HomeMy WebLinkAbout2019-324 Agrmt- Noel Lesley Event Services, Inc. GOODS&SERVICES AGREEMENT
1
PROVIDER: Noel Lesley Event Services,Inc.
..1... -- PROVIDER'S CONTACT: John Lochner
a"".",- ADDRESS: 306 South C Street
City of Ashland Parks and Recreation Phoenix,Oregon 97535
340 S.Pioneer Street
Ashland,Oregon 97520
Telephone: 541/488-5340. PHONE: (541)482-1982 ..
Fax: 541/488-5314
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This Goods and Services Agreement (hereinafter "Agreement") is entered into by and between the City of 1
Ashland,an Oregon municipal corporation(hereinafter"City")and Noel Lesley Event Services,Inc., a domestic
business corporation("hereinafter."Provider"), for the Ashland Rotary Centennial Ice Rink tent structure set up, e
r
tent structure removal, and tent structure storage'for the Fiscal Year 2019-2020 and Fiscal Year 2020-2021 �If
seasons. ti
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1. PROVIDER'S OBLIGATIONS
1A Provide all labor, materials, tools, and equipment to set up and subsequently remove and store a tent
structure suitable for not less than five(5)months of outdoor use tocover the City's seasonal ice rink
as set forth in the"SUPPORTING DOCUMENTS" attached hereto and,by this reference,incorporated
herein. Provider expressly acknowledges that time is ofthe essence of any completion dates set forth in
the SUPPORTING DOCUMENTS,and that no waiver or extension of such deadline may be authorized 1
except inthe same manner as herein provided for authority to exceed the maximum compensation. The 1
goods and services defined and described in the"SUPPORTING DOCUMENTS"shall hereinafter be
collectively,referred to as"Work." I1
1.2 Provider shall obtain and maintain during the term of this Agreement and until City's fmal acceptance
of all Work received hereunder,a policy or policies of liability insurance including commercial general 4
liability insurance with a combined single limit, orthe equivalent, of not less than $2,000,000 (two
II
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;ands
• Automobile Liability. l
1.2.2 Each policy of such insurance shall be'on an "occurrence" and not a "claims made" form, and 1
shall: k
• Name 'as additional insured "the City.of Ashland, Oregon, its officers, agents and 1
employees" with respect to claims arising out of the provision of Work under this
Agreement;
• Apply to each named:and additional named insured as thougha separate policy had been
issued to each,provided that the policy limits shall not be increased thereby;
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Page 1 of 6: Agreement between the City of Ashland and Noel Lesley'Event Services,Inc.. 1
• 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
• Provider shall supply an endorsement naming the City, its officers, employees and agents
as additional insureds by the Effective Date of this Agreement;and
• Be evidenced by a certificate or certificates of such insurance approved by the City..
1.3 All subject employers working under this Agreement are either employers that will comply with ORS
656.017 or employers that are exec ipt under ORS 656.126. As evidence of the insurance required by
this Agreement,the Provider shall furnish an acceptable insurance certificate prior to commencing any
Work under this Agreement::
1.4 Provider agrees thatno 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 wider 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.
2. CITY'S OBLIGATIONS �3
2.1 City shall pay Provider the sum of$19,622.00(nineteen thousand six hundred and twenty-two dollars)
for the Fiscal Year 2019-2020 season and $20,892.00(twenty thousand eight hundred and ninety-two
dollars)for the Fiscal Year-2020-2021 season as provided:herein as full compensation for all 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$40,514.00 (forty thousand five hundred and fourteen dollar)without the express,written
approval from the Cityofficial whose signature appears below, or such official's successor in office.
Provider expressly acknowledges that no other personhas authority to order or authorize additional
Work which would cause this maximum sum to be exceeded and that any authorization from the
"responsible official mustbe 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.
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. ..
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32 Provider is an independent contractor and:not an employee or agent of the City for any purpose.
Page 2 of 6: Agreement between the City of Ashland and Noel Lesley Event Services,Inc.. .
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 holdthe other responsible for damages or delay in performance
caused by acts of God;strikes;lockouts,accidents,or other events beyond the control of the other or the
other's officers,employees or agents. •
3.10 If any provision Of this Agreement is found by a court of competent jurisdiction to be unenforceable,
such.provision shall not affect the other provisions, but such unenforceable provision shall be deemed
modified to the extent necessary to:render it enforceable,preserving to the fullest extent permitted the
intent of Provider and:the City set forth in this Agreement.
3.11 Deliveries will be F.O.B destination.Provider shall pay all transportation and handling charges for the
Goods.Provider is responsible and liable for loss or damage until final inspection and acceptance of the
Goods.by the City. Provider remains'liable for latent defects,fraud,and warranties.
3.12 The City may inspect and test the Goods. The City may reject non-conforming Goods and require
Provider to correctthem without chargeor deliver them at a reduced price, as negotiated. If Provider
does not cure any defects within a reasonable time, the City'may reject the Goods and cancel this
Agreement in whole or in part. This paragraph does not affect,or limit the City's rights, including its
rights under the Uniform Commercial Code,ORS Chapter 72 (UCC).
3.13 Provider represents and warrants that the' Goods are new, current, and fully warranted by the
manufacturer. Delivered Goods will comply with SUPPORTING.DOCUMENTS and be free from
defects in labor,material and manufacture:Provider shall transfer all warranties to the City.
Page 3 of 6: Agreement between the City,of Ashland and Noel Lesley Event Services,Inc.
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3.14 Living Wage Requirements: If the amount of this Agreement is$21,507.75 or more,Provider is
required to comply with Chapter 112 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. Consultant is also •
required to post the notice attached hereto as"Exhibit A"predominantly in areas where it will be seen
by all.employees.
4. SUPPORTING DOCUMENTS
The following documentsare,by this reference,expressly incorporated in this Agreement,and are collectively
referred to in this Agreement as the"SUPPORTING DOCUMENTS:" t.
• The City's written Invitation to Bid released on August 12,2019.
• The Provider's complete written Quote to the Ashland Parks. & Recreation Commission, Job
#510751,dated July 30,2019.
5. REMEDIES
5.1 In the event Provider is in default of this Agreement, City may; at its option, pursue any or all of the
remedies available to it under this Agreement and at law or in equity, including,but not limited to:
5.1.1 Termination of this Agreement;
5.1.2 Withholding all monies due for the 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 uponwritten,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, 2021, unless sooner
terminated as provided in Subsection 6.2. '
6.2 Termination
62.1 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 itssole 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 isnot 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.
Page 4.of 6: Agreement between the City of Ashland and Noel Lesley Event Services,Inc. .
7. NOTICE
Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in
writing to the other party by personal delivery, by sending via a reputable commercial overnight courier, or
by mailing using registered or certified United States mail,return receipt requested, postage prepaid, to the
address set forth below:
If to the City:
City of Ashland—Ashland Parks and Recreation Commission
Attn: Rachel Dials.
20 E.Main Street
Ashland,Oregon 97520
Phone:(541)552-2260
With a copy to: t.
City of Ashland—Legal_Department
20 E.Main Street
Ashland,Oregon 97520
Phone: (541)488-5350
•
If to Provider:
Noel Lesley Event Services
Attn:John Lochner
306 South C Street
Phoenix,OR 97535
Phone: (541)482-1982
8. WAIVER OF BREACH:
One or more waivers or failures to object by either partyto 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 !t
chapters 316;317,and:318;
(ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to
Provider;and
(iii) Any rules,regulations,charter provisions,or ordinances that implement or enforce any of
the foregoing tax laws or provisions.
9.1.2 Provider,for a period of no fewer than six.(6)calendar years preceding the Effective Date of this
Agreement, has faithfully complied:with:
(i). All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS
chapters 316,317,and 318; •
(ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to
Provider, and
Page 5 of 6: Agreement between the City ofAshland and Noel Lesley Event Services,Inc.
blyttita,itogoi4tio44.6hatta, Viörottititaida theittedfildid a :,odofto.any of
ftho foregoing tax 14va)ot prolito_o.
92 Provider's failure to-comgywitti-14g44,*10gOflyc:5we of Oregon and all applicable tax laws •Any.
political subdivision of the State of Orgon gliaffediiWttitefa',1riateliat tite,a6iofthi Agreemeht Further,
aoy,violation o'Oto.4oeg vananty, as st forth ot:til$Article 9, constitute 4 material breach of.
this Agteoroot, Any material bteach a'-(1*Agivdttidtit shaji entitle the ;City to terminate. tlis
AucolPc.a.w1-10,.401c44.m.pgc§iglapriPtlier4.0.44YailAki.4.4016.AgrAP.1.11P_thA lawor in 41?-1#Y,
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of Ashland laws regulating
payment of a living wage.
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EVENT
ER'IES
P.O. Box 360 I Phoenix,Oregon 97535 I NoelLesley.com
•
•
Noel Lesley Event Services,Inc QUOTE
NIO13,.. P.O.Box 360 306 South C Street
• ESLI 1 Phoenix,OR 97535 Phoenix,OR 97535
EZ6ElrT€
SIC Ph:541-482-1982 Fax:541-512-9597
Quote to: Delivery Address: Job#510751
Ashland Parks&Recreation Commission Ashland Rotary Centennial Ice Rink Order Status:Quote Only
1195 East Main St 85 Windburn Way
Ashland,Olt,97520 Ashland,OR 97520 Sales Person:John Lochner
Email:johnl@noellesley.com
Contact:Rachel.Dials Room: Customer#1172098 •
Phone:(541)552-2260 Onsite Contact:Rachel Dials
• Cell: Phone:(541)552-2260 Terms:50%Non-Refundable Deposit
Email:rachel.dials@ashland.or.us Required
Order Date: 07/30/2019 Service Begin Service End
Event Date: - 10/8/2019 - 3/1/2020 -
• Event Name:APRC Ice Rink Structure Setup.Storage& Removal FY20&21
Terms This quote is valid for 30 days from the date above.in order to schedule your event on our calendar and reserve the equipment you have requested,please sitps and return Misquote.We
also require a$3%not-refamdable deposit.A Visa,MasterCard,American Express or Discover card number is required at the time aced=The balance wilt be invoiced and ladle at the close of
the event The mot will be charged if the balance is not paid within terns Aa creditidebit card payments writ!be chargeda 3%processing fee.We rh+ty.for suer we toad By si term,this quote,
you accept full responsibility for all rental equipment from the time it is debiveredipicked-up.Ifyou are not°msite at the time of delive yfpieknp,you afire to the equipment
quantitisfcoadition as stated in Seal invoice..Any equipment missingFdauetged at the time of pick-upfdmp off will be billed to the customer:Subsequent elcaoges in site condition may affect our
ability to provide requested equipment at quoted rates If the signed quote miter deposit are received less than 4 days prior to the event setup andtent-stakian is not possible due to incomplete
locates,mutamawill be charged for use of weights.
Quantity Description Duration - . Price Subtotal.
•
•
Delivery/Misc
Quantity Description Price Subtotal.
1 Tent Structure Setup,Storage&Removal FY 20 $19,622.00 $19,622.00
1 Tent Structure Setup,Storage&Removal FY 21 $20,892.00 $20,89200
Notes: Product Total: $0.00
All structure components to be provided and delivered to site by APRC.Street Service Charge: $0.00
closures and taffic/pedestrian control to be provided by APItC.Contractor Damage Waiver: S0.00
storage to only include fabric.Includes minor repairs to fabric. Fabric damaged labor: 50.00
beyond minor repair to be replaced by APRC. Delivery/Mise $40,514.00
• Tax: $0.00
Job Total: $40,514.00
Form Request for Taxpayer Give Form to the
(Rev.October 2018) Identification Number and Certification requester.Do not
Department of the Treasurysend to the IRS.
Internal Revenue Service ‘►Go to www.irs.gov/FormW9 for instructions and the latest information.
1 Name(as shown on your income tax return).Name Is required on this line;do not leave this line blank.
Noel Lesley Event Services,Inc.
2 Business name/disregarded entity name,if different from above
3 Check appropriate box for federal tax classification of theperson whose name is entered on line 1.Check onlyone of the 4 Exemptions(codes apply onlyto
m P PP Y ,
m following seven boxes. certain entities,not individuals;see
o. instructions on page 3):
o ❑ Individual/sole proprietor or 0 C Corporation ✓❑S Corporation 0 Partnership 0 Trust/estate
aico single-member LLC Exempt payee code of any)
a.6. ❑ Limited liability company.Enter the tax classification(C=C corporation,S=S corporation,P=Partnership)►
`p 2 Note:Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check Exemption from FATCA reporting
c w LLC if the LLC is classified as a single-member LLC that Is disregarded from the owner unless the owner of the LLC is ( Y)
c another LLC that is not disregarded from the owner for U.S.federal tax purposes.Otherwise,a single-member LLC that code if an
a. V is disregarded from the owner should check the appropriate box for the tax classification of its owner.
0 Other(see instructions)► (Applies to accounts maintained outside the U.S.)
W 5 Address(number,street,and apt.or suite no.)See instructions. Requester's name and address(optional)
P.O.Box 360
6 City,state,and ZIP code
Phoenix,OR 97535
7 List account number(s)here(optional)
Part I Taxpayer Identification Number(TIN)
Enter your TIN in the appropriate box.The TIN provided must match the name given on line 1 to avoid Social security number
backup withholding.For individuals,this is generally your social security number(SSN).However,for a
resident alien,sole proprietor,or disregarded entity,see the instructions for Part I,later.For other — —
entities,it is your employer identification number(EIN).If you do not have a number,see How to get a
TIN,later.
Part II Certification
Under penalties of perjury,I certify that:
1.The number shown on this form is my correct taxpayer identification number(or I am waiting for a number to be issued to me);and
2.I am not subject to backup withholding because:(a)I am exempt from backup withholding,or(b)I have not been notified by the Internal Revenue
Service(IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends,or(c)the IRS has notified me that I am
no longer subject to backup withholding;and
3.I am a U.S.citizen or other U.S.person(defined below);and
4.The FATCA code(s)entered on this form(if any)indicating that I am exempt from FATCA reporting is correct.
Certification instructions.You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because
you have failed to report all interest and dividends on your tax return.For real estate transactions,item 2 does not apply.For mortgage interest paid,
acquisition or abandonment of secured property,cancellation of debt,contributions to an individual retirement arrangement(IRA),and generally,payments
other than interest and dividends,you are not required to sign the certification,but you must provide your correct TIN.See the instructions for Part II,later.
Sign Signature of
Here U.S.person► f . � �� Date► 1/29/19
General Instruction` •Form 1099-DIV(dividends,including those from stocks or mutual
funds)
Section references are to the Internal Revenue Code unless otherwise •Form 1099-MISC(various types of income,prizes,awards,or gross
noted. proceeds)
Future developments.For the latest information about developments •Form 1099-B(stock or mutual fund sales and certain other
related to Form W-9 and its instructions,such as legislation enacted transactions by brokers)
after they were published,go to www.irs.gov/FormW9. •Form 1099-S(proceeds from real estate transactions)
Purpose of Form •Form 1099=K(merchant card and third party network transactions)
An individual or entity(Form W-9 requester)who is required to file an •Form 1098(home mortgage interest),1098-E(student loan interest),
information return with the IRS must obtain your correct taxpayer 1098-T(tuition)
identification number(TIN)which may be your social security number •Form 1099-C(canceled debt)
(SSN),individual taxpayer identification number(ITIN),adoption .Form 1099-A(acquisition or abandonment of secured property)
taxpayer identification number(ATIN),or employer identification number
(EIN),to report on an information return the amount paid to you,or other Use Form W-9 only if you are a U.S.person(including a resident
amount reportable on an information return.Examples of information alien),to provide your correct TIN.
returns include,but are not limited to,the following. If you do not return Form W-9 to the requester with a TIN,you might
•Form 1099-INT(interest earned or paid) be subject to backup withholding.See What is backup withholding,
later.
Cat.No.10231X Form W-9(Rev.10-2018)
FORM #2
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INVITATION TO BID— G'0.0 D:; , D c°r2V[C>l
INTERMEDIATE PROCUREMENT
Release date: July 15, 2019 : 1a 2ON
Requested by: Rachel Dials
Recreation Superintendent
Ashland Parks &Recreation Commission (APRC)
1195 E. Main ST. Ashland OR, 97520
Tel: 541.552.2260
Email: rachel.dials@ashland.or.us
Bids are due BY)iiiday, A uZus, Q., 0i S 'J:0:0 p.m P„SJ
Project name: Ashland Rotary Centennial Ice Rink tent structure set up,storage and removal for
Ashland Parks &Recreation Commission (APRC)FY 20 and FY 21 seasons.
TIME LINE
• tent structure set up by Oct 14, 2019
• removal of tent structure by March 20, 2020
• tent structure set up by Oct 16, 2020
• removal of tent structure by March 19, 2021
Firm bids may be emailed, mailed or hand delivered to the contact information provided above.
Contractors shall submit their bids on company letterhead. Late bids will not be accepted. Terms
or discounts which are conditioned upon payment within a certain time will not be considered for
purposes of comparison of bids.
The successful contractor will be required to enter into a contract with the City for goods and services
and provide certificates of insurance in their own name for General Liability ($2M),Automobile
($200K)and Workers' Compensation. Subcontracting will not be permitted. Proof of insurance is
required at time of bid submittal.
"OR EQUAL:"Any brand name listed in the specifications as "or equal" or"or equivalent" shall
establish the minimum requirements for quality,utility, durability, function,purpose, etc. Other
product brands may be offered that are equal to or better than the product brand.name. Bidder may
show cost difference, alternates and options in the space provided in the quote. This clause is not
meant to be restrictive,but to set the minimum standard. The City shall determine, in its sole
discretion,whether a product offered is "equal."When the designation is "or equal" or"equivalent"the
City shall make its decision after bid closing.
Form#2—Intermediate Procurement,Invitation to Bid,Trade Services,Page 1 of 3,8/12/2019
_ J
SCOPE OF SERVICES
Ashland Rotary Centennial Ice Rink tent structure set up,storage and removal for
Ashland Parks & Recreation Commission (APRC)FY 20 and FY 21 seasons.
co •: The contractor shall provide labor, materials,tools and equipment to set up a tent
structure to cover an 80'w x 120'1 x 29'h seasonal ice rink and be suitable for up to 5 months of
outdoor use from Oct.through March annually.
Work for set up must be completed no later that Oct. 14, 2019 with structure removal to begin
March 1, 2020. The date range for ice rink operation is October 31, 2019-February 28, 2020.
The contractor shall furnish labor and equipment(including but not limited to; scissor lift
platform and forklift) required to complete the setup of ice rink structure and installation of
fabric cover. In addition, contractor provide material for roof fabric and must clean, store, and
repair fabric during the off season.
APRC will provide all tent structure parts,jersey barriers,will mobilize parts to site and provide
storage in the off season. APRC will provide traffic and pedestrian control during set up. In
addition,APRC will install wiring and lights during set up.
•
i'lease�-a e'er o o aiddia,;ra
BILLING: The vendor should have the ability to itemize invoices that are reflective of the
original bid.
DEADLINE TO APPLY:
WhITIMA: bus 6#27049)1K10�p U
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 Rachel Dials at rachel.dials@ashland.or.us or 541-552.2260 as
she will be your sole point of contact for this project.Rachel will then provide the questions and
answers to each and every bidder.'
Thank you,
Rachel Dials
Recreation Superintendent
Ashland Parks &Recreation Commission (APRC)
All Pricing Must Be Held Firm for 30 Days
2
SCOPE OF SERVICES
Ashland Rotary Centennial Ice Rink tent structure set up,storage and removal for
Ashland Parks &Recreation Commission (APRC)FY 20 and FY 21 seasons.
Sc The contractor shall provide labor,materials,tools and equipment to set up a tent
structure to cover an 80'w x 120'1 x 29'h seasonal ice rink and be suitable for up to 5 months of
outdoor use from Oct. through March annually.
Work for set up must be completed no later that Oct. 14,2019 with structure removal to begin
March 1,2020. The date range for ice rink operation is October 31, 2019-February 28,2020.
The contractor shall furnish labor and equipment(including but not limited to; scissor lift
platform and forklift)required to complete the setup of ice rink structure and installation of
fabric cover. In addition, contractor provide material for roof fabric and must clean, store, and
. repair fabric during the off season.
APRC will provide all tent structure parts,jersey barriers,will mobilize parts to site and provide
storage in the off season.APRC will provide traffic and pedestrian control during set up. In
addition,APRC will install wiring and lights during set up.
kleak,iee.at€aehed l ato'asd en`t°structure';di ig cri
BILLING: The vendor should have the ability to itemize invoices that are reflective of the
original bid.
DEADLINE TO APPLY:
Eridav,A.ueust:1.6v:20194112 00 fin.PST
Please provide an official bid on your company letterhead and include your costs for the
specs provided above. Include in your bid the total cost for materials and labor to complete
the project.In addition,please provide:
1. Proof of insurance: General Liability in the amount of$2M (listing the City of Ashland
as additional insured); Auto, minimum of $200K; and Workers' Compensation if
contractor has assistants (no exceptions).All insurances submitted with official bid.
2. Proof of valid business license.
3. W-9.
Questions/Requests for additional information: If you have any questions and/or need
additional information, contact Rachel Dials at rachel.dials@ashland.or.us or 541-552.2260 as
she will be your sole point of contact for this project.Rachel will then provide the questions and
answers to each and every bidder.
Thank you,
Rachel Dials
Recreation Superintendent
Ashland Parks &Recreation Commission(APRC)
All Pricing Must Be Held Firm for' 30 Days
2
FORM #2
11‘:-11
,,' ; 1/0
-
0
cr
INVITATION TO BID—GOODS, SERVICES
INTERMEDIATE PROCUREMENT
Release date: July 15,2019 ECOID release date is August-12,201)
(due to incomplete�b ds on the flrstroun
Requested by: Rachel Dials
Recreation Superintendent
Ashland Parks &Recreation Commission(APRC)
1195 E. Main ST. Ashland OR, 97520
Tel: 541.552.2260
Email: rachel.dials@ashland.or.us
Bids are due BY Fr d y,..Aiigus 1.6 2Q19 X2.00 pm PST
Project.name: Ashland Rotary Centennial Ice Rink tent structure set up,storage and removal for
Ashland Parks & Recreation Commission (APRC) FY 20 and FY 21 seasons.
TIME LINE
• tent structure set up by Oct 14, 2019
• removal of tent structure by March 20,2020
• tent structure set up by Oct 16; 2020
• removal of tent structure by March 19,2021
Firm bids may be emailed,mailed or hand delivered to the contact information provided above.
Contractors shall submit their bids on company letterhead.Late bids will not be accepted.Terms
or discounts which are conditioned upon payment within a certain time will not be considered for
purposes of comparison of bids.
The successful contractor will be required to enter into a contract with the City for goods and services
and provide certificates of insurance in their own name for General Liability ($2M),Automobile
($200K) and Workers' Compensation. Subcontracting will not be permitted.Proof of insurance is
required at time of bid submittal.
"OR EQUAL:"Any brand name listed in the specifications as "or equal"or"or equivalent"shall
establish the minimum requirements for quality,utility, durability, function,purpose, etc. Other
product brands may be offered that are equal to or better than the product brand name. Bidder may
show cost difference, alternates and options in the space provided in the.quote. This clause is riot
meant to be restrictive,but to set the minimum standard. The City shall determine, in its sole
discretion,whether a product offered is"equal."When the designation is "or equal" or"equivalent"the
City shall make its decision after bid closing.
•
Form#2—Intermediate Procurement,Invitation to Bid,Trade Services,Page 1 of 3,8/12/2019
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.
I
•
1
3
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
ASHLAND PARKS& RECREATION COMMISSION
340 S PIONEER STREET • ASHLAND,OREGON 97520
COMMISSIONERS: , 1+13 y4 Michael A.Black,AICP
Mike Gardiner Director
Joel Heller
Rick Landt
=1 541.488.5340
i �• ,
v co' AshlandParksandRec.org
Jim Lewis S RECRE�4
Julian Bet parksinfo@ashland.or.us
MEMORANDUM •
FROM: Rachel Dials, Recreation Superintendent
DATE: August 16, 2019
SUBJECT: Bids for Ashland Rotary Centennial Ice Rink tent structure setup, storage and -
removal.
The bidding process for set-up,tear down and storage of the Ashland Rotary Centennial Ice Rink tent
opened on Monday August 12th,'2019 and closed on Friday August 16,2019 at noon.
Two bids were received: ,
1. Noel Lesley Event Services: FY 20-$19,622 FY 21-$20,892
2. Key Event Services: FY 20-$34,155 • FY 21-$36,315
All required documentation was submitted from both companies. .
APRC will be awarding the bid to Noel Lesley Event Services for the FY19/20 and 20/21 Ice Rink seasons.
•
Key Event Services
r°1°.°.41
KEY
EVENT.SERVICES
OFFER TO SUPPLY
TO: Ashland Parks&Rec CLIENT PHONE: . .. (541)552-2252
FAX:
ATTN: Rachel Dials
20 East Main St KMR would be pleased to supply the following
Ashland,Oregon 97520 goods/services according to the quantities and
terms outlined below. Please indicate any
changes and/or approval and return to
Key Manufacturing and Rental,Inc.
RE: 2019 Installation of Ice Rink Cover : KEY REP: Annie Chisholm
QUANTITY TOTAL
Transportation $ 1,500.00
(1)Key supervisor @ 34 hours $ 2,904.00
(5)Key rental labor @ 170 hours $ 10,030.00
Lodging/Per Diem $ 1,530.00
Equipment Rentals(forklift etc) $ 1,600.00
Install by 10/14/19 $
$
Quote does not include additional charges for problems that = $
may arise at job site during installation $ .
DUE $ 17,564.00
ALL MERCHANDISE F.O.B. 50°o non-refundable deposit
due by 9113119
OFFER VALID 30 DAYS FTe:711111 balance due w!Invoice-10 days
THANK YOU FOR THE OPPORTUNITY TO SERVE YOU
ClAktliditot $111,111
FOR KEY MANUFACTURING&RENTALS,INC DATE OFFER ACCEPTED BY DATE
A Complete Concept in Event Services
Mail: Physical:
P.O.Box 2180 Ph(503)639-3344 20850 SW 115`''Ave.
Tualatin,OR 97062 wwwkeymanufacturing.corn Tualatin,OR 97062
Key Event Services
!KEY
EVENT SERVICES
OFFER TO SUPPLY
TO:Ashland Parks&Rec - CLIENT PHONE: (541)552-2252
FAX:
ATTN: Rachel Dials
20 East Main St KMR would be pleased:to supply the following
Ashland,Oregon 97520 goods/services according to the quantities and
terms outlined below. Please indicate any
changes and/or approval and return to
Key Manufacturing and Rental,Inc.
RE: 2019 Spring Removal of Ice Rink Cover KEY REP: Annie Chisholm
QUANTITY TOTAL
Transportation $ 1,500.00
(1)Key supervisor @ 32 hours < $ 2,816.00
(5)Key rental Tabor @ 155 hours $ 9,145:00
Lodging/Per diem. $ 1,530.00
Equipment Rentals(forklift etc) $ 1,600.00
Quote does not include cleaning,repairs or storage
cleaning, repairs&storage to be billed separately $
repairs billed at$83/hour $
cleaning billed at$53/hour $.
seasonal storage of fabric @$500 $
Removal done by 3/20/19 $
DUE $ 16,591.00
ALL MERCHANDISE F.O.B.
50% non-refundable deposit
due by 1./20/19
OFFER VALID 30 DAYS L.e:..+.+ balance due w/invoice-10 days
THANK YOU FOR THE OPPORTUNITY TO SERVE YOU I I
Au4i 04196114;Ikh �1izJ15
FOR KEY MANUFACTURING 8 RENTALS,INC DATE OFFER ACCEPTED BY • DATE
A Complete Concept in Event Services
Mail: Physical:
P.O.Box 2180 Ph(503)639-3344 20850 SW 115th Ave.
Tualatin,OR 97062 www.keyrnanufacturing.com . Tualatin,OR 97062
Key Event Services
KEY
EVENT SERVICES
OFFER TO SUPPLY
TO: Ashland Parks&Rec CLIENT PHONE: (541)552-2252
FAX:
ATTN: Rachel Dials. -
20 East Main St KMR would be pleased to supply the following
Ashland,Oregon 97520 goods/services according to the quantities and
terms outlined below. Please indicate any
changes and/or approval and return to
Key Manufacturing and Rental,Inc.
RE: 2020 Installation of Ice Rink Cover KEY REP: Annie Chisholm
QUANTITY UNIT TOTAL
Transportation $ 1,600.00
(1)Key supervisor @ 34 hours $
$ 3,145.00
(5)Key rental labor @ 170 hours $ 10,540.00
Lodging/Per Diem $ 1,630.00
Equipment Rentals(forklift etc) $ 1,800.00
$
$
$
Install by 10/16/20
$
Quote does not include additional charges for problems that $
may arise at job site during installation $
DUE $ 18,715.00
ALL MERCHANDISE Job Sites 50% non-refundable deposit
due by /131
OFFER VALID 30 DAYS
my:777ra ba ance due w/invoice-10 days
THANK YOU FOR THE OPPORTUNITY TO SERVE YOU
ALIUAI. J Ckfhluilot
FOR UFACTURING&RENTALS,INC DATE OFFER ACCEPTED BY DATE
A Complete Concept in Event Services
Mail: Physical:
P.O.Box 2180 Ph(503)639-3344 20850 SW 115`h Ave.
Tualatin,OR 97062 wwwkeynnanufacturing.com Tualatin,OR 97062
•
Key Event Services
J
KEY II
EVENT SERVICES
OFFER TO SUPPLY 4
TO:Ashland Parks&Rec CLIENT PHONE: (541)552-2252
FAX:
ATTN: Rachel Dials -
20 East Main St KMR would be pleased to supply the following
Ashland,Oregon 97520 goods/services according to the quantities and
terms outlined below. Please indicate any
changes and/or approval and return to
Key Manufacturing and Rental,Inc.
RE:,2020 Spring Removal of Ice Rink Cover
KEY REP: Annie Chisholm
QUANTITY UNIT TOTAL
Transportation $ 1,600.00
• $
(1)Key supervisor @ 32 hours $
$ 2,960.00
(5)Key rental labor @ 155 hours $ 9,610.00
Lodging/Per diem $ 1,630.00
Equipment Rentals(forklift etc)
$ 1,800.00
$
Quote does not include fabric cleaning,repairs or storage $
Cleaing,repairs and storage to be.billed separately $
repairs billed at$87.50/hour $ .
cleaing biled at$52.50/hour. $
Seasonal:storage of fabric @$500 •
$
Removal done by 3/19/21 $
$
$
DUE $ 17,600:00
ALL MERCH ANDISE `Job Sites ' 50%non-refundable deposit
due by 0
•
OFFER VALID 30 DAYS •
••••.! ba ance1/20due wl Invoice-10 days
THANK YOU FOR THE OPPORTUNITY TO SERVE YOU
/two 01,614,4141
FOR UFACTURING&RENTALS,INC DATE OFFER ACCEPTED BY DATE
1 A Complete Concept in Event Services.
Mail: Physical:
P.O.Box 2180 Ph(503)639-3344 20850 SW 115th Ave.
Tualatin,OR 97062 www.keymanufacturing.com Tualatin,OR 97062
Legal Department.review
DOCUMENT TRANSMITTAL AND CONTROL
This form w accompany the document through the drafting,review,and signature processes,and will
be kept with the City's•final executed copy of the document.. Required fields are indicated in gray scale.
Document: Noel Lesley Event Services-Good and services Contract over$25,400
(Include names ofpart •
les to the document)
Type of Document: Contract 8 Lease 0 Easement 0 Deed 0 IG 0
Other(Specify)
Dept Contact: Rachel n ACTION REQUESTED;
Dept: Phone: Ext 2260 -
❑ Review Draft
Date submitted to Legal:
1-1 9
6 Approve final and forward to:
Draft due by: City Ad ninistrafor for signature
(Unless indicated,Legal will return document to you)
Return Requested by: Tars xiewel
Complete this section ONLY the first time this form is filled out:
Has this document been previously worked on by the Legal Dept Staff 0 No _ ❑ Yes
If yes,by whom?
•
LEGAL DEPT Fuse Date Received by,Legal Date- °) j�. . ' ' By=•/1
USE ONLY . Retuned.#o Dept.for Revision Date: By' `� 3
Received for additional review by Legal x=bate: By:
Re�turned,to Dept.dor Revision 3 Date: By
Received for addtho- ' i•eviewNby Legal Date: By..:.
Re#umed to Dept..for Revision Date. By:
Received for Additional°Review by Legal Date: • 13y:
Returned to Dept for Revision • Da#e: Iiy.
Pmol Logged out y Legal Da#e 3y.
Comments frim LEGAL t DEFARZ1YlLNT: Comments from DEPARTMENT to I.1 GAL:
0 See Attached
Return original executed document to C Does this document need to be recorded?
Recorder for ski€ekeeping? ❑ f No = ' Yes No 0 Yes
•
CITY AD t' STRAT }R 17EPART 1 NT 1TFAD „
Please`do not.sign the attached document until this for as beep roved by the Legal• Dept below•
Plea e LEGAL DEPARTMENT.APPROVAL. .$
,, - <---=--�. .Dateq,,-/./.--(..'"?.
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