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HomeMy WebLinkAbout2012-192 Contract - Steve Ennis Architect Contract for PERSONAL SERVICES less than $35,000 t' CITY OF CONSULTANT: Steve Ennis 9Q ASHLAND CONTACT: 1� 20 East Main Street PO BOX I OS1 Ashland, Oregon 97520 ADDRESS: Medford, OR 97501 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-618-9155 DATE AGREEMENT PREPARED: FAX: 541-618-9156 BEGINNING DATE: July 30, 2012 COMPLETION DATE: June 30, 2013 COMPENSATION: See proposed fees attached SERVICES TO BE PROVIDED: Project Management ADDITIONAL TERMS: FINDINGS: Pursuant to AMC 2.50.120, 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: 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 shall 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 $19,494 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 whey it will be seen by all employees. aLlKe&T Arvr o, t'RRoftS OR OMIS51ooS IN 9. Indemnification: Consultant agrees to defend, i demnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, a penses,judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in th), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant(including but not limited to. Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs,judgments, or other damages, directly, solely, and 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. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing Contract for Personal Services, Revised 06/30/2012, Page 1 of 5 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 i 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 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 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. 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, 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 to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant 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. Professional Liability 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 Liability 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 include contractual liability coverage for the indemnity provided under this contract. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000.00 0, 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 change. 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 insurers to Contract for Personal Services, Revised 06/30/2012, Page 2 of 5 the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its r . 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 primary and 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. ConsultEInt shall sign the certification attached hereto as Exhibit A and herein incorporated by reference. Consultant: City of Ashl By By , ,/Q S natures Department Head Print Name Print Name OWNE2 Y/or h_ Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. vad as to form Contract for Personal Services, Revised 06/30/2012, 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 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 shalt 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) I carry out the labor or services at a location separate from my residence or is in a n r specific portion of my residence, set aside as the location of the business. �( G (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. r (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 p 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 (Date) Contract for Personal Services, Revised 06/30/2012, Page 4 of 5 STEVE ENNIS ARCHITECT July 26,2012 E-MAILED 7/26/12 Bruce Dickens,Parks Superintendent Ashland Parks and Recreation 340 South Pioneer Street Ashland,OR 97520 Re: PROJECT MANAGEMENT SERVICES Ashland Parks and Recreation Dear Bruce: Thanks so much for your time on July 2^d to discuss the many projects you are working on. 1 am so glad you contacted me about assisting you and 1 look forward to digging in. I have confirmed with Hardey Engineering that they are interested in supporting my work with you.Their Firm recently completed contract documents on two projects for City of Ashland Public Works (Ashland Creek Sanitary Trunk Sewer Reconstruction & Nevada-Oak Sewer Bypass), so I have access to the front end documents for public improvements that we discussed.Following is my fee schedule for our work: Hourly Rates: Project Manager-$100 Civil Engineer-$102 Drafting-$75 Administration-$43 t Reimbursables: Telephone,travel,reproductions,postage,mileage I would be glad to work with you on a time and materials not to exceed$20,000.00 basis. Please let me let me know if this is acceptable to you or if you have any other questions.Thank you for your consideration. Sin ely,// ACM Steve Ennis Architect P. O. BOX 4051 • 2870 NANSEN DRIVE • MEDFORD, OR 97501 PHONE: (541) 618-9155 • FAX: (541) 618-9156 A`°R°® CERTIFICATE OF LIABILITY INSURANCE �i5'i�o°z"' 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 j REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate 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 lieu of such endorsement(s). PRODUCER coM . Julie Asher Ashland Insurance Inc PHONE (541)482-0831 Not:(541)488-5851 um.585 A Street Suite 1 .jasher8 sshlandineuzance.con P. 0. Box 880 INS s AFFOROINGCOVERAGE "Co Ashland OR 97520 INSURERA:Contractors Bonding 6 Ins. Co. 37206 INSURED INSURER B: Steve Ennis INSURER C• PO Box 4051 INSURER D: NSURER E: Medford OR 97501 INSURER P• COVERAGES CERTIFICATE NUM13ER-CL122603418 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 HAVE BEEN REDUCED BY PAID CLAIMS. WSR TYPE OF OISURANCE R�w" POLICY MBER MWO EF IPM CYFJIP UNITS im POLICY Gas IERALUAIUUTY FJU7I OCCURRENCE f COMMERCIAL GENERAL LMAW-nY PREmisir,`44�mnenm i f 300,000 A 1 CUAw-MAOE M OCCUR X S21ARG990 /10/2012 /10/2013 MED UP IAy ms & 5,000 X Buatneee Omers Inn PERSONAL&ADVWJUKY f GENERAL AGGREGATE f GENL AGGREGATE UDNTAPPUES PER PRODUCTS-COMPIOPAGG f POLICY Pm FlLoc BusLurs Owl LNbMy f 1,000,000 AUTOMOBILE WIBILII7 yes ANY AUTO ODDLY INJURY(Pa perm) f OWNED SCHEDULED ODDLY INJURY(Par m U f�O HIRED AUTO AUTOS f f UYBI�LLAU OCCUR EACH OCCURRENCE f AS FKCpS UAB CU UMS4WDE AGGREGATE is OED RETENTIONS f WORKERS COMPENSATION AND EMPLOYERS'UABLITY YIN ANY ❑ NIA EL EACH ACCIDENT f OFFS EACLINED (AINUIOMVIDNH) EL DISEASE-EA EMPL f Y dsrnma mdc 6CRiPTION OF OPERATIONS bebw EL DISEASE-POLICY LAST f DESCRIPTIONOPOPEtATUMILOCATX MIVD=M(AU&MACORDIM,AddDlanal RmnMlu Snwdab,Um apses Is raquked) City of Ashland and its elected officials, officers and employees s additional insureds. CERTIFICATE HOLDER CANCELLATION (541)488-5320 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS. 20 E. Main St. Ashland, OR 97520 AUTHORIZED REPRESENTATIVE Julie Asher ACORD 26(2010106) BS 810 ACORD CORPORATION. All rights reserved. INS025(m ow).M The ACORD name and logo are registered a of ACORD Ac R° ° CERTIFICATE OF LIABILITY INSURANCE 8/15 2012 08 15 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(les) must be endorsed. If SUBROGATION IS WAIVED,subject to the term;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 lieu of such endorsemen s. PRODUCER NAME: CUSTOMER SERVICE PHONE FAX A/C No 1: 1-800-423-6789 EiMIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC0 INSURER A:RARTMO WDERIRITERE INEDRAECE C ANY 30104 INSURED INSURER B ENNIS,STEVE & LISA INSURER C: INSURER D: 225 W NEVADA ST INSURERE: ASHLAND OR 97520-1031 INSURER F: COVERAGES CERTIFICATE NUMBER: 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 HAVE BEEN REDUCED BY PAID CLAIMS. INSR AWL SUER TYPE OF INSURANCE PoLLCT NUMBER 0NDDf EFF 1, UP LIMITS GENERAL LV1BOlTY EACH OCCURRENCE S COMMERCIAL GENERAL LIABILITY PREMISES E.ocarrence $ CLAIMS-MADE 7 OCCUR MED EXP(Any ane $ PERSONAL S ADV INJURY $ GENERALAGGREGATE $ GENL AGGREGATE LIMIT APPLIES PER PRODUCTS-COMP,OP AGG S POLICY PRO- LOC S AUTOMOBILE LIABILITY 55PHL589299 08/30/2012 08/30/2013 EaMM I ANY AUTO BODILYILIURY(Perpereon) $ 100,000 X ALL SCHEDULED BODILY INJURY(Per accident) $ 300,000 UO EO PROPERTY DAMAGE HIREDAUTOS AT acr $100,000 E UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LaB CLAIMS-MADE AGGREGATE $ DED I I RETENTIONS S WORKERS COMPENSATION I WC STATU- I OTH- AND EMPLOYERS'LIABILITY Y/N TO"I IMITA ER ANY PROPRIETORIPARTNER/EXECUTIVE E.L.EACH ACCIDENT S OFFICER/MEMBER EXCLUDED, NIA (MRnURtwy M NH) E.L.GSEASE-EA EMPLOYE $ n yes.desnibe ulEer DESCRIPTION OF OPERATIONS DeIOw E.L.GSEASE-POLICY LIMIT $ DESCRmT10N OF OPERATIONS I LOCATIONS I VEHICLES(AMO ACORD f01,Alwl I Rewarkt ScMERM,E nNRR srya b ftge ) OB ACURA TL 19WA662XSA040166 - BUSINESS USE CERTIFICATE HOLDER CANCELLATION CITY OF ASHLAND 20 EAST MAIN ST SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE ASHLAND, OR 97520 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORDED REPRESENTATIVE ©1988.2010 ACORD CORPORATION. All rights reserved. ACORD 26(2010/05) The ACORD name and logo are registered marks of ACORD �COK CERTIFICATE OF LIABILITY INSURANCE OP ID HX DATE(MM1DDNYYY) STEV-41 08415412 PRODUCER ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Western States - The Dallas HOLDER.THIS CERTIFICATE DOES NOT AMEND,EXTEND OR 312 Federal St. , PO Box 1940 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW The Dallas OR 97058 Phone: 541-296-2268 Fax:541-296-9427 INSURERS AFFORDING COVERAGE NAIC# INSURED INSURER A: RLI Ins INSURER B: Steve Ennis, Architect INSURER C: PO Box 4051 Medford ssen9Drive INN URERD: INSURER E: COVERAGES 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.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. Poui;T EXPIRATION LTR NS TYPE OF INSURANCE POLICY NUMBER DATE MW DATE MWO UNITS GENERAL LIABILITY EACH OCCURRENCE $ COMMERCIAL GENERAL LIABILITY PREMISE$ Ee acwrence f CLAIMS MADE 1A OCCUR MED EXP(Any M Pereon) S PERSONAL BADV INJURY f GENERAL AGGREGATE $ GENL AGGREGATE LIMIT APPLIES PER PRODUCTS-COMP/OP AGG f POLICY JECT LOC AUTOMOBILE UABILITY COMBINED SINGLE LIMIT A AUTO Ea a dent) f NY ALL OWNED AUTOS BODILY INJURY SCHEDULEDAUTOS (Per pelSOn) f HIREDAUTOS BODILY INJURY S NON-OWNEDAUTOS (Porgy ) PROPERTY DAMAGE f (Pw actl ) GARAGE UABIUTY AUTO ONLY-EAACGDENT S ANY AUTO OTHER THAN EA ACC S AUTO ONLY AGO S EXCESS I UMBRELLA LIABIUTY EACH OCCURRENCE $ OCCUR F-1 CLAIMS MADE AGGREGATE f S DEDUCTIBLE f RETENTION f OT Is WORKERS COMPENSATION AND EMPLOYERS'LLABILITY YIN TORY UMTB ER ANY PROPRIETORMARTNEWEXECUTIVCF] E.L.EACH ACCIDENT f OFFICERASEMBER EXCLUDED? (Mandatory M NH) EL DISEASE-EA EMPLOYE S H yes, IdM SPEC desc ba M ILL PROVISIONS aNOx EL DISEASE-POLICY LIMIT I$ OTHER A PROF LIABILITY RDP0007228 06/11/12 06/11/13 Ea Claim 1,000,000 re ate 1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYSWNTTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER ITS AGENTS OR City of Ashland REPRESENTATIVES. 20 E Main Street Au ORQEDREP SE Ashland OR 97520 ACORD 25(2009101) 1988-2009 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD AcQ a CERTIFICATE OF LIABILITY INSURANCE DATE IMMAIO/YYYY) 1114_� 1 08/15/2012 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(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 lieu of such endorsement(s). PRODUCER CONTACT NAME: CUSTOMER SERVICE PHONE FAX INC,Na: 1-800-423-6789 ADDRESS: INSURERS AFFORDING COVERAGE NAIC0 INSURER A:BARTPORD UNUERKRITSRS INSURANCE COMPANY 30104 INSURED INSURER B ENNIS,STEVE & LISA INSURER C: INSURER D: _ 225 W NEVADA ST INSURER E: ASHLAND OR 97520-1031 INSURER F: COVERAGES CERTIFICATE NUMBER: 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 HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADOL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE POLICY NUMBER MMIDDIYYYY) (NWUDDIYYYYJ LIMITS GENERAL LIABILITY EACH OCCURRENCE $ COMMERCIAL GENERAL LIABILITY AMA NTED PREMISES fEa accunence $ CLAIMS-MADE ❑OCCUR MED EXP(Any one person) $ PERSONAL B AOV INJURY $ GENERAL AGGREGATE $ GEN1 AGGREGATE LIMIT APPLIES PER PRODUCTS-COMPIOP AGG $ POLICY PRO- LOC $ AUTOMOBILE LIABILITY 55PHLB89299 08/30/2012 OB/30/2013 (Ea OMBI EDd SINGLELIMIT ANY AUTO BODILY INJURY(Perpsmon) $ 100.000 X ALL OWNED SCHEDULED BODILY INJURY(Per actident $ 300,000 AUTOS AUTOS I NON-0NNED PROPERTY DAMAGE $100,000 HIRED AUr05 AUTOS Per ecp0erd $ UMBRELLA DAB OCCUR EACH OCCURRENCE $ EXCESS DAB CLAIMS-MADE AGGREGATE $ DEO I I RETENTION$ IS WORKERS COMPENSATION I WCSTATU- OTH- AND EMPLOYERS'LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVE❑ E.L.EACH ACCIDENT $ OFFICERIMEMBER EXCLUDED? NIA (Mandatory In NET E.L.DISEASE-EA EMPLOYE $ If es,descdhe under DESCRIPTION OF OPERATIONS Mloe E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPEMT ONS I LOCATIONS I VEHICLES(AMch ACORD 101,Addldonal Rem *s ScMdule,If more.Pace is raqulndl 08 ACURA TL 19MA662XBA040166 - BUSINESS USE 07 HONDA CR-V EX JHLRE48547CO54462 CERTIFICATE HOLDER CANCELLATION CITY OF ASHLAND 20 EAST MAIN ST r:w , SHOULD ANYOF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE ASHLAND, OR 9752 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © .988.2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010105) The ACORD name and are registered marks of ACORD STEVE ENNIS ARCHITECT PROJECT MANAGEMENT SERVICES Medford School District Projects,Medford,Oregon Client:Medford School District 549C General Description:Steve Ennis Architect(SEA) provided Project Management and Architectural Services,as follows: °SEA was hired as the Project Manager for the construction phase on,Jackson and Roosevelt Elementary Schools. With the assistance of key staff from Hardey Engineering Associates,SEA represented Medford School District 549C on these two $9 M projects. SEA provided direction to the District's consultants and coordinated the efforts of District staff to ensure these bond projects would be finished on time and within budget. ° Once SEA was hired by Medford School District 549C to provide Project Management Services, the District utilized SEA for many related Architectural Services. SEA designed minor site improvements and cabinetry for Jackson and Roosevelt Elementary Schools. SEA was also hired to design monument signs and dedication plaques for six District school sites. ° In 2010 and 2011, SEA provided Architectural Services to Medford School District 549C for restroom and storage buildings at three District school sites. 404—412 Bridge Street,Ashland,Oregon Client:Ashland Communitv Land Trust General Description:SEA provided Project Management and Architectural Services,as follows: °SEA designed two affordable 3-Bedroom units and coordinated the work of all the project consultants. These services were provided on a pro bono basis. °SEA provided project management services for the remodel of (2)existing 2-Bedroom units,construction of(2)new 3- Bedioom units and related site development. These units are now occupied, with ACCESS providing property management services to the Ashland Community Land Trust. Humboldt County Schools,Fortuna, California Client:Siskiyou Design Group General Description:SEA provided Project Management Services,as follows: °SEA was hired by a Yreka,California,Architect to represent him during the construction phase of three school projects. v Total construction costs were $4.8 M. SEA attended meetings and coordinated communication between the School District,Contractor and Architect. Carnegie Library Addition,Medford,Oregon Client:Parks and Recreation Department,City of Medford General Description: SEA provided Project Management Services,as follows: °SEA acted as Project Manager for the schematic design phase of a$3.8 M addition to the existing library building.SEA coordinated the work of several local architects in providing these pro bone, services to the Ciry of Medford so funds could be raised for the project. Architectural Projects,Oregon&California Client: (many) • General Description: Steve Ennis served as Project Architect,as follows: •Steve Ennis has acted as Project Architect on more than 100 projects in the past 20 years. •Steve has a reputation as an excellent Project Architect,always keeping the Owner's best interests in mind. •Steve Ennis is known for his outstanding communication and organizational skills. •SEA leases space from and is supported by Hartley Engineering Associates (HEA). HEA has an extensive background in planning,engineering and surveying on public works projects. HEA also serves as the City Engineer for Eagle Point,OR. °The son of a construction superintendent,Steve grew up on and loves being at construction sites. P. O. BOX 4051 • 2870 NANSEN DRIVE • MEDFORD, OR 97501 Phone: (541)618-9155 • Fax: (541)618-9156 UI TY RECD RIDER Page 1 / 1 ' Ashland Park Commission F DATE PO NUMBER 20 E MAIN ST. 8/30/2012 00141 ASHLAND, OR 97520 ry- (541)488-5300 VENDOR: 004046 SHIP TO: 1t` STEVE ENNIS ARCHITECT r. PO BOX 4051 MEDFORD, OR 97501 FOB Point: Req.No.: Terms: net Dept.: Req. Del. Date: Contact: Bruce Dickens Special Inst: Confirming? No Quantity Unit- Description Unit Price Ext.Price Project Manaqement Services for 20,000.00 Deferred Maintenance Projects Contract for Personal Services Beqinninq date: July 30, 2012 Completion date: June 30, 2013 Insurance required/On file !' SUBTOTAL 20 000.00 BILL TO: TAX 0.00 FREIGHT 0.00 TOTAL 20,000.00 Account Number Project Number Amount Account Number Project Number Amount E 411.12.00.00.604100 20 000.00 Authorr{ced Signature VENDOR COPY FORM #3 CITY OF A req u9sv'Tor a Purcha :e: 'rder ASHLAND REQUISITION Date of request: 7/27/12 Required date for delivery: 8/01/12 Vendor Name cfavo Fnnig Address,City,State,Zip P.O.Box 4051 2870 Nansen Drive Medford,OR Contact Name&Telephone Number 541-618-9155 Fax Number 541-618-9156 SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergencv ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form#13,Written findings and Authodzation ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than$5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract# ❑ Verbal/Written quote(s)or proposal(s) ❑ Stale of Washington Intermediate Procurement ❑ Sole Source Contract# GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) ❑ Other government agency contract $5.000 to$100.000 ❑ Written quote or proposal attached Agency ❑ (3)Written quotes attached ❑ Special Procurement Contract# PERSONAL SERVICES ❑ Form#9,Request for Approval Intergovernmental Agreement $5.000 to$75,000 ❑ Written quote or proposal attached ❑ Agency x❑ Less than$35,000,by direct appointment Dale approved by Council: Date original contract approved by Council: ❑ 3 Written proposals attached Valid until: Date (Date) Description of SERVICES Total Cost Project Management Services for Deferred Maintenance Projects $ Not to ge c ed $20A 00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost 4 ❑ TOTAL COST' Per attached quotelproposal i S Project Number - 411.12.00.00.604100 Account Number__--_—•_ -____-- 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: IT Director Date Support-Yes/No By signing tht requlstti f , I certify that the City's public contracting requirements have b n satisfied. Employee Signature: � Department Head Signature: C Additional signatures(if applicable): (Equal to or greater than$5,000) Funds appropriated for current fiscal year: yF$/ NO Finance Director-(Equal to or greater Man$5,000) Date Form#3-Requisition ! CITY OF FORM #4 ASHLAND DETERMINATIONS TO PROCURE PERSONAL SERVICE_ S L$59000 to $75,000 To: Dave Kanner, Public Contracting Officer From: Don Robertson Date: July 27, 2012 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less than $75,000, the Department Head shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the services required under the proposed contract. However, the City Attorney, the Public Contracting Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that the purposes of this chapter are upheld. Background The contract will be to assist the Parks and Recreation Department to administer contracts The estimated cost of Project Management is $20,000. The timeline for services will range from August 2012 until June 2013 Project Management will include Contracting and Management of Deferred Maintenance Projects listed for FY 2013 Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of City personnel to perform the services, and that the City does not have the personnel and resources to perform the services required under the proposed contract? We have requested the services from Public Works to assist us in Project Management however they do not have the resources to cover their projects as well as Parks and Recreation projects. We do not have the ability to take on these functions within our own department. We attempted to utilize Adam Hanks to assist but was not available. i Form#4-Department Head Determinations to Procure Personal Services, Page 1 of 1, 7/2712012