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HomeMy WebLinkAbout2017-038 Contract - Code Publishing Contract for Personal Services less than $35,000.00 [ CITY OF CONSULTANT: Oodtf Pub It f -{a -AS H LA N D ~ i 20 East Main Street CONTACT: ~ 5- Telephone: Oregon 97520 ADDRESS: 0 S~°v Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: .5&A/~ a,ola SA 7 6 DATE AGREEMENT PREPARED: a~ EMAIL: ~o BEGINNING DATE: a 13 D1 COMPLETION DATE: COMPENSATION: /X on ~ Conver~sl~i'j of99.~ g1f e SERVICES TO BE PROVIDED: ©&/,-SACC ~/~jD.S7~~l 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 $20,283.20 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 by the negligence of City. 10. Termination: Contract for Personal Services less than $35,000.00, Page 1 of 5 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 !Sy them, and the approval by City of any assignment or subcontract shall not create any contractuah: relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $250,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $100,000, $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. Contract for Personal Services less than $35,000.00, Page 2 of 5 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, excluding Professional Liability and Workers' Compensation, 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 i States Constitution, or otherwise, from any claim or from the jurisdiction. r 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 I CONDITIONS, 17. Nona ppropriations 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. b reference. Certification. Consultant shall sign the certification attached hereto Exhibit A and herein incorpoLate Consultant: City of A ,ffiland y f By By 1 Signature Department Head ar A, Zv,-2tal-, Print Name Print Name Z r(~ r Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. i AP111 s TO FORM As~ h _d_ Wi~t. C ' A omey r'_1 Dates Contract for Personal Services less than $35,000.00, 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) 'I 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 less than $35,000.00, Page 4 of 5 CITY OF ASHLAND, OREGON EXHIBIT B City of Ashland LIVING WA E PleMer hour effective June 30, 2016 (Increases annually every June 30 by the 1W Consumer Price Index) /r► 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 y Note: "Employee" does not employer and the City of $20,283.20. include temporary or part-time Ashland if the contract employees hired for less than exceeds X20,283.20 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 Personal Services less than $35,000.00, Page 5 of 5 1 } ~ F ° A ~r tom. " k, a~ tyy`'42' •a ''~~+~i AUTHORIZATION/AGREEMENT The City of Ashland, OR, hereby agrees to the procedures set forth in this proposal and authorizes Code Publishing Company to proceed with the conversion and codification project for the Ashland Municipal Code. Initial project (conversion to HTML format) Title 1-16 Included Title 18 2,995.00 Web hosting (per month) 40.00 Supplement page rate 20.95 The City agrees to submit ordinances as they are passed. CODE PUBLISHING COMPANY City of As d Br • { ! I~ y (J • By.- Margaret O. Bustion, President 20 East Main Street 9410 Roosevelt Way NE Ashland, OR 97520 Seattle, WA 9811 S 1 671~96V Dated; - 7 Ll Dated: Please sign and return two copies of this page (via USPS) or email this page to: Code Publishing Company 9410 Roosevelt Way NE Seattle, WA 98115 OR mbustion@codepublishing.com On execution by the company, a copy will be returned to the City. All prices are estimates; final invoice is based on actual number of pages supplemented in the code. code ~.o ~a, Ashland, OR Page 1201 TERMS AND CONDITIONS Terms The customer shall indemnify and hold harmless In consideration for services, customer shall CPC, its officers, employees, agents, assigns, and compensate the Code Publishing Company (CPC) representatives for any claims caused by delays to the sum(s) set forth in the written proposal or the codification process that may arise from the services addendum, attached to and made a part failure of the customer to supply CPC promptly of this Agreement. Additional service(s) provided with all necessary materials and/or information by CPC following the execution of this Agreement required for the completion of codification, shall be compensated at the current price(s) in supplementation, and webhosting services. effect for CPC`s services at the time of performance of the services, unless otherwise agreed to Insurance between the parties and set forth in this CPC shall procure and maintain, for the duration of Agreement. this Agreement, general commercial liability insurance for the benefit of CPC and the customer Payment and Invoice Requirements against claims arising from or in connection with CPC shall invoice the customer upon delivery of the performance of the terms of this Agreement the newly codified ordinances, printed by CPC, its officers, employees, agents, assigns, supplements, and/or electronic services elected by and representatives. The general commercial the customer consistent with the terms set forth in liability insurance policy limit amounts shall be no the attached proposal or services addendum. less than $1,000,000 each occurrence and Additional services agreed to between the parties $2,000,000 general aggregate coverage. Proof of shall be invoiced following service delivery. insurance coverage shall be maintained by CPC Payments shall be made by the customer to CPC and provided upon request by the customer. within thirty (30) days of receipt of said invoice by the customer. Termination of Agreement This Agreement may be terminated by either party Code to Remain Property of Customer upon sixty (60) days' advance written notice. The The code produced by CPC shall be the exclusive customer is required to remunerate to CPC and sole property of the customer and the payment for all services performed by CPC up to customer may use said code for any purposes it the date that the services performed by CPC are to deems appropriate, including copying, discontinue. The customer acknowledges that CPC distributing, or selling copies of said code. shall have a lien against all materials provided by the customer to CPC for codification to secure Indemnification payment for services due until full payment for CPC shall indemnify, defend, and hold harmless services performed by CPC has been received. the customer, its officers, employees, agents, assigns, and representatives from any and all costs, Effective Date claims, judgments or awards of damages arising This Agreement is effective upon the signatures of out of any negligent acts or omissions of CPC, its both parties to this Agreement from the most officers, employees and agents, assigns, and recent date signed by either of them and shall representatives in performing the terms of this remain in effect continuously until terminated by Agreement. either party. code Ashland, OR Page/19/ i Ashland, Oregon CITY OF ASH LAND Proposal for Codification Services: Updates and Web Hosting Submitted by Code Publishing Company Contact: Brooke Hanford brookeh@codepublishing.com Phone: 206-527-6831 /800-551-2633 9410 Roosevelt Way NE Seattle, WA 98115 code PUBLISHING CO. October 2016 Table of Contents Page Executive Summary 1 Services Provided 2 Update and Web Hosting Proposal 5 Web-Based Features and Enhancements 6 Scope of Services - File Conversion and Updates 7 Update Service - Web Hosting and Supplements 8 Benefits of Using a Professional Codifier 13 Timelines and Workflow 14 Personnel Roster 15 Organization Chart 16 Oregon RE~ferences 17 Terms and Conditions 19 Authorization/Agreement 20 code FUEL!5HING GO. EXECUTIVE SUMMARY Overview of Our Firm • Code Publishing Company is a legal document publisher for local governments nationwide - we offer codification and publishing services in print and online media. • For the past 27 years, we have provided our clients with a unique blend of expertise, innovation, and sE,rvice. • More than 510 cities, counties, service districts, towns, villages and Native American tribes across the continental U.S., Alaska, and Canada use our codification services. Their populations range from 150 residents to 1.5 million - we are equipped to manage any scale. • The key to our success is exceptional customer service and product design, both in print and online. We will make your code look good. Expertise • CPC is a streamlined company of about 20 employees; our organizational structure is flat, so all of our employees work closely together to ensure projects are completed accurately and on schedule, every time. • Skilled editors and proofreaders are at the core of what we do. With support from modern desktop publis-iing systems and custom software to maximize efficiency, our staff makes certain that no detail goes overlooked. • Our centralized location in Seattle, Washington, allows not only thorough and efficient communication between current employees, but also the promise of the most qualified future hires: projected as the next Silicon Valley, Seattle attracts a wealth of technical, editorial, and legal experts. Innovation • We have consistently led the industry in providing new features and options for municipal codes on the web because we are always searching for new ways to serve our customers. • CPC's code format allows constant innovation; it is text-based and frameless, ADA compatible, and works seamlessly with all browsers and mobile devices. • Our w(,-,b offerings are designed to make browsing and searching the code easy, and we tailor the look and feel of web-based code to meet your needs. Services and Support • We arE, available to answer your questions from 6:00 a.m. to 6:00 p.m. (Pacific Time) every day. • CPC staff can answer questions about codification, help with technical issues, and research older versions of the code. We archive everything, including print supplements, full codes, and web content files. code PLAUSHING CO. Ashland, OR Page/l/ SERVICES PROVIDED Summary Codification is a highly technical and detailed process, and we have completed thousands of codification projects in our nearly three decades of business. Because we specialize in a particular range of services, our editors are able to review and provide material more quickly and accurately than is generally possible with in-house codification or other codifiers. Our staff works closely with yours so that questions are resolved easily, and we deliver consistently high quality. We guarantee our editorial work; however, in the event any errors are discovered, we will correct the web-based code on the same day and print-based code per customer request. We offer s'x main services: • Codification: The editing, rearranging and/or grouping of ordinances under appropriate titles, parts, :hapters and sections. Includes: o Organizing and editing ordinances to modernize and clarify language while preserving meaning. o Dividing long single sections into two or more sections and rearranging the order to ensure clarity and specificity. 0 Eliminating obsolete provisions, conflicts, and inconsistencies to preserve legislative intent. o Correcting manifest errors in reference to other ordinances, laws, and statues, as well as spelling, clerical or typographical errors, additions, and omissions. o Fhanging the wording of or adding section captions to chapters and sections. 0 Substituting specific language for the term "this ordinance" where necessary; for example, ,:his "section," "part," "code," "chapter," "title," or numbered section or chapter. • Recodification: Performed when an existing code requires an overhaul. Essentially a codification. • Republication: A clean up of a printed code - reformatting, repaginating, and reprinting. Includes: o Repaginating to remove blank, partial, and point pages, and to create a new page format. o Creating consistent subsection numbering and lettering, as well as inserting citations to state and federal statutes. o Your choice of several page formats - we recommend the double-column format for legibility and space saving. • SuppiE ments: Additions to an existing code. o Varies on an individual basis, but can include statutory references, cross-references, a disposition table, and index updates. (See "Update Service" below for details.) o Performed according to a regular, predetermined schedule, or on request. o Printed supplements are delivered within two to six weeks, depending on quantity and complexity of the ordinances. Supplements are scrupulously reviewed for errors before publication. o No annual fees, storage fees, or minimums. code' PUSHING Co. Ashland, OF' Page 121 • Web Flostin : Use of our web interface to store your documents. o Can include municipal codes, comprehensive plans, ordinances, agendas, policies, etc. (See "Optional Services" below for details.) o Always up-to-date, and available as a mobile version and for Kindle, iPad, Nook, PDF and other downloads. o Advanced searching, including Boolean and thesaurus features. o Highly customizable to your specifications. Our website includes a comprehensive list of browsing and searching options. • Legal Review: An attorney's review of all sections of a code for consistency, archaic language, internal conflicts, as well as compliance with state and federal laws. The municipality will receive a detailed written report after completion. (Note: Optional service, generally accompanies codification and recodification.) Guaranteed Services Every CPC customer will receive the following as we complete whichever main service(s) you select: • Editor'al review, including suggestions for changes, additions, or deletions to code material. • Editor al formatting of style elements and page layouts; and printing of your completed book. • Periodic and reliable updates to both print- and web-based codes. • Timely communication with your agency. Optional Services As a customer with CPC, you have the choice of the following additional services: • A legal review of the code. • Assistance with reorganizing titles or chapters. • Recommendations for the consolidation of overlapping text (e.g., definitions, exemptions, etc.). • SpeciF, I requests. You must also decide what form(s) your code will take. This means selecting whether your code will be print- or web-based, or both. If you opt for web hosting options, your documents can be hosted along with or separate from your Municipal Code, and all can utilize our web interface. • Municipal document web hosting options: Municipal Codes (including Development Codes), Comprehensive Plans or General Plans, Area Plans, Ordinances, Resolutions, Council or Commission Minutes, Agendas, Policies, Engineering Standards, etc. Getting Started After a consultation where we determine the kind of service your municipality requires, we will send you an agreement. Once the agreement is signed, and you have sent Code Publishing any other required materials (lists of ordinances, contact information, etc.), we will create a project in our database for information tracking purposes. Weekly internal reports ensure that all projects are maintained and tracked, so your project never gets overlooked. code' P~6lE$HI NG CO. Ashland, OF. Page 131 Quality Control and Team Organization Online publication is not just a method of cutting and pasting new material into an existing format. Though the process of supplementing municipal codes has not fundamentally changed in the past 40 years, online access has changed dramatically. Skilled editors and proofreaders are at the core of what we do, with support from modern desktop publishing systems. Updating the print and electronic versions of the code involves hundreds of details. Our job is to make sure these details are not overlooked, ever. We use custom software for repetitive work which is why we are so efficient in our deliveries, and why our products are of such high quality. The individuals we hire, whose attention to detail is very keen, scrutinize the amendments and documents, making sure the ordinances have been codified correctly. Our guarantee is that when a correction is necessary, no matter the cause, we will make the correction that same day. Code PLELSHING CO. Ashland, OR Page 141 I UPDATE AND WEB HOSTING PROPOSAL City of Ashland, OR October 13, 2016 Convert and Create Online Access: Creation of HTML files: Titles 1-16 Included Title 18 (Includes all graphics and tables in correct positions) 2,995.00 Monthly Internet hosting 40.00 Print/Save Selections Included See Web-Based Features and Enhancements sheet following. Supplement Service: Editorial (includes web updates) 20.95 per page Graphics, -naps, tables, diagrams 15.00 per page Printing and shipping 0.10 per impression PDF file for in-house printing/archival Included Included Services: Telephone, support No charge Subscription service No charge Sample ordinance service No charge Archival (full code and supplements, PDF files and HTML files) No charge No startup costs. No "per supplement" charges. No extra charges or higher page rates if printed or electronic supplements are requested more often. All prices are estimates, final invoice is based on actual number of pages. Payments for recodified codes may be stretched over two budget cycles. Please call if any of our services can be modified to better suit your needs. code' I Ashland, M Page /5/ i WEB-BASED FEATURES AND ENHANCEMENTS A Current, Up-to-Date Online Code 24/7 • Standard Online Hosting Package, 40 per month o Online On-Demand (OLOD) - Ordinances codified online in 3 to 5 days. Save countless hours processing record requests and updating unwieldy codebooks. A great way to transition to a paperless code. o Our Standard Features - Robust searching (including Boolean, advanced and saved searches); fastest loading and navigation; synchronized table of contents; mobile/ADA access. o Print Save Selections - Print or save sections as RTF, PDF, Kindle, iPad, HTML, text. o Bookmark and SHARE - Share links to sections via email, Facebook, Twitter, etc. o Continuous Table Headers - Headers remain fixed while scrolling through a long table. View video with comparisons. o OrdSearch - Click the ordinance number to find all sections where it is codified. o Links to internal and state code section citations, and to Uncodified Ordinances. o Scope Searching - Search one or more titles or documents. o Custom Interface - Customized look and feel, with banner, menus, colors and photos to match your website. www.codepublishing.com/ca/berkeley www.codepublishing.com/ca/hermosabeach • Additional Enhancements Package, 65 per month* o Archival and Compare Versions - View and search previous versions of the code, with: Side-by Side - Compare previous or current sections, OR Redlined - Compare sections with markup (redlining) of changes. o CodeT pss - Hover over section cites to display pop-up text previews. o eNotes - Add a "sticky note" to any code section and share with others. o Zonin~3 Definitions - Hover over terms to display pop-up box definition. Preferred by planners. o OrclTrak- From the ordinance table or history note to the original ordinance on your website. Price applies when ordinance filenames are consistent and programmatic (e.g., ordI658.pdf, ordI689.pdf, etc.). • Tracking Ordinances and Updates o OrdAlert - Highlights sections affected by ordinances pending codification with an "Amerded" yellow alert in the table of contents and the code. Alerts are hyperlinked to PDF 15 per files of new ordinances. PDF files and alerts are removed after codification. No searching for ordinance ordinances in a "Pending Ordinances" folder. o CodeT'rak - Highlights sections containing recently codified ordinances with a "Revised" yellow alert in the table of contents and the code. Alerts are removed when the next 15 per month supplement is printed. Pairs well with OLOD. • Municipal Document Hosting o Document hosting options include any municipal documents, from minutes and ordinances to plans and policies. (Call for pricing.) *A la carte options available. The Enhancements Package is added to the Standard Package price. • Don't see it here? Call us to learn what our web team can do for you! cod)CP Ash P1:6LL541Nlan d, O ~ Page /6/ i SCOPE OF SERVICES - FILE CONVERSION AND UPDATES File conversion is the initial process of moving your files to our editorial system and creation of web- based code, if chosen. Updating is the process of taking new amendments and codifying them in the code, both printed and online. To complete this process, Code Publishing Company shall provide codification and publishing services, including but not limited to: conversion, editing, proofreading, creation of electronic files, printing and print subscription services, and code archiving. Conversion Once we receive all required materials for the initial project, our editorial staff begins reviewing the code for style and inconsistencies. At this stage, we will develop a style sheet for your code to create a unified, professional look. Our editorial staff will analyze commonalities among code chapters and create a consistent overall style for your code. We will send our completed style and organization proposal for your review and verification. (See Formatting below.) After the style and organization are confirmed, we start editing and formatting your code. We will apply pag,-- formatting. After adding, editing and proofreading any new ordinances, we will continue historical footnotes describing the date and number of the legislation affecting a given law. We will also add to or create an ordinance table describing the action and listing the disposition of every ordinance passed since the establishment of your municipality. We understand the need for high editorial standards in your code and fully stand behind all of our work. Our entire staff operates in one central office, meaning that we can deliver consistent quality and thorough communication. Formatting We will maintain the current formatting of your printed code. code BU5 HIYG CO. Ashland, OR Page 171 1 UPDATE SERVICE - WEB HOSTING AND SUPPLEMENTS "Update service" refers to a broad range of editing and formatting services that CPC provides. Code Publishing's update service includes, but is not limited to: codification of new ordinances, creation of files for a web-based code, publishing of supplements to the printed code, subscription services and code arch ving. Web-based Code Updates Web updates include ordinances, history notes, and the disposition table(s), as well as validating internal cross-references and citations to state statutes. All of our customers receive online on-demand updates, meaning that new ordinances will be incorpora':ed into the online code on their effective date or within a week of our receiving them. With Code Publishing, you can be certain your ordinances are always up to date online. We are also able to host PDF files of the new ordinances, linked from the sections they will be affecting, vvith services like OrdAlert; or to highlight recently updated sections using CodeTrak. There are many ether features and enhancements available. (See "Your Code on the Web" below.) Print Code Updates - Supplements During the print supplement process, we update the code's preface, statutory references, and index. We also create a direction page detailing how to remove obsolete pages and add new pages to reflect the changes. Formatting and editorial styles are kept consistent. There are no annual fees, storage fees, or minimums. Turnaround time for a print supplement is two to four weeks, including shipping. Update schedules are set according to customer preference; for example, monthly, quarterly, etc. The frequency is something you can determine during the initial consultation period (see "Getting Started" above), or reevaluatE~ later. Procedure As new ordinances are passed, a municipal staff member will upload new ordinances to a unique web site managed by CPC. Receipt is confirmed through email, and then the project is assigned to an editor. After checking with the municipality to ensure all ordinances have been received, the editor selects thE' affected areas of the code, changes the text, updates the index and ordinance table, assigns the revised code pages to a proofreader, notifies the municipality of any concerns, and provides a supplement proof copy if requested. At least three editors and proofreaders will have reviewed -:he ordinances and amended code by the end of this process, safeguarding against mistakes. Any concerns will be brought to your attention right away. Your staff can continue comfortably with its work knowing that the code has been modified to reflect the new ordinance(s). code 6 I Ashland, OR Page 181 Your Code on the Web Our codes feature the most user-friendly browsing and searching available, allowing users to search wits keyword(s) and Boolean technology, among other options (see "Features" below). Search results are ordered by relevance and are highlighted. All CPC online codes are available at: http://www.codebook.com/listing Online enhancements are available at: http://www.codebook.com/enhancements An online tour of features is available at: http://www.codebook.com/tour Electronic Publishing CPC can post changes to the municipal code on the web at the same time that we send printed suppleme -its, or on a much faster schedule. Our "Print/Save Selections" feature (see "Features" below) allows users to print or save any sequential or nonsequential code portions to PDF, MS Word and more. Desktop Version Code Publishing provides reliable web hosting that is "always on" for over 500 client codes. Our web services are based in the Amazon Web Services (AWS) cloud, where several separate facilities it the Pacific Northwest provide redundancy and off-site backup. We can match the look and feel of your website to create a seamless transition when accessing the code. In addition, we will take into consideration any ideas you have to improve the web interface, and offer a full selection of unique tools. This means your code is easier to access, navigate and share. code' PM!SHIYG Gn. Ashland, OR Page/9/ Navigation Our onlinE' interface has been refined over the Ckckthe plus (+)or minus(-) symbols to expand or cc4apse Click saving entries. or priprithecheckboxestoselect years to help you find the answers you need sections for the sectionnting. quickly and easily. An expanding table of~ l Clearall contents of all titles, chapters, sections, tables and indexes is located on the left side of the + Home Rule Charter -Municipal Code screen, and will help you easily find anything you - r- Title 1General Provisions want. In addition, you can quickly scroll between - r- The2Reserved documents or search results using the - r- Titie3Administrationand Personnel 3.24 Planning Commission navigation bar at the top of the screen. A - r- 3.24.010 Created- Statutory authority. highlighted table of contents follows you as you - r- 324.020 Composition and terms of browse, and code location information is office. r - r 3.24.030 Quallkation, restrictions and provided at the top of the screen so that you can compensation. meeting and rules - r 40 Organization, move among levels of the code. In and regulations. addition, we provide linked cross-references and - r 3.24.050 Staff and finances. locked table headers (especially useful for large - r 3.24.060 Pavers and duties. + r- 3.30 Code Enforcement Officer zoning tables) for easy scrolling. - r- Title- 4Reserved Searching Our web interface includes dtSearch, a powerful search engine that enables many different -Advanced Search customization options for searching. Along with Search Type basic keyword and phrase searches, we also offer • full Boolean capabilities, scope searching of specific sections within the code, and stemming and synonym searching, so words relating to 12 Serlml,.g - 71 your topic can be easily found. There are also several ways to display results. While the default 1 result list is sorted by the most relevant hits (like shington Google), you can also sort by code section Sod Results by: number, or show only those code sections with Saved Searches hits. : through 1 1110," u rC lersion of to code PUSCSHING CO. Ashland, OR Page1101 Features Our basic web hosting includes a "Print/Save Selections" feature, which allows users to wv0T7~t t download or print custom nonsequential titles, Ckk "r. pkls or mints Nmttis to exFariC of PrinUSave Selections aou chapters and sections of your code. Since these colapsethe en^ies.Cickttechedrboxestosele PmOuspage !RRTTFF(IMM~~wftlWWO eons for savng or prnIng. printouts (are generated from the web, they will Reade.) Clear all e) EPUB differ frorn the printed book in small ways. + Home Rule Charter 3.24.010 Created - SWU However, we are able to include PDF titles of the Mun)do Code PursuantbIfeauthontyc.-~s- er seg CRS book for - r Tile 1 GeneralPro%mrs there is hereby created a planning Conmissrm for me Tarn of printing or archival purposes on the Parahite ad 48541.2703 web. Our Share feature allows sections of the - r The 2 Reserved - r Title 3 Adni75irafic+l and PerwrrrJ code to bE' sent through email or posted on - r 3.24PIantugComnimn Chapter 3.30 CODE ENFORCEMENT OFFICER - r 3.24.010 Created - Statutory authoriy~. social media. Other standard features include _ F 3.24,020Compaabonandtermsof Seitwrs 3.30.0,0 Dedeentorcementattcer. ofte. linking from internal citations to the cited code - r 3.24.030 Qualrr~xn,. restr~,icrls and 1-30. 020 Designation. section, and from state code citations directly to compersaUCn. 3.30.030 Entry upon property. 3.30.010 Llabilrty. - r 324.040 rkpan¢dibn, meeting and n>aes the state code. We have developed several andreNwwns. - special features and enhancements at the r 314.050 Staff and fnarKes. 3.30.070 Code enforcement officer. - F 3.24.060 Poxets and dutes. There is hereby estaNisned me position of Tam of Paachule + r 330 Code EMOrcernent 9cer Code Enfo cement Officer TM ndrviaW shad be under Tie request of our clients. For a full list, please refer adrninstrabo and operafamal control of rre Tan Manage' to the "Web-Based Features and Enhancements" Tell 4Reserved The Code En tementtErSta°la>eall 0epe meter page above. Mobile Versions The mobile versions are designed specifically for touch screens and include all of the best features from our regular desktop version. Our mobile version is available on any device, including desktop computers, and is ADA compliant. -"W_~~ ' The "Print/Save Selections" feature also allows download) of selected code sections in any format °w~ ' for any device, including native file types for all a major tablets and eReaders. This makes it easier for staff, enforcement officers, and professionals to access the code on the go. code' 7l%6t:5RING CO, Ashland, 03 Page 111/ Tracking Ordinances Our project management system organizes ordinances by their applicable effective dates. If ordinances are not to be codified at time of upload, appropriate hyperlinks to the PDF files of pending ordinances are listed at the end of the ordinance table and marked as "Not Codified" or "Pending Codification." Future projects are created for ordinances with unique circumstances (e.g., a sunset clause) that require changes to the code. Please see www.codE!pubiishincicom/wa/Bellevue/?BelIevueOT.htmI#newords for an example. Archiving Services Code Publishing archives each version of the code as it is supplemented. Each time a print volume is updated, the supplement is archived as a PDF file. There is no additional charge for this service. Whole code PDF riles are also created after each supplement. Subscriptions and Public Access Code Publishing does not assert the right to generate revenues by selling any part of our client codes - printed, electronic or otherwise - to outside subscribers unless a client so requests. Most CPC clients ask that we handle outside subscriptions, which are priced at $0.10 per impression for copies. It is a service we provide for our customers; we do not make a profit from these sales. CPC provides the online version of the codes we publish free of charge to the public. Recent trends in the publishing industry indicate that most users of local jurisdiction codes are using web-based versions, rather than relying on a printed copy. For that reason, we provide immediate updates to the online code, thus reducing the need for printed copies. Additionally, since printed copies tend to become obsolete quickly, lose their pages easily, and require precious staff time during updating processes, we now provide users with the ability to print whole or selected portions of the code directly from the web. Contact Information Code Publishing Co. 9410 Roosevelt Way NE Seattle, WA, 98115-2844 Telephone: (206) 527-6831 Web site: www.codebook.com Product tour: http://www.codebook.com/tour Contact Personnel: Margaret Bustion, President mbustion@codepublishing.com Steven Jones, Project Manager sjones@codepublishing.com Brooke Hanford, Customer Service/Sales brookeh@codepublishing.com code FUACSHING Ca. Ashland, OR Page/l2/ BENEFITS OF USING A PROFESSIONAL CODIFIER Weighing the benefits of professional codification versus "in-house" updates? The caoal is an accurate and current municipal code book. In-house updates consume a significant amount of time and effort. Often prompted by budget concerns, the end result may not be cast effective or consistent. Time A significant portion of staff time may be spent supplementing, formatting, proofreading, publishing, and printing the code. How much is this time worth? The priority of a codifier is to keep the code up-to-date, allowing city staff to remain focused on other aspects of running the city. Generally, code editors are able to review material and provide supplements more quickly than in- house staff. Skill Specialized work attempted in-house may not display the level of accuracy or quality desired. Inconsistencies may be overlooked. A professional editor ensures that all appropriate material and legislation that impacts the code is incorporated. Editors uncover potential problems with cross- references, missing language, and conflicting provisions. Consistency and Reliability In-house supplements may be placed on the back burner resulting in late or missing supplements. Codifiers will send timely reminders to ensure the code is current. Professional editors create and maintain consistent formatting of the code. Electronic Expertise The staff may not have the experience to create a convenient electronic form of the code that is quick and easy to use. Expensive training may be required. A searchable code created by a professional will save a substantial amount of time when accessing information. Third Party Review The codifier acts as an outside third party to review the ordinances as a whole. Cities may lose track of the big picture if the drafting process is long and complicated. A codifier only sees the end result, sc may catch inconsistencies overlooked by employees who get bogged down in the details of an ordinance. ("You can't see the forest for the trees.") Solution-based Problem Solving A codifier works with many different codes. This familiarity enables problem solving based on similar circumstances with other jurisdictions. code` FUELISHING CO. Ashland, OR Page /l3/ TIMELINES AND WORKFLOW Web Hosting and Updating Initial Conversion and Hosting Delivery Initial Setup • The client uploads electronic files (in both word processing format and scanned 5 weeks PDF) of the existing code and each signed original ordinance/resolution to CPC. The client receives confirmation of receipt from CPC by email. Files converted to publishing system for print and online versions. Preparation • CPC provides page layout and formatting style to be approved by the client. One week • Any new files or ordinances are converted to CPC's publishing system. CPC editorial One week staff reviews entire code for formatting and missing material. Update • CPC prepares update to code with new ordinances. Print copies or PDF file sent to 2 - 6 weeks client upor request. Web Hosting: HTML Files Created • Code conVffted to HTML and uploaded to public server. Requested enhancements 4 weeks (concurrent are added. Online code is proofed and client is notified. with initial setup) • CPC contacts the client to ensure satisfaction. Web Updates and Traditional Supplements Preparation • The client uploads electronic files (in both word processing format and scanned One day PDF) of each new signed original ordinance/resolution or other document to CPC. Receipt of files is confirmed by CPC via email to the client prior to codification. Updates • New ordinances are edited, proofed, codified into the online code as they are 3 - 5 days of receipt or passed. on effective date Traditional Supplements • Editorial updates to the printed code version are prepared, including indexes, 2 - 4 weeks tables, history notes and cross-references. Scheduled per customer request. • Requested copies printed, shipped, and/or PDF file uploaded; client invoiced. code PlAPSHING CO, Ashland, OR Page1141 PERSONNEL ROSTER Code Publishing maintains a lean structure and is dedicated to training every employee to service our clients. Below is a list of the senior representatives who will be assigned to the codification project. All employees work out of our Seattle, Washington office. Margaret O. Bustion, Owner and President, 1989 - present. B.A., University of Washington, Latin; M.B.A., C.P.A., Seattle University. 1975 - 1985, Managing Editor and Systems Manager, Book Publishing Company, Seattle, WA. Margaret founded CPC in 1989 in response to local jurisdictions' need for electronic options for codes and improved customer service. She manages all operations and employees and is available to address any of your needs or concerns. She personally calls each client annually to ensure complete satisfaction with our services. William Ferensen, Vice-President, 1989 - present. B.S., Northe'n Illinois University, Marketing and Finance. 1970 - 1990, Federal Reserve Bank and Bank of America, Finance Off'cer. 1965 - 1969, U.S. Navy Pilot. Bill is the main point of contact for all accounting, subscription, and operations questions. He has managed these duties since the founding of the company and has decades of prior experience in finance and banking. Heidi Hanks, Lead Editor, Indexer, and Proofer, 2003 - present. B.A., Carleton College, English, Magna cum Laude with Distinction in the Department. Editor and Proofreader, Book Publishing Company, 1994 - 1995, Editor, VersusLaw, Inc., 1996 - 1997, Amazon.com, 2000 - 2003, Copyeditor and Lead Copyeditor, Content Services Department. Heidi is our lead editor, assigned to train new proofreaders and to work on our most challenging projects. She has workec on codes across dozens of states and on codification projects of all kinds. Rosamund Hodge, Web and Custom Format Developer, 2007 - present. B.A., University of Dallas, English, Summa cum Laude; M.St., University of Oxford, U.K., Medieval English Literature. Business IT'-olutions World Wide, 2006 - 2007. Custom formats, custom features development, template development, formatting improvement, file conversion. Rosamund has developed many of the online features which set Code Publishing apart from the competition. She will be your main point of contact regarding any technical questions when it comes to the online code. Russell Joe, Legal Reviewer, 2014 - present. B.A., Northwestern University, J.D., University of Colorado, Member, Washington State Bar Association. Russell brings 20 years of municipal experience to his role as legal reviewer. He has served on the city council of Issaquah, Washington (pop. 30,434), as a Judge Pro Tem, and as the prosecuting attorney for several cities. His experience brings unique insight into the legal issues facing municipalities. Steven Jones, Production Manager (since 2005); 1995 - present. B.A., Rice University, English, Medieval Studies and Publishing. National Merit Scholar. Editor, IT Staff, and Proofreader. Steven is the project manager for all codification and supplement projects. All labor is delegated through him. He has two decades of experience in all aspects of codification. He is your main point of contact for all things related to your code and ordinances. Kevin Daughtridge, Content Engineer; 2013 - present. B.A., University of Washington, Linguistics. Content Engineer, Editor, and Proofreader. Kevin designs, develops and maintains the technologies underlying Code Publishing's editorial process. He focuses on capturing and processing the information in codes in new ways to enable innovative web features and to maintain the speed and accuracy of our services. code PLEL'SHING CO. Ashland, OR Page1151 Code Publishing Company Organization Chart Sales: Thomas Byrd, Sales Consultant Brooke Hanford, Codification Consultant Web Development: Rosamund Hodge, Web Developer W Kevin • • • • ' Content Engineer Steven i / i a Production: Jones, Project Manager zt, ~ it A i I I , i_ 1 1 ~ t Legal: Russell Joe, JD Business Manager: Bill Ferensen, , Accounting (printing, shipping; banking; office supplies; tax returns • • sales and / ♦ . Key: - = Line of communication code' PL:6l!$414G Cp. Ashland, OR Page/l6/ OREGON CUSTOMERS City of Albany City of Culver Jefferson County Contact: Mary Dibble, Contact: Donna McCormack, Contact: Barbara Andresen, City Clerk City Recorder/Manager Administrative Assistant Telephone: 5,11-917-7524 Telephone: 541-546-6494 Telephone: 541-475-2449 City of Beaverton Crook County Josephine County Contact: Carla Saunders, Contact: Eric Blaine, Contact: Beecher Ellison, Sr. Legal Secretary/Office Manager Assistant County Counsel Law Librarian/Legal Counsel Staff Telephone: 51)3-526-2491 Telephone: 541-416-3934 Telephone: 541-474-5226 City of Bend City of Dundee City of Junction City Contact: Robyn Christie, Contact: Melissa Leman, Contact: Kitty Vodrup, City Recorder Administrative Assistant City Recorder Telephone: 541-388-5517 Telephone: 503-538-3922 Telephone: 541-998-2153 City of Brookings City of Eagle Point City of Lake Oswego Contact: Teri Davis, Contact: Cindy Hughes, CIVIC, Contact: Evan P. Boone, City Recorder City Recorder/Executive Assistant Deputy City Attorney Telephone: 541-469-1102 Telephone: 541-826-4212 Telephone: 503-635-0225 City of Brownsville City of Fairview City of Lincoln City Contact: Scott McDowell, Contact: Devree Leymaster, CMC, Contact: Cathy K. Steere, MMC, City Admi iistrator City Recorder City Recorder Telephone: 541-466-5666 Telephone: 503-674-6211 Telephone: 541-996-1203 City of Burns City of Garibaldi City of Lyons Contact: Dauna Wensenk, Contact: John O'Leary, Contact: Micki Valentine, City Manager City Administrator City Recorder Telephone: 541-573-5255 Telephone: 503-322-3327 Telephone: 503-859-2167 City of Central Point City of Gladstone Marion County Contact: Dea-ina Casey, MMC, Contact: Tami Bannick, Contact: Gloria Roy, City Recorder Recreation Coordinator Legal Counsel Telephone: 541-664-3321 Telephone: 503-557-2769 Telephone: 503-588-5220 City of Coos Bay City of Halsey City of Monmouth Contact: Susanne Baker, Contact: Hilary Norton, Contact: Phyllis Bolman, MMC, Finance Director Assistant City Recorder City Recorder Telephone: 541-269-8915 Telephone: 541-369-2522 Telephone: 503-838-0722 City of Cornelius City of Harrisburg City of Myrtle Creek Contact: Debby Roth, MMC, Contact: Michele Eldridge, CMC, Contact: Carolyn Shields, CMC, City Recorder-Treasurer City Recorder City Recorder Telephone: 503-357-9112 Telephone: 541-995-6655 Telephone: 541-863-3171 City of Cottage Grove City of Hermiston City of Newberg Contact: Trudy Borrevik, CMC, Contact: Amy Palmer, Contact: Sue Ryan, City Recorder Finance Director City Recorder Telephone: 541-942-5501 Telephone: 541-667-5005 Telephone: 503-537-1283 City of Creswell City of Hubbard City of North Bend Contact: Roberta Tharp, CMC, Contact: Vickie Nogle, MMC, Contact: Rene Collins, City Reco der City Recorder City Recorder Telephone: 541-895-2531 Telephone: 503-981-9633 Telephone: 541-756-8529 code` PL BUSHINC CO. Ashland, OR Page/77/ City of Philomath City of Rogue River City of Sutherlin Contact: Ruth Post, MMC, Contact: Mark E. Reagles, Contact: Debbie Hamilton, CMC, City Recorder City Administrator/Recorder City Recorder/HR Manager Telephone: 5,41-929-6148 Telephone: 541-582-4401 Telephone: 541-459-2856 City of Phoenix Rogue Valley Sewer Services City of Veneta Contact: Janette Boothe, Contact: Joan Pariani, Contact: Shauna Hartz, City Recorder Executive Secretary Finance & Admin. Services Dir. Telephone: 541-535-1955 Telephone: 541-779-4144 Telephone: 541-935-2191 City of Pilot Rock City of Silverton City of West Linn Contact: Teri Porter, CMC, Contact: Lisa Figueroa, Contact: Kathy Mollusky, CMC, City Recorder City Clerk City Recorder Telephone: 541-443-2811 Telephone: 503-874-2216 Telephone: 503-722-3430 City of Prineville City of Sisters City of Yoncalla Contact: Lisa Morgan, Contact: Kathy Nelson, Contact: Kathleen Finley, City Recorder/Sr. Admin. Asst. City Recorder City Administrator Telephone: 541-447-5627 Telephone: 541-549-6022 Telephone: 541-849-2152 City of Rainier City of St. Helens Contact: Debra Dudley, Contact: Kathy Payne, CMC, City Administrator City Recorder Telephone: 503-556-7301 Telephone: 503-366-8217 code' FLAUSHING CO. Ashland, D3 Page /18/ TERMS AND CONDITIONS Terms The customer shall indemnify and hold harmless In consideration for services, customer shall CPC, its officers, employees, agents, assigns, and compensate the Code Publishing Company (CPC) representatives for any claims caused by delays to the sum(s) sE't forth in the written proposal or the codification process that may arise from the services addendum, attached to and made a part failure of the customer to supply CPC promptly of this Agreement. Additional service(s) provided with all necessary materials and/or information by CPC following the execution of this Agreement required for the completion of codification, shall be compensated at the current price(s) in supplementation, and webhosting services. effect for CPC's services at the time of performance of the s,-rvices, unless otherwise agreed to Insurance between the parties and set forth in this CPC shall procure and maintain, for the duration of Agreement. this Agreement, general commercial liability insurance for the benefit of CPC and the customer Payment and Invoice Requirements against claims arising from or in connection with CPC shall invoice the customer upon delivery of the performance of the terms of this Agreement the newly codified ordinances, printed by CPC, its officers, employees, agents, assigns, supplements, and/or electronic services elected by and representatives. The general commercial the customer consistent with the terms set forth in liability insurance policy limit amounts shall be no the attached proposal or services addendum. less than $1,000,000 each occurrence and Additional services agreed to between the parties $2,000,000 general aggregate coverage. Proof of shall be invoiced following service delivery. insurance coverage shall be maintained by CPC Payments shall be made by the customer to CPC and provided upon request by the customer. within thirty (30) days of receipt of said invoice by the custorer. Termination of Agreement This Agreement may be terminated by either party Code to Remain Property of Customer upon sixty (60) days' advance written notice. The The code produced by CPC shall be the exclusive customer is required to remunerate to CPC and sole property of the customer and the payment for all services performed by CPC up to customer may use said code for any purposes it the date that the services performed by CPC are to deems appropriate, including copying, discontinue. The customer acknowledges that CPC distributing, or selling copies of said code. shall have a lien against all materials provided by the customer to CPC for codification to secure Indemnification payment for services due until full payment for CPC shall indemnify, defend, and hold harmless services performed by CPC has been received. the customer, its officers, employees, agents, assigns, and representatives from any and all costs, Effective Date claims, judgments or awards of damages arising This Agreement is effective upon the signatures of out of any nE'gligent acts or omissions of CPC, its both parties to this Agreement from the most officers, E:mployees and agents, assigns, and recent date signed by either of them and shall representatives in performing the terms of this remain in effect continuously until terminated by Agreement. either party. code PLAPSHING CO, Ashland, OR Page1191 AUTHORIZATION/AGREEMENT The City of'Ashland, OR, hereby agrees to the procedures set forth in this proposal and authorizes Code Publishing Company to proceed with the conversion and codification project for the Ashland Municipal Code. Initial project (conversion to HTML format) Title 1-16 Included Title 18 2,995.00 Web hosting (per month) 40.00 SupplE~MEmt page rate 20.95 The City agrees to submit ordinances as they are passed. CODE PUBLISHING COMPANY City of Ashland By: _ By: Margaret O. Bustion, President 20 East Main Street 9,410 Roosevelt Way NE Ashland, OR 97520 Seattle, WA 98115 Dated; Dated: Please sign arid return two copies of this page (via USPS) or email this page to: Cade Publishing Company 9410 Roosevelt Way NE Seattle, WA 98115 O F; mbusi:ion@codepublishing.com On execution by the company, a copy will be returned to the City. All prices (ire estimates; final invoice is based on actual number of pages supplemented in the code. u co e d PU6t:SHING CP. Ashland, OR Page 1201 Purchase Order Fiscal Year 2017 Page: 1 of: 1 THIS PO NUMBER MUST APPEAR ON ALL INVOICES, AND SHIPPING DOCUMENTS. B City of Ashland I ATTN: Accounts Payable 20 E. Main Purchase L Ashland, OR 97520 Order # 567 T Phone: 541/552-2010 O Email: a able ashland. or.us V CODE PUBLISHING COMPANY H C/O City Recorder E 9410 ROOSEVELT WAY NE I 20 East Main D SEATTLE, WA 98115-2844 P Ashland, OR 97520 O Phone: 541/488-5307 R T Fax: 541/552-2059 O Vendor Phone Number Vendor Fax Number Requisition Number Delivery Reference Barbara Christensen Date Ordered Vendor Number Date Required Freight Method/Terms Department/Location 02/16/2017 3031 FOB ASHLAND OR/NET30 City Accounts Payable Item# Descri ton/PartNo QTY UOM Unit Price Extended Price MC Hosting 1 Outsource updating and hosting online municipal code 1 $3,998.7500 $3,998.75 Conversion 1 x charge $2995.00 Monthly Fee $40/Mo Supplement Page Rate (est.) $20.95 Code Publishing Company Proposal/Agreement GL SUMMARY 040000 - 604100 $3,998.75 L / S ' - Date: Authori,z Signature PO Total $3,998.75 a FORM # CaT F 1 :t - gr REQUISITION t - Date of request: Required date for delivery: Vendor Name o Address, City, State, Zip j rjy e_l ~5eAH-,kqw# Contact Name & Telephone Number Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Ernergenc~ ❑ 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 pro )osal 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: Contract # Verbal/Wdtten quote(s) or proposal(s) (Attach copy of council communication) ❑ 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 >ervices $5K to $75K Valid until: Date - (Attach copy of council communication) Description of SERVICES Total Cost 00 n a4 r uni ew pad d o Item # Quantity Unit Description of MATERIALS Unit Price Total Cost #66 .2/4?0 - -3;ag. 7S LLV// 999 TOTAL COST Per attached quotelproposal $ Project Number - Account Number _/0 . 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: l' lT Director Date Support -Yes/ No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Employee: Department Head: (Equal to or greater than $5,000) Department Manager/Supervis - ` City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year: YES NO Finance Director- (Equal to or greater than $5,000) Date Comments: Form #3 - Requisition