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HomeMy WebLinkAbout2021-016 PO 20210349- Ciota Engineering fl a EC�I iD R R` Purchase Order via Fiscal Year 2021 Page: 1 of: 1 B City of Ashland L ATTN:Accounts Payable20 E. Main Purchase L Ashland, OR 97520 Order 20210349 T Phone:541/552-2010 0 Email: payable@ashland.or.us CIOTA ENGINEERING H 0/0 Public Works Department N 156 CLEAR CREEK DR, ! .51 Winburn Way P STE 101 Ashland, OR 97520 OR ASHLAND, OR 97520 • Phone; 5411488-5347 • 0 t=ax:541/488-6006 sL @; =_Ia1S' --- Scott e t=f°ale=ski—._ -`l: - _ l'1=1€1°e'�}e-Ir'-�'-I�=} 05/13/2021 1528 FOB ASHLAND ORINET30 ' City Accounts Pa able 13131.A � ' Structural Review Staircase 1 Structural review of proposed repairs to Alice Pell staircase 1,0 $5,000.00 $5,000.00 Personal Services Agreement(Less than$25,000) Completion date: 07130/2021 Project Account: • ********kir*****GL SUMMARY*************** 082400-604100 $6,000.00 • • • • By: /!v ` Date; •-5--1049-7 Author zed Signature $5,000.00 FORM#34 JCITY OF ( ASHLAND A )'f;flitiofit:or m tit iri ltfl:i(1 (.) for ��J 1 I".E r""UOSIMION Date of request: 05105/2021 Required dale for delivery: Vendor Name Clota Engineering PC Address,City,State,Zip - 156 Clear Creek Drive,Suite 101 Ashland,OR 97520 Contact Name&Telephone Number Cameron Harris 541-552-0290 Email address cameron@clotaenglneering.com SOURCING 11/IDTHOD ❑ Exempt from Competitive Bidding, ❑ invitation to 1014 ❑ Emergency ❑ Reason for exemption: Dare approved by Council: ❑ Form 1113,Written findings and Authorization ❑ AMC 2,50 (Attach copy of council communication) 0 Written quote or proposal attached 0 Written quote or proposal attached ._(tf council approval required,attach copy of CC) ❑ Small Procurement 0 eauost for Proposal Cooperative Procurement Not exceeding$5,000 Date approved by Council: El State of Oregon IN Direct Award _(Attach copy of council communication) Contract 11 ❑ VerbaltWrltten bids)or proposal(s) 0 Request for Qualifications(Public Works) ❑ State of Washington Date approved by Council: Contract 11 ._(Attach copy of council communication) 0 Other government agency contract intermediate Procurement 0 Sole Source Agency GOODS&SERVICES ❑ Applicable Form(115,0,7 oro) Contract 0 Greater than$5.000 and less than$100,000 ❑ Written quote or proposal attached Intergovernmental Agreement CI (3)Written bids&solicitation attached 0 Form/14,Personal Services$51(to$75K Agency PERSONAL SERVICES Date approved by Council: ❑ Annual cost to City does not exceed$25,000, Greater than$5,000 and less than$75,000 Valid until: (Date) Agreement approved by Legal and approved/signed by ❑ Less than$35,000,by direct appointment 0 Speclat Procurement ' CC Administrator.AMC 240.070(4) , ❑ (3)Written proposals&solicitation attached 0 Form 119,Request for Approval Ll Annual cost to City exceeds$25,000,Council ❑ Form 114,Personal Services$5K to$75K 0 Written quote or proposal attached approval required,(Attach copy of council communication) Date approved by Coun& Valid until:_ (Date) Description of SERVICES ' Total Cost Structural review of proposed repairs to Alice Poll Staircase $ 5;000,00 j Item U Quantity .Unit Description of MATERIALS Unit Price Total Cost , (=I Per attached quote/proposal ;r'oTAL.CosT. i $ 1 I Project Number Account Number 0 8 2 4 0 0.e o n 1 a o 7) . Account Number • Account Number • 'Expenditure must he charged to the appropriate account ambers for the furancials to accurately reflect the actual expenditures. IT Director In collaboration with department to approve all hardware and software purchases: IT Director Dale Support-Yes/No By signing ibis reequuissitioon form,I codify Brpet"the Cily's public contracting requirements have been satisfied j Em . OployeetYv✓ t) (1 1t1t.-�V2 f \ Department Head: " . ► ' 1,1 Zo2 i Eq al o or greater than$5,000) Department Manager/Supervisor: City ,: a••r: AI _. ' AI� uat to or realer than$25,000) Funds appropriated for current fiscal year: 'YES7TN0 Finance Director-(Equal to or-proem tha $6,000) Date comments: Form 113-RequistUon ' . I PERSONAL SERVICES AGREEMENT (LESS THAN $25,000) CONSULTANT: Ciota Engineering PC CITY OF ADDRESS: 156 Clear Creek Drive,Suite 101 ASHLAND Ashland, OR 97520 20 East Main Street Ashland,Oregon 97520 TELEPHONE: 541-552-0290 Telephone: 541/488-5587 Fax: 541/488-6006 EMAIL: cameron@ciotaengineering:com This Personal Services Agreement(hereinafter"Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Ciota Engineering PC, a domestic professional corporation ("hereinafter "Consultant"), for Structural review of proposed repairs to Alice Peil Staircase. NOW THEREFORE,in consideration of the mutual covenants contained herein,the City and Consultant hereby agree as follows: 1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City, as set forth below(the"Effective Date"), and unless sooner terminated as specifically provided herein,shall terminate upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore, but not later than July 30, 2021. 2. Scope of Work: Consultant will provide structural review of proposed repairs to Alice Peil Staircase as more fully set forth in the Consultant's Memo dated May 3,2021,. which is attached hereto as "Exhibit A"and incorporated herein by this reference. Consultant's services are collectively referred to herein as the"Work." 3. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall be construed to be mutually complementary and supplementary wherever possible. In the event of a conflict which cannot be so resolved,the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. 4. All Costs.Borne by Consultant: Consultant shall,at its own risk,perform the Work described above and,unless otherwise specified in this Agreement,furnish all labor,equipment,and materials required for the proper performance of such Work. 5. Qualified Work: Consultant has represented, and by entering into this Agreement now represents,that all personnel assigned to the Work to be performed under this Agreement 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. Page 1 of 6: PERSONAL SERVICES AGREEMENT BETWEEN THE E CITY OF ASHLAND AND CIOTA ENGINEERING PC 6. Compensation: City shall pay Consultant the sum of$125.00 per hour,not to exceed$5,000.00.(five thousand and zero dollars)as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of$5,000.00 (five thousand and zero dollars)without the express,written approval from the City official whose signature appears below, or such official's successor in office. Payments shall be made within thirty(30) days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work,payments will be made for any phase of the Work completed and accepted as of the date of termination. 7. Ownership of Work/Documents: All Work,work product, or other documents produced in furtherance of this Agreement belong to the City,and any copyright,patent,trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned to the City. 8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220,279B.230 and 279B.235. 9. Living Wage Requirements: If the amount of this Agreement is$22,002.43 or more, Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage,as defined in that chapter,to all employees performing Work under this Agreement and to any Subcontractor who performs 50%or more of the Work under this Agreement. Consultant is also required to post the notice attached hereto as"Exhibit B"predominantly in areas where it will be seen by all employees. 10. Indemnification: Consultant hereby agreesto defend,indemnify, save, and hold City, its officers, employees, and agents harmless from any and all losses, claims, actions,costs, expenses,judgments,or other damages resulting from injury to any person(including injury resulting in death),or damage (including loss or destruction)to property,of whatsoever nature arising out of or incident to the performance of this Agreement by Consultant(including but not limited to,Consultant's employees, agents,and others designated by Consultant to perform Work or services attendant to this Agreement). However, Consultant shall not be held responsible for any losses,expenses,actions, costs,judgments,or other damages,caused solely by the gross negligence of City. 11. Termination: a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. b. City's Convenience. This Agreement may be terminated by City at any time upon not less than thirty(30)days' prior written notice delivered by certified mail or in person. c. For Cause. City may terminate or modify this Agreement,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 Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement;or iii. If any license or certificate required by law or regulation to be held by Consultant to provide Page 2 of 6: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND CIOTA ENGINEERING PC the services required by this Agreement is for any reason denied,revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen(15) days of the date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement 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 Agreement. City, by written notice to Consultant of default or breach,may at any time terminate the whole or any part of this Agreement if Consultant fails to provide the Work called for by this Agreement within the time specified herein or within 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 Agreement. 12. Independent Contractor Status: Consultant is an independentcontractor and not an employee of the City for any purpose. 13. Assignment: Consultant shall not assign this Agreement 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. 14. 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 under the 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 Agreement;or attempts to assign rights in,or delegate duties under,this Agreement. 15. Insurance. Consultant shall, at its own expense,maintain the following insurance: a. Workers' Compensation. Consultant shall obtain and maintain Workers' Compensation insurance in compliance with ORS 656.017,which requires subject employers to provide Oregon Workers' Compensation coverage for its subject workers,unless such employers are exempt under ORS 656.126. If exempt under ORS 656.126, Consultant shall certify such exemption to the City. b. Professional Liability insurance with a combined singlelimit, or the equivalent,of not less than 1 X00 it) p pnm illion dollars)per occurrence. This is to cover any damages caused by error, )( AH • omission or eghgent acts related to the Work to be provided under this Agreement. c. General Liability insurance with a combined single limit,or the equivalent,of not less than gbacIAH I ,;:. • ; million dollars)per occurrence for Bodily Injury,Death, and Property Damage. d. •Automobile lability insurance with a combined single limit;or the equivalent,of not less than ••e -= . { : • for a ch cc'dent f r Bodily Injury and Property Damage,including t; AH 1 ii; I'D ane • o� C ���� �, — coverage o owne., ire. or non-owned ve is es, applicable. Page 3 of 6: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND CIOTA ENGINEERING PC 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 thirty(30)days' prior 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 Agreement. The consultant's insurance is primary and non-contributory.As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates and endorsements prior to commencing the Work under this Agreement. 16. Nondiscrimination: Consultant agrees that no person shall,on the grounds of race,color,religion, creed,sex,marital status,familial status or domestic partnership,national origin,age,mental or physical disability, sexual orientation,gender identity or source of income,suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes,rules and regulations. Further,Consultant agrees not to discriminate against a disadvantaged business enterprise,minority-owned business,woman-owned business,a business that a service-disabled veteran owns or an emerging.small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 17. Consultant's Compliance With Tax Laws: 17.1 Consultant represents and warrants to the City that: 17.1.1 Consultant shall,throughout the term of this Agreement,including any extensions hereof, comply with: (i)All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS Chapters 316, 317,.and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules,regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 17.1.2 Consultant,for a period of no fewer than six(6)calendar years preceding the Effective Date of this Agreement,has faithfully complied with: (i) All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS Chapters 316,317,and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant;and (iii) Any rules,regulations,charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 18. Governing Law; Jurisdiction: This Agreement shall be governed and construed in accordance with the laws of the State of Oregon without regard toconflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue. Page 4 of 6: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND CIOTA ENGINEERING PC 19. Notice. Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in writing to the other party by personal delivery,by sending via a reputable commercial overnight courier,by mailing using registered or certified United States mail,return receipt requested,postage prepaid, or by electronically confirmed at the address or facsimile number set forth below: If to the City:. City of Ashland—Public Works Department Attn:Kaylea Kathol 20 East Main Street Ashland,Oregon 97520 With a copy to: City of Ashland—Legal Department 20 E.Main Street Ashland,,Oregon 97520 If to Consultant: Ciota Engineering PC 156 Clear Creek Drive, Suite 101 Ashland, OR 97520 20. Amendments. This Agreement may be amended only by written instrument executed by both parties with the same formalities as this Agreement. 21. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE UNDERSTANDING BETWEEN THE PARTIES. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS,EITHER ORAL OR WRITTEN,NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. CONSULTANT,BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE,HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT,UNDERSTANDS IT,AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 22. Certification. Consultant shall execute the certification attached hereto as"Exhibit C"and incorporated herein by this reference. Page 5 of 6: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND CIOTA ENGINEERING PC IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF ASHLAND: CIOTA ENINE® ' I 'C(CONSULTANT): By: & By: a a i •" ; ture ; Si:naiarer'- Printed Name ( Printed Name FUOLAL WO(Zi'S 0(C2-EL.T:12.. F 'j+`0 E�-IV•\ Title Title 5Ifo 1.202) 514/Z/ DAteDate (W-9 is to be submitted with this signed Agreement) <76'? Purchase Order No. ,2-( D 3 • Page 6 of 6: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND CIOTA ENGINEERING PC EXHIBIT B CITY OF ASHLAND, OREGON City of Ashland LIVING ALL employers described WAGE below must comply with City of Ashland laws regulating ea ment of a livin. was e. $15.74 per hour, effective June 30, 2020. 1/41nThe.Living Wage is adjusted anually every rift June 30 by the ConsumerPrice Index. Employees must be paid a portion of business of their 401K and IRS eligible living wage: employer,if the employer has cafeteria plans(including ten or more employees,and childcare)benefits to the has received financial amount of wages received by assistance for the,project or the employee. > For all hours worked under a business from the City of service contract between their Ashland in excess of > Note: For temporary and employer and the City of $22,002.43. part-time employees,the Ashland if the contract Living Wage does not apply exceeds$22,002.43 or more. ➢ If their employer is the City of to the first 1040 hours worked > For all hours worked in a Ashland,including the Parks in any calendar year. For and Recreation Department. more details,please see month if the employee spends Ashland Municipal Code 50%or more of the > In calculating the living wage, Section 3.12.020. employee's time in that month employers may add the value 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 O F ASHLAND Page 1 of 1: EXHIBIT B EXHIBIT C CERTIFICATIONS/REPRESENTATIONS: Consultant,by and through its authorized representative,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) Consultant 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. Consultantfurther represents and warrants to City that: (a)it has the power and authority to enter into this Agreement and perform the Work,(b)the Agreement,when executed and delivered,shall be a valid and binding obligation of Consultant enforceable in accordance with its terms,(c)the work under the Agreement shall be performed in accordance with the highest professional standards,and(d)Consultant is qualified,professionally competent,and duly licensed(if applicable)to perform the Work. Consultant also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws,it is an.independent contractor as defined in the Agreement,it is authorized to do business in the State of Oregon,and Consultant has checked four or more of the following criteria that apply to its business. (1)Consultant carries out the work or services at a location separate from a private residence or is in a specific portion of a private 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 L/ 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)Consultant assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties,errors and omission(professional liability)insurance or liability insurance relating to the Work or services to be provided. r0Pr ;. Consult.r's sigtwr�e 52j2 ( Date • Page 1 of 1: EXHIBIT C CIOTA ENGINEERING 156 Clear Creek Dr. Suite 101 Ashland, OR. 97520 (541) 552-0290 Memo Project: Alice Peil Stair Improvements Project No. 21-022 Address: Granite St.Ashland, OR Feature: Project Description/Fee Contractor:N/A To: Kaylea Kathol Date: 5/3/2021 From: Cameron Harris,P.E. DESCRIPTION OF WORK: Structural Review and analysis of Alice Peil stair structure for proposed upgrades and increased loading from added materials per contractor. Includes review of existing as-built conditions with any necessary construction details for structural improvements to the stair as required by the analysis,and as approved by the City of Ashland. RATE: $125/hr EFFORT: not to exceed 40 hours FEE: not to exceed$5,000 Please call my office with any questions. Thanks, Cameron Harris,P.E. Ciota Engineering 1 www.saif.com • ■ Work. Sal' Life. Oregon. Oregon Workers' Compensation Certificate of Insurance Certificate holder: CIOTA ENGINEERING 156 CLEAR CREEK DRIVE STE 101 ASHLAND,OR 97520 The policy of insurance listed below has been issued to the insured named below for the policy period indicated.The insurance afforded by this policy is subject to all the terms,exclusions and conditions of such policy;this policy is subject to change or cancellation at any time. Insured Producer/contact Ciota Engineering PC SAIF Corporation 156 Clear Creek Dr Ste 101 Portland Service Center Ashland,Or 97520-1954 503.673.5283 servic@saif.com Issued 05/04/2021 Limits of liability Policy 987761 Bodily Injury by Accident $1,000,000 each accident Period 03/16/2021 to 07/01/2021 Bodily Injury by Disease $1,000,000 each employee Body Injury by Disease $1,000,000 policy limit Description of operations/locations/special items important This certificate is issued as a matter of information only and confers no rights to the certificate holder.This certificate does not amend,extend or alter the coverage afforded by the policies above.This certificate does not constitute a contract between the issuing insurer,authorized representative or producer and the certificate holder. Authorized representative Keny Barnett President and CEO • 400 High Street SE Salem,OR 97312 P:800.285.8525 Poky F:503.584.9812 ACORD® CERTIFICATE OF LIABILITY INSURANCE DATE A EIMWD�IY""`) 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(les)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 TREY BERKEY(23448) PHONE TREY BERKEY FAX 711 BENNETT AVE (NC.No.Exn: 541-779-8893 _ (AIC.No):541-779-8894 STE 102 Mks, TREY.BERKEY( 000NTRYFINANCIAL.COM MEDFORD,OR 97504 0000 INSURER(S)AFFORDING COVERAGE NAICII INSURER A: COUNTRY Mutual Insurance Company 20990 INSURED 7402808 INSURER B: CIOTA ENGINEERING PC INSURER C: 156 CLEAR CREEK DR UNIT 101 ASHLAND,OR 97520 INSURER 0: 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 TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR INSR WVIY D POLICY NUMBER IMMIDDIVYYYL(MMIDDYYYI GENERAL LIABILITY AM9252473 12/6/2020 12/6/2021 EACH OCCURRENCE $1,000,000 A ✓ DAMAGE TO RENTED COMMERCIAL GENERAL LIABILITY PREMISES(Eaoccurrencal $50.000 CLAIMS-MADE n OCCUR MED EXP(Any one person) $5,000 ✓ BUSINESSOWNERS PERSONAL&ADV INJURY $1,000,000 - GENERAL AGGREGATE $2.000.000 - GEN'LAGGREGATE UMIT AFPUESPER: PRODUCTS-COMP/OP AGG 52,000,000 —(71 POLICY n jF T El LOC $ AUTOMOBILE LIABILITY— ✓ AM9252473 12/6/2020 12/6/2021 COMBINED SINGLE. LIMB _ ANY AUTO BODILY INJURY(Per person) $ A — ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ — AUTOS —NON--OWNED PROPERTY DAMAGE $ ✓ HIRED AUTOS ✓ AUTOS (PeraccIdent) Covered on Businessowners - $ UMBRELLA LIAB — OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DEO RETENTION S $ WORKERS COMPENSATION - WC STATU- IOTH- AND EMPLOYERS'LIABILITY YIN TORY LIMITS FR ANY PROPRIETOR/PARTNER/EXECUTIVE❑ N/A E.L.EACH ACCIDENT S OFFICER/MEMBER EXCLUDED? (Mandatory in NH) EL DISEASE-EA EMPLOYEE S If yes describe under - DESCRIPTION OF OPERATIONS below EL DISEASE-POLICY LIMIT 5 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,If more space Is required) POLICY INFORMATION: HIRED AUTOS.LIMIT AND NON-OWNED AUTOS LIMIT ARE$100,000 EACH OCCURRENCE SUBJECT TO A.$100,000 AGGREGATE LIMIT (CONTINUED) CERTIFICATE HOLDER . CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE CITY OF ASHLAND THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 E MAIN ST ACCORDANCE WITH THE POLICY PROVISIONS. • ASHLAND,OR 97520 AUTHORIZED REPRESENTATIVE I • hi/i ©1988-2010 A •RD C► •ORATION.All rights reserved. ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD AGENCY CUSTOMER ID: LOC It: • ACORD ADDITIONAL REMARKS SCHEDULE Page 1 of 1 AGENCY NAMED INSURED CIOTA ENGINEERING PC POLICY NUMBER 158 CLEAR CREEK DR UNIT 101 AM9252473 ASHLAND,OR 97520 CARRIER COUNTRY Mutual Insurance Company 2099IC 0DE EFFECTIVE DATE:5/3/2021 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: ACORD 25 FORM TITLE: CERTIFICATE OF LIABILITY INSURANCE ADDITIONAL INSURED(S): CITY OF ASHLAND 20 E MAIN STREET ASHLAND,OR 97520 • ACORD 101(2008101) ©2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD CIOTENG-01 NWEISER .Ac�RGI" CERTIFICATE OF LIABILITY INSURANCE DAT21412 DT 214120211 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(les)must have ADDITIONAL INSURED provisions or 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 NpMFACT Nancy Hughes-Weiser The Hartwell Corporation P�°NN Eat):(208)459-1678 IFAX No):(208)454-1114 PO Box 400 Caldwell,ID 83606 AMISS:nancy@thehartwellcorp.com INSURERS)AFFORDING COVERAGE NAIL it • INSURER A:Aspen American insurance Co INSURED INSURER B Ciota Engineering PC INSURERC: '156 Clear Creek Suite 101 INSURER D: Ashland,OR 97520 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 CONTRACTOR 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. ILhR TYPE OF INSURANCE AIDDD UDR POLICY NUMBER mMUDDYEFF PMIJCYEXP LIMITS /YYYY) (MMIDD/YYY1f) COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE CLAIMS-MADE n OCCUR DAMAGETO occurrence) $ MED EXP(Any one person) $ PERSONAL&ADV INJURY $ GEN'LAGGREGATE LIMIT APPLES PER: GENERAL AGGREGATE $ POLICYn n LOC PRODUCTS-COMP/OP AGG S OTHER: S AUTOMOBILE LIABILITY UFOs BNEDq INGLELIMIT $ ANY AUTO BODILY INJURY(Per person)- $ — OWNED SCHEDULED _ AUTOS ONLY _ AUTOS BODILY pBRODIL�YIINJUpRY(Peraccident) S AUTOS ONLY _ AUTOS ONLY (Perraccideennt)AMAGE S _ UMBRELLA LIAB _ OCCUR EACH OCCURRENCE S EXCESS LIAB CLAIMS-MADE AGGREGATE S DED I RETENTIONS S WORKERS COMPENSATION PER OTH- AND EMPLOYERS'UABIUTY STATUTE ER ANY PROPRIIETgOERRIPARTNEIVEXECUTIVE YI I EL.EACH ACCIDENT NH) $ laudatory In EXCLUDED? NIA E.L.DISEASE-EA EMPLOYEES If yes,describe under DESCRIPTION OF OPERATIONS below - EL DISEASE-POLICY LIMIT S A Professional Liabili AAAE300132-01 2116/2021 211612022''Each Claim Limit 1,000,000 A Retro Date 2/17/2013 AAAE300132-01 2116/2021 2/1612022 Aggregate Limit 2,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space Is required) Proof of Insurance'*' • CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Proof Of Insurance THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED.IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25(2016(03) ©19882015 ACORD CORPORATION.All rights reserved. The ACORD name and logo are registered marks of ACORD Auto Declarations COUNTRY Preferred Insurance Company® T 1-866-COUNTRY(1-866-268-6879) COUNTRY PO Box 2100,Bloomington IL 61702-2100 www.countryfinancial.com •�F I N A N C I A L Policy Number:P010120224 Policy State: Oregon Account Number..0007451424 Policy Term:6 Months Declarations Reason:Renewal Payment Plan:Auto Monthly Payment Declarations Effective Date:May 30,2021 Policy Effective Date:May 30,2021 Policy Expiration Date:Nov 30,2021 at 12:01• Cameron Harris&Katie Cornutt - a.m.standard time at 4624 Cloudcrest Dr • Medford, OR 97504-9051 your address Total Premium:$656.94 This Is not a bill,do not pay this amount.Any balance will be included with your next billing notice. it t S r - n r „ .r - Your financial representative Online Customer Support Call 1-866-COUNTRY Trey Berkey View your policy, insurance Call 1-866-268-6879 anytime (541)779-8893 cards, bill payment, claims, for claims assistance and trey.berkey©countryfinancial.com chat and more! customer service. http:/Iwww.countryfinancial.com/trey.berkey countryfinanciaicom Drivers Name Named Insured Additional Information Cameron Harris Yes Katie Cornutt • Yes Policy Discounts Good Driver,Advance Quote,Multi-Car,Multi-Policy Savings Amount $947.47 Policy Coverages Policy coverages apply to all listed vehicles unless otherwise noted. Limits Deductibles Premium Bodily Injury Liability Each Person/Each Occurrence $100,000/$300,000 $185.14 Property Damage Liability $50,000 Included Uninsured Motorists/Underinsured Motorists Each Person/Each Occurrence $100,000/$300,000 $31.31 Pornonal Injury Protocfion-Remits Medical-Each Person $15,000 '$30.75 113080R(00-10/17) Page 1 of 3 Ins.Office/Financial Rep 36003/23448 CITY OF ASHLAND Memo DATE: May 5,2021 TO: Scott Fleury,Director of Public Works FROM: Kaylea Kathol,Project Manager RE: Low Risk,Less Stringent Insurance Coverage for Ciota Engineering It is my intention to hire Cameron Harris,PE,of Ciota Engineering to provide a review of a separate contractor's proposal for repairing damages to the Alice Peil staircase. This company carries insurance coverages that are lower the City's standards,including$1M general,professional,and automobile liability (City requires$2M). I believe the City's requirements are not necessary for this project based on the reasons provided below. General Liability It is my opinion that the risk associated with the services requested is sufficiently low to justify waiving the City's higher general liability insurance requirements. There are multiple factors that contribute to my opinion of low risk, foremost is the nature of the services provided.The consultant will provide a visual structural review of the Alice Peil stairway,and will utilize engineering principals to calculate the additional weight the stairs can safely carry.Power tools,heavy equipment, aerial platforms,or other work methods we may consider "higher risk"to the consultant or the public are absent from this job. Also contributing to my opinion of low risk is the temporal scope of service Ciota will be providing. The work to be performed will not take more than one day on site. The short duration further reduces risk on a project that is already low risk. Professional Liability I believe the context of this work does not necessitate$2M in professional liability. Foremost,the job is straight-forward with few opportunities to encounter"unknowns". All structural members and connections are exposed and readily visible,which minimizes the need for assumptions. Moreover, construction drawings are available for the stairway,which often is not the case for some of the City's older infrastructure. These drawing provide additional confirmation of the existing structure's load bearing capacity,thus further reducing unknowns. Because the staircase is of a very simple design,with fully exposed members and connections,plus some existing documentation that can be easily verified and updated,I believe the work provides minimal opportunities for damages related to errors or omissions. Automobile Liability The nature of the work will not require vehicle operation,nor will the location of the work allow vehicle operation. Vehicle operation, if any,will be limited to finding a parking spot for a passenger vehicle within walking distance of the job site. Vehicles will not be operated during the evaluation, and certainly not at the job site,where public parking is prohibited. Because Ciota Engineering is a long-term Ashland-based company,and because Mr. Harris has worked for Ciota for many years,it is reasonable to conclude that he is familiar with the route between his office and parking options near the job site. Experience and familiarity with a route further reduce the already-low risks associated with operating an automobile along said route. Past Performance The consultant has worked for me on at least two previous occasions and has also been hired by other City staff for similar work. He has no record of claims or disputes with the City. I've observed his conduct to be consistently circumspect. Page 1 of 1 Via1