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HomeMy WebLinkAbout2023-167 PO 20240154- Pacific Survey Supply • PF4111 Purchase Order ITA/ RECORDER Fiscal Year ..2024. Page: 1 of: 1. • r�bF �� �iM1sJtls� t a E s B City of Ashland ATTN: Accounts Payable Purchase L Ashland, OR 97520. Order# 20240154 T Phone: 541/552-2010 0 Email: payable@ashland.or.us '. V S C/O Parks Department E PACIFIC SURVEY SUPPLY . H AdminOffice N 908 NORTH RIVERSIDE AVE " I 340 South Pioneer' D MEDFORD, OR 97501 Ashland, OR 97520 ' R T Phone: 541/488-5340 O Fax: 541/488-5314 = -- €I. � rJ�=€[aja no 541 772-5777 Leslie Eldrid•e " --`�Sf=�� E[=.=o_ _€.s a �a�E--IsI-3�=��I:S a is ���,�—� I � t! � - -=}j�=—=-• 10/11/2023 189 FOB ASHLAND OR_ Ci Accounts Pa able ' - Ea. _ —T- -�• 5 .`: •s„- 3 �.�E �.��.' _ E-W a �'y y i P Dktf E Si 441- Surveying Services • 1 Surveying.Services(Tuttle Property/4.16 Acres) • 1.0, , $5,500.00 $5,500.00 Personal Services Agreement(Less than $35,000) Completion date: January 31, 2024 Project Account: • ***************GL SUMMARY*************** .y 123000-704200 $5,500,00 I • I pi • • Th • • • • • BY: 1M Date: tub t—r ,_ s Authorized Signat al i .5 500.00 FORM #3 c'IT-Y 0f ( p // o • A request for a Purchase Order -ASHLA D REQUISITION 17-, ,.`",0 (1.--Kate of request: 10/03/23 Required date for delivery: Vendor Name Pacific Survey . Address,City,State,Zip 131 Helrnan Street Ashland OR 97520 Contact Name&Telephone Number Curt Chappell 408-375-5220 Email address curt@pc-surveys.com SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid ❑ Form#13,Written findings and Authorization O AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached _(Attach copy of council communication) _(If council approval required,attach copy of CC) O 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# ❑ VerbalNVritten 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) ❑ Other government agency contract Intermediate Procurement ❑ Sole Source Agency GOODS&SERVICES 0 Applicable Form(#5,6,7 or 8) Contract# Greater than$5,000 and less than$100,00.0 0 Written quote or proposal attached Intergovernmental Agreement • O (3)Written bids&solicitation attached 0 Form#4,Personal Services$5K to$75K Agency PERSONAL SERVICES ❑ Special Procurement 0 Annual cost to City does not exceed$25,000. Greater than$5,000 and less than$75,000 0 Form#9,Request for Approval Agreement approved by Legal and approved/signed by ■❑ Less than$35,000,by direct appointment 0 Written quote or proposal attached City Administrator.AMC 2.50.070(4) • ❑ (3)Written proposals&solicitation attached Date approved by Council: - ❑ Annual cost to City exceeds$25,000,Council , O Form#4,Personal Services$5K to$75K Valid until: (Date) approval required.(Attach copy of council communication) Description of SERVICES Total Cost • Surveying Services , 5500.00. Item# Quantity Unit Description of MATERIALS Unit Price Total Cost • 1=1 Per attached quote/proposal TOTAL COST $5500.00 Project Number _ _ _ Account Number 123000 . 704200 Project Number - Account Number - *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflectthe actual expenditures. tof IT Director in collaboration with department to approve all hardware and software purchases:. IT Director Date Support-Yes/No' By signing thisrequisi�I certify that the City's public . . ting requirements have been satisfied. Employee: Department H •d: i ' E ual to orgreater than ,000 lq ) Department Manager/Supervisor: City Adminis •'or: • (Equal to or greater than$25,000) Funds appropriated for current fiscal year: YE / NO r eputy Finance Director- al to or greater than$5,000) Date • Comments: Form#3-Requisition PERSONAL SERVICES AGREEMENT (LESS.THAN $35,000) CONSULTANT: Pacific Crest Surveying CITY OF CONTACT: Curt Chappell ASHLAND 20 East Main Street ADDRESS: 131 Helman Street Ashland,Oregon 97520 Ashland OR 975420 Telephone: 541/552-2257 Fax: 541/482-6006 TELEPHONE: 408.375.5220 EMAIL: curt@pc-surveys.com • This Personal Services Agreement(hereinafter"Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter"City") and Pacific Crest Surveying, (foreign professional corporation) ("hereinafter"Consultant"), for surveying services for 309 Granite Street. 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 January 31, 2024. 2. Scope of Work: Consultant will provide property line adjustment and exclusive easement for the 309 Granite Street Ashland, OR 97520) as more fully set forth in the Consultant's Proposal dated September 27, 2023, which is attached hereto as "Exhibit A" 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 the service 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 of$5,500.00 (five thousand five hundred 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$5,500.00 (five thousand five hundred 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 other documents 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 $25,335.05 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. Consultant is also required to post the notice attached hereto as "Exhibit B"predominantly in areas where-it will be seen by all employees. 10. Indemnification: 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 attendant to this Agreement). However, Consultant shall not be held responsible for any losses, expenses, actions, costs, or other damages, caused solely by the gross negligence of City. 11. Termination: 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. c. For Cause. City may terminate or modify this Agreement, in whole or in part, effective upon delivery of written notice to Consultant, or at 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 payments authorized 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$ . 000,000 elm „col io _ ()Car 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 x+2,000 000 McfRD adll o �i a olla0 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 $il 000 000 tingni li© dol arj 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: 17.1 Consultant represents and warrants to the City that: 17.1.1 Consultant shall,throughout the term of this Agreement, including any extensions hereof, comply with: (i)All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 17.1.2 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 maintainan action under this Agreement in any other venue. r. , ; - ti ..,, - ' 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 Sr A rny ` commercial overnight courier,by mailing using registered�oz:cer`,ti�ied 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: Ashland Parks and Recreation Commission ,. _ . .F Attn: Contract Administrator 340 S. Pioneer Street Ashland, Oregon 97520 Telephone:541-552-2257 With a copy to: City of Ashland-Legal Department 20 East Main Street Ashland, Oregon 97520 Telephone: 541-488-5350 J If to Consultant: Pacific Crest Surveying 131 Helman Street - Ashland, OR 97520 20. Amendments. This Agreement may 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: Pacific Surveying(COQ ; ' ANT): BgB : If C /14By: �.►�I) snature Signature • _ G1 E A. /21DG Curtis C. Chappell Printed Name ;4 roc, President-P.L.S. 84543 • Title October 2, 2023 /Q/3/?.-3 Date • •i Purchase Order No. l / (W-9 is to be submitted with this signed Agreement) • EXHIBIT B CITY OF ASHLAND,, OREGON City of Ashland LIVING ALL employers described WAGE Wow must comply with City of Ashland laws regulating payment of a living wage. $18.12 per hour, effective June 30r 2023. The Living Wage is adjusted annually every - Fall June 30 by the Consumer Price Index. Employees must be paid a portion ofOre b ioessof of health care,retirenent, ivi rug wage: their employer,if the 4O1l,and IRS eligible employer has ten or more cafeteria plans including employees,and has received th dcere)benefits to the i For all hours worked under a financial assistance for the employee's amount of wages. service contract between their pial<, or business from the employer and the City of Cityof Ashland over • > Note: For temporary and Ashland if the contract $25,335.05; part-time employees,the exceeds$25,335.05 or more. Bing . a does not apply if thea employer is the City df tothe first 1040 hours'worked `r For all hems worked in a Ashland,indnfing the Parks in any calendar year. For mord, the empOy ee and Recreation Department. more dates,please see spuds 50%or more of the Ashlandf►!Municipal Code empl "s time in that mons > In calculating the living wage, Se.i� n3.12.12x. working on a praect ur employers may add the value For additional i nforrmation: Call the Ashland City Manama's office at 54148-6002 or mate to the City Manager, City Hall,20 East Main Street,Ashland,CR 9720,or visit the caps website at www.ashland.or.us. Notice to Employers:.This notice must be pas,' in areas auhere it can be seen by all employers. • CITY or ASHLAND • 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. x . .(1) Consultant carries out the work or servicesat 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. x (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. x (4)Labor or services are performed only pursuant to written contracts. x (5)Labor or services are performed for two or more different persons within a period of one year. x_ (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. egt tA Consultant's signature S S October 2, 2023 • ACCORD® .CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DDRWY) ‘..../- 9/29/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS • CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. . IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME; Sarah Fish CA License#0M57256 AssuredPartners Design Professionals Insurance Services, LLC PHtA/ONNo.Ext):360-626-2961 FAX No):360-626-2961 A/E Insurance Services E-MAIL 19689 7th Ave NE,Ste 183, PMB#369ADDREss: sarah.fish@assuredpartners.com Poulsbo WA 98370 INSURER(S)AFFORDING COVERAGE NAIL# • • cense#:6003745 INSURER A:Hudson Insurance Company 25054 Li INSURED PACICRE-04 INSURER e:RLI INSURANCECOMPANY 13056 Pacific Crest Surveying Inc 1222 K Street • INSURER C: Modesto CA 95354 INSURER D: INSURER E: . . l • INSURER F: COVERAGES CERTIFICATE NUMBER:1243578753 REVISION NUMBER: ' THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN.ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR - POLICY EFF POLICY EXP TYPE OF INSURANCE LTR INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS B X COMMERCIAL GENERAL LIABILITY PSB0009917 1/8/2023 1/8/2024 EACH OCCURRENCE $1,000,000 • CLAIMS-MADE X OCCUR DAMAGE TO RENTED - ' PREMISES(Ea occurrence) " $1,000,000 — • MED EXP(Any one person) $10,000 PERSONAL 8 ADV INJURY _$1,000,000 GE 'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 POLICY X Tai LOC PRODUCTS-COMP/OP AGG $2,000,000 OTHER: . $ B AUTOMOBILE LIABILITY PSA0003195 1/8/2023 1/8/2024 COMaaccBINEdent)D SINGLE LIMIT - $1,000,000 (E X ANY AUTO ' BODILY INJURY(Per person) $ OWNED SCHEDULED • BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNEDPROPERTY DAMAGE $ AUTOS ONLY _ AUTOS ONLY (Per accident) $ B X UMBRELLA LIAB X OCCUR PSE0005236 • 5/15/2023 1/8/2024 EACH OCCURRENCE $4,000,000 EXCESS LIAB CLAIMS-MADE AGGREGATE $4,000,000 DED RETENTION$ $ B WORKERS COMPENSATION PSW0005416 1/8/20231/8/2024 X PER OTH- AND EMPLOYERS'LIABILITY STATUTE ER • ANYPROPRIETOR/PARTNER/EXECUTIVE Y!N E.L.EACH ACCIDENT $1,000,000 . OFFICER/MEMBER EXCLUDED? N/A ' (Mandatory in NH) • E.L.DISEASE-EA EMPLOYEE $1,000,000 If yes,describe under ' DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000 A Professional Llab;Claims Made PRB0619115691 1/8/2023 1/8/2024 Per Claim $1,000,000 • Aggregate . $2,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS!VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached If more space is required) • CERTIFICATE HOLDER CANCELLATION • ' SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE • . I THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ' ACCORDANCE WITH THE POLICY PROVISIONS. City of Ashland o • 20 East Main Street AUTHORIZED REPRESENTATIVE AshlandOR 97520 I-?i // 2 - ©198 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD • CITY OF FORM #2 ASHLAND REQUEST FOR PROPOSAL-IP. MS:O11148312OW INTERMEDIATE PROCUREMENT Release date: September 11,2023 Requested by Tara Kiewel,Ashland Parks and Recreation tara.kiewelAashland.or.us 541-552-2257 • Proposals are due by September 27,2023 2:00 pm PST • Project Name: Property Line Adjustment(PLA)Survey and Exclusive Access Easement for Maintenance Survey Proposal Project completion required by: TBD.Please give us an estimated completion date in your proposal Proposals may be faxed,emailed or hand delivered. Proposers shall submit their proposal on their company letterhead. Informal email proposals and/or late proposals 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 proposals. The successful proposer will be required to enter into a contract with the City for the services and provide insurance certificates,in their own name,for General Liability,Professional Liability,Automobile, and Workers' Compensation. Subcontracting will not be permitted. Background Information The Ashland Parks and Recreation Commission(APRC)is currently in escrow with The Baker-Tuttle Family Trust to purchase the westerly 4.16 acres portion(approx.) of their 5.94 acres property located at 309 Granite Street/Baker-Tuttle Family Trust property.The property sale is contingent upon the successful performance,completion/recording of a PLA,as well as the establishment/recording of a new • Exclusive Access Easement for Maintenance(to be included on the Final Plat)being granted to the City of Ashland as part of the property sale. Formal approvals for the Tuttle property&easement acquisitions were received by both APRC &the Ashland City Council at meetings on 6-14-2023 and 7-18-2023,respectively. APRC Staff and property owners Tim Tuttle/Janet Baker have met preliminarily with the Ashland Planning Department about the PLA process,subject properties,zoning,and PLA application, and Planning has stated they expect it will be a ministerial process with them. Any fees required by Jackson County,City of Ashland,title companies, or other agencies will be the responsibility of APRC. In anticipation of,and working towards the successful completion of The Tuttle PLA with the included, Exclusive Access Easement for Maintenance,APRC is requesting a proposal to perform the following surveying services as one overall project: SCOPE OF SERVICES Perform a Property Line Adjustment(PLA)between the above referenced properties located at 309 Granite Street&Granite Street,(Assessor's Map No. 391E 08 DD,Tax Lots 400&500) and perform a Survey for an Exclusive Access Easement for Maintenance as one single project proposal,per the proposed scope of services for this project: • Perform title research for the above-described properties and adjoiners including deeds,surveys, and easements based on title reports furnished by Ashland Parks&Recreation Commission (APRC). • Perform field survey to locate and tie survey monuments necessary to determine subject property boundaries, and,also to survey and map existing site improvements to include, buildings,driveways,pathways,utilities, canals,fence lines,slopes&grades, drainageways,significant trees, and other general topographic features. • Perform office calculations, computations,and analysis of field survey data to determine subject property boundaries,easements,and encroachments. • Prepare and submit both the Preliminary PLA Map and the Zoning Permit Application in compliance with applicable Oregon Revised Statutes as required by law and Ashland Land Use Ordinance. • . State"Property Line Adjustment" on Prelim PLA Map,Zoning Permit Application&Plat. • Field survey also to establish permanent monuments at all property corners. • Prepare and file the Final Plat with the office of the Jackson County Surveyor in compliance with applicable Oregon Revised Statutes as required by Oregon law and City of Ashland Land Use Ordinance. • Perform field survey to locate, determine, establish,and monument an Exclusive Access Easement for Maintenance to City of Ashland(see"Exhibit A Map" and drawings showing portions of the overall,contiguous easement area,including a 14'OCx 565'Driveway area with connected ped-equipment access/parking areas-all shown access areas connect to make one contiguous access-easement area). • Prepare and provide new legal descriptions and exhibits for the Exclusive Access Easement for Maintenance. • Include/reference the Exclusive Access Easement for Maintenance on the Final Plat. Submit bids with cost estimate and time frame of project start and completion dates.Also include _ rates/fee schedule. Services requested that are outside of the listed scope of work will be made in writing and paid for on a time and materials basis per contractors submitted hourly rates/fee schedule. Perspective bidders are encouraged to attend a pre-bid meeting and site walkthrough on Monday September 18,2023,at 9:00 am at the Parks Admin Office located at 340 S.Pioneer Street,Ashland., OR. Method of Award: • In accordance with AMC 2.50.120(C),personal services selection criteria shall include: • 1. 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; 3. Educational and professional record, including past record of performance on contracts with governmental agencies and private parties with respect to cost control, quality of work, ability to meet 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 to the particular contract. • In accordance with ORS 279B.070 and AMC Section 2.50.120(A),Intermediate Procurement(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. • • • • • • • Form#2—Intermediate Procurement,Request for Proposal,Personal Services,Page 3 of 3,9/11/2023 PROPOSAL PERSONAL SERVICES — PROFESSIONAL LAND SURVEYING CITY OF ASHLAND PARKS & RECREATION RFP "PROPERTY LINE ADJUSTMENT (PLA) SURVEY and EXCLUSIVE ACCESS EASEMENT for MAINTENANCE Submitted by PACIFIC CREST SURVEYING 131 Heiman Street, Ashland, Oregon 97520 p. 408.375.5220 e. curtpc-survevs.com www.oregonsurveyor.net Prepared by: Curt Chappell-President, P.L.S. 84543 September 27, 2023 • BACKGROUND INFORMATION The Ashland Parks and Recreation Commission (APRC) is currently in escrow with The Baker- Tuttle Family Trust to purchase the westerly 4.16 acres portion (approx.) of their 5.94 acres property located at 309.Granite Street/Baker-Tuttle Family Trust property. The property sale is ' contingent upon the successful performance, completion/recording of a PLA, as well as the establishment/recording of a new Exclusive Access Easement for Maintenance ("EAEM") (to be included on the Final Plat) being granted to the City of Ashland as part of the property sale. Formal approvals for the Tuttle property & easement acquisitions were received by both APRC &the Ashland City Council at meetings on 6-14-2023 and 7-18-2023, respectively. APRC Staff and property owners Tim Tuttle/Janet Baker have met preliminarily with the Ashland Planning Department about the PLA process, subject properties, zoning, and PLA application, and Planning has stated they expect it will be a ministerial process with them. OUTLINE OF SERVICES TO BE PROVIDED IN TENTATIVE ORDER OF COMPLEATION 1. Research of Subject Properties: Consultant would be responsible for title research for the above-described properties and adjoiners, which would including deeds, surveys of record, •and easements, based on title reports furnished by Ashland Parks & Recreation Commission and record maps and documents available from the Jackson County Surveyor's Office. Estimated Time of Completion—2 Working Days (Delivery of Title Reports Dependent Upon Title Company Workload) 2. Preliminary Boundary and Topographic Surveying: Consultant would be responsible for conducting the preliminary boundary and topographic field survey to gather the information necessary to resolve the boundaries of the above-described properties; to locate the topographic features and/or field markings set by Jeff McFarland necessary to establish the location of the proposed/new property line; to locate the topographic features necessary to correctly describe the Exclusive Access Easement for Maintenance (EAEM); any additional items needed to prepare the•City of Ashland Planning Department's Application for a Property Line Adjustment; and points/features necessary for the preparation of a Partition Map for Parcel Line Adjustment Purposes. Field work will be gathered using a combination of the following equipment: Trimble S-6 Total Robotic Station Trimble R10 GPS Receiver and Base Station Leica BLK 360 Laser Scanner DJI Mavic 3 Enterprise RTK Enabled Drone . Autodesk Civil 3D v2019—V2022 Drafting Software Pix4D Aerial Imagery Post-Processing Software Leica Cyclone LiDAR Post Processing Software Estimated Time of Completion—2 Working Days 1 • 3. Prepare Plat Map and Legal Description for Exclusive Access Easement for Maintenance: Consultant would be responsible for preparing a plat map (Exhibit A) showing • the location of the proposed Exclusive Access Easement for Maintenance (EAEM) in relationship to the newly created Baker-Tuttle Family Trust parcel and would write a legal description (Exhibit B) describing same, suitable for accompanying the Grant of Easement document to be prepared by the City Attorney's Office. Dimensions of the easement shall be to the specifications listed in the RFP and the addendum sketch provided by email. Final dimensions and location of the easement shall be presented to the Parks Department for . approval. Estimated Time of Completion— 1 Working Day 4. Prepare and Submit the City of Ashland's Property Line Adjustment Application and Supporting Documents: Consultant would be responsible for preparing all applications and supporting documents necessary to gain approval of the proposed Parcel Line Adjustment to the standards set forth by the City of Ashland's Planning Department. Items shall include, but are not limited to, the application, the Tentative Property Line Adjustment Map, deeds for the two existing properties, and current title reports for the two existing properties. Estimated Time of Completion— I Working Day (Delivery of Title Reports Dependent Upon Title Company Workload) 5. Prepare and Submit a Partition Map for Parcel Line Adjustment: Consultant would prepare and submit a Partition Map for Parcel Line Adjustment ("Map") to the Jackson County Surveyor's Office to the specifications and guidelines set forth by the Surveyor's Office and the Oregon Revised Statutes. Consultant shall see the Map through to the filing/recording stage, making all necessary revisions and addressing any comments provided by the Surveyor's Office and the City of Ashland Parks and Recreation Department. The Map shall show the location of the Exclusive Access Easement for Maintenance (EAEM) in relationship to the newly created parcels. Estimated Time of Completion—3 Working Days (Filing/Recording of Map Dependent Upon Jackson County Surveyor's Office Map Review Timeline) 6. Monument Newly Created Parcels and Exclusive Access Easement for Maintenance: After recordation of the Map and the EAEM, consultant would set durable monuments at the corners of the two newly created parcels and at points along the EAEM sufficient to retrace their locations. The monument's character and location would be described and delineated on the Partition Map for Parcel Line Adjustment to facilitate the retracement of the easement and parcels, should the need arise in the future. 0 Estimated Time of Completion— 1 Working Day 2 • 7. Prepare Legal Descriptions of Newly Created Parcels for Perfecting Deeds: Consultant would prepare new legal descriptions for each of the two newly.created parcels, suitable for attachment to new property ownership deeds to be recorded by the City Attorney's Office or a Title Company. • Estimated Time of Completion— 1 Working Day Pacific Crest Surveying would be able to commence work immediately'after execution of the City's contract and receiving an official notice to.proceed in writing. The date of completion would be contingent upon the time necessary for title reports to be prepared, the City of Ashland Planning Department's application review/approval process, and the Jackson County Survey Department's map review process. - FEE FOR OUTLINED SCOPE OF SERVICES = $5,500 PacificCrest Surveying's fee for the Scope of Services requested by the City of Ashland's Parks and Recreation Department in the RFP entitled; "PROPERTY LINE ADJUSTMENT (PLA) SURVEY and EXCLUSIVE ACCESS EASEMENT for MAINTENANCE,"would be $5,500. Any fees required by the Jackson County Surveyor's Office, the City of Ashland, title companies, or other agencies will be the responsibility of the Ashland Parks and Recreation Department. Bidder certifies that they are currently licensed to practice Professional Land Surveying in the State of Oregon and in good standing with the State of Oregon Bar. Proof of commercial general liability insurance, business automobile insurance, workers' compensation insurance, and professional liability insurance that meet the City of Ashland's insurance requirements can be furnished upon request. Services requested that are outside of the listed scope of work will be approved in writing and paid for on a time and materials basis per Pacific Crest Surveying's hourly rates/fee schedule shown on following page. - • • • • • • • 3 HOURLY RATE SCHEDULE FOR PROFESSIONAL SERVICES Classification Rates per Hour Survey Principal $190 Survey Project Manager $105 Survey CAD Technician $85 Administrative Assistant $35 2-Person Crew/ 1-Person PLS Robotic Instrument $255 1-Person GPS Crew $205 Survey Crew Travel Time $65 EXPENSE SCHEDULE Computer Usage $10 per hour Computer Plot $5 each In House Reproduction Bond $2 per sheet Mylar $20 per sheet Color Print $20 per sheet Client-Requested Overtime Hourly Rate plus 37% All other expenses, including: Actual Cost plus 15% Delivery Service Outside Consultants Travel & Expenses Filing and Permit Fees • • • 4 FIRMS EXPERIENCE / RELAVENT PROJECTS City of Half Moon Bay Wavecrest Avenue-Bayside Park Improvements and Parcel Line Adjustment Half Moon Bay, CA This•project included a boundary and topographic survey for the planning of improvements for a City owned park and the adjustment of a property line between the City property and an adjacent property owner. In addition, an aerial image was supplied to aid in the planning process. As part of the development team, Pacific Crest Surveying provided a boundary and topographic survey, an orthorectified aerial image, prepared the Lot Line Adjustment application (including a Tentative Lot Line Adjustment Map) and provided all support materials, prepared the perfecting deeds for the resultant parcels, and submitted a Record of Survey memorializing the Lot Line Adjustment and the monumented property comers. . City of Cupertino Memorial Park Ponds Repurposing- Cupertino, CA' _ We prepared a master panning map that included the park's boundary, easements, and topography underlaid with an orthorectified aerial image to facilitate the design team's plans for the modernization 'of the City Park. The project was recognized by ACSE San Francisco as the Outstanding Small Project of the Year 2023. • Meta-Facebook-Menlo Park, CA Currently, we are providing professional land surveying services for the Civil Engineering firm that is preparing the on-site and off-site improvement plans for Meta-Facebook's new 60-acre campus in Menlo Park. As the lead surveyors, we have established and maintained the primary survey control network, resolved the project boundary, which is adjoined-on one side by a State Highway, and another side by a railroad right-of-way, and provided topography for the entire site. I also prepared a new subdivision map that reconfigures the lotting and rights-of-way. All easements of record have been retraced and are included in the primary drawing file. Currently, we are at the front end of preparing right-of-way takes and abandonments that are a by-product of the reconfiguration of the adjoining street and highway at what will be the new entrances to the campus. Same for an overhead pedestrian bridge that will connect their existing campus to their.new campus. City of Burlingame Public Works,- Sanitary Sewer Rehab, Burlingame, CA We provided base maps for the rehabilitation of an aging sanitary sewer system located in an older neighborhood in the City of Burlingame. Most of the sewer mains were in easements in the rear yards of residential lots, so a base map that included property boundaries and easement lines, detailed topography, and a clear understanding of the existing sewer facilities was critical to the design of a functioning replacement system that minimized the construction- related impact to the property.owners. California High-Speed Rail Authority, CA Managing the right of way surveying of the Merced to Fresno section of the California High- Speed Rail. The work included land net maps, appraisal maps, legal descriptions, plats, resolution of necessity documents, exhibits for various agency agreements and transfer documents, and records of surveys. We worked closely with the High-Speed Rail Authority, various local and State agencies, right of way agents, and design build teams. 5 • PROFESSIONAL REFERENCES Richard Laureta P.E. — President(650) 208-2951 Freyer&Laureta,Inc. 150 Executive Park Blvd., Suite 4200 San Francisco, CA 94134 We provide allfacets of land surveying services to Freyer & Laureta including Records of Survey, plats and legal descriptions, subdivision mapping, boundary resolutions, topographic surveys, setting boundary monuments, and construction staking. Projects include the on-site and off-site improvement plans for Meta-Facebook's new 60-acre campus in Menlo Park; topographic mapping and orthorectified imagery in support of the planning and design of stage two and three for the Treasure Island Redevelopment Project; and preparing base maps for the rehabilitation of an aging sanitary sewer system located in an older neighborhood in the City of, Burlingame. Chad Johnson P.L.S. —Stanislaus County Surveyor(209) 525-4137 Stanislaus County Public Works 1716 Morgan Road,Modesto, CA 95358 Mr. Johnson has reviewed numerous Records of Survey and Corner Records that we have prepared and can attest to our thoroughness, attention to detail, and boundary resolution experience. In addition, we have worked closely with the County to assist them with their monument preservation efforts: • • Jesse Franco P.E. —Civil Engineering Manager(209) 526-7459 Modesto Irrigation Department 1231 11th Street, Modesto, CA 95352 Mr. Franco and I were colleagues at the City of Modesto's Utilities Division. As the Senior Land Surveyor, I worked closely with Mr. Franco on all survey-related aspects in support of the design and construction of sanitary sewer systems, storm drainage systems, and domestic water supply systems for numerous City infrastructure projects. • 6 . • RESUME Curt C.Chappell, President California P.L.S. 7992 Oregon P.L.S. 84543. FAA Remote Pilot License 4371119 EDUCATION Bachelor of Science, Marketing-Option-Logistics&Operations Management California State University, Fresno OTHER RELATED AFFILIATIONS Member of California Land Surveyors Association(CLSA) Member of the Professional Land Surveyors.of Oregon (PLSO)' Member of the National Society of Professional Surveyors (NSPS) Finance Chair for Professional Land Surveyors of Oregon (PLSO) WORK HISTORY Pacific Crest Surveying,Inc. -Owner 1/2006 to Present My responsibilities include project management, preparation of all types of survey maps; legal descriptions,and reports, responsible charge for non-licensed survey personnel,operations, business development,forward planning,and scheduling. In addition, mentoring the technical staff in both office operations and field procedures,and maintaining quality control and quality assurance policies are a daily activity. City of Modesto Public Works, Utilities Division—Senior Land Surveyor 5/2013 to 2/2017 . Senior Land Surveyor position was and is defined as follows:to plan,organize, assign, and review the work of assigned personnel.engaged in professional surveying;to perform advanced level professional work pertinent to land and engineering surveying for the design and construction of roads, highways and bridges,drainage,sewage'facilities and other projects, map checking, mapping and drafting, and description of real property;and to provide responsible staff assistance to engineering.staff. Stanislaus County Public Works—Interim County Surveyor 1/2006 to 6/2011 ' - Review and/or direct the review of Records of Survey maps;execute the County Surveyor's Certificate for Parcel Maps,Tract Maps, Records of Survey and legal descriptions for recording purposes and assume statutory responsibility for the preparation and maintenance of such records; review and prepare reports related to tentative parcel maps,tract maps, lot line adjustments, conditional use permit applications,environmental impact reports,certificates of compliance and similar documents for compliance with laws, ordinances and regulations prior to acceptance and/or recording; research records.within the County Assessor's office,the County Recorder's office,the Clerk of the Board of Supervisor's office and the Surveyor's office to determine chain of title,verify legal ownership County Properties and County rights-of-way; provide information to the public regarding surveying, land development, and public rights-of-way;oversee the County's monumentpreservation project; provide leadership for the Land Surveying Department; coordinate the work of the department surveyors and engineering/construction staff; develop Requests for Proposals as related to surveying and construction. SIGNATURE PAGE Submitted by: Pacific Crest Surveying, Inc. By: Curt Chappell, President—OR PLS 84543 Signature: �•�►'' ` Type of Business: S Corporation incorporated in the States of California and Oregon Business Address: 131 Heiman Street, Ashland, Oregon 97520 Business Phone: 408-375-5220 Business Fax: none Business e-mail: curt@pc-surveys.com Date Signed: • • September 27, 2023 • • 8 II rte `f A ' .. s •`•_s %n • S. EilSep '! d 17 y J it, 0,1 --�a��, aft I . . E If i - - g It .q ` \ �_; kt ss ,i . /i j .. "4,/// / .-a_t-,.,.. // ) • v ." I k / d;t„:" • ./7 P:' �a�r € 1 b .., / 1'2 1 cam, its -^e j4,, (311i--ORT/D P, f6�• z ~ yr c `;i iEk� • \y r t .. • . • • • • 4.! • • • . • • . . _ , . - . : . . CO-'-- . • • • 70 4.,. NA . ,,, . • • .• . • , . . . . 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