HomeMy WebLinkAbout2012-306 Contract - Beaver Tree Service
Contract for GOODS AND SERVICES Less than $25,000
CITY OF CONTRACTOR: Beaver Tree Service
ASHLAND CONTACT: Clarence Wangle
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 270 Wilson Road, Central Point, OR 97502
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: 541-664-1614
DATE AGREEMENT PREPARED: December 11, 2012 FAX: 541-664-9138
BEGINNING DATE: January 2, 2012 COMPLETION DATE: February 15, 2013
COMPENSATION: $5,975.00 per proposal attached as Exhibit C.
GOODS AND SERVICES TO BE PROVIDED: Tree pruning services per attached specifications and bid
attached as Exhibit C. Lithia Tree Pruning/Removal List is attached as Exhibit C-B.
ADDITIONAL TERMS:
NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR AGREE as follows:
1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and
materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned
in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Payments 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 $25,000.00, unless a
separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 27913.220, 27913.225, 279B.230, 27913.235, ORS Chapter 244 and ORS 670.600 are t
made part of this contract.
7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract
is $19,494 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, count or other sources is not obtained and continued at levels
Contract for Goods and Services Less than $25,000, Revised 06/30/2012, Page 1 of 5
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Contractor to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed. I
d. For Default or Breach.
i. Either City or Contractor may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the' notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Contractor's performance of each and every obligation and duty under
this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
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. i
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 468A.710, Contractor or Subcontractor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of 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. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. General 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.
C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
d. Notice of cancellation or 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 Contractor or its insurer s to
Contract for Goods and Services Less than $25,000, Revised 06130/2012, Page 2 of 5
the City.
e. 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 financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it 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 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 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 Ashla fa
By 1. U, By
Signature Department Head
G/,f-~g,00 t 11 .0A-~) G~~r QL", lk
Print Name Print Name
A"A_e~n~s/ 1 L I (q (I L
Title Date
W-9 One copy of a W-9 is to be submitted with D g
the signed contract. Purchase Order No.
Contract for Goods and Services Less than $25,000, 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 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 (Date)
Contract for Goods and Services Less than $25,000, Revised 06/30/2012, Page 4 of 5
Ashland Parks and Recreation Department
340 So. Pioneer St.
Ashland, OR. 97520
Phone (541) 488-5340
Fax (541) 488-5314
PRICE QUOTATION
SPECIFICATIONS & PROPOSAL FORM
for
LITHIA PARK TREE PRUNING & REMOVAL
2013
Instruction to Vendors Pg. 2-3
Specifications Pg. 4-6
Sample Price'Quotation Form Pg. 7-8
Tree List Exhibit B
Ashland Parks and Recreation Department
340 So. Pioneer St.
Ashland, Or. 97520
Phone (541) 488-5340
Fax (541) 488-5314
Instruction to Vendors
A. Deadline for Submitting Proposals
Proposals addressed to the Ashland Parks and Recreation Department will be received
at the Department Office in upper Lithia Park, 340 S. Pioneer Street, Ashland, Oregon
97520 until:
1:00 p.m., Thursday, December 6, 2012
Proposals may be delivered via mail, fax or in person.
A contract for the work will be awarded within 15 working days after the deadline for
receiving proposals.
B. Site Orientation Meeting
In order to be eligible to submit a proposal for this project, all vendors must attend a
"Site Orientation Meeting" at 1:00 p.m., on Wednesday, Nov.28, 2012 at the Lithia
Park Office, Ashland, Oregon.
C. Proposal Form
All proposals must be made upon the attached original blank proposal form and should
give the price for the work both in words and figures. The form must be signed and
acknowledged by the vendor in accordance with directions in the proposal form. The
legal status of the vendor must be stated in the proposal. A corporation vendor must
name the state in which its articles of incorporation are held; a partnership must give
the full names and addresses of all partners. Please keep the original specification
form for your records.
D. Examination of Plans, Specifications and Work Site
It is understood that the vendor, before submitting a proposal, has made a careful
examination of the plans, specifications and contract form; is fully informed as to the
quality and quantity of materials and the character of the work required; that the vendor
has attended the required "Site Orientation Meeting" and walk through. The
Department will in no case be responsible for any loss or for vendor's failure to acquire
full information in advance in regard to all conditions pertaining to the work.
PROPOSAL AND SPECIFICATIONS PAGE 2
Tree Pruning in Uthia Park - 11/20/2012
E. Proposal Acceptance or Reiection
The Ashland Parks and Recreation Department reserves the right to accept or reject
any or all proposals deemed in its best interest. Without limiting the generality of the
foregoing, any proposal which is incomplete, obscure, or irregular may be rejected.
The acceptance of the proposal will be a notice in writing signed by a duly authorized
representative of the Department. The acceptance of the proposal shall bind the
successful vendor to execute a contract and to be responsible for liquidated damages
as provided or execution of contract and damages for failure to execute.
The rights and obligations provided for in the contract shall become effective and upon
the parties only within its formal execution by the Department Director or his delegated
representative.
F. Time Frame
The vendor shall receive a notice to proceed and commence no earlier than January 2,
2013, and shall complete the work no later than February 15, 2013. The vendor shall
be accessed $75.00 per day for work not completed by the deadlines, until the entire
project is accomplished.
The completion date will be extended for those days deemed unsafe to work due to
adverse weather conditions. This decision must be agreed upon between the
Contractor and Park Horticulturist, and decided by Friday at the end of each week.
Notice will be by telephone and then by mail.
G. References and Qualifications
The vendor is required to submit proof of International Society of Arboriculture
certification.
The vendor is required to submit a city business license from the City of Ashland.
The vendor is required to submit proof of auto insurance.
All vendors who have not previously performed pruning work for Ashland Parks & Rec.
Dept. shall submit a minimum of three (3) references from previous work performed
within the last two (2) years in the Medford-Ashland area.
Additionally, all vendors who have not previously performed pruning work for Ashland
Parks & Rec. Dept. shall submit a list containing a minimum of three (3) former job sites
where work was performed within the last two (2) years within the Medford-Ashland
area that can be visually inspected by the Department.
Both the reference list and work list shall be attached to the proposal at the time it is
submitted.
PROPOSAL AND SPECIFICATIONS PAGE 3
Tree Pruning in Lithia Park 11/20/2012
Specifications and Tree List
A. Scope of Work
To perform professional, skilled work in the pruning of trees in Ashland's Lithia Park.
B. Pruning Goals
1. Lightening of limbs to prevent storm damage.
2. Structural pruning to eliminate weak branch unions.
3. Elimination of deadwood and stubs, cutting outside the woundwood tissue that has
formed around the branch.
4. Thinning to give better light penetration and air circulation.
5. Structural pruning to reduce the risk of branch or trunk failure.
6. Reduce end weight on heavy, horizontal branches by selectively removing small
diameter branches, no greater than 2 to 3 inches near the ends of the scaffolds.
7. Interior branches shall not be stripped out.
8. Pruning cuts larger than 4 inches in diameter, except for dead wood, shall be
avoided.
9. While in the tree, the arborist shall perform an aerial inspection to identify defect
that require treatment. Any additional work needed shall be reported to the Park
Horticulturist.
C. Inspection and Approval
Inspection of vendor's work shall be done by the Park Horticulturist. Periodic
inspections will be made by the Park Horticulturist to determine that the quality of work
is proceeding according to specifications.
D. Safety and Protection
Vendor will insure that safe equipment and working practices will be used throughout
the project. Special care will be exercised to protect the public. A grounds person will
be required for all work unless an exception is made by the Park Horticulturist. Vendor
shall protect all sidewalks, landscaping, and buildings in the work area from damage.
Safety Standards should be in accordance with the American National Standard Tree
Care operations (ANSI A300-1995 available for reference in the Department office).
E. Clean Up
The vendor will be responsible for insuring that there are no large piles of limbs and
brush. However, park personnel will handle clean up.
PROPOSAL AND SPECIFICATIONS PAGE 4
Tree Pruning in Lithia Park 11/20/2012
F. Other Specifications
1. All pruning shall be done in accordance with the Tree-Pruning Guidelines of the
Western Chapter of the International Society of Arboriculture (a copy on file at
Ashland Parks and Recreation Department)., and /or the ANSI A300 Pruning
Standard (American National Standard for Tree Care Operations) and adhere to
the most recent edition of ANSI Z133.1.
2. Trees to be pruned must be climbed without the use of spurs unless permission
has been obtained from the Park Horticulturist
3. If the contract exceeds $15,964, then the contractor must meet the City of Ashland
Living Wage Requirement of $13.96 per hour.
4. Lifts and bucket trucks may be operated only on paved areas.
Contractor's Insurance and Indemnity
All persons performing work must be covered by Contractor's insurance and indemnity
plan. Contractor shall, at Contractors own expense, at all times during the term of this
agreement, maintain in force a comprehensive or commercial general liability policy
including coverage for contractual liability for obligations assumed under this Contract,
blanket contractual liability, products and completed operations, Owners and
Contractors protective insurance and comprehensive automobile liability including
owned and non-owned automobiles. The liability under each policy shall be a
minimum of $500,000.00 per occurrence (combined single limit for bodily injury and
property damage claims) or $500,000.00 per occurrence for bodily injury and
$100,000.00 per occurrence for property damage.
Liability coverage shall be provided on an occurrence not claims basis. The Ashland
Parks and Recreation Department, its officers, employees and agents shall be
named as additional insured.
Certificates of insurance acceptable to the Ashland Parks and Recreation
Department shall be filed with the Department prior to the commencement of any
services by Contractor under this agreement. These certificates shall contain
provision that coverage afforded under the policies cannot be canceled and
restrictive modifications cannot be made until at least thirty (30) days prior written
notice has been given to the Department. A certificate which states merely that the
issuing company "will endeavor to mail" written notice is unacceptable.
The Contractor, its Sub-contractors, if any, and all employers providing work, labor,
or materials under this contract are subject employers under the Oregon Workers'
Compensation Law and shall comply with O.R.S. 656.017, which requires them to.
provide workers' compensation coverage that satisfies Oregon Law for all their
subject works. This shall include Employer's Liability Insurance with coverage
limits of not less than $100,000.00 each accident. Contractors who perform the
work without the assistance or labor of any employee need not obtain such
coverage.
Insurance carried by Contractor under this Contract shall be the primary coverage,
and the Ashland Parks and Recreation Department's insurance is excess and
solely for damages or losses for which the City is responsible.
PROPOSAL AND SPECIFICATIONS PAGE 5
Tree Pruning in Lithia Park 11/20/2012
Contractor agrees to defend, indemnify and save Ashland Parks and Recreation
Department, its officers, employees and agents harmless from any and all losses,
claims, actions, costs, expenses, judgments, subornation, 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 agreement by Contractor (including, but not
limited to, Contractor's employees, agents, and other designated by Contractor to
perform work or services attendant to this agreement). Contractor shall not be
held responsible for damages'caused by the negligence of the Ashland Parks and
Recreation Department. The Contractor agrees that Contractor will be solely
responsible for any damage or trespass to or upon adjacent property or injury
thereto, resulting from or in connection with Contractor's operation, and that
Contractor will defend, indemnify and hold the Department harmless from any
claim, liability or obligation arising from such entry or trespass.
H. Specific Tree List
The specific list of trees to be pruned under contract is enclosed. 30 trees are on the
list.
See Exhibi~alC-e,
`L
PROPOSAL AND SPECIFICATIONS PAGE 6
Tree Pruning in Lithia Park 11/20/2012
PRICE QUOTATION FORM
Ashland Parks and Recreation Department
340 So. Pioneer St. Ashland, Or. 97520
Phone (541) 488-5340 Fax (541) 488-5314
RE: Tree Pruning for Ashland Parks & Rec.
The undersigned vendor declares that plans and specifications have been examined, the site(s)
have been visited, and such investigation has been made as is necessary to determine the
character of the materials and the conditions to be encountered in the work, and that if this price
quotation is accepted, the undersigned vendor will contract with the Ashland Parks and
Recreation Department for the work involved and will provide the necessary equipment,
materials, tools, apparatus, and labor, in accordance with plans and specifications on file at the
Department office under the following conditions:
1. It is understood that all work will be performed for a lump sum price and that for said lump
sum price all services, materials, labor, equipment, and work necessary to complete the
project in accordance with the specifications shall be furnished. If there is an increase in
the amount of work to be covered by the lump sum price, it shall be computed on a basis of
"extra work" for which an increase in payment will be earned; and, if there is a decrease in
the lump sum payment, it shall be made only as a result of negotiation between the
undersigned and the Department. Furthermore, it is understood that any estimate with
respect to time, materials, equipment or service which may appear in the specifications, is
for the sole purpose of assisting the undersigned in checking their own independent
calculations and that at no time shall the undersigned attempt to hold the Ashland Parks
and Recreation Department, any Department employee, or any other person, firm, or
corporation responsible for any errors or omissions that may appear in any estimate.
2. In addition to the proposal form, the vendor shall submit the following items:
1. Proof of International Society of Arboriculture Certification.
2. Three (3) references as stated in the "Instruction to Vendors". (if required-see p.3)
3. Three (3) jobs as stated in the "Instruction to Vendors".(if required-see p.3)
4. Proof of Contractor's and/or Landscape Contractor's license.
5. Proof of insurance needs to be on file before work commences.
3. The vendor shall commence the work after receiving a notice to proceed, no earlier than January
2„ 2013, and shall complete all work no later than February 15, 2013.
4. The Ashland Parks and Recreation Department reserves the right to accept or reject any or all
proposals deemed in its best interest. Without limiting the generality of the foregoing, any
proposal which is incomplete, obscure, or irregular may be rejected.
PROPOSAL AND SPECIFICATIONS PAGE 7
Tree Pruning in Lithia Park 11/20/2012
5. Price quotation per specifications for pruning per specifications for Ashland Parks& Rec.:
3001 trees on the Lithia Park list for a total cost of. $ 5915. 00
Dollars and CiD cents
The foregoing price includes all labor, materials, equipment, overhead, profit, insurance and all other
incidental expenses to cover the finished work of the several kinds called for. The price quotation is to
be shown in both words and figures.
Firm Name of Vendor
G4J 1 t o S e I' V i C.1L d~rvC .
Authorized Signature of Ven or
11-zp-l'1
Date State of Incorporation - if applicable
PROPOSAL AND SPECIFICATIONS PAGE 8
Tree Pruning in Lithia Park 11/20/2012
Exhibitxl'~c g
Lithia Tree Pruning/Removal List
October 2012
Species Location Scope of Work
1. Quercus kelloggii (2-stems) Cotton Restroom Deadwood over restroom entrance and
shuffleboard area
2.. Quercus kelloggii Cotton Restroom Deadwood over path/stairs to restroom
3. Quercus kelloggii Maintenance shop Prune deadwood over shed and driveway
4a Pinus ponderosa Madrone picnic area Cut out light fixture
4. Quercus kelloggii Across Creek from Cut out light hardware from tree
Tennis Court
"q~ /
5 Acer macropbyllum Chet Corry hillside REMOVAL cJ av ' ~S' U' z
(2-stems)
la"~
6 Quercus kelloggii Above Chet Corry Prune deadwood
(3 stems)
Picea pungens South of Bandshell
(18" dbh) Restroom REMOVAL
8. Liriodendron tulipifera N. of Volleyball Court Prune deadwood over picnic table area
9. Quercus kelloggii S. of Tennis Ct. Prune deadwood over path
Restroom
Across Street from
10: Picea pungens Bandshell restroom Prune out dead top
11. Picea abies'Pendula' South end JSG steps Prune out dead limbs
12. Abies pinsapo Top of JSG North side Prune out dead (top)
13. Platanus x acerifolia Upper grove, end row REMOVAL
( dbh) 3rd from top
14. Calocedrus decurrens Hillside north of Peroz Piece out top 20'(cut into 6' sections) Leav
(2 trees) rest as snag 8-10'
15. Gleditsia triacanthos inermi Below Perozzi Ftn. Prune up for street clearance, raise up for.
irrigation clearance on south side over law
16. Cupressus lawsoniana Perozzi lawn Prune out limbs with dieback
(phytophthora)
17. Liriodendron tulipifera Behind Rose Garden Remove right stem (dead)
18. Maclura pomifera Nutley Street Prune back for Street Clearance
Large conk on limb over swings. Large
19. Quercus kelloggii Playground (limbs ove cavities on main stem (where old leader
swings) removed). Aerial inspection/evaluation
on integrity of tree.
20. Acer macrophyllum Playground shed Prune out deadwood
21. Quercus kelloggii Playground shed Prune out deadwood
Hillside above Feast of
22. Pinus ponderosa ,Will lawn along old REMOVAL
irrigation ditch
23. Pinus ponderosa Uphill from #22 REMOVAL
24. Quercus kelloggii Lower Duck Pond Prune out deadwood at OSF back entrance
Hillside
24a. Pinus ponderosa Lower Duck Pond waterfall & OSF Stairs Cut out light fixture
Acer platanoides Behind flood wall, fron
Z5. (27.5" dbh) of Park REMOVAL
26. Acer macrophyllum Calle Guanajuato Deadwood over table area
behind Greenleaf
14. Calocedrus decurrens Hillside north of Peroz Piece out top 20'(cut into 6' sections)Leav
(2 trees) rest as snag 8-10'
15. Gleditsia triacanthos inermi Below Perozzi Ftn. Prune up for street clearance, raise up for.
irrigation clearance on south side over law
16. Cupressus lawsoniana Perozzi lawn Prune out limbs with dieback
(phytophthora)
17. Liriodendron tulipifera Behind Rose Garden Remove right stem (dead)
18. Maclura pomifera Nutley Street Prune back for Street Clearance
Large conk on limb over swings. Large
19. Quercus kelloggii Playground (limbs ove cavities on main stem (where old leader
swings) removed). Aerial inspection/evaluation
on integrity of tree.
20. Acer macrophyllum Playground shed Prune out deadwood
21. Quercus kelloggii Playground shed Prune out deadwood
Hillside above Feast of
22. Pinus ponderosa ,Will lawn along old REMOVAL
irri ation ditch
23. Pinus ponderosa Uphill from #22 REMOVAL
24. Quercus kelloggii Lower Duck Pond Prune out deadwood at OSF back entrance
Hillside
24a. Pinus ponderosa Lower Duck Pond `,waterfall & OSF Stairs Cut out light fixture
25 Acer platanoides Behind flood wall, fron REMOVAL
(27.5" dbh) of Park
26. Acer macrophyllum Calle Guanajuato Deadwood over table area.
behind Greenleaf
~ CERTIFICATE OF LIABILITY INSURANCE DATEfMM/DD/a OP ID DS
' } 10/15/1
2
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.
0 Ce I Ica e holder is an ADDMONAL , the polcy les must be encignsed. It SU13KUGAI [ON , subject to
IIVIrOKIANT; it 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 NAME:
PHONE
Insurance Marketplace, Inc. M AN. EYt): (AIC, Net:
1998 Skypark Dr Suite 100: ADDRESS:
Medford OR 97504 cusi'OMERIDtk BEAVE-1
Phone:541-779-0177 Tax:rAX 772-8235 INSURER(S) AFFORDING COVERAGE NAICA
INSURED INSURER A: Saif Corporation
Beaver Tree Service, Inc. INSURER e:
Clarence Wangle
270 Wilson Road INSURER C:
Central Point OR 97502 INSURER D
INSURER 6
INSURER F
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS S OCERTIFVT TITHE POLICIES OINSURANCE LISTED BELOW V BEEN ISSUED INSURED NAMED AOV OR 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 TYPE OFF INSURANCE OF SUCH PON RIESYS~ILIMiTu^SHO POLIICYNUHAVE MBER BEEN PAID(CLAIMS.
Iii LIMITS
GENERAL LIABILITY LA(:HCV:UUId11hNVt $
nN.W9r TO RrNTrn
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CJ N61R M✓dlr u wo IR wn rXP (N,y nun Ixe:... ) S
I'tll:XYiALSADVINJUtY $
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VhMAVCd Ih(:Aih UMIINl'UhSI'Gt: Id2ULRtiIS-f:U1N •dCN'AL'C• $
POI ICY MOO IOC $
AUTOMOBILE LIABILT' CUM9d1hU SIICLh LIME I $
the ACaderal
ANY AUIV nODII Y IN,AIRY (PC, Ix.!., 1) a
Al 1 Iwirn NnOR fk)nll Y INA TRY (Pm :n:ridn:l) a
sosru A rn N nal PROPf RTY MMAsr i
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UMBRELLA LIAR McUlz - hACHOCWddt1JL'k $
EXCESS LIAR rd AIMS MAnr WRr4ATr 3
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nrr111r.TIRI r
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VIC
A WORKERS COMPENSATION 633691 07/01/12 07/01/13 1011YL'All tilt
AND EMPLOYEWLIAHILRY YIN rl rN'IIMI1,1; r ;1000000
Orr1ArRIEdrh4lrR %CS II Iy)r L'L,IIVt~ IA
(Mundutery I. NH) rl nt.vA.:r rArMF10Yr 21000000
I( ym:, dn:uuilunvu6n
nr:.(:RIPTION L.L. Ult;AI: - IVLIGY LIMIT $1000000
Of nPfGATInN::1x:4m•
faxIPTI88FOPERATIONS I LOCATIONS I VEHICLES tAtteen ACORO101, mat.... Ramtvke aw-w.,umen reaca Ie nRWed)
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
ASHLAND THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
City of Ashland its Officers ACCORDANCE WITH THE POLICY PROVISIONS.
and Employees
Carl Olson AUTHORIZED REPRESENTATIVE
20 X Main Ave .
Ashland OR 97520 .
O 1988-2009 ACORD CORPORATION. All rights reserved.
ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD
UG'l'/I5/ZUIZ/MUN U):4/ YM PRA nu, r, UU1/UUI
V1
ACORD„„ CERTIFICATE OF LIABILITY INSURANCE °AT1E,0/15MAID°M2012
PRODUCERS RKI INC. Celt# 55014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
P.O. BOX 157 . HOLDER. THIS CERTIFICATE DOES NOT AMEND EXTEND OR
LEBANON, OR 97355 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
(541) 451-1313
FAX: (541) 259-1092 INSURERS AFFORDING COVERAGE NAIC #
INSURED INSURERA: OHIO SECURITY INS. CO. (NPP)
BEAVER TREE SERVICE,INC. INSURERS. OHIO SECURITY INS. CO. (NPP)
INSURER C.
270 WILSON RD IUUR 2D
CENTRAL POINT, OR 97502 rvSURERE
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.
INSR O'L POLICY NUMBER PO ICY EFFECTIVE POLICY EXPIRATION LIMITS
ITO GENERAL LIABILITY EACHOCCURRENCE f 1,000,000
X COMMERCIAL GENERAL LIABILITY . BKS(13)54779670 MAY 26 12 MAY 26 13 -15 PREMIS u e f . 6jM
ESIEg
A CLAMS MADE ®OCCUR MED EXP(AR/ one perms) f 15,000
PERSONAL B ADV INJURY E '
GENERAL AGGREGATE E '
GENL AGGREGATE LMB APPLIES PER: PRODUCTS-COMP/OP AGG S
POLICY 1-1 PR0. LOC
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 1000,000
ANY AUTO BAS(13)54779670 MAY 2612 52613 (EeeccitlenO E
ALL OWI ED AUTOS - BODILY INJURY
SCHEDULED AUTOS (Perporson) f
B
FIRED AUTOS BODILY INJURY
NOILOVMEDAUMOS (Per.Wtl ) E
PROPERTY DAMAGE E
(Per eccidml)
GARAGE LIABILITY AUTO ONLY. EA ACCIDENT E
ANY AUTO OTHER THAN EAACC E
AUTO Mr.. AGG I
E%CESSIUMBRELLA LIABILITY EACH OCCURRENCE I_
OCCUR CLAWMAOE AGGREGATE f
f
DEDUCTIBLE f
RETENTION E f
WORKERS COMPENSATION AND VrCSTATU V
EMPLOYERS' LIABILITY
ANYPROPRIETORIPARONER~FJECUTTYE EL. EACH ACCIDENT I
OFFICERAMEMBER EXCLUDED? E.L. DISEASE-EA EMPLOYEE S
Hyyes tlauAbe antler
SPECIALPROVISIONS below E.L.05EASE-PoLIDY L4WT f
OTHER
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES IEMCLUSIONS ADDED BYENDORSEMENTI SPECIAL PROVISIONS
REF: FOR CERTIFICATE HOLDER'S INSURANCE FILE.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANYOFTHEABOVE DESCRIBED POLICIESBE CANCELLED BUORETHE E%PIRATIa
ATTEN: KARI OLSON DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL DAYS WRITTEN
20 EAST MAIN STREET NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
ASHLAND, OREGON 97520 IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
REPRESENTATIVES.
F# 541-488-5320 A
ACORD 25 (2001/08) d ACORD CORPORATION 1988
QTY RECD Page 1 / 1
Ashland Park Commission DATE PO NUMBER
20 E MAIN ST. ' 12/2012012 00185
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 001167 SHIP TO:
BEAVER TREE SERVICE
270 WILSON RD
MEDFORD, OR 97502
FOB Point: Req. No.:
Terms: Net 30 days Dept.:
Req. Del. Date: Contact: Anne Thayer
Special Inst: Confirming? No
ty' Unit Description.' Unit Price - Ext. Price
4. Quanti
Tree Pruning Services 5,975.00
Location: Lithia Park
Contract for Goods & Services
Beginning date: January 2, 2012
Completion date: February 15, 2013
Insurance required/On file
SUBTOTAL 5975.00
BILL TO: TAX 0.00
FREIGHT 0.00
TOTAL 5,975.00
~ Aicount Nuniber Project Number : Amount AccountNNumber , t ProjecCNumber 'Amount
E 211.12.02.06.60410 5,975.00
Author' d Signature VENDOR COPY
FORM#3 CITY of
A rC41LIOst liar a Purtdhase Ordsr ASHLAND
REQUISITION Date of request:
Required date for delivery: EEL
Vendor Name
Address, City, State, Zip t- •-t
Contact Name & Telephone Number f< .F ~5Oa
Fax Number ~~ilSc't
(garb, 5<// - lorry- Ilai"~ (~=i~acl5<~ ! -l~lcvl - ~'It38
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Ememencv
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ 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) ❑ State 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
J9 (3) Written quotes attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement
$5.000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Dale original contract approved by Council:
❑ (3) Written proposals attached Date approved by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total Cost
T~,~ ~tvYii PY.t Servfc-es J,_0-'li ek, P K
$ 56
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST-
El Per attached quotelproposal $
Project Number ` Account Number -
Account Number i.!Z Ozlb-40tD 'AccountNumber
'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 this requisition form, 1 certify that the City's public contracting requirements have n satisfied.
Employee Signature: alwo C. JMC ,t - Department Head Signature:
(Equal to or greater than $5,000)
Additional signatures (if applicable): AA ~1
Funds appropriated for current fiscal year., (ONO Finance Director- (Equal to orgreate than $5,000) Date
Comments:
Form #3 - Requisition