HomeMy WebLinkAbout2024-119 PO 20240368 Solid Ground Landscape, Inc
Purchase Order
Fiscal Year2024Page:1 of: 1
THISPO NUMBER MUSTAPPEAR ON ALL
INVOICES, AND SHIPPINGDOCUMENTS.
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City of Ashland
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ATTN:Accounts Payable
Purchase
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20 E. Main
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20240368
Order#
Ashland, OR 97520
Phone: 541/552-2010
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Email: payable@ashland.or.us
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C/O RecreationDivision (Grove
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1195 East Main Street
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SOLIDGROUND LANDSCAPE,INC
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Ashland, OR 97520
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PO BOX 464
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Email: sulaiman.shelton@ashland.or.us
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TALENT, OR 97540
OPhone: 541/488-5340
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Fax: 541/488-5314
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Vendor Phone NumberVendor Fax NumberRequisition NumberDeliveryReference
20240186
DateOrderedVendor NumberFreight Method/TermsDepartment/Location
DateRequired
05/20/20241800FOB ASHLAND ORParksDepartment
Item#Description/PartNoQTYUOMUnit PriceExtended Price
BlackPine Tree Replacement, Japanese Garden
1Furnish and install Japanese blackpine treesin the Ashland1.0EACH$31,000.00$31,000.00
Japanese Garden (AJG)
Project Account:E-000831-999
***************GL SUMMARY ***************
123000 - 704200$31,000.00
By:Date:
AuthorizedSignature
PO Total$31,000.00
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FORM #5
SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS
GOODS AND SERVICES
Less than $100,000
To: Sabrina Cotta, City Manager
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From: Rachel Dials, Deputy Director APRC
Date: May 9, 2024
Re: Sole Source Determination and Written Findings for Goods and Services
In accordance with AMC 2.50.090(F), the Department Head shall determine in writing that there
is only one provider of a product or service of the quality and type required available.
Estimated total value of contract: $31,000.00
Project name: Japanese Garden Black Pine Replacement
Description of goods and services: Furnish and install Japanese black pine trees in the Ashland
Japanese Garden (AJG).
Background: In 2023, four (4) large black pine trees that were installed as part of the redesign
for the Ashland Japanese Garden died because of soil conditions, wet weather, and transplant
shock. Solid Ground Landscaping, Inc. was the original contractor for the AJG redesign. In
cooperation with the Ashland Parks Foundation (APF), Solid Ground Landscaping, Inc. has
aided in identifying donors to reimburse the Ashland Parks and Recreation Commission (APRC)
for the cost of the specialized trees. These trees are also the only cost to APRC for this project as
Solid Ground Landscaping, Inc. has agreed to donate their labor, equipment, and materials for the
installation. They have also agreed to donate a tree, valued at $9,000.00.
Market Research Overall finding: The Japanese black pine trees have been selected to best
match the vision of the AJGÓs designer, Toru Tanaka. These trees, cultivated by Mr. Tanaka,
were purchased by Solid Ground Landscaping, Inc. before Mr. Tanaka closed his nursery,
making these incredibly specialized and mature (60+ years) Japanese black pines unavailable to
others.
Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the
goods or services are available from only one source. Solid Ground Landscaping, Inc. is also
uniquely positioned to perform the tree installation because of their knowledge of the AJG and
the issues that resulted in the failure of the original trees.
Form #5 - Sole Source ÎGoods and Services Î Less than $100,000, Page 1 of 1, 5/9/2024
PROPOSALANDCONTRACTFORLANDSCAPESERVICESBYSOLIDGROUND
LANDSCAPEINC.
Date:4.11.2024
ClientNameandAddress:CityofAshland,20EastMainStreet,AshlandOR97520
Joblocation:LithiaParkJapaneseGarden
SolidGroundproposesthefollowinglandscapingwork:
InstallationofspecimenJapaneseblackpinetreestoinclude:
Mobilizationofequipmentandsitepreparation
Removaloffencepanelsandplantingsasrequiredforaccess
Removalofstumpsfromtreesalreadyremoved
Installationof4specimenJapaneseblackpinetrees
Reinstallfencingandotherlandscapingdisturbedbywork
(SGLwilldonatealllabor,equipment,andassociatedmaterialstocompletetheproject.SGLwillalso
donateonetreevaluedat9,000.00).
Estimatedtimeforcompletion:2days
Price:31,000.00
Paymentschedule:dueuponcompletion
ClientwilladviseSolidGroundofanyknownorsuspectedcontaminates,dangerousconditionsand
subsurface(orotherwiseconcealedphysicalconditionsoftheprojectsitethatdiffermateriallyfrom
thosereadilyvisibleorapparentonthesurfaceattheprojectsite).Theclientshallbesolelyresponsible
forallsubsurfacesoilandotherconditions.Clientacknowledgesthatspecificsiteconditionsmaycause
certainchangestobemadeinthelocation,orientationandotherwiseinrelationtotheSolidDƩƚǒƓķƭ
work.ClientreleasesanddischargesSolidGroundfromclaimsClientmayhaveatanytimeinthefuture
relatinginanymannertopersonalinjuryorpropertydamagecausedbysuchunforeseenconditions,
includingwithoutlimitationgeologicalconditionssuchasfaultlinesorgroundsettling,treesandtree
roots,orothermovementoftheground.SolidGroundhasperformednogeologicaltestsuponthe
subjectpropertyandisnotqualifiedtorenderanyoptionsastothegeologicalstabilitythereof.
Clientwillobtainallnecessarydevelopmentapprovalsfromauthoritiesandprivatepartieswith
jurisdictionorcontrolovertheproject.SolidGroundwillobtainallnecessarybuildingpermitsat/ƌźĻƓƷƭ
expense.Clientisresponsibleforclearlyidentifyingallpropertylinespriortocommencementofwork.
Billings:Clientwillbebilledmonthlyunless
otherwisestated.Paymentisduewithin5daysofbilling.
Billingwillidentifyworkperformedtodate,thetotalestimatedcontractprice,theamountpaidtodate,
andtheamountnowdue.BillingswillincludetheactualchargesbySolidGround,itssubcontractors,
permitsandservicesprovidedaspartofthe
andmaterialprovidersforequipment,materials,supplies,
landscapingwork,plusSolidDƩƚǒƓķƭcontractorfeeasstatedinpricingdescription,whichpricing
descriptionisincorporatedintothisProposalandContract,andmadeaparthereof.Paymentsdueand
annumuntilpaid.
unpaidunderthecontractshallaccrueinterestattherateof12%per
LiabilityInsurance:SolidGroundcarriesapolicyofgeneralliabilityinsuranceintheamountoftwo
milliondollars($2,000,000.00).
A. Landscapinglimitedwarranty:allplantsandtreesareguaranteedforaperiodof12months
fromdateofjobcompletionandassumesregularprofessionalmaintenancebyalicensed
contractor.Onereplacementiscoveredbythiswarrantyperoccurrenceandwillprovided
eitherinthespringorfall.Seedinanyformisnotcoveredbywarranty.
B. Irrigationandornamentalwaterfeaturelimitedwarranty:Allmaterialsareguaranteedfor24
isguaranteedfor12monthsfromdateof
monthsfromdateofinstallation,andworkmanship
installationandassumesregularprofessionalmaintenancebyalicensedcontractor.
C. Subcontractorwarranties:WorkperformedbysubcontractorsisnotwarrantedbySolidGround
butissubjecttowarrantiesprovidedbysubcontractors.
D. Conditions:Warrantiesshallnotapplytodamagesordefectsasaresultofordinarywearand
tear,accident,naturaldisaster,damagebyanimals,anddamagebyimpropercare,ornegligent
actsofothers.
CLIENTAGREESTHATTHEREARENOOTHERWARRANTIES,EITHEREXPRESSORIMPLIED,OTHERTHAN
THOSEEXPRESSLYPROVIDEDHEREINANDHEREBYWAIVESANYANDALLIMPLIEDWARRANTIES,AND
AGREESTORELYSOLELYONSOLIDDwh
b5{LIMITEDWARRANTYCONTAINEDINTHISSECTION.
SolidGroundLandscapeInc.
By:________________________________________________Date:___________________________
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/ƚƓƷƩğĭƷƚƩƭ.ƚğƩķ͵ŷĻĭǒƩƩĻƓƷğķķƩĻƭƭğƓķƦŷƚƓĻƓǒƒĬĻƩƚŅƷŷĻĬƚğƩķźƭЋЊЊЊCƩƚƓƷ{ƷƩĻĻƷb9Ͳ{ǒźƷĻЋ
ЊЉЊͲ{ğƌĻƒͲhƩͲВАЌЉЊ͵ĻƌʹЎЉЌЌАБЎВЉВ
CONTRACT
(onlyvalidifsignedbySolidGroundandClient)
ThisproposalwillbecomeacontractonlyifsignedanddatedbySolidGroundandtheClient.If
executed,thecontractwillconsistoftheproposal,thefollowingmiscellaneouscontractprovisions,and
anydocumentsmarkedasexhibitstothisagreement.
MiscellaneousContractProvisions
1. Noassignment.Neitherpartymayassignanyrightsordelegateanddutiesunderthis
Agreementwithoutthepriorwrittenpermissionoftheotherparty,whichmaybewithheld
withoutcauseatitssolediscretion.
2. LawandVenue.AnylegalactionorproceedingconcerningthisAgreementshallbeheldin
JacksonCounty,Oregon.ThisAgreementshallbeinterpretedandenforcedaccordingtothe
lawsoftheStateofOregon.
3. Modification.NomodificationofthisAgreementshallbevalidunlessitisinwritingandis
signedbyalloftheparties.
4. Severability.TheinvalidityofanytermorprovisionofthisAgreementshallnotaffectthe
validityofanyotherprovision.
5. Waiver.WaiverbyanypartyofstrictperformanceofanyprovisionofthisAgreementshallnot
beawaiveroforprejudiceanyƦğƩƷǤƭrighttorequirestrictperformanceofthesameprovision
onthefutureorofanyotherprovision.
6. MediationandArbitration.Thepartiesshallfirstattempttosettleanyunresolvedcontroversy
concerningthisAgreementbyconductedbytheLandscapeContractorsBoard(LCB).IftheLCB
decidesnottomediatethedispute,thenthepartiesshallpromptlymediateundertheterms
andconditionsofORS36.185to36.210usingthePortlandArbitrationService.Inanyevent(be
itLCBorprivatemediation),themediationshallbesubjecttotheconfidentialityprovisionsof
ORS36.180to36.228asamended.Mediationshallnotberequiredforanydisputeconcerning
nonpaymentofSolidGroundbillings.Ifthepartiesarenotabletoresolvethecontroversy
throughmediation,thenthecontroversyshallberesolvedthoughbindingarbitrationbythe
ArbitrationServiceofPortland.Therewillbeonearbitrator.Thecostsofthearbitratorandthe
arbitrationserviceshallbesharedequallybytheparties.Theresultsofthearbitrationshallbe
bindingasprovidedbyOregonlaw,andjudgmentontheawardrenderedbythearbitratorshall
beenteredinthecircuitcourtofJacksonCounty.Thearbitratorshallhavetheauthoritytoissue
preliminaryandequitablerelief,aswellastheauthoritytoawardanyotherremedyorrelief
thatanOregoncourtcouldorderorgrant.Notwithstanding,apartymay,withoutany
inconsistencywiththisAgreement,seekfromacourtanyinterimorprovisionalreliefthatmay
benecessarytoprotecttherightofpropertyofthatpartypendingtheestablishmentofany
mediationorarbitration(orpendingtheğƩĬźƷƩğƷƚƩƭdeterminationofthemeritsofthedispute,
controversyorclaim).
7. !ƷƷƚƩƓĻǤƭFees.Inanyothersuitorarbitrationinstitutedinconnectionwithanycontroversy
arisingoutofthisconstructioncontract,theprevailingpartyshallbeentitledtorecoverin
additiontocostssuchsumasthecourtorarbitratormayadjudgereasonableasattorneyfeesat
trial/hearing,andonanyappealthereof
8. PlansandSpecifications.SolidGroundagreestoperforminglandscapingworkhereunderina
goodandworkmanlikemannerinsubstantialconformitywiththeplansandspecificationsof
_________dated_________approvedbyClient.Clientacknowledgesandagreesthatduring
thecourseofconstructionandcompletionofthelandscapingwork,SolidGroundmaymake
minorvariationsfromsuchplansandsubstitutesubstantiallysimilarmaterialsotherthanthose
specified.
9. HazardousSiteConditions;Interference.Becauseconstructionsitesarehazardousareas,Client
agreesnottomakeexcessivevisitstotheproject.Anyaccesstotheprojectpriortocompletion
beat/ƌźĻƓƷƭsolerisk.ClientreleasesanddischargesSolidGround
ofthelandscapingworkshall
andwaivesallclaimsandactionsthatClientmayhaveatanytimeinthefuturerelatinginany
mannertopersonalinjuryorpropertydamagecausedbyanyconditiononthepropertyduring
performingwork.Clientagreesnottointerferewiththe
thetimeframethatSolidGroundis
constructionprocessorgivedirectiontosubcontractorsorsuppliers.
10. Bindingeffect.SubjecttorestrictionsinthisAgreementuponassignment,thisAgreementshall
bebindingonandinurethebenefitoftheheirs,legalrepresentatives,successors,andassignof
theparties.
11. Integration.ThisAgreementistheentireagreementoftheparties.Therearenopromises,
terms,conditions,orobligationsotherthanthosecontainedinthisAgreement.ThisAgreement
shallsupersedeallpriorcommunications,representations,andagreements,oralorwritten,of
theparties.
SolidGroundLandscapeInc.
By:_______________________________________________________Date:_____________________
Client
By:_______________________________________________________Date:_____________________