HomeMy WebLinkAbout2010-186 Contract - Spacesaver Specialists
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CI T Y OF CONTRACTOR: Spacesaver Specialists, Inc.
ASHLAND CONTACT: Guy Foster
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 9730 SW Herman Road, Tualatin OR 97062
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: 800-456-2066, 503'-924-4100
DATE AGREEMENT PREPARED: 10/01/2010 FAX: 503-924-4114
BEGINNING DATE: October 12, 2010 COMPLETION DATE: December 31, 2010
COMPENSATION: $11,769.00 - Per attached proposal dated September 14, 2010
GOODS AND SERVICES TO BE PROVIDED: Spacesaver high-density storage system for Police evidence
oer attached orooosal and drawina. Lead time: 6 Weeks
ADDITIONAL TERMS:
NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR AGREE as follows:
1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and
materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work 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. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Payments shali 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.
Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00, unless a
separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 279B.220, 279B.225, 279B.230, 279B.235, ORS Chapter 244 and ORS 670.600 are
made part of this contract.
7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract
is $18,703 or more, Contractor 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 work under this contract. Contractor is aiso required to post the notice attached
hereto as Exhibit B predominantly in areas where it wili be seen by all employees.
8. Indemnification: Contractor agrees to defend, indemnify and s?ve 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 resuiting 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 Contractor (including but not limited
to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this
contract). Contractor shali not be held responsible for any losses, expenses, claims, subrogations, actions, costs,
judgments, or other damages, directly, solely, and proximateiy caused by the negligence of City.
9. 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. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Contractor, or at such later date as may be established by City under any of the following
conditions:
i. If Citv fundina from federal, state, countv or other sources is not obtained and continued at levels
Contract for GOODS AND SERVICES Less than $25,000
Contract for Goods and Services Less than $25,000, Revised 07/28/2010, Page 1 of 5
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 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 Contractor 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 Contractor 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 Contractor's performance of each and every obligation and duty under
this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
Hi. 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. Oblioation/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, cor d of this section, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Contractor shall deliver to City ali contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to
the termination date if such work was performed in accordance with the Contract.
10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City.
Contractor shall have the complete responsibility for the performance of this contract. '
11. Non-discrimination eertification: The undersigned certifies that the undersigned Contractor has not discriminated
against minority, women or emerging small businesses enterprises in obtaining any required subcontracts.
qontractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may be disquaiified from bidding on this contract, including but not limited to
City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any
requirement of ORS 279A.110 or the administrative rules implementing the Statute.
12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts: Contractor 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. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of ali
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.
14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible
in the performance of the contract work set forth in this document.
15. Default. The Contractor shali be in default of this agreement if Contractor: commits any material breach or default of
any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to
the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a
QRF if Contractor 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 to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. 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 Bodiiy Injury and Property
Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
c. 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.
d. Notice of cancellation or chanqe. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coveranels\ without 30 davs' written notice from the Contractor or its insurer(s) to
Contract for Goods and Services Less than $25,000, Revised 07/28/2010, Page 2 of 5
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the City.
e. Additional Insured/Certificates of Insurance. Contractor shaii name The City of Ashland, Oregon, and its
. ~Iected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages
required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work
under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify aii 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
Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
17. 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 Contractor 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 shaii be brought and conducted soleiy and exciusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, 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.
18. 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.
CONTRACTOR, 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.
19. Nonappropriations Clause. Funds Avaiiabie and Authorized: City has sufficient funds currently avaiiable and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor
understands and agrees that City's payment of amounts under this contract attributable to work perfonmed after the
iast 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 Iiabiiity to City, effective upon the delivery of written notice to Contractor, with no further
liability to Contractor.
20. Prior Approval Required Provision. Approval by the City of Ashland Councii or the Public Contracting Officer is
required before any work may begin under this contract.
21. Certification. Contractor shall ign the certification attached hereto as Exhibit A and herein incorporated by
refer. nce.
Contr or: City of Ashland
('fed]
By
~~--
. Department Head
/ u-ry fb/JeJ-nreS5
Print Name
JI/J(P/;O
I Da(e
Title
W-9 One copy of a W-9 is to be submitted with
the signed contract.
Approved as to form:
Legal Department
Date
Purchase Order No.
tt/cfgQ7
Contract for Goods and Services Less than $25,000, Revised 07/28/2010, Page 3 of 5
.
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 wai\ing 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, and 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:
.
+-
-L
--i-
-+-
(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 performed only 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.
II) -l./- It)
(Date)
Contract for Goods and Services Less than $25,000, Revised 07/28/2010, Page 4 of 5
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i"!I!I!I!ll!!II!
Spedalsts, Inc.
L.......... '1>.':\i(" 5t!)(J$l'~~1 H<2:;nh:a.& f.'W:Pf:-~I~-~.AI~
September 14, 2010
Mr. David Day
City of Ashland Police, Evidence
Regarding: Spocesaver high-density evidence storage system proposal
Dear Mr. Day:
Thank you for your interest in Spacesaver high-density storage system you are considering for your
evidence storage area (per drawing) utilizing:
. 4 units of 48'x32' double-sided Spocesaver 4-post-style steel shelving stair-stepped per drawing
. 5 units of Single sided shelving (48/42 x 16' stair stepped in height per drawing)
. 5 mechanicallY-<lssisted mabile carriages (32' x 96')
. Approximarely 16' of above-the-fJoor steel tracks (fully-grouted with in-floor anti-tip)
. Approximately 64 square feet of t' plywood decking and entry ramp.
. Laminate end panels on two moving carriages (not on fixed shelving unless requested)
. Freight, local inside delivery and installation by Space5aver factory-trained installers.
. Not inc/udedare media/material transfers (off-of or on shelving), floor covering, local licenses,
permits, inspection fees or engineering costs (if any).
TOTAL JOB COSTS (NJP A pricing, deliver<<! and installed) $11,769.00"
o Prices per registration with NJPA (free and easy on-line registration)
o Estimated delivery ARO is 6-weeks with installation estimated at 4~5 days.
o NJPA orders must include the Contract # 052910-KI1 to qualify for discounts
Spacesaver Specialists, Inc. is an Oregon corporation dedicated to law-enforcement storage
applications for over thirty yeors. References include most of the police, sheriff and correctional
installations built within the last thirty years. A listing is aYOilable on request.
Please call with any questions or, If we can help in some other manner. I look forward to the
prospect of working with you further on this important project.
~ctfUIlY~ .
o \~b
Ph: 503/~mY desk)
Em: QUV fo!rt~raDstorallenl:llnn'nf1Mm
Spacesavcr Spe~l!II1ists/lnc.
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CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
CiTY RECORDER
Page 1/1
,.DATE '.
11/18/2010
I
PO NUMBER'. I
09897
VENDOR: 015699
SPACESAVER SPECIALISTS IlIic
9730 SW HERMAN ROAD
TUALATIN, OR 97062
SHIP TO: City of Ashland - Police Dept.
1155 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speelalln.t:
Req. No.:
Dept.:
Contact: Gail Rosenberb
Confirming? No
QuafiiiiY ;., }Unlf:<:: t-".. ...,'.... ' .. .,. besci'rIJuorL" . : , : ' ':':Uhi'fP.rjce"~~ :'!:~/JtExtNRrice;; -' ..:' .
, ..
Spacesaver high-density storage system 11,769.00
for Police evidence per attached
proposal and drawin~. Lead time: 6
Weeks
Contract for Goods and Services
Beginning date: October 12, 2010
Completion date: December 31, 2010
Insurance required/On file
Special Procurement approved by Council
on September 21, 2010.
.
SUBTOTAL 11 769.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 11,769.00
ASHLAND, OR 97520
~:: :~';Acc:ouiWN1iri1bftrl'!'0;}lT3 t'0l~.P.rojecf:N'Um6e;i~;' t-. '::I'\~;':AmoLinft:_>-' ":. "'A'ccoU'nt:;Numoerr ~;:,~l~; ~ 'ProJec(Ni.j'miler:';~_t'k'l t(X+lr~mQUriH~D2
E 110.06.12.00.70300 E 000120.999 1 1 769.00
lJ1'fc,:hAiA. ~tk~~ VENDOR COPY
Authorized S; nature
g
I'FORM#3 I
A request fo~ a Purchase Order
REQUISITION
Vendor Name
Address, City, State, Zip
Contact Name & Telephone Number
Fax Number
t
~6
CITY OF
. ASHLAND
Date of req uest:
Required date for delivery: .
I //-/t;.-IC: I
SOLICITATION PROCESS
o Exemot from Comoetitive Biddina
Reason for exemption:
o Small Procurement
Less than $5,000
Note: T alai contract amount, including any
amendments may not exceed $6,000
Intermediate Procurement
GOODS & SERVICES
$5,000 to $100,000
o (3) Written quotes attached
PERSONAL SERVICES
$5.000 to $75.000
o Less than $35,000, by direct appointment
o 3 Written proposals attached
Description of SERVICES
Item #
Quantity
Unit
D Per attached QUOTE
D Invitation to Bid (Copies on file)
Date approved by Council:
D Reauest for Prooosal (Copies on file)
Date approved by Council:
D Sole Source
D Written findings attached
D Quote or Proposal attached
Description of MATERIALS
D Emeraencv
D Written tindings attached
D Quote or Proposal attached
CooDerative Procurement
D State of Oregon
Contract #
D State of Washington
Contract #
D Other govemment agency contract
Agency
Contract #
D Intergovernmental Agreement
Agency
Contract #
Date approved by Council:
Unit Price
Total Cost
II. 'lifl .~O
Project Number tXfJk1J).. C}qq Account Number ii1J..~. a 1/). ~~ Account Number ___' __' __' __' ______
Account Number ___' __' __' __' ______ Account Number ___' __' __' __' ______
'Expendiluro musl be charged 10 the appropriale account numbers lor Ihe financials 10 reflecl the aclual expendtluros accuratety. Attach extra pages if needed.
By signing Ihis requisilion form, Ie'
upon requesl.
Employee Signature:
Comments:
lion provided above meels the City's public contracting requiroments, and the documentalion can be provided
Oepartment Head Signature: -:)..;oJ /Ue? -
~'0 ~ (~( d.-OfD
Dale
G: Finance\Procedure\AP\Fonns\Form #3 . Requisition.doc
Updated on: 10/1912010