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HomeMy WebLinkAbout2015-352 Contract - Interface Services Contract for GOODS AND SERVICES Less than $25,000 CITY OF CONTRACTOR: Interface Services, Inc. ASHLAND CONTACT: Robin Hanscom 20 East Main Street Ashland, Oregon 97520 ADDRESS: 106 Northpoint Parkway, Suite 300 Telephone: 541/488-6002 Acworth, GA 30ZQ2 Fax: 541/488-5311 TELEPHONE: 770-975-4829 DATE AGREEMENT PREPARED: September 10, 2015 FAX: 770-975-1799 BEGINNING DATE: October 19, 2015 COMPLETION DATE: COMPENSATION: $16,573.66 GOODS AND SERVICES TO BE PROVIDED: Per state of Oregon contract # 2583, purchase and install carpeting for The Grove located at 1195 E. Main Street in Ashland, new offices for Recreation Division of Ashland Parks and Recreation. Product style # 146210500 / name "Platform," color 102420 knit / Accent, size 50 com x 50 cm x 370.56 yards. Installation partner: Rubensteins, 160 Cleveland Street, Eugene, OR 97402. Additional installation items: adhesive; tactile and gridset; carpet installation; carpet removal and disposal; material and install 4" cove; prep materials; prep labor; wall base removal. ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Goods and 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. 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, 27913.230, 27913.235, ORS Chapter 244 and ORS 670.600 are made part of this contract. 7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract is $20,142.20 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 b the negligence of City. Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 1 of 6 9. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Contractor, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Contractor to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. 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 vv ittei notice of termination by iioe 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. 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 Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 2 of 6 b. General Liabilitv 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. 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 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. Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 3 of 6 Contractor City of Ashland By t By c f SignatuN6, Department Head J L- I" r cA Print Name Print Name ILL Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. AP ED ZASQ FORM Ashland Mt. ity Attorney DatR r Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 4 of 6 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. V (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. Va (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. vi t 11 Corfitractor (Date) Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 5 of 6 CITY • ASHILANDo OREGON EXHIBIT B City of Ashland LIVING WAGE per hour effective June 30, 2015 ILA (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. v 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- 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.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 Goods and Services Less than $25,000, Revised 06/02/2015, Page 6 of 6 STATE OF OREGON CONTRACT # 2583 JULY 1, 2015 - JUNE 30, 2016 QUOTATION FORM Page 1 of 2 DATE September 25, 2015 BRAND InterfaceFLOR, LLC. DEALER NAME InterfaceServices, Inc. QUOTE NO. 081115-1 ADDRESS 106 Northpoint Parkway, Suite 300 CITY, STATE, ZIP Acworth, GA 30102 PROMISE DATE CONTACT Penny Spencer INSTALL DATE TELEPHONE NO. 770-975-4836 ]COMPLETION FAX NO. 770-975-1799 Rubensteins INTERFACE CONTACT: Karen Gilroy MATERIAL SHIP TO: 160 Cleveland Street EMAIL karen.giIroy@interface.com Eugene PHONE # 503-799-3933 OR 97402 FAX # INSTALLATION PARTNER Rubensteins CONTACT Max Calevi STREET: 160 Cleveland Street PHONE # 541-484-1101 CITY: Eugene CELL # 541-221-1498 STATE, ZIP: OR 97402 EMAIL maX rubensteins.com CUSTOMER PROJECT: City of Ashland CONTACT Bruce Dickens STREET: 340 S Pioneer St PHONE # 541-552-2252 CITY: Ashland E-MAIL dickensb ashland.or.us STATE, ZIP: OR 97520 FAX # 541-488-5314 SERVICES REQUIRED CARPET CARPET 1462102500 COLOR 102420 Kmt/Accent 50cm x 50cm BACKING GLASBAC STYLE OVERAGE STANDARD OVERAGE WILL APPLY - YARDAGE 370.76 YDS PRICE $23.94 AMOUNT= $8,875.99 CARPET PRODUCT COLOR BACKING GLASBAC STYLE OVERAGE STANDARD OVERAGE WILL APPLY - YARDAGE IYDS PRICE AMOUNT= $0.00 CARPET PRODUCT COLOR BACKING GLASBAC STYLE OVERAGE STANDARD OVERAGE WILL APPLY- YARDAGE YDS PRICE AMOUNT= $0.00 ADDITIONAL INSTALLATION OPTIONS ADHESIVE, TACTILES 3 Roll PRICE $75.00 AMOUNT= $225.00 ADHESIVE, GRIDSET Pails PRICE $91.52 AMOUNT= $0.00 CPT INSTALLATION 370.76 YDS PRICE $8.66 AMOUNT= $3,210.78 CPT REMOVAL & DISPOSAL 370.76 HR PRICE $6.16 AMOUNT= $2,283.88 MAT'L & INSTALL 4" COVE 500 LN FT PRICE $1.73 AMOUNT= $865.00 PREP MATERIAL 6 TEA PRICE $22.00 AMOUNT = $132.00 PREP LABOR 10 HR PRICE $63.00 AMOUNT= $630.00 WALL BASE REMOVAL 500 LN FT PRICE $0.39 AMOUNT= $195.00 STATE OF OREGON CONTRACT # 2583 QUOTE - CONTINUED CUSTOMER PROJECT: City of Ashland STREET: 340 S Pioneer St CITY: Ashland STATE, ZIP: OR 97520 ADDITIONAL INSTALLATION OPTIONS Cont'd Page 2 of 2 TRANSITIONS 48 LN FT PRICE $3.25 AMOUNT= $156.00 PRICE AMOUNT= $0.00 PRICE AMOUNT= $0.00 PRICE AMOUNT= $0.00 PRICE AMOUNT = $0.00 OTHER CHARGES AMOUNT= AND INFORMATION TOTAL AGREEMENT $ $16,573.66 AMOUNT SPECIAL CONDITIONS OR INSTALLATION INSTRUCTIONS. ORDERING Please reference Price Agreement #2583 contract pricing on PO and send to InterfaceServices, attn Penny Spencer via INSTRUCTIONS email to Contract.Services@interface.com. Can also be faxed to the number above. THIS CONTRACT IS SUBJECT TO THE 'TERMS AND PROVISIONS OF CONTRACT' AS ACCEPTED, SIGNED BY THE DEALER AND ON FILE WITH STATE PURCHASING DEALER REPRESENTATIVE P-4. 1410 r fk DATE September 25, 2015 MANUFACTURE Interface Americas, Inc. d.b.a. IntefaceFLOR, LLC DATE (MM/DD/YYYY) ACC OR" CERTIFICATE OF LIABILITY INSURANCE 12/23/2015 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 NAME: J. Smith Lanier & Co.-Atlanta PHONE 770-476-1770 FAx 11330 Lakefield Drive A/c No): E-MAIL Bldg 1, Suite 100 ESS:__-_ Duluth GA 30097 INSURER(S) AFFORDING COVERAGE NAIC # INSURER A: Hartford Fire Insurance Co. 1_968_2 INSURED INSURERB:Great American Insurance Compan 16691 InterfaceSERVICES, Inc. WsURERC:Twin City Fire Insurance Co. _ 29459 Interface Americas, Inc. INSURER D 106 Northpoint Pkwy Bldg 2, Suite 300 INSURER E : Acworth GA 30102 INSURER F : COVERAGES CERTIFICATE NUMBER: 431082880 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 7YpE OF INSURANCE ADDL BR ' POLICY EFF POLICY EXP LIMITS LTR INSD WVD POLICY NUMBER MM/DD/YYYY MM/DD/YYYY A X COMMERCIAL GENERAL LIABILITY 20CSES15008 1/1/2016 1/1/2017 EACH OCCURRENCE $1,000,000 DAMAGE TO RENTED - CLAIMS-MADE XI OCCUR PREMISES Ea occurrence $300,000 MED EXP (Any one person) $101000 PERSONAL & ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $2,000,000 POLICY PEO- El LOC PRODUCTS - COMP/OPAGG $2,000,000 OTHER. $ A AUTOMOBILE LIABILITY 20CSES15007 1/112016 1/112017 COMBINED IN LE LIMIT $ Ea accident 1,000,000 X1 ANY AUTO BODILY INJURY Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ UTOS AUTOS X HIRED AUTOS X NON-OWNED PROPERTY DAMAGE $ AUTOS Per accident B UMBRELLA LIAB X OCCUR TUE033570303 1/1/2016 1/1/2017 EACH OCCURRENCE $15,000,000 X EXCESSI. CLAIMS-MADE AGGREGATE $15,000,000 DED X RETENTION$0 $ I PER OERH C WORKERS COMPENSATION 20WNS15005 1/1/2016 1/1/2017 X ST AND EMPLOYERS' LIABILITY -A ANY PROPRIETOR/PARTNER/EXECUTIVE YIN EL.EACH ACCIDENT $1,000,000 - OFFICER/MEMBER EXCLUDED? ❑N N/A in NH) E.L. DISEASE - EA EMPLOYE $1,000,000 (Mandatory If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) City of Ashland is included as additional insured as per written contract, but only with respects to the general liability and auto liability insurance and subject to the provisions and limitations of the policy. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN CITY OF ASHLAND, PARKS & RECREATION ACCORDANCE WITH THE POLICY PROVISIONS. 340 PIONEER 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 We have changed or selection of carpet. Style # 1462102500 Color: 102420 Knit/Accent Size 50cm x 50cm Can we get this reflected in the quote? Thank you, Bruce Dickens Parks and Recreation - Parks Superintendent City of Ashland 340 S Pioneer st, Ashland, OR 97520 Direct 541-552-2252 541-488-5314 fax This email transmission is official business of the City of Ashland, and it is subject to Oregon public records law for disclosure and retention. If you have received this message in error, please contact me at 541-552- 2252. Thank You. From: Robin.Hanscom@interface.com [ mailto:Robin.Hanscom@interface.com ] Sent: Monday, August 17, 2015 3:12 PM To: Bruce Dickens Subject: RE: Quote - City of Ashland Hi Bruce, sorry for the delay, here's the revised quote with current contract dates. Robin Hanscom Program Assistant Interface SERVICES (770) 975.4829 office (678) 984.3623 cell* (770) 975.1799 fax 1-800-336-0225 Ext. 4829 robin.hanscom@interface.com From: "Bruce Dickens" < dickensb@ashland.or.us > To: < Robin.Hanscom@interface.com > Date: 08/11/2015 05:10 PM Subject: RE: Quote - City of Ashland Hi Robin, Thank you for the quote. I am not sure if this is a typo or you just overlooked the dates on the quote. I will need a current date on the quote before we can move ahead. Thank you, Bruce Dickens Parks and Recreation - Parks Superintendent City of Ashland 340 S Pioneer st, Ashland, OR 97520 Direct 541-552-2252 541-488-5314 fax This email transmission is official business of the City of Ashland, and it is subject to Oregon public records law for disclosure and retention. If you have received this message in error, please contact me at 541-552- 2252. Thank You. From: Robin.Hanscom@interface.com [ mailto:Robin.Hanscom@interface.com ] Sent: Tuesday, August 11, 2015 11:14 AM To: Bruce Dickens Cc: Karen.Gilroy@interface.com Subject: Quote - City of Ashland Please find attached. Thanks, Robin Robin Hanscom Program Assistant Interface SERVICES (770) 975.4829 office (678) 984.3623 cell* (770) 975.1799 fax 1-800-336-0225 Ext. 4829 robin.hanscom@interface.com Susan Dyssegard, Administrative Supervisor City of Ashland, Parks and Recreation Commission 340 S. Pioneer Street, Ashland, OR 97520 (541) 552-2256 or (541) 488-5340; TTY (800) 735-2900 Fax: (541) 488-5314 dyssegs@ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to the Oregon Public Records Law for disclosure and retention. If you have received this message in error, please contact me at (541) 552-2256. Thank you. LIKE us I j 1 cnymo ~ N p~ ~ 1 a~ vz © © < mom zoti~o u, ~ 0 so 8989 1 ° z r n z ~ 1 ~An~~ X N t~ =oFo z©©©© xOn7~oN 1 `~"zmn bn z o r~ 1 n>~ m y n 1 aT aNA ovn c z ~ I m o ~ ~ ~ ` , i nyo~`^ i 1 I 1 i I ' 1 7 a w 7 o y z C~ O~ 1 0" n o~ o A w ~ z w N r a- w n Ti 1 ~ N N~ rt0 3 C o o? n A C'1y x y j C o o w o < cni o tT1 c < ny ~ o n I n a C o I i ASHLAND PARKS AND RECREATION COMMISSION 340 S. PIONEER STREET ASHLAND, OREGON 97520 COMMISSIONERS: Michael A. Black, AICP Mike Gardiner ~ Director Rick Landt 11 Jim Lewis TEL: 541.488.5340 14 Matt Miller FAX: 541.488.5314 parksinfo@ashland.or.us Vanston Shaw TO: Dave Kanner, City Administrator Dave Lohman, City Attorney cc: Lee Tuneberg, Administrative Services Director Kari Olson. Purchasing Representative FROM: Michael A. Black, Director DATE: September 24, 2015 SUBJECT: Use of Carpet Installation Subcontractor for The Grove Per State of Oregon contract #2583, we are purchasing carpeting for The Grove from Interface Services, Inc. Interface is located in Acworth, GA. Because of the long distance, the manufacturer typically subcontracts with local installers. The subcontractor for this job is Rubensteins out of Eugene. I approve of the use of Rubensteins as a subcontractor for the installation of carpeting at The Grove. Home of Famous Lithia Park OP ID: BG Y) CERTIFICATE OF LIABILITY INSURANCE 1 DA1/19/2015 11/19/2015 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 endorsement(s). PRODUCER CONTACT Beckie Graves NAME: Alfred J. Davis Company PHONE :503-226-3801 FAAx P.O. Box 1776 (A/c NNo E:t ~n/c No503-226 0376 Portland, OR 97207 E-MAIL -ADDRESS: beckie@alfredjdavis.com N. Dickson Davis PRODUCER CUSTOMER ID RUBEN-1 INSURER(S) AFFORDING COVERAGE NAIC_ INSURED Rubenstein's Contract INSURER A: Travelers Property Casuality 25674 Carpet LLC INSURER B:The Travelers Indemnity Co 25658 Attn: Stephanie Everett PO Box 10637 INSURER C: First Mercury Insurance Co 10657 Eugene, OR 97440-2637 INSURER D : SAIF Corp. 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 - DDL UBR POLICY EFF POLICY EXP LIMITS LTR TYPE OF INSURANCE POLICY NUMBER MM/DD/YYYY MM/DDIYYYY GENERAL LIABILITY EACH OCCURRENCE _ $ 1,0_00,000 DAMAGE TO RENTED - A X COMMERCIAL GENERAL LIABILITY X 630 6FO55289 03/15/2015 03/15/2016 PREMISES (Ea occurrences $ 100,000 CLAIMS-MADE I OCCUR MED EXP (Any one person) $ 5,00 PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN'LAGGREGATE LIMIT APPLIES PER.II PRODUCTS - COMP/OPAGG $ 2,000,000 POLICY X PRO Loc Stop Gap $ 1,000,000 AUTOMOBILE LIABILITY XI, COMBINED SINGLE LIMIT $ 1,000,00 810 630 6FO55289 03115/2015 03/15/2016 (Ea accident) B X ANY AUTO BODILY INJURY (Per person) $ ALL OWNED AUTOS BODILY INJURY (Per accident) $ SCHEDULED AUTOS PROPERTY DAMAGE $ HIREDAUTOS (PERACCIDENT) NON-OWNED AUTOS $ UMBRELLA LIAR X OCCUR EACH OCCURRENCE- $ 10,000,000 X EXCESS LIAB CLAIMS-MADE AGGREGATE S 10,000,000 C - - - J- - X CA-EX-0000052645-01 03115/2015 03/15/2016 - - - - DEDUCTIBLE $ X RETENTION $ Nil $ WORKERS COMPENSATION VVC STATU- OTH- AND EMPLOYERS' LIABILITY X TORY LIMITS _ ER _ D ANY PROPRIETOR/PARTNER/EXECUTIVE YIN 794537 10101/2015 10101/2016 E.L._ EACH ACCIDENT _ $ 1,000,000 OFFICER/MEMBER EXCLUDED? ❑ Y N I A (Mandatory in NH) E.L. DISEASE - EA EMPLO_YEEI $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 A Installation QT 660 2F243181 TIL 15 03/15/2015 03115/2016 Limit 1,000,000 Floater" Storage 250,000 DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) Re: All operations of the named insured See notes for additional insured wording. Installation Floater includes coverage for materials in storage. CERTIFICATE HOLDER CANCELLATION CITYASH 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. 20 East Main Street Ashland, OR 97520 AUTHORIZED REPRESENTATIVE 0".4) ©1988-2009 ACORD CORPORATION. All rights reserved. ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD NOTEPAD. HOLDER CODE CITYASH RUBEN-1 PAGE 2 INSURED'S NAME Rubenstein's Contract OP ID: BG Date 11/19/2015. The City of Ashland and its elected officials, officers and employees are named as additional insured per attached CGD246 and CA2048. General Liability coverage shall be primary and non-contributory when required by written contract per CGD246. COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY BLANKET ADDITIONAL INSURED (CONTRACTORS) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART 1. WHO IS AN INSURED - (Section II) is amended c) The insurance provided to the additional in- to include any person or organization that you sured does not apply to "bodily injury" or agree in a "written contract requiring insurance" "property damage" caused by "your work" to include as an additional insured on this Cover- and included in the "products-completed op- age Part, but: erations hazard" unless the "written contract a) Only with respect to liability for "bodily injury", requiring insurance" specifically requires you "property damage" or "personal injury ; and to provide such coverage for that additional insured, and then the insurance provided to b) If, and only to the extent that, the injury or the additional insured applies only to such damage is caused by acts or omissions of "bodily injury" or "property damage" that oc- you or your subcontractor in the performance curs before the end of the period of time for of "your work" to which the "written contract which the "written contract requiring insur- requiring insurance" applies. The person or ance" requires you to provide such coverage organization does not qualify as an additional or the end of the policy period, whichever is insured with respect to the independent acts earlier. or omissions of such person or organization. 3. The insurance provided to the additional insured 2. The insurance provided to the additional insured by this endorsement is excess over any valid and by this endorsement is limited as follows: collectible "other insurance", whether primary, a) In the event that the Limits of Insurance of excess, contingent or on any other basis, that is this Coverage Part shown in the Declarations available to the additional insured for a loss we exceed the limits of liability required by the cover under this endorsement. However, if the "written contract requiring insurance", the in- "written contract requiring insurance" specifically surance provided to the additional insured requires that this insurance apply on a primary shall be limited to the limits of liability re- basis or a primary and non-contributory basis, quired by that "written contract requiring in- this insurance is primary to "other insurance" surance". This endorsement shall not in- available to the additional insured which covers crease the limits of insurance described in that person or organization as a named insured Section III - Limits Of Insurance. for such loss, and we will not share with that b) The insurance provided to the additional in- "other insurance". But the insurance provided to the additional insured by this endorsement still is sured does not apply to "bodily injury", "prop- excess over any valid and collectible "other in- erty damage" or "personal injury" arising out surance", whether primary, excess, contingent or of the rendering of, or failure to render, any on any other basis, that is available to the addi- professional architectural, engineering or sur- tional insured when that person or organization is veying services, including: an additional insured under such "other insur- L The preparing, approving, or failing to ance". prepare or approve, maps, shop draw- 4. As a condition of coverage provided to the ings, opinions, reports, surveys, field or- additional insured by this endorsement: ders or change orders, or the preparing, approving, or failing to prepare or ap- a) The additional insured must give us written prove, drawings and specifications; and notice as soon as practicable of an "occur- ii. Supervisory, inspection, architectural or rence" or an offense which may result in a claim. To the extent possible, such notice engineering activities. should include: CG D2 46 08 05 © 2005 The St. Paul Travelers Companies, Inc. Page 1 of 2 COMMERCIAL GENERAL LIABILITY i. How, when and where the "occurrence" any provider of "other insurance" which would' or offense took place; cover the additional insured for a loss we ii. The names and addresses of any injured cover under this endorsement. However, this persons and witnesses; and condition does not affect whether the insur- ance provided to the additional insured by iii. The nature and location of any injury or this endorsement is primary to 'other insur- damage arising out of the "occurrence or ance" available to the additional insured offense. which covers that person or organization as a b) If a claim is made or "suit" is brought against named insured as described in paragraph 3. the additional insured, the additional insured above. must: 5. The following definition is added to SECTION V. i. Immediately record the specifics of the - DEFINITIONS: claim or "suit" and the date received; and "Written contract requiring insurance" means ii. Notify us as soon as practicable. that part of any written contract or agreement The additional insured must see to it that we under which you are required to include a receive written notice of the claim or "su4" as person or organization as an additional in- sured on this Coverage Part, provided that soon as practicable. the "bodily injury" and "property damage" oc- c) The additional insured must immediately curs and the "personal injury" is caused by an send us copies of all legal papers received in offense committed: connection with the claim or "suit", cooperate a. After the signing and execution of the with us in the investigation or settlement of the claim or defense against the "suit", and contract or agreement by you; otherwise comply with all policy conditions. b. While that part of the contract or d) The additional insured must tender the de- agreement is in effect; and fense and indemnity of any claim or "suit" to c. Before the end of the policy period. Page 2 of 2 © 2005 The St. Paul Travelers Companies, Inc. CG D2 46 08 05 POLICY NUMBER: 8106306FO55289 COMMERCIAL AUTO CA 20 48 02 99 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED INSURED This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM GARAGE COVERAGE FORM MOTOR CARRIER COVERAGE FORM TRUCKERSCOVERAGEFORM With respect to coverage provided by this endorsement, the prov;sions of the Coverage,- Form apply unless modified by this endorsement. This endorsement identifies person(s) or organization(s) who are "insureds" under the Who Is An Insured Provision of the Coverage Form. This endorsement does not alter coverage provided in the Coverage Form. This endorsement changes the policy effective on the inception date of the policy unless another date is indicated below. Endorsement Effective: 3/15/15 Countersigned By: Named Insured: Rubenstein's Contract Carpet LLC SCHEDULE Name of Person(s) or Organization(s): Any person or organization which is required To be named as a result of written contract (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to the endorsement.) Each person or organization shown in the Schedule is an "insured" for Liability Coverage, but only to the extent that person or organization qualifies as an "insured" under the Who Is An Insured Provision contained in Section II of the Coverage Form. CA 20 48 02 99 Copyright, Insurance Services Office, Inc., 1998 Page I of I Page 1 /1 CITY OF ASHLAND DATE PO NUMBER IVA& 20 E MAIN ST. 1/5/2016 13317 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 019972 SHIP TO: Ashland Parks INTERFACE SERVICES INC C/O 90 N. MOUNTAIN 106 NORTHPOINT PARKWAY (541) 488-5354 BUILDING 2 SUITE 300 ASHLAND, OR 97520 ACWORTH, GA 30102 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Bruce Dickens Special Inst: Confirming? No Quanti Unit Description Unit Price Ext. Price State of Oreqon Contract #2583 16,573.66 Carpet - Product Name: Platform with GLASBAC backing, 370.56 vards (a) $23.94/vard, plus charqes for materials and installation. Per Quotation 081115-1 Contract for Goods and Services Beqinninq date: 10/19/2015 Completion date: (blank on contract) (Note: Completion date on requisition is 03/15/2016) i SUBTOTAL 16 573.66 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 16, 573.66 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 410.08.24.00.70420 E 000494.999 16 573.66 Authoriz Signature ' VENDOR COPY A,- M#3 CITY OF FOR ASHLAND REQUISITION Date of request: 9/8/15 Required date for delivery: 9l4$1. Vendor Name Interface Services, Inc. ATTN: Robin Hanscom Address, City, State, Zip 106 Northpoint Parkway, Suite 300, Acworth, GA 30102 Contact Name & Telephone Number Fax Number 770-975-4829 'el) 7 75-1799 (fax) 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 ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ® State of Oregon FY 15-16 ❑ Direct Award Date approved by Council:_ Contract # # 2583 _ ❑ 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 ❑ (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 El 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 Description of SERVICES Total Cost Per State of Oregon contract #2583, purchase and install carpeting for The Grove located at 1195 E. Main Street in Ashland, the future offices of Recreation Division of Ashland Parks and Recreation. Product style # 1462102500 / name "Platform," color 102420 knit / Accent, size 50 cm $ 16,573.66 x 50 cm x 370.56 yards. Installation partner: Rubensteins, 160 Cleveland Street, Eugene, OR 97402. Additional installation items: adhesive; tactile and gridset; carpet installation; carpet removal and disposal; material and install 4" cove; prep materials; pre labor; wall base removal Item # Quantity Unit Description of MATERIALS Unit Price Total Cost Carpeting for The Grove. Product name: Platform with GLASBAC 1 $370.76 yards backing. $ 23.94 $8,875.99 All other See See attached quotation for details regarding carpet removal and 2 items, attached disposal and new carpet installation. $7,697.67 including quotation installation form TOTAL COST ® Per attached quote/proposal $ 16,573.66 Project Number 4645 -999' Account Number 41 4°a-12 - fl0 -_00 _704200 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: ITDirector Dat Support -Yes/No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Employee. AIVI /I Department Head: (Equal g ter than $5,000) Department ManagerlSupervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year. YES / NOS-b-- Finance Director- (Equal to or great than $5,000) Date Comments: Form #3 - Requisition