HomeMy WebLinkAbout2010-127 Contract - Project A
Contract for PERSONAL SERVICES Less than $25,000
CITY OF
ASHLAND
20 East Main Street
Ashland, Oregon 97520
Telephone: 541/488-6002
Fax: 541/488-5311
CONSULTANT: Project A, Inc.
CONTACT: Jim Teece
ADDRESS: 5350 Highway 66, Ashland, OR 97520
TELEPHONE: 541-482-1702
DATE AGREEMENT PREPARED: 6/17/10
BEGINNING DATE: 7/01/10
COMPENSATION: $95 per hour
SERVICES TO BE PROVIDED: Web development for www.ashland.or.us
ADDITIONAL TERMS: See attached addendum.
FINDINGS: _
Pursuant to AMC 2.52.040E and AMC 2.52.060, after reasonable inquiry and evaluation, the undersigned Department
Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have
adequate personnel nor resources to perform the'services; (3) the statement of work represents the department's plan for
utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and
capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and
financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the
compensation negotiated herein is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
follows:
FAX: 541-488-1851
COMPLETION DATE: 6/30/11
.
1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. 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.
3. 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 worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded,
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5. Compensation: City sh'all pay Consultant for service performed, including costs and expenses, the sum specified
above. 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.
6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
City.
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is $18,088 or more, Consultant is required to comply with
chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees
performing work under this contract and to any Subcontractor who performs 50% or more of the service work under
this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees.
9. 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 CDnsultant 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 proximately caused by the negligence of City.
10. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. Citv's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
c. For Cause. Citv mav terminate or modifv this contract, in whole or in oart, effective upon deliverv of
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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
sl!fficient 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 contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach. .
i. Either City or Consultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, 'then the contract 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 contract. City by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant fails to provide services called for by this
contract within the time specified herein or in 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 contract.
e. Obliqation/Liabilitv of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. 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. Consultant is a subject employer that will comply with ORS 656.017.
12. 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.
13. 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 it owes under the Contract; its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF for this 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 Contract; or attempts tD assign rights in, or
delegate duties under, the Contract.
14. Insurance. Consultant shall at its own expense provide the following insurance:
a, Worker's ComDensation insurance in compliance with ORS 656,017, which requires subjeCt employers to
provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to
cover damages caused by error, omission or negligent acts related to the professional services to be provided
under this contract.
c. General Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. It shall inciude contractual liability coverage for the indemnity provided under this contract.
d. Automobile Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, or Not Applicable 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 chanqe. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s) without 30 days' 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 required herein but only
with respect to Consultant's services to be provided under this Contract. The consultant's insurance is orimarv and
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non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish
.acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of
the parties who are Additional Insureds, Insuring companies or entities are subject to the City's acceptance, If
requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The
Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Consultant, by the signature 'herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS"TERMS AND
CONDITIONS.
17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further
liability to Consultant.
Certification. Consultant shall si
C~NSULTANJ~~
BY ( ~
TI M. E feE.
Print Name
TITLE
~r..f':,ID~,.n- / CEO
reference.
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DATE
DATE
7) ISI ;ZOlO
Date: ~
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City Department Head
Approved as to
form by Legal:
Date:
W-9
One copy of a W-9 is to be submitted
with the signed contract and it will be
kept on file in the Finance Department.
ACCOUNT #
7/0 t1r t1?-C!.& 6Cl~C?~
(For City purposes only)
PURCHASE ORDER #
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EXHIBIT A
;
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
, '
number shown on the attached W-9 form is its correct taxpayer ID (or is waitin~ for the number to be
issued to it and (b) Contractor 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. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
.
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws,cmd it is a corporation authorized to act on
behalf of the entity designated above and authorized to do .business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
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(1) I carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(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.
(4) Labor or services are performedonly pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
, (6) I assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
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Contractor
7/1<;/ :lolO
(Date)
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7/01/2010
CITY OF
ASHLAND
Contract Definition
Project A will provide the City of Ashland with design, development, deployment and internal training for the content
provided on the Internet site identified as www.ashland.or.us.
Scope of Work
All new content that arises as a result of the development ~greement will be imported and stored as part of the hosting
agreement. Import and storage costs will not be a part of any scope of work under the development agreement.
The development agreement will be conducted within separate and specific scopes of work that will adhere to the
following process:
. The City, with input from Project A, will define a particular project or task.
. Project A will provide an estimate of expected timeframe and costs associated with the task.
. Upon review and approval of the task estimates, an agreement will be signed to indicate a mutual understanding of
the work to be completed. ~ All tasks agreements will adhere to all applicable sections of this contract.
Fee Structure
Work done within the framework of the development agreement will be billed on an hourly basis, at a rate of$95 per
hour. The number of hours billed for development will be based on the estimates provided in the individual task
agreements. The City understand that estimates are not considered firm agreements of the total development cost for
specific projects, and Project A will invoice for work completed on a "time and materials" basis. It is further
understood that Project A will not continue working on a project is the actual development time exceeds the estimated
development time without prior written approval from the City.
Billing
Invoices will be sent monthly and will be due 30 days from the invoice date. Past due amounts will be assessed a 1.5%
penalty.
Contract Term
Either party has the right to terminate the contract at any time by giving a minimum of 60 days written notice in
advance of the contract ending date.
If the termination of the contract is initiated by Project A, an exit plan to enable future web development and hosting by
another firm must be submitted with the termination notice and be mutually agreed upon before the acceptance of the
termination. Fees for providing this exit plan will be charged as a development item.
It either party to this agreement wishes to amend, add to, or otherwise modify this agreement in any way, it shall be
done in writing, subject to approval by both parties, and attached to this agreement.
ADMINISTRATION
20 East Main Street
Ashland, Oregon 97520
www.ashland.or.us
Tel: 541-488-6002
Fax: 541-488-5311
TTY: 800-735-2900
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.
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June 17,2010
Sole Source Project A
The City engaged Project A to design and host the city's website 10 years ago and has
invested considerable resources in the development and design of the site. The City uses
Project A proprietary tool sm (site in a box) to maintain and post to the website.
.
CiTY RECORDER
Page 1/1
,
~~,
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
:"~:~:~~:.:i'DATE' J'l:L"
7/28/2010
. --,;PONUMBER;':';'.fi
"
09711
VENDOR: 000712
PROJECT A, INC
5350 HIGHWAY 66
ASHLAND, OR 97520
SHIP TO: City of Ashland
(541) 488-6002
20 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
Req. No.:
. Depl:
Contact: Ann Seltzer
Confirming? No
1';~:Qua'ntitV!-c:' ;Unit.:.; " .. :'. . "Oescriotion .... ',>: ...."..._._..~~_.... '. :-. I'.c -'-""'\'-" ,,\...,-,,-,",. ,^
._, .'~''-l_ .. UriitPrice,-,",. Ext..P,rlcec}__,.
Web Development for www.ashland.or.us 5,000.00
$95.00 per hour
Contract for Personal Services
Beginning date: July 1, 2010
Completion date: June 30, 2011
.
SUBTOTAL 5000.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 5,000.00
ASHLAND, OR 97520
((;-;.AC~~otliitr~UiTlti'err{l7ti:;~ ::;' . ',!:Fffoject'.Number..' .;.' :"1'; ,: .:;;' Amou~n(':;~ ., , AccounVNlfrir6erZ"~A5:: k:~~~-~:-~rojecrNumt)eri:;>~-_~ I~VAmount_
..
E 71 0.01 .02.00.6041 0 5 000.00
~ .:2- - f" ~___'1/M'Jo
Auth ized Signature
VENDOR COPY
A request for a Purchase Order
REQUISITION FORM
CITY Of
ASHLAND
THIS REQUEST IS A:
o Change Order(existing PO #
Date of Request: 1"t~~L;t;r, I
Required Date of Delivery/Service: IWl:l,WJO'~ZI
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
PrO:flbt if II1(2
, .
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SOLICITATION PROCESS
Small Procurement W"Sole Source D Invitation to Bid
D Less than $5,000 D Written findings attached (Copies on file)
D Quotes (Optional) D Quote or Proposal attached
Coooerative Procurement D Reauest for Proposal
D State of ORIWA contract (Copies on file)
Intennediate Procurement D Other government agency contract D Special I Exempt
D (3) Written Quotes OJ..-Gopy of contract attached D Written findings attached
(Copies attached) D Quote or Proposal attached
D Contract'# D Emeraencv
D Written findings attached
D Quote or Prooosal attached
Description of SERVICES
fJ;JJ dptdlflY)/;uI- ftl wu,/J. a#t/lWb @1. ~
, \ --tCjS- fJI)
Total Cost
o Per attached PROPOSAL
Item # Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number ______. ___
fj0'1- //,/
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o Per attached QUOTE
Account Number']Ll2. 1)1. jJJ..: j;) l!Pih f)f)
'Items and services must be charged to the appropriate account numbers for the financials to reffect the actual expenditures accurately.
By signing this requisition form, I certify that the information provided above meets the City of Ashland public co racting requirements,
and the documentation can be provided upon request:
Em"""s',""'relLiJ $ Jit-.l ,"p'"',,,m.pl H..dSlg,,,", .
G: Finance\Procedure\AP\Forms\8_Requisition form revised.doc
Updated on: 6/1712010