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HomeMy WebLinkAbout2015-258 Contract - Economic & Financial Analysis Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: Economic & Financial Analysis -ASHLAND CONTACT: Ray Bartlett 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1409 Franklin Street, Suite 201 Telephone: 541/488-6002 Vancouver, WA 98660 Fax: 541/488-5311 TELEPHONE: 360.823.1700 DATE AGREEMENT PREPARED: 08/03/2015 FAX: BEGINNING DATE: 08/05/2015 COMPLETION DATE: 12/30/2015 COMPENSATION: NOT TO EXCEED $20,000 SERVICES TO BE PROVIDED: Consulting services regarding the proposed Medford Water District's Draft Final Report Final Report, Comprehensive Water Rate Study dated July 2015, per Exhibit C. 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 primary 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 an losses, expenses, claims, subro ations, Contract for Personal Services, Revised 07/08/2014, Page 1 of 5 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 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 Professional Liability insurance with mbined single limit, or the equivalent, of not less than Enter one: '~@ftaused $1,000,000, $2*@Q'E'60 r of Applicable for each claim, incident or occurrence. This is to !over damageby error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liability insurance with a coed single limit, or the equivalent, of not less than Enter one: W ,a t~599Fg~ $1,000,000, saaw" b Rot Applicable for each occurrence for Bodily Injury and Property Damage. Automobile Liabilit insurance with a combined single limit, or the equivalent, of not less than Enter one: Contract for Personal Services, Revised 07/08/2014, Page 2 of 5 $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. 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 without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference. Consultant, ( City of Ashland By XCyL-~t By Signature Department Head f f" _ 1~ Q ti wt d s r? a r 41 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 07/08/2014, 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. t/ (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. s" 261 J Cont act r (Date) Contract for Personal Services, Revised 07/08/2014, Page 4 of 5 CITY OF ASHLAND, OREGON EXHIBIT B City of Ashland LIVING WAGE per hour effective June 30, 2014 (Increases annually every June 30 by the 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. y 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 employee's or more of the y In calculating the living wage, Municipal Code Section employee's time 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.ashland.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 07/08/2014, Page 5 of 5 EXHIBIT C ECONOMIC & FINANCIAL ANALYSIS MEMORANDUM TO: Mike Faught Public Works Director City of Ashland, Oregon FROM: Raymond Bartlett DATE: August 3, 2015 RE: Proposal to Provide Financial Consulting Services: MWC proposed rate model SCOPE OF WORK. Economic & Financial Analysis (EFA) will provide financial consulting services regarding the proposed Medford Water District's Draft Final Report, Comprehensive Water Rate Study dated July 2015 ("Study"). EFA will review the Study and prepare a written list of questions to be presented to MWC in time for its August 5, 2015 deadline. EFA will attend MWC's Rates Workshop I on August 12 and be prepared to attend the September 9 Rates Workshop II. EFA will work with City staff to prepare written testimony to MWC's September 16 deadline for final input. TERM. This Agreement expires on December 30, 2015 COMPENSATION. EFA will invoice the City on a time-and-materials basis at the following rates and charges. The total contract amount shall not exceed $15,000 without prior authorization. Hourly Rates: Economist $165 Technical Support $100 Project Support $65 Charges: Mileage federal allowance Color printing / photocopies $0.30/page B&W printing / photocopies $0.10/page Faxes $1.00/page All other expenses at cost 1409 Franklin Street, Suite 201 ■ Vancouver, WA 98660 T/360.823.1700 Scope of Work: MWC Cost of Service Study August 3, 2015 City of Ashland/Economic & Financial Analysis Review of MWC Cost of Service Study 2016 Estimated Budget Tasks Review MWC COSS Attend meetings Total Hrs Total $ Fees $/flour Hourstrask _ Economist $165 40 32 72 $11,880 Technical Asst $100 0 $0 Project Support $65 0 $0 Hours Subtotal 40 32 72 Fees Subtotal $6,600 $5,280 $11,880 Expenses # Mtgs Mileage trips) Direct expenses at cost 4 $2,252 $2,252 Expenses Subtotal $2,252 Total Estimate $14,132 Cost per trip Horizon Air $238 Rental car 125 Lodging & food 150 Parking PDX 50 Cost per trip $563 ECONOMIC & FINANCIAL ANALYSIS Page 2 /9/2015 11:28:05 AM PST (GMT-8) FROM: 100005-TO: 15414886006 Page: 2 of 2 ® DATE (MM/DD/YYYY) AC oRO CERTIFICATE OF LIABILITY INSURANCE 9/9/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the 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 endorsements . PRODUCER CONTACT Liberty Mutual Insurance NAME: PO Box 188065 PHONE 800-962-7132 Fvc NO), 800-845-3666 Fairfield, OH 45018 (A/C, IL No, Ext: ADDRESS: BusinessServlce Llbert Mutual.com INSURER(S) AFFORDING COVERAGE NAIC# INSURER A : American Economy Insurance Company 19690 INSURED INSURER B RAYMOND BARTLETT INSURER C DBA ECONOMIC & FINANCIAL ANALYSIS 1409 FRANKLIN ST STE 201 INSURER D: VANCOUVER WA 98660 INSURERE: INSURER F : COVERAGES CERTIFICATE NUMBER: 26326790 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. OF INSURANCE INSD WVD POLICY NUMBER MM/DD(WYY MM/DDM'YY rvBusinessowners ADDL SUBR POLICY EFF POLICY EXP LIMITS L GENERAL LIABILITY 02BZ14724410 12/28/2014 12/28/2015 EACH OCCURRENCE $ 1,000,000 DAMAGE T REN ED 1 Oil) 000 MADE OCCUR PREMISES Ea occurrence $ MED EXP (Any one person) $ 10,000 PERSONAL & ADV INJURY $ 1,000,000 E LIMIT APPLIES PFR, GENERAL AGGREGATE $ 2,000,000 2,000,000 POLICY ❑ PRO- ❑ LOC PRODUCTS - COMP/OP AGO $ JECT $ OTHER. COMBINED SINGLE LIMIT $ AUTOMOBILE LIABILITY Ea accident BODILY INJURY (Per person) $ ANY AUTO ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS PNCN-OPFRTY DAMAGE HIR DSAUTOS AUTOSWNED Per accident $ $ UMBRELLA LIAB HOCCUR EACH OCCURRENCE $ EXCESS LIAR CLAIMS-MADE AGGREGATE $ DED RETENTION OTH- WORKERS COMPENSATION PER STATUTE ER AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ EL EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N /A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS below DESCRIPTION OF OPERATIONS/ LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space is required) City of Ashland Is Additional Insured if required in a written contract, agreement or permit. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 East Main St ACCORDANCE WITH THE POLICY PROVISIONS. Ashland OR 97520 AUTHORIZED REPRESENTATIVE Robert Won ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD '6326790 5023825031 Master Certificate Robert Wong 9/9/2015 11:25:52 AM (POT) Page 1 of 1 ' 3: _ ' nue East PEMCO Umbrella Policy Ic T ~A 98' 1 7?~ Renewal Declarations Insurance PEJVICO Mutual Insurance Company Policy Number UMB 1240459 T N DATE Values C„stamer since F 07 34115 07I11 V!6 2005 tit©r~~t, Inseneds: RAYMOND JOHN BARTLETT PENNY KAY BARTLETI' 805 NW 142ND ST VANCOUVER WA 98685-1394 please verify all information. If there are changes, please call our office. REQUIRED MINIMUM POLICY LIMITS OF UNDERLYING INSURANCE Yos,r PEMC0 Umbrella Policy provides coverage over and above the required minimum policy limits of underlying insurance shown below. if underlying insurances; is not maintained with the minimum limits as shown below, you'll have a gap in coverage. That means you would be unprotected for any difference between the amount of coverage you ha,,,e and the required minimum limits shown. Auto Liability Bodily lnp ry $250,000 each person/$500,000 each occurrence Property damage $100,000 each occurrence I-lo,7e Personal Liability $300,000 each occurrence Watercraft Liability $300,000 each occurrence Personal Watercraft $300,000 each occurrence Motorcycle Liability Bodily injury $250,000 each person/$500,000 each occurrence Property Damage $100,.000 or Combined Single Limit $300,000 Other $300,000 SCHEDULE OF YOUR UNDERLYING INSURANCE AUTO? POLICY INFORMATION Note: Umbrella babilit?, Coverage is not extended to s hicles on an underlying auto poficy. Policy number or carrier CCA 101063 Liability limits Budily =n;ury limits $250,000 each per5on,/$500,000 eacl-° occurrence Property Damage hmits $1 M000 Covered drivers Age Raymond John Bartlett r' Questions? Check our Customer Care site at pemco.cam, or tall 1-800-GO-P'EMCO (1_800-467.3625). Umbrella Declarations 45113 a' ,%3 PEMCO 325 E c oke PEMCO Umbrella Policy . 3"x 778 Renewal Declarations insurance ;Searle,,dA Q8l )778 PEMCC> Mutual Insurance Company Policy Number UMS 1240459 POLICY FORMS AND ENDORSEMENTS Form Edition date Endorsement 1228; 10/111 PEMCO Umbrella Policy Form Rep,~esentcrtive_ PE CO Customer Service, 1-800-GO-PE C ( 1-800-4673626) Executive: Steve lvJVer, VP and Chief Operating Officer Questions? Check our Customer Care site at pemco.com, or call 1-800-GO-PEMCO (1-800-467-3626). Umbrella Declarations 46113 PEMCO 325 Eastlake Avenue East PEMCO Umbrella Policy r L ~r PO Box 7-78 Insurance Seattle, WA 981 11-0778 Renewal Declarations PEMCO Mutual Insurance Company Policy Number UMB 1240459 POLICY FORMS AND ENDORSEMENTS Form Edition date Endorsement 12287 10/11 PEMCO Umbrella Policy Form Representative: PEMCO Customer Service, 1-800-GO-PEMCO (1-800-467-3626) Executive: Steve Miller, VP and Chief Operating Officer Questions? Check our Customer Care site at pemco.com, or call 1-800-GO-PEMCO (1-800-467-3626;. Umbrella Declarations 06/13 13671.001 Rev.: 06/2013 Page 3 cF 3 RAYMJBA-01 TWALSH AcoR° CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 10/8/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the 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 NCONTACT AME: Tami Walsh Alliance Insurance Group PHONENo 687 4799 FAX, 941 Oak St. A/C Ext : (541) AC No): (541) 687-4718 Eugene, OR 97401 ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURERA:AXIS Insurance Company INSURED INSURER B : Raymond J Bartlett INSURER C : 1409 Franklin St. INSURER D : Suite 201 Vancouver, WA 98660 INSURER E : 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 ADDLUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE POLICY NUMBER MM/DDfYYYY MM/DD/YYYY LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ CLAIMS-MADE FIOCCUR PREMISES Ea occurrence $ MED EXP (Any one person) $ PERSONAL & Al INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER. GENERAL AGGREGATE $ POLICY PRO ❑ LOC PRODUCTS - COMP/OP AGG $ JECT OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ Ea accident ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) $ NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS Per accident UMBRELLA LIAB HOCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS' LIABILITY Y I N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? ❑ N / A (Mandatory in NH) E.L. DISEASE - EA EMPLOYE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $ A Professional Liabili MCN000079741301 - TBD 10/28/2014 10/28/2015 Total Limit 1,000,00 A MCN000079741301 10/2812013 10/28/2014 Retention 5,00 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Attn: Mike Faught, Public Works Director 20 East Main Street Ashland, OR 97520 AUTHORIZED REPRESENTATIVE © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD Page 1 / 1 owl CITY OF A5 H i A ND ~ DATE PO NUMBER 20 E MAIN ST. 9/16/2015 13125 ,A ASHLAND, OR 97520 R (541) 488-5300 VENDOR: 017090 SHIP TO: Ashland Public Works ECONOMIC & FINANCIAL ANALYSIS (541) 488-5587 1409 FRANKLIN STREET SUITE 2d1 51 WINBURN WAY VANCOUVER, WA 98660 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: contact: Mike Fauqht Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Consuitinq services regaridnq the 20,000.00 proposed MWC district draft final report Contract for Personal Services Beqinninq date: 08/05/2015 Completion date: 12130/2015 SUBTOTAL 20 000.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 20,000.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.18.00.60410 20,000.00 !/%s- AuthorF ed Signature VENDOR COPY FORMO CITY OF ASHLAND REQUISITION Date of request: 8/24/15 Required date for delivery: ASAP Vendor Name Ernonmir. R Finanrial Analycic Address, City, State, Zip 140q Franklin St Suite 201 Vanrrniver WA g8660 Contact Name & Telephone Number Fax Number Ray Bartlett / 360-823-1700 SOURCING METHOD ❑ Exemptfrom 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 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: ❑ Verbal/Written quote(s) or proposal(s) -(Attach copy of council communication) Contract # ❑ 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 El 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) L 0. Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication) Description of SERVICES Total Cost Consulting services regarding the proposed MWC district draft final report. $ 20,000 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ~Y TOTAL COST ❑ Per attached quotelproposal $ tC Project Number Account Number: 670.08-5.00.604100 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 D to Support -Yes /No By signing this requisition form, 1 certify that the City's public contracting re u' is have been satisfied. q Employee: epartment Head: Mg A Department Manager/Supervisor: ~d ; Qj - ~y Administrator: (Equal to or yreaterthan $5,000) (Equal to or greater than $25,0000) Funds appropriated for current fiscal year YE / NO Finance Director- (Equal to orgf#aterthan $5,ooo) Date Comments: Form #3 - Requisition CITY OF FORM #4 ASHLAND DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to $75,000 To: Dave Kanner, Public Contracting Officer From: Michael R. Faught-Director of Public Works Date: 3-23-201 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. Backsround The Department of Public Works intent is to contract with a private consultant the appropriate scope of services developed for project number 2013-22. The scope of work, for this project is associated with proposed rates for Medford Water Commission, (hY0 final report; comprehensive grater rate study dated Jarly 2015. The ticork is, expected to take place in fiscal year FY16i171vith a not to exceed budget amount of 'S20, 000. There bras no amount appropriated in the crn•rent hater- Department budget and Public Works is using crtrrenl funds within the budget to support the contract. There brill be adequate funds in the next biennium tirithin the Water Supply Department professional services line item to support the completion of this tivork. 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? The City ofAshland Engineering Division does not have the adequate staff time or appropriate resources to provide the scope of service contemplated tinder this contract. In addition, no other Department in the City has the resources to complete the work associated frith this personal services contract. Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of 1, 8/24/2015