HomeMy WebLinkAbout2015-250 Contract - Designer Signs LLC
Contract for PERSONAL SERVICES less than $35,000
CITY OF CONSULTANT: Steve Morgan
ASHLAND CONTACT: Designer Signs. LLC
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 842 S. Front Street, Central Point, OR 97502
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: 541-664-7704 steve de ; Kj&:s trn {
DATE AGREEMENT PREPARED: Jul 20, 2015 FAX: same as phone
BEGINNING DATE: August 21, 2015 COMPLETION DATE:
COMPENSATION: $24,000 for city entry signs to include graphic designs, fabrication, delivery and installation
of three signs, designer fee, up to four meetings with the Public Art Commission.
SERVICES TO BE PROVIDED: See attached scope of work
ADDITIONAL TERMS:
In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take
precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a
manner that will not conflict with the said prima City of Ashland Contract.
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 $20,142.20 or more, Consultant is required to comply
with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees
performing work under this contract and to any Subcontractor who performs 50% or more of the service work under
this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees.
9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not
limited to, Consultant's employees, agents, and others designated by 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 b the negligence of City.
Contract for Personal Services, Revised 06/02/2015, Page 1 of 5
1 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 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. Profess Liabilit jpsurar'~eith a combined sin ~ or the equivalent,-Aet less than E ne:
$200.,0t07,-_$5G0 0,000, $2,000,00 ar N, at Applcable for each claim--incident or occurr his is to
cover da s caused~~errflr omission or-n gligent~cts rimed t profession-al se s 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.
d. 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,
Contract for Personal Services, Revised 06/02/2015, Page 2 of 5
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 insurer(s) to
the City.
f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Consultant's services to be provided under this Contract. The consultant's insurance is 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 withoutl,penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further
liability to Consu tant.
Certification. Cons Itant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference.
Consult t City of Ashland
By By
Signature Department Head
Print Name Print Name
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No.
Contract for Personal Services, Revised 06/02/2015, 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:
C/ (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 Personal Services, Revised 06/02/2015, Page 4 of 5
CITY OF ASHLAND, OREGON
EXHIBIT B
City of Ashland
LIVING
ALL employers described WAGE
below must comply with City
of Ashland laws regulating
payment of a living wage.
per hour effective June 30, 2015
(Increases annually every June 30 by the
r Consumer Price Index)
• - • - • , portion of business of their 401 K and IRS eligible
employer, if the employer has cafeteria plans (including
ten or more employees, and childcare) benefits to the
has received financial amount of wages received by
assistance for the project or the employee.
For all hours worked under a business from the City of
service contract between their Ashland in excess of ➢ Note: "Employee" does not
employer and the City of $20,142.20. include temporary or part-time
Ashland if the contract employees hired for less than
exceeds $20,142.20 or more. If their employer is the City of 1040 hours in any twelve-
Ashland including the Parks month period. For more
➢ For all hours worked in a and Recreation Department. details on applicability of this
month if the employee spends policy, please see Ashland
50 or more of the ➢ In calculating the living wage, Municipal Code Section
employee's time in that month employers may add the value 3.12.020.
working on a project or of health care, retirement,
For additional information:
Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall,
20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashiand.or.us.
Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all
employees.
CITY OF
ASHLAND
Contract for Personal Services, Revised 06/02/2015, Page 5 of 5
CITY OF
ASHLAND
Scope of Work
Designer Signs, LLC and Rogue Design Group
Welcome Signs
Designer Signs. LLC NNi11 fabricate and install three permanent, original, artistic city entry signs welcoming
people to Ashland. Designer Signs, LLC will team with Rogue Design Group on this project. Rogue Design
Group Nvill provide Designer Signs, LLC with creative art for the signs. The signs will be located in three
locations and will replace the current signs at: the North entrance to Ashland on Highway 99 adjacent to the
railroad trestle: on the median on Highway 66 near Exit 14 and adjacent to Highway 99 on the east side of
Tolman Creek Road.
Project Vision
The vision for this project is entry signs that communicate identity and convey a sense of place. The signs
should act as an expression of the uniqueness of the cite and articulate and enhance the experience of entering
town. The signs should have a subconscious, emotional impact on the viewer: They should say "Welcome
home!" to our residents and "You are tivelcomc here!" to our visitors.
The signs:
0 Must be readable and durable and resistant to vandalism and graffiti
0 Must comph with cite and ODOT requirements
0 Must meet the objectives developed with the committee
0 Must require minimum maintenance
Expectations
0 Develop project objectives working with the Public Art Commission
0 Attend up to four meetings
0 Provide up to three concepts for consideration
0 Map each location in different light conditions
n Develop concepts and scale draNNIngs for review
0 Provide a detailed estimate of manufacturing and installation once the design direction is clear
n Providing visuals of the proposed design at each location at various times of day and night
P Secure required city and ODOT permits
Deliverable
Install three permanent entry signs that reflect the objcctivcs.
Compensation
Three payments of $8,000 per payment: I) upon receipt of signed contract, 2) upon approval of final concept,
3) upon completion and installation of three signs
Timeline
August 21, 2015 initial meeting with Public Art Commission
February 2016, target goal month for installing entry signs
Designer Signs shall have ample time to fabricate and install entry signs once design is approved by committee
and all city and ODOT permits and clearances are obtained. Fabrication and installation process shall not
exceed three months.
CITY OF
ASHLAND
Council Communication
March 03, 2015, Business Meeting
Allocation of anticipated TOT revenue for city capital projects to provide for
permanent Welcome Signs
FROM:
Ann Seltzer, management analyst, seltzera gashland.or.us
SUMMARY
At the September 16, 2014 meeting, the Council approved a number of beautification projects
recommended by the Downtown Beautification Improvement Committee (DBIC) to be paid with
$130,000 of anticipated TOT revenue for city capital projects in the upcoming biennium.
Inadvertently, the allocation of funds for permanent welcome signs was not included on the list of
recommendations provided to the Council. The Council approved the recommended projects totaling
$106,000 leaving $24,000 unallocated which the committee had intended for the welcome signs. Staff
is bringing this to Council for approval.
BACKGROUND AND POLICY IMPLICATIONS:
On September 16, 2014 the Council approved a list of recommendations for downtown improvements.
This list included the following projects based on the anticipated availability of $130,000 of TOT
revenue in 2016-17 allocated for city capital projects
• $11,000 Historical Markers
• $10,000 Tree Wells
• $11,000 Downtown sidewalk repair
• $49,000 Replace current pedestrian lights with new
• $25,000 Unanticipated projects
TOTAL: $106,000
Remaining: $24,000 Intended for Permanent Artistic Welcome Signs
In July, the DBIC developed a project worksheet and allocated $24,000 for permanent welcome signs
and confirmed that allocation at their August 28, 2014 meeting. The minutes from that meeting are
attached (see page 2) and the project worksheet developed by the committee is also attached (see page
2).
In March 2014, the DBIC discussed the importance of having welcome signs at three Ashland
entrances "Ashland's front doors". They were eager to have temporary signs installed prior to the
2014 summer season with the intention of having permanent signs installed in the future and requested
the Public Art Commission oversee the process. Council approved this recommendation at its April 1,
Page 1 of 2
Fr,
CITY OF
ASHLAND
2014. The Council Communication for the recommendation is attached (see page 2) and the minutes
from the meeting are attached (see page 3).
On March 17, Council will review the process the Public Art Commission will use to oversee the
design and installation of welcome signs.
COUNCIL GOALS SUPPORTED:
N/A
FISCAL IMPLICATIONS:
Anticipated TOT revenue for city capital projects is $130,000 in the upcoming biennium of that
amount Council previously approved $106,000 for beautifications projects.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval.
SUGGESTED MOTIONS:
I move approval of allocating $24,000 in anticipated 2016-17 TOT revenue for city capital projects for
permanent welcome signs.
ATTACHMENTS:
• Minutes from DBIC August 28, 2014 and July 2014 project worksheet.
• Council Communication and Minutes from City Council meeting April 1, 2014
Page 2 of 2
r,
9/9/2015 City of Ashland, Oregon - Agendas And Minutes
CITY OF
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City Council - Minutes View Agenda
Tuesday, March 03, 2015
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
March 3, 2015
Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council
Chambers.
ROLL CALL
Councilor Voisin, Morris, Seffinger, Rosenthal, and Marsh were present. Councilor
Lemhouse was absent.
MAYOR'S ANNOUNCEMENTS
Mayor Stromberg announced the annual appointment process for the various
Commissions and Committees and the March 20, 2015 deadline to submit
applications.
APPROVAL OF MINUTES
The minutes of the Business Meeting of February 17, 2015 were approved as
presented.
SPECIAL PRESENTATIONS & AWARDS
Transportation Commissioner Joe Graf provided the annual presentation from the
Transportation Commission. He noted projects in progress, ongoing review of traffic
transportation related issues and upcoming projects that included additional crosswalks
on North Main between Maple Street and Laurel Street.
The Mayor's proclamation of March 8, 2015 as International Women's Day was read
aloud.
PUBLIC FORUM
Huelz Gutcheon/2253 Hwy 99/Explained over several Public Forums he had
introduced the Ashland Renewable Energy Acquisition Department and it's three de-
carbonizing divisions that included a home energy upgrade program, a structural
http:/Amww.ashiand.or.us/Agendas.asp?Display=MinLdes&AMID=5919 1/8
9/9/2015 City of Ashland, Oregon - Agendas And Minutes
would happen immediately. The City had to obtain a tree removal permit that required
going through the Tree Commission, the Planning Commission and most likely the City
Council. There was time for the community to come up with an alternative or land
swap if they were interested. Councilor Morris questioned how private ownership
would affect accessibility and liability.
Mr. Kanner clarified the City would apply for the tree removal permit, not HAJC.
Councilor Voisin questioned if Council needed a second motion to address the tree
removal. City Attorney Dave Lohman did not think it was necessary to have two
motions. City Recorder Barbara Christensen asked Councilor Marsh to clarify the
motion because it did not include the tree removal process.
Councilor Marsh withdrew the motion.
Councilor Marsh/Morris m/s to approval of a sale agreement with the Housing
Authority of Jackson County for property at 380 Clay Street and direct staff to
initiate and submit a tree removal permit application. DISCUSSION: Councilor
Rosenthal explained Council was in the unfortunate position of having to choose
between an old tree and an increase in affordable housing. He personally did not want
to see the tree removed but understood the need to do what was best for the
community. Affordable housing was a Council goal and a long-term community goal.
He would support the motion. Councilor Seffinger knew that some cottonwood trees
were removed in neighborhoods because of children's allergies and asthma.
Affordable housing was an important goal for the community and the area was
appropriate for children because of the location.
Councilor Voisin explained calling the tree old and dangerous was a stereotype. There
were City trees in the community with the same issues. This cottonwood was Tree of
the Year 2014. Ashland was a Tree City USA and protected trees. She observed over
the past year the City was not holding to the promise of protecting the trees and cut
some down they should not have. She strongly supported affordable housing and
expressed concern the City had not looked at alternatives. Affordable housing was
important and so was this tree. She would not support the motion and urged Council to
vote against it as well and work to find a solution with the community.
Mayor Stromberg noted there were instances where a tree needed to be removed to
achieve a public purpose. There was a need to resolve the issues of trees on public
property where there is a reason to remove them. Acquiring the tree permit would
entail a long process with hearings, discussions, public input, and recommendations to
the Council. There was time for the people who supported retaining the tree to find
solutions. Roll Call Vote: Councilor Rosenthal, Morris, Marsh, and Seffinger,
YES; Councilor Voisin, NO. Motion approved 4-1.
3. Allocation of anticipated TOT revenue for city capital projects to provide for
permanent welcome signs
Councilor Rosenthal/Seffinger m/s to approve of allocating $24,000 in anticipated
2016-17 TOT revenue for city capital projects for permanent welcome signs.
DISCUSSION: Councilor Rosenthal explained the Welcome to Ashland signs were not
permanent and needed replacing. He looked forward to seeing what the Public Arts
Commission would produce. Councilor Seffinger added she participated on the
Downtown Beautification Improvement ad hoc Committee, the welcome signs were an
important goal for the Committee and would enhance the city. Councilor Marsh noted
some of the items on the list could fold into plans coming from the Downtown
Transportation Committee to redo sidewalks. Council would need to determine the
allocation process for reviewing recommendations and spending the balance of the
money. Roll Call Vote: Councilor Seffinger, Morris, Voisin, Marsh, and
Rosenthal, YES. Motion passed.
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CITY OF
-ASH LAN D
Minutes
Public Art Commission
Regular Meeting
July 17, 2015
Attendance
Commissioners: Garrington, Bussell, Clark, Newman, Merchant, Friend, Lemhouse (Council
Liaison) Seltzer (staff),
Absent:
None
Guests:
Brandon Goldman
Call to Order
The meeting was called to order at 8:30 a.m.
Minutes of the June 19 meeting were approved.
Utility Box Test Program
Clark has been in contact with Justin at Sign Dude in Medford. The cost of the `wrap" is $10
- $12 per square foot. The life span of wraps is 5 to 10 years and can be removed using an
application of heat.
Brandon Goldman provided a general overview on the use of photographic images. As long
as the City is not asking for exclusive rights for the use of an image a reasonable
compensation to the photographer would be $50 to $100. He explained that taking a two
dimensional image and transferring it to a three dimensional utility box will require a higher
aptitude of the use of Photoshop. He suggested that the PAC use a graphic designer to create
a template of the utility box and provide the designer with the image to be transferred to the
box. This would create continuity and provide the sign company with a direct line of
communication regarding the image, resolution and pixel requirements Goldman also
suggested creating a signature image of 3" x 5" that can be dropped onto the image to appear
on a lower right corner. This would include the name of the artist, name of the image and the
installation date.
Goldman provided the PAC with five image options for the test box on Granite Street.
Friend motioned the PAC use "Leaf City" as the test image. Bussell seconded the motion
and the motion passed.
The PAC feels developing a utility box wrap program will provide more opportunities to both
photographers and artists and offer opportunities to wrap boxes in areas outside of the
1
downtown core. It was noted that the program could cost a few hundred dollars more than
the current cost of $500 per utility box.
RFQ Welcome Signs
The PAC reviewed the three submissions of graphic designers that responded to the RFQ.
The group noted that RDG included a sign manufacturer and installer and the other two
submissions did not. While some felt the RGD examples were too corporate looking others
felt that the other two submissions were not the duality they were looking for.
Friend motioned the PAC select the Rogue Design Group with Steve Morgan of Designer
Signs, LLC as the designer and fabricator for the Welcome Signs. Garrington seconded,
motion passes.
Next Steps.
The PAC will have a special meeting on Friday, August 28 to meet with the designer and
members of the Downtown Beautification Committee.
Discussion of RFQ for Theater Corridor
Garrington recently attended the Americans for the Arts conference in Chicago and provided
the PAC with her observations and lessons learned about working with professional artists on
public art installation. She confirmed that an RFQ is the best process.
The PAC noted a few changes to the current draft RFQ. Seltzer will make the changes and
post the RFQ November I with a deadline of December 31.
Notification of the dedication of "Fall Splendor"
The PAC reviewed the list of notification opportunities and assignments. Seltzer will post
information on the City's website and submit information to the Daily Tidings, the Chamber
and ask the Mayor to make an announcement at the City Council meeting and invite the park
Commission and City Council. Friend will make an announcement to Rotary, Newman will
send an email to AGA members and Clark will notify AAC members.
Review of Calendar
The PAC reviewed upcoming calendar dates and agreed it is helpful to review the calendar at
each meeting.
Meeting adjourned at 10:15 a.m.
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ASHLAND CITY OF DATE PO NUMBER
20 E MAIN ST. 9/14/2015 13119
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 019740 SHIP TO: City of Ashland
DESIGNER SIGNS LLC (541) 488-6002
842 S FRONT ST 20 E MAIN STREET
CENTRAL POINT, OR 97502 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Ann Seltzer
Special Inst: Confirming? No
Quantity Unit Description Unit Price Ext. Price
Entry welcome siqns for Ashland 24,000.00
Contract for Personal Services
Beqinninq date: Auqust21, 2015
Completion date: (left blank)
Note: Per SOW, "February 2016, tarqet
qoal month for installinq entry siqns"
SUBTOTAL 24 000.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 24,000.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E 110.01.02.20.60410 E 000478.999 24 000.00
Auth rized Signature VENDOR COPY
FORM #3 CITY OF
ASHLAND
REQUISITION Date of request: f R 2
Required date for delivery: '
Vendor Name d 0/10 l ~1 iG,akZ I
Address, City, State, Zip S ga S .y g Syef'r
Contact Name & Telephone Number ~R✓1 1`la ~',7
Fax Number -T -7-
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ 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 Attach co of council communication If council approval required, attach co of CC
❑ Small Procurement Cooperative Procurement
Less than $5,000 ~ Reauest for Proposal (Copies on file)
date approved b C ❑ State of Oregon
❑ Direct Award by Council: , Contract #
❑ Verbal/Written quote(s) or proposal(s) Attach copy of council co mumcation) ❑ 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
❑ (3) Written quotes and solicitation 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 Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication)
Description of SERVICES Total Cost
$ a~ B~
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached quotelproposal $
Project Number Account Numberl) Q-CAL--4QYJVO y~ D d v
~~~~2~,_1 a1~ ~
Account Number---------- Account
*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, II certify that the City's public contracting requirements have been satisfied.
Employee: a'I'dAg I✓i,/L7 / Department Head:
(Equal to or greater than $5,000)
Department Manager/Supervisor: City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year ES / NO 9 / V-_
Finance Director- (Equal t• •r aterthan $5,000) late
Comments:
Form #3 - Requisition