted under 2.20.090.1 shall additionally satisfy these criteria: A. The performance bond requirements ofORS 279[.375and 279C.380, unless anemergency exemption exists in accordance with the Oregon Public Contracting Code and Model Rules. B. The construction and landscape contractor registration and requirements of ORS Chapter 671.630 et seq. and Chapter7O1; C. Any other law applicable to such a contract; and, D. Tuthe extent that BOUapplies, the City and the contractor shall comply with the prevailing wage provisions ofORS 279[,8O0'27Q[.87O.K]rd. 3013'added, OS/18/2O1[COrd. 2g34,replaced, 11/21/208Q The Ashland Municipal Code is current through Ordinance 3215, passed December 22, 2022. Ch. 2.50 Rules of Procedure for Public Contracting I Ashland Municipal Code Page 7 of 10 2.50.100 Informal Process - Process for Exempt Procurement2 The following process shall apply to all contracts that are exempt from formal competitive selection procedures in AK8C2.5O.09O. A. The Public Contracting Officer is responsible for determining whether a project issubject toanexemption pursuant toAMC Z5U.090that will allow a process other than aformal solicitation. Except for small procurements and emergency procurements, it is the responsibility of the Public Contracting Officer to evaluate whether an exemption exists and write findings consistent with Oregon law to document the exemption. A copy of the written findings shall be given to the City Attorney. If an exemption is approved all applicable provisions of the Oregon Public Contracting Code and the Model Rules must be followed. Notwithstanding the exemptions, the City Attorney, the Public Contracting Officer, or Local Contract Review Board may require a formal competitive solicitation toensure the purposes ofthis Chapter. B. Except for small procurements equal toorless than $5,000 and emergency procurements,any informal procurement process, listed in AMC 2.50.090 shall require the Public Contracting Officer to obtain written authorization from the Finance Director to ensure that adequate funds are available for the project. C. For intermediate procurements of any amount the contracting agency shall use a written solicitation to obtain quotes, bids, or proposals. D. For all contracts over $5iOOUthe City Attorney must determine that the contract is appropriate astoform before the contract is awarded, Use of a City standard form contract negates the need for legal sign off on all informal contracting processes. E. After the procurement process iscomplete, the Public Contracting Officer must execute the procurement contract, and the Finance Director must endorse the amount of the contract if the value of the contract exceeds the amount originally approved by the Finance Director on the requisition documents. F. The Public Contracting Officer must execute any change orders or amendments to the contract that are authorized under the Oregon Public Contracting Code orthe Model Rules. V}rd.3039'amended, 11/D7/2O1U;Ord. 2,50~110 Electronic Advertisement of Public Contracts The City may publish the advertisement for Offers by posting it on the website of the City, or if applicable, another governmental entity as long as the content required by the Model Rules and Oregon Public Contracting Code is available. Individuals that obtain the solicitation materials electronically are responsible for regularly checking for instructions, addenda, and related materials. (Ord.3O13.added, 05/18/Z010) The Ashland Municipal Code is current through Ordinance 3215, passed December 22, 2022. h 2.50 Rules of Procedure for b| A. A personal service contract that does not exceed $35,000 may be awarded by directappointment. Personal Services Contracts that are for contract amounts greater than $35,000, but less than $75,000 shall follow the process for Intermediate Procurements as outlined above. In addition, for personal services contracts greater than $5,000, but less than $75,000, the Public Contracting Officer shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the services required under the proposed contract. However, the City Attorney, the Public Contracting Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that the purposes of this chapter are 1. OoczExemption-Attoxng/Senvices Personal service contracts for legal counsel, legal services, expert witnesses, court -appointed attorneys, stenographers and other legal services are exempt from the competitive procurement requirements of this section and may be entered into based upon the judgment of the City Attorney. The City Attorney shall obtain City Council approval of any expenditure for legal services paid to a single legal services provider that is expected to exceed $50,000 prior to entering into the contract. |naddition, except for legal counsel hired bythe City to provide legal services toindigent criminal defendants prosecuted bythe City, the City Attorney shall select and retain all outside legal counsel hired bythe City subject tothe approval ofthe City Council. 2. Pre -qualified Pool Exemption. The City may directly award a personal services contract that does not exceed $100,000 to a provider that has been selected to be on a list of: a. The City's current list of qualified providers through a formal process; or b, From another public contracting agency's current list of qualified providers as long as the public contracting agency uses a process substantially similar to the City's to derive the list. l Continuation of Work Exemption. Personal service contracts of not more than $100,000 for the continuation ofwork byacontractor who preformed preliminary studies, analysis orplanning for the work under a prior contract may be awarded without competition if the prior contract was awarded under a competitive process and the Public Contracting Officer determines that use of the original contractor will significantly reduce the costs of, orrisks associated with, the work. B. TheLoca|{ontractRevewBoardisherebyoptingoutof8AR137{}4OregardinganbitecturaLengineehng, and land surveying services. C. The standard procurement rules adopted above shall apply to such contracts, as well as the following Specialized experience in the type of work to be performed; 2. Capacity and capability to perform the work, including any specialized services within the time limitations for the work; The Ashland Municipal Code is current through Ordinance 3215, passed December 22, 2022. Ch. 2.50 Rules of Procedure for Public Contracting I Ashland Municipal Code Page 9 of 10 3. Educational and professional record, including past record of performance on contracts with governmental agencies and private parties with respect tocost control, quality ofwork, ability tomeet schedules, and contract administration where applicable; 4. Availability to perform the assignment and familiarity with the area in which the specific work is located, including knowledge of designing or techniques peculiar to it, where applicable; 5. Cost of the services; and 6. Any other factors relevant tothe particular contract. k]nd.3029\amended, 11/07/2O1C\Ord. 3013' 2.50.125 Cost and Feasibility Determinations The Public Contracting Officer shall make written cost or feasibility findings pursuant to ORS 279B.030. Ifthe Public Contracting Off icer is performing a cost analysis pursuant to ORS 279B.033, the Public Contracting Officer shall add a profit margin of ten percent (10%) of the cost of the project when estimating the total cost of hiring a contractor. (0rd.3U13.added, O5/18/ZO1U) All records shall be retained in accordance with OAR 137-047-0620, To facilitate contract file record keeping and reduce accounting and auditing difficulties in having dispersed contract files, each city department will maintain a complete file on all contracts executed on behalf of that department, information to be included in the file shall include, at a minimum: A. Any and all invitation for bids, requests for proposals, and any advertisements; B. Council consent authorizing contract execution when applicable; C. Copies ofthe signed contract, any required insurance certificates bonds orother bid security; D. Any approved Local Contract Review Board waivers; and E. List ufwho the solicitation documents were sent out toorthe list ofplan holders. The City Recorder's Office shall retain the original executed contract as well as original copies of any required insurance certificates, performance bonds, and payment bonds or other bid security, The department which is responsible for the procurement shall continually monitor insurance certificates to ensure the City remains an additional insured and that the other party has sufficient coverage. (Ord. 3013, added, 05/18/2010) The Ashland Municipal Code is currentthrough Ordinance 3215, passed December 22, 2022. [h 250 Rules of Procedure for Public A. The Uniform Administrative Appeals Process outlined in AMC 2.30 shall apply to all protestsof the procurement process and award of public contracts except that the timelines of this section shall govern when determining whether anappeal isfiled timely. B. 0melinosƒbrSubmitting Protests. Protests regarding the process or specification shall be received no later than ten (10) calendar days prior 10bid closing. 2. Protests regarding the award ufthe contract shall bereceived within seven (7)calendar days from the notice of intent to award the public contract. C. Failure to strictly comply with the applicable protest requirements, including but not limited to the required elements for the written protest required by the Model Rules and the Oregon Public Contracting Code, payment of the applicable appeal fee pursuant toAMC l30 and time for filing asspecified inthis section, shall constitute jurisdictional defects resulting in the summary dismissal of the appeal. (Ord. 3013'added, O5/18/2O1O) The Ashland Municipal Code is current through Ordinance 3215, passed December 22, 2022. Disclaimer: The City Recorder's office has the official version of the Ashland Municipal Code. Users should contact City Telephone: (541) 488-5307 Hosted by Code Publishing Company, A General Code Company. The Ashland Municipal Code is current through Ordinance 3215, passed December 22, 2022.