HomeMy WebLinkAbout2012-057 Contract - Grayback Forestry Contract for GOODS AND SERVICES
CITY OF CONTRACTOR: Grayback Forestry, Inc.
ASHLAND CONTACT: Thom Odem
20 East Main Street
Ashland, Oregon 97520 ADDRESS: PO Box 838, Merlin, OR 97532
Telephone: 541/488-6002
Fax: 5411488-5311 TELEPHONE: (541)476-0033
DATE AGREEMENT PREPARED: March 13, FAX: (541)476-0162
2012
BEGINNING DATE: March 26, 2012 1 COMPLETION DATE: June 30 2013
COMPENSATION: Up to$39,415 to be paid upon completion of each burn unit and/or activity as follows:
Unit J=$5,075 Unit E2=$11,325
Unit D1,F,C2=$14,900 Unit A1,A2=$5,215
Unit H=$2,900
Units will be divided as follows: Unit J and Unit D1,F,C can be burned and compensated between April 1 and June 30a'
of 20I2.Units E2,AI,A2,and H can be burned and compensated between January 1,2013 and June 30,2013.
Burn Plan and Fireline Completion/Paynent: City will pay contractor for burn plan preparation($200 per unit
plan) and fureline construction($.25 per linear foot through GPS measurement)on up to (2)high priority burn
units regardless of actual completion of burn. Upon completion of burning in a unit, contractor will be
authorized to prepare burn plan and construct Fireline on one or two additional units, depending how many units
were completely burned prior. If prepayment is made on units that are burned at a later time,the prepayment
amount will be subtracted from the total of the unit burn cost as bid and invoiced after completion. Total
payment will not exceed$39,415.
GOODS AND SERVICES TO BE PROVIDED: Contractor will provide goods and services necessary to
complete prescribed underburning on City of Ashland forestlands according to Exhibit C: Technical
Specifications.
ADDITIONAL TERMS:If,pursuant to restriction in the Technical Specifications and resultant Burn Plans
(Exhibit C), weather is a deciding factor in a determination not to initiate burning on any particular day or time
period("time period"),the City is obligated to pay only for work Contractor completed in preparing,the Burn
Plan for that time period, and the mobilizing of equipment and personnel and constructing any Freline
necessary to preparation for the specific burn event.
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 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.
Compensation under this contract, including all costs and expenses of Contractor, is limited to$39,415, 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 2798.220,2798.225, 2798.230,2798.235, 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 also required to post the notice attached
hereto as Exhibit B predominantly in areas where it will be seen by all employees.
8. Indemnification:Contractor 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 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 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.
9. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City'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 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 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.
t. 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 parry 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.
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. Obligation/Liability 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, 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 all 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 Certification: The undersigned certifies that the undersigned Contractor has not discriminated
against minority,women or emerging small businesses enterprises in obtaining any required subcontracts.
Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may be disqualified 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 466A.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 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. •
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 shall 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. General Liability insurance with a combined single limit,or the equivalent,of not less than$2,000,000 for
each occurrence for Bodily Injury and Property Damage. it shall Include contractual liability coverage for the
indemnity provided under this contract.
b. Automobile Liability insurance with a combined single limit, or the equivalent,of not less than$1,000,000,
for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned
vehicles, as applicable.
C. Notice of cancellation or change. The insurer must agree in writing to give the City 30 days' prior written
notice before cancelling or materially changing coverages,or taking any actions to prevent Contractor's renewal of
the insurance contract.
d. Additional Insured/Certificates of Insurance. Contractor-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 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 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
Contractor shall be financlally responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
e. Worker's'Comoensation.Worker's Compensation insurance in compliance with ORS 656.017 and
279B.230,which requires subject employers to provide Oregon workers'compensation coverage for all their
subject workers.
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 shall be brought and conducted solely and exclusively 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 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: Contractor
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 thiscoritract. 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 Contractor;with no further
liability to Contractor.
20. Prior Approval Required Provision.Approval by the City of Ashland Council or the Public Contracting Officer is
required before any work may begin under this contract.
21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein:incorporated by
reference.
Contractor City of Ashland �)
By By
Signature Department Head
r S
Print Name Print Name
vt ._�s tam l,i 3 -� 2
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract, Purchase Order No.
pr ed�a to ferret
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 waiting 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:
(1) 1 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) 1 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.
Contractor (D te)
EXHIBIT C
Technical Specifications
Burn Plan Completion
Complete and submit for approval a Prescribed Fire Plan for each understory burn.
City of Ashland will provide a Prescribed Fire Plan for each unit with Elements 1 thru
8 completed. The City of Ashland will complete elements covering signature page,
complexity and risk analysis,description of the burn area, burn objectives, resource
protection,post-burn objectives, burn prescription, notifications,wildfire conversion,
smoke management and air quality.
The contractor shall complete Elements 9 tluu 14 covering organization and
equipment needs, ignition plan, holding and mop-up plan,contingency plan,
communications plan,and medical plan.
Element 9 - Oreanization&Equipment Needed - Shown in the Sample Prescribed
Fire Plan. This portion is completed by the Contractor. The Contractor shall
complete the workforce and equipment needs,portion of the Plan for the Low,
Desired, and High acceptable prescription range of the fuel and weather parameters.
The workforce and equipment listed by the Contractor will represent the minimum
acceptable amounts needed at that level to successfully carry out the burn and to
contain any escaped fires. The contactor will determine the minimum equipment
and personnel needs at the time of an escaped fire in"outside fuels"with given
prescription parameters. The contractor will determine line building capability of
resources on site. Line building capability will be compared to the predicted rate of
spread in BEHAVE to determine if resources are adequate to contain an escaped fire.
Element 10 and 11-Ignition Plan&Holding Plan-Shown in the Sample Prescribed
Fire Plan. This portion is completed by the Contractor.
a. A narrative discussing firing plan and technique; identify potential holding
problems and location of holding forces, strategies and objectives; location of
water sources;counter measures for slopovers; and any other ignition and holding
considerations. Indicate what shall be done,when it shall be done, how it shall be
done,who shall do it,and shall include work force, equipment and supplies
needed.
b. Map at a scale fitting the entire unit(as large as possible)on a 8%z by 11-inch
sheet of paper,showing ignition technique and pattern,placement of holding crew
and equipment, area(s)of concern,and location where weather shall be monitored
and documented, A map legend shall be included.
c. Any changes in the ignition and holding elements of the Prescribed Fire Plan shall
be submitted to the City of Ashland Representative for approval the day of
ignition or before.
I .
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Element 12 - Contingency Plan&Escaped Fire Plan Shown in the Sample
Prescribed Fire Plan. This portion is completed by the Contractor. Contractor will
describe in detail the strategies and opportunities for containing an escaped fire from
any flank of the unit by including direct and indirect attack methods.
Element 13 Communications Plan- Shown in the Sample Prescribed Fire Plan.
This is completed by Contractor and the City of Ashland.
Element 14 -Medical Plan- Shown in the Sample Prescribed Fire Plan. This is used
by the City of Ashland for City of Ashland employees and for Contractor employees
when a bum is declared a wildland fire. The Contractor shall have its own medical
plan in place.
Prescribed Fire Plan Elements 15-23 consists of checklists,worksheets and
information for use by the contractor and City of Ashland Representative in preparing
and implementing the prescribed bum.
1) Element 15—Pre-Ignition Checklist—Shown in the Sample Prescribed Fire Plan.
This is used by City of Ashland to verify all items are in place to implement the burn.
2. Element 16 - Go-No Go Checklist- Shown in the Sample Prescribed Fire Plan.
This is used by the Contractor and the City of Ashland. It is used on day of ignition
prior to starting ignition. It is signed and dated by Contractor and the City of Ashland
representative.
3. Element 17-Briefing Checklist-Shown in the Sample Prescribed Fire Plan.
This is completed by the Contractor, but some items may be included by City of
Ashland. It is to be used on day of ignition for the briefing prior to starting ignition.
4. Element 18—Test Fire Provisions&Results- Shown in the Sample Prescribed
Fire Plan. This is completed by the City of Ashland Representative and is used to
document the test fire results and whether or not prescription parameters will be met.
5. Element 19—Monitoring- Shown in the Sample Prescribed Fire Plan. This is
completed by the City of Ashland Representative and is used to document the fire
effects and results regarding treatment objectives, and to record weather, fuels, and
fire behavior observations.
6. Element 20 -Post Bum Activities&Daily Mop--Up Shift Plan- Shown in the
Sample Prescribed Fire Plan. This is completed by the Contractor and reviewed and
approved by the City of Ashland. The mop-up plan shall be based on Standard Patrol
and Mop-Up. It shall address the mop-up objectives of(1) the prevention of fire
escape outside the unit boundaries, (2)prevention of rebum within unit boundaries,
and(3)prevention of residual smoke problems in residential and rural interface areas.
It shall consist of an initial plan and follow up daily plans beginning on ignition day.
The daily plan shall be submitted to the City of Ashland Representative prior to the
nest day's work and is subject to approval. All daily mop-up submissions shall
contain the following:
a. Map at a scale showing the entire unit and burned areas outside of fireline(as
large as possible)on an 8%2 by 11-inch sheet of paper,pattern of mop-up;
placement of crew and equipment; areas of potential problems(reburn,burning
"wildlife trees", landings) and map legend. '
b. A narrative discussion of shift objective with mop-up priority,daily result
objectives, schedule of mop-up,patrol and contingency plans should an escape
occur. Any special considerations or hazards shall be included in plan.
c. At the option of the City of Ashland the initial mop-up plan may be acceptable
in lieu of the follow up daily plan.
7. Element 21 —Activity Log- Shown in the Sample Prescribed Fire Plan. This is
completed by the City of Ashland Representative and is used to record and document
activities during the burn implementation, mop-up and patrol.
8. Element 22—Unit Maps—Attach Unit, ignition, and mop-up maps.
9. Fire Behavior Modeling Documents-Copies of BEHAVE runs created by City of
Ashland will be attached to the Prescribed Fire Plan. Any BEHAVE runs created by
the contractor would also be attached here.
The Prescribed Fire Plan shall be very specific and based upon the Contractor's on-
site inspection of the unit and environmental conditions. A joint on-site inspection
involving both the Contractor and the City of Ashland may be requested by either
party to clarify objectives and resolve deficiencies in the plan. This plan shall be
submitted to the City of Ashland Representative for approval at least 5 calendar days
prior to the estimated ignition date. A sample Prescribed Fire Plan is available upon
request.
Fireline Construction and Maintenance
All fireline construction shall be performed and maintained in accordance with the
following specifications.
a. Location-Unless otherwise designated,firelines shall be located adjacent to the
unit boundary, within 50 feet outside of actual unit boundary, in locations
affording the optimal holding capability, and remain on City property. The City
of Ashland may choose to clearly mark the fireline location with colored plastic
ribbon. The fireline shall be constructed to follow the flagged line as closely as
possible.Variations will be permitted if unforeseen obstacles are found.
b. Clearing Limits-Hand fireline shall be cleared to a width of 8 feet and a height of
8 feet. The width shall be measured parallel with the ground(slope distance).
The height shall be measured from the side of the line away from the unit. A strip
at least 1.5 foot wide to a maximum of 3 feet wide and centered within the cleared
area shall be cleared to mineral soil. A strip less than 1.5 foot wide may be
designated by the City of Ashland on some units.
c. Material to be Cleared-Within the 8-foot line,the following material shall be cut
and removed:
1) Ferns,shrubs and other vegetation. Cut to within 18 inches of ground level or
as close as possible without damaging tools.
2) Cut live and dead trees at ground level or as close as possible without
damaging tools. No trees larger than 7 inches DBH shall be cut. The fireline
shall be located to avoid larger green trees.
3) Limbs extending within the fireline shall be cut close to the tree if the point of
cutting can be reached from the ground(about 8 feet from the ground). Limbs
shall be cut when they enter the fireline clearing limits if they cannot be cut at
the tree. Limbs cut close to the tree need not be cut flush but "spike" limbs
will not be allowed.
4) Slash and litter shall be removed from the 8-foot(both height and width)
fireline clearing strip. Natural ground duff need not be removed except from
within the 1.5 to 3 foot strip on the fireline work area.
5) A 3-foot section shall be removed from logs located across the fireline.
d. Disposal of Cleared Material-Material cut from within the fireline shall be
placed on the unit side(inside)of the fireline and scattered. Soil berms and piles
will not be permitted on top of flammable material. Log sections may be rolled
downhill and away from the unit provided that they are left outside the fireline
and public safety is assured when rolling any materials downhill.
e. Snags and High Stumps- Snags or high stumps may be left next to the fireline
when designated or approved by the City of Ashland.
f. Side Slopes -On side slopes that are steeper than 30 percent,the fireline shall be
cup trenched sufficiently to catch rolling material 6 inches or less in diameter.
g. Water Bars-Water bars shall be constructed in all firelines at the time of initial
construction. The water bar shall consist of a diagonal ditch across the three-foot
wide mineral soil portion of the fireline, but not in excess of the following
guidelines. The water bar shall be approximately 6 inches to 10 inches deep and
approximately 5 feet long. Unless otherwise directed, drainage shall allow rolling
material and drainage into burn unit.
Percent of Slopes: 00%- 09%-None Required
10%-29% - I Water Bar Every 300'
30%-59% - 1•Water Bar Every 150'
60%+ - 1 Water Bar Every 100'
Prescribed Burn and Mop-Up
The City's preferred burning period is between March and July of each year, Spring
burning is preferred over fall in order to minimize impacts on soils and vegetation and
the overall emphasis on watershed function. Major control problems can occur during
a period of frontal passage and strong east wind conditions. Close attention to
weather forecasts and securing and patrolling of previously burned units is common
practice to eliminate any escaped fires.
All prescribed fire operations shall be initiated only when a Prescribed Fire Plan has
been approved and signed by the City of Ashland Representative. All elements of the
plan shall be followed unless a deviation has been approved in advance by the City of
Ashland Representative. The Contractor shall conduct a preburn crew briefing, as
prepared in the Plan.
Clearance to Burn-The Contractor shall be responsible for monitoring fuel and
weather conditions to determine time periods when units are in the prescription
parameters identified in the Prescribed Fire Plan.
The Contractor may consult the City of Ashland Representative regarding short,mid,
and long term weather forecast to determine the potential impacts to fuel moisture
conditions and the ability to meet Prescribed Fire Plan objectives. The Contractor
shall notify the City of Ashland Representative no later than 1300 hours on the day
prior to ignition when specific units are within burn prescription parameters and of
their request to burn. The City of Ashland Representative will notify the Contractor
via telephone or direct communications at or before 0900 hours on the day of the
proposed ignition of smoke management conditions and any updated weather
forecasts that would cancel the burning. The City of Ashland Representative will
grant final approval to conduct burning. Approval is based on the City of Ashland
Representative verifying: 1)unit fuel and weather conditions are within Prescribed
Fire Plan parameters and prescribed fire and resource objectives are attainable;2)
Prescribed Fire Plan parameters and objectives for smoke management are attainable
based on smoke management instructions and forecast, and weather forecasts for
proposed burn date and time;and 3)successful completion of the Go/No Go
Checklist and the test fire.
During ignition operations,the Contractor's crew supervisor shall maintain contact
with the City of Ashland Representative through mutually agreed upon
communications system at all times.
Conduct holding operations in accordance with the prescribed fire plan. Relocation
of personnel and equipment may be required as ignition and burnout progresses. The
Contractor's crew supervisor shall recognize the need for and make such relocations,
dependent upon on-site weather and fire conditions.
Extinguish any fire outside the fireline of the unit, or unit boundary, and promptly
report this to the City of Ashland Representative at the site. A fireline shall be
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constructed completely around any fire, stopover, or spot fire outside the primary unit
boundaries. The minimum shall be a fireline scraped to mineral soil 18 inches in
width with all overhanging combustible material cleared for three feet on either side
and six feet overhead.
Do not fell any reserved trees or snags which may have fire in them without approval
of the City of Ashland Representative.
Mop-up shall be performed in accordance with Standard Mop-Up and Patrol.
Restoration-After ignition and mop-up, all water bars shall be restored to a properly
functioning condition.
Standard Mop-Up and Patrol
Complete mop-up and patrol of unit(s) to the extent provided for in this section to
meet'the rnop-up objectives of(1)the prevention of fire escape outside the primary
unit boundaries, and(2)prevention of reburn within unit boundaries. Patrol and mop-
up shall begin immediately following completion of ignition on any portion or whole
of each unit.
Complete 100 percent mop-rip of all spot fires and slopovers outside the unit
boundary and within the first 100 feet slope distance inside of unit boundary within
48 hours of 8:00 am on the day following completion of ignition. Complete 100
percent mop-up of unit area within 96 hours of 8:00 am on the day following
completion of ignition. Patrol shall continue for 96 hours unless released by the City.
After 48 hours, advise the City if mop-up will be completed within the
aforementioned 96-hour period.
Patrol shall include the visual inspecting of all sites where burning was performed,
and checking for and mop-up of burning material that threatens the achievement of
mop-up objectives or the mop-up standards for each runt's Daily Shift Plan. Patrol
shall also include taking actions to prevent fire escape outside the unit boundary
and/or to prevent reburn within the unit boundary. Immediately take actions to
fireline,mop up, and identify all stopovers or spot fires. If Contractor is unable to
contain or control slopover or spot fires with patrol resources,promptly,within 30
minutes after discovery,notify the City of Ashland Representative of the situation
and continue to take action to contain or control fire.
Completely extinguish all burning material within.the designated mop-up area.
Do not fell any reserved trees which may have fire in them without approval by the
City of Ashland Representative.
The Contractor may use only water during ignition and mop-up operations due to the
proximity of units to Ashland Creek. Root wads(uprooted stumps with roots
attached)shall be thoroughly extinguished(dug around and rotten or loose wood
scraped off). Fireline berms shall be thoroughly extinguished.
Logs and chunks with a minimum size of 12 inches diameter x 4 feet in length up to a.
maximum of 20 inches diameter x 8 feet in length on slopes greater than 50%shall be
turned and placed in a manner that prevents this debris from rolling.
Project Area Rebum- Should a reburn occur during the mop-up operdtion,the
Contractor shall suppress the fire and notify the City of Ashland Representative
immediately. The cost of reworking the area to contract,requirements shall be borne
by the Contractor.
Mop-up contingencies are established and will be initiated by the City of Ashland for
the following situations:
a. Following the day of ignition, if a Fire Weather Watch or Red-Flag Warning is
issued or predicted by the National Weather Service for extreme fire weather
conditions; or if smoke emissions from the burn unit during mop-up are creating
air quality impacts to population centers, or other smoke sensitive areas,the
Contractor may be required to complete 100%mop-up within a period less than
the 96 hours. If satisfactory progress is not made the City of Ashland
Representative,when determined necessary,may immediately assume control of
the project area and provide personnel and/or equipment to complete the work. In
this event,the Contractor will be liable for the cost to the City of Ashland
Representative of performing mop-up.
b. If prescribed fire is declared a wildland fire,the City of Ashland Representative
will immediately assume control of the project area. Following declaration of the
wildland fire, Contractor's personnel shall be made available to the City of
Ashland Representative for fire suppression and will be paid at the applicable
firefighting rates paid by the Oregon Department of Forestry.
Pacific Oasis, Inc.
i
Wildland Fire Suppression • Forestry Maintenance
rr.R
INTRODUCTION
Pacific Oasis Inc. is a Southern Oregon community based company. We provide Fire Fighting and
Forestry services throughout the Western United States.
MISSION STATEMENT.
Our mission is twofold: -
1)Provide top quality service to our customers. I
2)Provide full time long term employment at a living wage for our employees.
GOALS
To provide top quality service in our industry. We want to provide education, mentoring,and
employment to people in our community.We want to provide people an opportunity to develop and use,
knowledge and skills,that will allow them to cam a living working in the woods.
OVERVIEW
Pacific Oasis began as a reforestation company in 1990. Since that time we have expanded our j
operations to include all aspects of wild land fire fighting, fuels reduction,silvaculture and technical
forestry services.In the past 20 years we have worked extensively with every district of the BLM in our
area including the Medford,Roseburg,Coos Bay,Bums and Redding Districts of the BLM: in the Ashland,
Grants Pass, Butte Falls, Glendale,South River, Swiftwater, Umpqua,and Myrtlewood Resource Areas.
We have worked extensively with the U.S.Forest Service on the Siskiyou, Umpqua,Klamath,Six Rivers,
and Rogue River National Forests: on the Ashland,Applegate,Prospect,Butte Falls,Tiller, Wild Rivers,
Oak Knoll,Happy Camp, Ukonom,and Orleans Ranger Districts. In the private sector we have worked for
Boise Cascade,South Coast Lumber,Plum Creek,Timber Products,Sierra Pacific and Roseburg Forest
Products.We have worked on service and fire in every western state. California,Oregon, Washington,
Idaho,Montana,So. Dakota, Wyoming,Nevada,Colorado and New Mexico
We have run fire crews every year since 2003.Up to three crews out of our Ashland dispatch center and
one out of our Grants Pass dispatch. We operate two Wildland fire engines under the R-6 Interagency
Water Handling Agreement and one Wildland fire engine under the R-5 Water Handling Agreement.
Over the last four years we have provided fire fighting services on 75 incidents.
Our company is a well known and valued asset here in our region. We have developed long term
relationships with all of the forest management entities in Southern Oregon and Northern California.They
know us and trust us to be a professional,hardworking,and dependable work force. They are flexible in j
allowing us to schedule our work that is not time sensitive around the fire fighting season. Basically we do
all the planting in the winter and spring,and all the saw work in the spring and fall. We do..Surveying,
Stand Exams, Pruning,and Tree Service in the spring,summer and fall. We work with homeowners
developing and implementing property management plans creating defensible space perimeters by clearing,
reducing ladder fuels,piling,and burning. By scheduling these projects during lower fire hazard months
we are available and ready for firefighting when we are needed. Over the past 20 years we have completed j
over 425 government contracts and task orders.In the Past Performance section of this proposal I have
included a list of contracts and task orders completed by our company during the past 3 years. I have listed
a contact phone number for each project.We encourage you to call any or all of them for references.We
complete everything on time and are always welcomed back.
Through the years we have consistently re-invested company profits into our business by purchasing new j
and updated equipment and paying retention bonuses to employees. We are dedicated to creating the
best and safest work environment possible for our employees.We have been able to retain a large portion
of our firefighting work force year after year despite losses to hotshot and agency crews.They do a good
job for us and we do our best for them.Our people are our greatest asset.
We view this as an extremely important opportunity for our company and our employees.
We have a great deal invested in fire fighting supplies and training. We are lucky to have many smart,
experienced, well trained, friendly,and hardworking fire fighters.They depend on fire fighting for
employment to fill a portion of the summer timefi•ame. We will put forth every bit of our company's i
resources and effort to guarantee that we are the best equipped,most professional and hardworking crews
available to you for this contract at any price. We have a long history as a company, with a lot of diverse
experience contracting with the government. We are an asset that you can count on and will be happy to
have. We will make sure of it.
5TEPHEN DODD5, Contractor
1575 East Nevada,Ashland,OR 97520 • Ph.541-488-4287 Fax 541-482-1956 M066 5+1-821-5+29
I.
PACIFIC OASIS BID PRICES
2012 units:
Unit#1 "J" 3000.00
Unit#2 "D/F/C" 5600.00
2013 units:
Unit 93 "H" 2500.00
Unit 94 "E2 4500.00
Unit#5 "A1/A2 3000.00
Total 18,600.00
I
I
I
i
clty 'of Mhland'For stlands
ControlledfUnderburn Proorities 209.2 2®13 -
Acres% �ame ®psp9ay�d on Each��tJn�t , '
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1 *Black text labels are unit name
Green text is unit acres
KEY
main_pub.oso.conto ur_10
- o>� Forest Roads
® High Priority Burn Unit
City of Ashland Land
E3Ashland City Limits
Ashland Creek Watershed
MWater.
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r .
i Forest Service
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{,...-
,A SHLAND 0 0.05 01 ! 02 0.3
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Acres/UnotName ®isplay dton Each fl!'rrit
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KEY
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Forest Roads
High Priority Burn Unit
I
City of Ashland Land
ff
j Ashland City Limits
i Ashland Creek Watershed
I
I Water
. - I Streams
'.��,' Forest Service
<.,. a.
-ASHLAND O 0.05 0.1 0.2 0.3
GE Forestry, Inc. will furnish all the necessary skilled laborers, equipment,
transportation, training, supervision,supplies, and incidentals to satisfy this contract
within its terms, specifications,provisions.
Our company's performance and quality of work levels have consistently maintained a
high average. Since our company started providing fire crews in 2001 we have had no
performance problems. Each Crew Boss or Squad Boss has anywhere from two to fifteen
years experience in wildland fire suppression and have been with the company since it's
beginning in 1998.We will have a 100 to 120 FFT-2,FFT-1, and Crew Bosses available
for our fire crews.Each crew will be kept close together,and work as a unit under close
supervision of the crew boss and squad bosses. Each crewmember has been thoroughly
trained and is supervised to ensure an excellent level of performance.
i
We provide our crew members with training in areas that are'not required such as 5-211,
S-212, 5-230, 5-231, 5-234,5-270,S-290, and Ir280. We also provide training on
defensive driving,programming and cloning radios, as well as how to use a belt weather
kit.We also have a contract with a trainer to provide safety training.
i
i
i
I
i
i
i
OE FORESTY,INC
5315 MCLOOGHLIN DRIVE
CENTRAL POINT,OR 97502
OFFICE(541)857-1106 FAX(541)858 4163
PAST PERFORMANCE INFORMATION
III
Name: Rogue River-Siskiyou National Forest
Contract#: AG-0489-C-10-0018
Type: RX Burn
Dates: Nov. 18,2010-Dec. 2, 2.010
Contact: Dave Patton
(541)592-4040
We burned 329 acres without incident.
Name: Dixie National Forest
Contract#: AG-84N8-C-10-0019
Type: RX Burn
Dates: Oct. 18,2010-Nov. 4, 2010
Contact: Colby Peterson
(435) 865-3291
We burned 2000 acres with no problems.
Name: Dixie.National Forest
Contract#: AG-84N8-C-10-0019
Type: RX Burn
Dates: Nov. 16,2009-Nov. 23, 2010
Nov. 27, 2009- Dec. 24, 2009
Contact: Colby Peterson
(435)865-3291
We burned 1000 acres with no problems.
Name: Dixie National Forest
Contract#: AG-84N8-C-10-0019
Type: RX Burn
Dates: Nov. 3,2008-Nov. 23, 2010
Contact: Colby Peterson
(435)865-3291
We burned 400 acres with no problems. Very slow progress due to snow cover.
i
We have also been involved in Wildland Firefighting since 2001 under contract with the
Oregon Department of Forestry.Throughout the years we have grown from 1 20-man fire
crew to 5 20-man fire crews and 3 type 6 engines and 1 type 4 engine.
i
Quality Control.Plan
All of our supervisors are trained and can help each other to ensure a high level of
quality.All of our laborers are well experienced in all aspects.of reforestation including
but not limited to wildland firefighting, thinning, pruning, and tree planting. Most of our
personnel have experience ranging from three to twelveyeats.At the beginning of each
workday all personnel is reminded as to what is expected of them and made aware of
contract specifications before reaching the job site.
The supervisory personnel will constantly monitor crew;progress and make corrections as
necessary in order to achieve the highest level of quality in the work performed. When
monitoring progress the supervisors will look for things such as quality of line dug,mop-
up procedures and results.
All of our supervisors have the authority to hire, reprimand, and/or fire anybody on the
hand crew.We take great pride and care to maintain a high level of quality to ensure
satisfaction by all parties involved.
All of our fire records are kept at our main office located at 1180 Bens Lane Medford,
OR 97501. The records include training records,fire evaluations, fire summaries, and
shift tickets.
If any problems should come up 1,Esteban Gonzalez,will be at the front of whatever the
case may be to help resolve the problem with the best possible solution.I know in the end
the final responsibility falls on me and I will apply all of my experience to your service.
0
i
I
OP•ID::KIY.
ACQRO"
DATE(MMIODIYYYY)
CERTIFICATE OF LIABILITY INSURANCE 12/30/11
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(certlficate holder Is an ADDITIONAL INSURED, the policy(les) must 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.Ileu of such endorsement s.
PRODUCER 541-773-5358 NMe- Kendall.Yeaw
Protectors Insurance, LLC 541-772-190 ac No E. :541-642-2963 WEN.): 541-772-1906
Pilot Rock Ins Agency LLC (CA)
PO Box 4669 nooaess:Kendall rotectorsins.com
Medford, OR 97501 R CE
R.Joe Hubbard CUSTOMER Ip,GRAYBA
INSURERS)AFFORDING COVERAGE -NAICI
INSURED Grayback Forestry Inc INSURERA:American States Insurance Co 19704.
Western Emergency Services:LLC INSURER a:Safeco Insurance Company 24740
PO Box 838
INSURER
Merlin,OR'97532-0838- :
INSURER O:
INSURER E:
COVERAGES . CERTIFICATE NUMBER:. - 'REVISION
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 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 AUDI.SUBI O C. E PO ICY P
TYPE OF INSURANCE POLICYNUMBER MMIDD MMIDD LIMRS
GENERAL LIABILITY EACH OCCURRENCE $ 1;000,O0.
'A' X. COMMERCIAL GENERA-LIABILITY 01C131118230 01101/12 01101113PREMIS1ES Ea occunsnce S - 160,00
CI-AIMS-MADE �X OCCUR MED EXP(My one person) . $ _ _5,00
PERSONAL B ADV INJURY $ 1,000,00
X Loggers Broad GENERA_AGGREGATE $ 2,000,00
GEML AGGREGATE LIMITAPPLIES PER', PRODUCTS-COMPIOP AGG $ 2,000,00
POLICY X PF6 LOC $
.IFCT F-1 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1;000,010
(Ea accident)
B X ANY AIio 26CC00763910 01/01/12 01/01/13 :BODILY INJURY(Per person). $
ALL OWNED AUTOS
BODILY INJURY(Per accidera) $
SCHEWLED AUTOS BODILY
DAMAGE
HIRED AUTOS '(Per accident $
NON-OWNEDATOS POLLUTION s 1,000;00
B X POLLUTION 26CC00763910 01101112 01101113 S
X 'UMBRELLA LIA9 'X OCCUR
EACH OCCURRENCE i - 5,000;00
Excess LIAB CIAIM'rMADE AGGREGATE $ S,000,OO
A 01SU41705730 01101112 01/01/13 ,.
DEDUCTIBLE $
X RETENTION S 10,000 - 3
WORKERS COMPENSATION WC STA 77
TORY 07717 ERM
AND EMPLOYERS'LIABILITY YIN
ANY PROPRIETOR/PARTNERIEXECUTIVE E] E.L.EACH ACCIDENT $
RIM
OFFICEEM5ER EXCLUDED? NIA
(Meridptory In NH). E.L.DISEASE-EA EMPLOYEE $
If yes,describe Weer
DESCRIPf1ON F T below E L DISEASE•POLICY LIMIT $
DESCRIPTION''OF OPERATIONS I LOCATIONS I VEHICLES 1Atli.hACORD 101,Ad itional Remerke Schieule,if more space is required)
CITYAS2
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
City Of Ashland THE EXPIRATION DATE THEREOF; NOTICE WILL BE DELIVERED IN
20 E Main Street ACCORDANCE WITH THE POLICY PROVISIONS.
Ashland,OR 97520
'AUmORNED REPRESENTATIVE
R.Joe Hubbard
'Oa-1988-2009 ACORD CORPORATION. All rights reserved-'.
;ACORD 25(2009/09) The ACORD name and logo are registered marks of ACORD,
ACCOR°0 CERTIFICATE OF LIABILITY INSURANCE DATE(MM
1/4/2012
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 be endorsed. If SUBROGATION IS WAIVED,subject to
the leans and conditions of the policy,certain policies may require an ondorsomont. A statement on this certificate does not corder rights to the
unificato holder In lieu of such endorsement s. !
PRODUCER CONTACT
HANtRI
KPD Insurance,Inc. PHONE PAX
PO Box 784 "�x^
Springfield OR 97477 �A�L
WSURE 6 AFFORDMOCOVERAOE NAIC0
-
WSURERASAIF Corporation 36196
INSURED GRAY03W UI6URER B'
Grayback Forestry,Inc. WSURER C:
PO Box 838 msuRER?:
Merlin OR 97532 -
WsuRERE:
COVERAGES - CERTIFICATE NUMBER:2064671231 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 RAVE BEEN REDUCED BY PAID CLAIMS.
i MR ---- POKYEFF POLICY EXP
LTR TYPE OP WSVRANCE POLICY NUMBER R!"OfYYY0 IMMMOITrYn MRS
GENERAL LNDILRY EACHOCCURRENCE $ '
COMMERCW.GENERA.LIABILITY
R M F jEg�rylmOg f
t___I Q.YAISM'10E �OCGUx MED E%P ona oron i
-,. PERSONAL bApY V1JURY
i
I GENERAL AGGREGATE i
GEM AGGREGATE LIMIT APPLIES PER PRDDCTS-COMP/OPAGG S
POLICY PRO• LM 6
ALRONOSILE LIABILITY .
ANYAVTO BMLYINNRY(Pa;;zn) 6
AUTOS I AMOOSSUIED BODILY INJURY(Pat oxidr,d) S
HIRED AUTOS NON0CIWNED I Pp OPER1Y DAMAGE $
I I I I s
i
UMa11ELlALIAB OCCUR I I EACHOCCURRENCE S
BacassuaB CWMSMADE AGGREGATE S
GCO RETENTIONS I f
WORXERS COMPENSATION 606 11112012 11/2013 rE- DSTATU DTW
AND EMPLOYERS'IIABGRY YIN Fat
ANY ICREOPRnIEHTeOER�EZaeOF oiE � NIA I CHA OOENT SS00.000
(Mantlatory In NX) I EfSE-EA EMPL 16 00000
tlyyvvaa..tlaaulbe Mlfo DEBCRU�TION f MTION$PtlwY FJSE-POIILYUMR $$00000
B Workers Compensation C9663291 11112012 11112013 EL Each Accident $1,000,000
oM Emplo/ore LiabEly LM6e EL Olseoao EA $1,000.000
EL Disease POI4 $1,000,000
I DESCAWnONOFOPEMTONSILOCATGNSIVENICLF4(NtlGI ACORD 101,0.aeIVmJROmehr 6dduM.Emwe rpop irrpulld)
Re:All Operations
i
CERTIFICATE HOLDER CANCELLATION
I
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
City Of Ashland ACCORDANCE MTN THE POLICY PROVISIONS.
20 East Main Street
Ashland OR 97520 - AUTHORDFGREPRESENTATNE
0 1988-2010 ACORD CORPORATION. All rights reserved.
ACORD 25(2010105) The ACORD name and logo are registered marks of ACORD
Kari Olson
From: Sharlene Stephens [stephens @ashland.or.us]
Sent: Thursday, March 29, 2012 4:57 PM
To: 'Karl Olson'
Cc: 'Chris Chambers'
Subject: RE: Got an insurance question for you. . .
Yes, the umbrella covers it! You're good to go! —Sharlene
Sharlene P. Stephens
Risk Management Specialist
Administrative Services
City of Ashland, 20 East Main St.,Ashland, OR 97520
(541) 552-2090- PHONE
TTY 1 (800) 735-2900
(541) 552-2017 - FAX
stephens(c ashland.or.us
This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records Law for
disclosure and retention. If you have received this message in error, please contact me at (541) 552-2090. Thank
you.
From: Kari Olson [mailto:olsonk @ashland.or.us]
Sent: Thursday, March 29, 2012 4:28 PM
To: 'Sharlene.Stephens'
Cc: 'Chris Chambers'; 'Kari Olson'
Subject: Got an insurance question for you. . .
Hello Sharlene,
Can you please tell us if the umbrella coverage combined with the general liability coverage will satisfy the requirement
to have "$2,000,000 per occurrence for general liability"? The insurance certificates and contract are attached.
Have a nice day!
Thank you.
Kariann
Kariann Olson
Purchasing Representative
City of Ashland
90 N. Mountain Ave.
Ashland, Oregon 97520
Tel 541-488-5354
_ Fax 541-488-5320
TTY 800-735-2900
olsonk(7aashland.or.us
Visit the City's web site at: www.ashland.or.us
This email transmission is official business of the City of Ashland, and it is subject. to
Oregon Public Records law for disclosure and retention. If you. have received this message in
error, please contact me at (541) 488-5354. Thank you.
1
CITY RECO RIDER Page 1 / 1
�.
ASHLAND C 17 Y OF
DATE ' -' PO NUMBER'
20 E MAIN ST. 3/29/2012 10782
ASHLAND, OR 97520
(541)488-5300
VENDOR: 016823 SHIP TO: Ashland Fire Department
GRAYBACK FORESTRY INC (541)482-2770
PO BOX 838 455 SISKIYOU BLVD
1150 ORT LANE ASHLAND, OR 97520
MERLIN, OR 97532
FOB Point: Req.No.:
Terms: Net Dept.: -
Req. Del.Date: Contact: Chris Chambers
Special Inst: Confirming? NO
Quanta - Unit• - - Description
Unit Price .. Ezt. Price
THIS IS A REVISED PURCHASE ORDER
Contractor material and labor required 19,975.00
to complete prescribed under burning on
City forestlands per the attached
contract and specifcations.
Contract for Goods and Services
Beginning date: March 26, 2012
Completion date: June 30, 2013
Insurance required/On file
FY 2012 -$19,975.00
FY 2013-$19,440.00
SUBTOTAL 19 975.00
BILL TO:Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541 -552-2028 TOTAL 19,975.00
ASHLAND, OR 97520
� .,;Account Number ",Project Number . Amount - Account Number Project Numbei. -;Amount 'z
E 670.08.29.00.60416 19 975.00
Authorized Signature VENDOR COPY
'FORM #3 CITY OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: j a3 /z
Required date for delivery: 3 30 /'Z—
Vendor Name
Address,City,State,Zip
Contact Name t:Telephone Number -TZ2r i� 0p-f e/k/7 52Y - y'76 - OD 3
Fax Number D/� Z
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: Invitation to (Copies on file) ❑ Written findings attached
❑ AMC 2.50 Date approved yyCc oil: NF/ ❑ Written quote or proposal attached
❑ Written quote or proposal attached
❑ Small Procurement �/ Cooperative Procurement
Less than 15 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Diree wand ard---�` Dale approved by Council: Contract#
Q Vdrbal/Written quotes)or proposals ❑ State of Washington
Intermediate Procurement .� Sole Source Contract#
GOODS&SERVICES � �r ❑ Written Findings(Form attached) [I Other government agency contract
5 0 0 100 000 <<° w ❑ Written quote or ro osal attached Agency
(3)Wntten quotes attached d 61 °` ❑ Special Procurement Contract#
�ERSONAL-SERVICES� c� �,` ❑ Written Findings(Form #9 attached) Intergovernmental Agreement
$5,000 to$75.000 La)��l `` ❑ Written quote or proposal attached ❑ Agency
❑ Less than$35,000,by direct appointment Dale approved by Council: Dale original contract approved by Council:
❑ 3)Written proposals attached Valid until: Date (Date)
Description of SERVICES Total Cost
Cyriv•,.-L v 7`6 /7i^c✓i4 `gocr S 'fS�'-Y'✓iLZS j�.P C�SScP 1/ti/ . .
t%C^^l-P1,1 te- i^2 s✓'i 71�GI LLIvrC^f✓'�:,c✓vr r.a2� O✓` G!' .
.� " _ / r /'
IDrZST�u^^AS Q�GOy^vt,r'a `�v S Pc;�i�t��i:-•-`s Er�i�;-�' C. $ /
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
❑ Per attached quotelproposal $TOrA� COST
Project Number______-___ Account Number___-__-__-__-_____ J7i q/S
Account Number 0g-13-00- Account Number___-__-_ -
'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
ITDirector Date Support-Yes/No
By si ring this requisitio form,l cedily that the City's public contracting requirements have b en a isfied.
Employee Signature—� epartment Head Signature:
Equal to or gre ter than$5,000)
Additional signatures(if applicable):
Funds appropriated for current fiscal year: ES NO
p Flnance Director-(Equal toorgreaterthan$5,000) Date
Comments: / i A-7
�Y 1 /��
XI' 67 WO
Form#3 Requisition
Kari Olson
From: Chris Chambers [chamberc @ashland.or.us]
Sent: Monday, April 02, 2012 8:11 AM
To: 'Karl Olson'
Subject: RE: PO for Grayback
Yes, please split them by FY.Thanks.
Chris
Chris Chambers, Forest Resource Specialist
City of Ashland/Ashland Fire&Rescue
455 Siskiyou Boulevard
Ashland, OR 97520
chris.chambers n ashland.or.us
Phone: 541-552-2o66
171': 1-800-735-2900
Fax: 541-488-5318
CONFIDENTIALITY NOTICE: ,
This email transmission is intended only for use by the recipient indicated above.This email may contain information which is confidential or subject
to the attomey-client privilege. Unauthorized distribution or use of this document for any purpose,in full or in part,is strictly prohibited.by State and
Federal privacy laws. If you have received this message in error.please notify me immediately by telephone at(541)482-2770 and delete this
message from your system.
From: Karl Olson [mailto:olsonk @ashland.or.us]
Sent: Friday, March 30, 2012 4:50 PM
To: 'Chris Chambers'
Cc: 'Karl Olson'
Subject: PO for Grayback
Hello Chris,
Do you want the PO issued for the FY12 amount and then add FY13 amount in July? Or do you want the PO issued for
the total amount of 39,415.00 now?
Thank you.
Kariann
Kariann Olson
Purchasing Representative
City of Ashland
90 N. Mountain Ave.
Ashland, Oregon 97520
Tel 541-488-5354
Fax 541-488-5320
TTY 800-735-2900
olsonkOaashland.or.us
Visit the City's web site at: www.ashland.or.us
This email transmission is official business of the City of Ashland, and it is subject to
Oregon Public Records law for disclosure and retention. If you have received this message in
error, please contact me at (541) 488-5354. Thank you.
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Kari Olson
From: Chris Chambers [chamberc @ashland.or.us]
Sent: Monday, April 02, 2012 9:14 AM
To: 'Karl Olson'
Subject: Burn contract bids
Attachments: Ashland Underburn.pdf; 20120402090907187.pdf
Here are the two other bids in addition to the one that was selected for the City prescribed burn contract. Neither of
these qualified due to lack of prescribed underburn experience. I can provide the letters I sent to them if needed.
Chris
Chris Chambers, Forest Resource Specialist
City of Ashland/Ashland Fire&Rescue
455 Siskiyou Boulevard
Ashland, OR 97520
chris.chambersna ashland or tis
Phone: 541-552-2o66
TTY: 1-800-735-2900
Fax:541-488-5318
CONFIDENTIALITY NOTICE:
This email transmission is intended only for use by the recipient indicated above.This email may contain information which is confidential or subject
to the attorney-client privilege.Unauthorized distribution or use of this document for any purpose,in full or in part,is strictly prohibited by State and
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