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Home My WebLink About1998-143 Contract - RVCOG ITY OF ASHLAND PERSONAL SERVICES CONTRACT FOR SERVICES LESS THAN $15,000 CITY OF ASHLAND, (CITY) 20 E. Main St. Ashland, Oregon 97520 (503) 482-3211 FAX: (503) 488-5311 AGREEMENT DATE: OCTOBER 14, 1998 ¶4. COMPENSATION: NTE $5,700 CONSULTANT: ROGUE VALLEY COUNCIL OF GOVERNMENTS ATTN: KERRY LAY Address: PO BOX 3275, 155 2"D STREET CENTRAL POINT OR 97502 Telephone: 5411664-6674 FAX: 5411664-7927 ¶3. BEGINNING DATE: OCTOBER 19, 1998 ¶3. COMPLETION DATE: JUNE 30, 1999 ¶1. SERVICES TO BE PROVIDED: GIS NEEDS ASSESSMENT SERVICES ADDITIONAL TERMS: COORDINATE WITH PUBLIC WORKS DIRECTOR. TASKS TO BE COMPLETED AS SHOWN ON RVCOG LETTER DATED SEPTEMBER 1, 1998 CITY AND CONSULTANT AGREE: 1. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 2. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and workerlike manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Consultant shall also procure and maintain a current City of Ashland business license. 3. Completion Date: Consultant shall start performing the service under this contract by the date indicated above and complete the service by the completion date indicated above. 4. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum of specified above. Once work commences, invoices shall be prepared and submitted by the tenth of the month for work completed in the prior month. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated payments will be made for work completed and accepted to date of termination. 5. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 6. Statutory Requirements: ORS 279.312, 279.314, 279.316 and 279.320 are made part of this contract. 7. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, 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 contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract.) Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and approximately caused by the negligence of City. 8. Termination: This contract may be terminated by City by giving ten days written notice to Consultant and may be terminated by Consultant should City fail substantially to perform its obligations through no fault of Consultant. 9. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract and prior to commencing any work, Consultant shall provide City with adequate proof of workers' compensation coverage. Consultant is a subject employer that will comply with ORS 656.017. 10. Insurance: Consultant shall, at its own expense, at all times during the term of this agreement, maintain in force a comprehensive general liability policy including coverage for contractual liability for obligations assumed under this Contract, blanket contractual liability, professional errors and omissions, products and completed operations and comprehensive automobile liability including owned and non-owned automobiles. The liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage shall be provided on an "occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional insureds. Certificates of insurance acceptable to the City shall be filed with City's Risk Manager prior to the commencement of any services by Consultant under this agreement. These certificates shall contain provision that coverages afforded under the policies can not be canceled and restrictive modifications cannot be made until at least 30 days prior written notice has been given to City. A certificate which states merely that the issuing company "will endeavor to mail" written notice is unacceptable. 11. Assignment and Subcontracts: Consultant shall not assign this contract 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. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. CONSULTANT: CITY OF ASHLAND: Its Fed. CONTENT REVIEW:/~"~.~.-- (City Dept. Head) FORM REVIEW: ~ (CityAttorney)Date: Coding: (for City purposes only) CITY OF ASHLAND PERSONAL SERVICES CONTRACT <$15,000 (p:forms~a-shrtps.fk)(rev'd 7/93) G.Dawn~Paula~RVCOG GI$ Cotlttact wt~o' ROGUE ALLEy Fax.' 541-664-792 ,4rea Code.' 54 R VCOG Rogue Valley Council of Governments COUNCIL To call locally.' Central Point 664-6674 · Medford 779-6785 · Grants Pass 474-5947 The Ro~,m, I ~dley ('ouncil of Governments is a rolunla~3~ axxociation of local governments in d~ckson and Josephine ('ounties. September 1, 1998 Member Jurisdictions Jackson County Josephine County Ashland Buttc Falls Cax e Junction Central Point Faglc Point Gold Hill ( irams Pass Jacksonville Medford Phoenix Rogue River Shady Cove Talent Associate Members BCVSA Bear Creek Valley Sanitary Autllority CurD County Firc I)isl. #4 .lackson Soil & g'ater Conservatitm l)L, trict SORED1 Mrs. Paula Brown Public Works Director City of Ashland 20 East Main Street Ashland, Oregon 97520 RE: GIS Work Proposal Dear Paula: In response to our recent conversations, I am submitting the following proposal to accomplish a GIS needs assessment and implementation program for Public Works and other departments. The RVCOG GIS/IS staff proposes to accomplish the following tasks: 1) Conduct extensive interviews with you and up to ten city staff members concerning present work flow, existing databases, nature of equipment and networks, software utilization, computer skill levels, departmental GIS and other computer goals, and budgetary constraints. These interviews would require up to two hours of time each. 2) "Walk the system" and prepare an inventory of existing computers, peripheral hardware and software. 3) Accomplish necessary research for equipment capabilities, pricing and existing GIS applications which may be available for use. I:'\K E RRY',W PDOCS'xA SHLPRP.WPD Address: 155 S. 2nd Street · Mail: P.O. Box 3275 · Central Point, OR 97502 Page 2 September 3, 1998 3) Prepare a written report discussing all of the above items under the following general categories: · Introduction Summary of needs and goals expressed by staff. · Computer system description and diagram. · Analysis of collected information. Summary of alternatives and cost comparisons. · Recommendations and time line for GIS development and training. 4) Meet once with staff to discuss the draft report before preparing the final version. Based on the above. the following time allocation and costs are provided for your information. The hourly rate indicated is the RVCOG member rate, which is $15.00 per hour less than for nonmembers: Staff Time 140 hours (~ $40 per hour Expenses/Travel $5,600 100 Total $5,700 The project would be billed on the basis of actual time and materials; however, costs would not exceed the total indicated above. We could begin the project during the third week in September, with completion by the end of November. Sincerely, Kerry L. Lay GIS Manager I:\KE RRY'xWPDOC Sx, ASHLPRP.WPD Address: 155 S. 2nd Street · Mail: P.O. Box 3275 · Central Point, OR 97502 CITY OF ASHLAND CITY HALL ASHLAND, OREGON 97520 TO: // ~,,.~ARBARA CHRISTENSEN JILL TURNER PHIL LIND NOTICE OF TRANSMITTAL DATE: PROJECT: JOB NO.: SUBJECT: NOVEMBER 5, 1998 GIS EVALUATION RVCOG CONTRACT THE FOLLOWING ITEMS ARE BEING SENT TO YOU: Barbara - Duplicate original for your files. Jill- Copy FYI. Phil- Copy FYI. ENCLOSED REMARKS: UNDER SEPARATE COVER Thanks. COPIES TO: Department of P~blj,c Works By: Paula Brown .~'i")¢-:- Title: Public Work~s Director/City Engineer (G:dawn\NOT Jim.wpd)