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HomeMy WebLinkAbout2021-110 PO 20220092- Valley Web Printing i+s li 41 c......, 0 ri-ni 0 fft-tn\n---vi-rit, %..41,1 d ir nEuun,_%L.-I'l Purchase Order Fiscal Year 2022 Page: 1 of: 1 =THISTOMMBERZIALISSMPREAREOMIL--= 7—trignIeE-$1;-----,ZWIAHIRRINWSOCINEISM7—= B Ashland Parks CommissionLr_ ______ il ATTN: Accounts Payable L 20 E. Main . Purchase L20220092 Ashland, OR 97520 Order# T Phone: 541/552-2010 0 Email: payable@ashland.or.us S V H C/O Recreation Division (Grove E VALLEY WEB PRINTING I 1195 East Main Street N 1299 STOWE AVENUE p Ashland, OR 97520 D MEDFORD, OR 97501 Phone: 541/488-5340 0 , T Fax: 541/488-5314 R 0 / — — — l'.--_ _Ve-1-71-deit-ThliWelatim. .13B=-.1. -:Reriditii-MITcreTt MrciTtisitiVridatuntefw_7.,,'-_--1-_-_-- ----,--- -_-_- fflivIijOeTeirite,-------==.---------m---1-=„-.-- --------------- (541) 772-7039 . Dorinda Cottle _ wrata-MteredEz-----7--Vr&rdr --( 761---- fflatelaeriuweiciu ----ftet—ghtiVrefffdifiTerins--- Dep-Mr—rentlbareattori 08/16/2021 575 FOB ASHLAND OR/NET30 Parks Accounts Payable atliEM- ViaTu==MiteviNW-e-ei APRC PlayGuides 1 Printing_ of APRC PlayGuides for one-year cycle 2021-2022 (3) 1.0 $7,819.7000 $7,819.70 Total Guides Goods Agreement(Less than $25,000) Completion date: June 30, 2022 Project Account: $781.97 Project Account: $7,037.73 ...........*.**GL SUMMARY*************** 120900 -606100 $781.97 125301 -606100 $7,037.73 By: Date: - — Authorized Signature $7,819.70$7,819.70 • FORM #3 CITY OF �_ D • I,S H LAN D REQUISITION i Op 7_,,eDate of request: 7/14/2021 Required date for delivery: 8/13/2021 Vendor Name _ Address,City,State,Zip 1299 Stowe Ave.Medford.OR 97501 Contact Name&Telephone Number Todd Reichenbach;541.772.7039,541.772:1279 Fax Number SOURCING METHOD 0 Exempt from Competitive Bidding , 0 Emergency D Reason for exemption: X❑ Invitation to Bid (Copies on file) 0 Form#13,Written findings and Authorization ❑ AMC 2.50 Date approved by Council_ 0 Written quote or proposal attached ❑ Written quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than$5,000 ❑ Request for Proposal (Copies on file) 0 State of Oregon • O Direct Award Date approved by Council: - Contract#_ ❑ VerballWritten quote(s)or proposal(s) 0 State of Washington Intermediate Procurement 0 Sole Source Contract# GOODS&SERVICES 0 Applicable Farm(#5,6,7 or 8) 0 Other government agency contract $5,000 to$100,000 0 Written quote or proposal attached Agency • O (3)Written quotes and solicitation attached 0 Form#4, Personal Services$5K to$75K Contract# PERSONAL SERVICES 0 Special Procurement Intergovernmental Agreement $5,000 to$75,000 0 Form#9,Request for Approval 0 Agency ❑ Less than$35,000,by direct appointment 0 Written quote or proposal attached Date original contract approved by Council: ❑ (3)Written proposals/written solicitation Date approved by Council: (Date) ❑ Form#4, Personal Services$51(to$75K Valid until: (Date) Description of SERVICES Total Cost • Printing of APRC PlayGuides for one-year cycle,2021-2022(3 total guides) ''$6,604.75 , ' • . . Item# Quantity Unit ' Description of MATERIALS Unit Price Total Cost 3 PlayGuide 2201.58 6604.75 N/A Printing and mail prep for PlayGuides in a one-year cycle(3) 1 Envelope Remittance Envelope for Fall 2021 PlayGuide(promdtionfor Ashland 1214.95 1214.95 Parks Foundation) . .TOTAL'COST • X❑ Per attached quote/proposal $7819.70 Project Number___ __-___ Account Number__125301-606100($7037.73,90%p .. Account Number__120900-606100($781.97,10%)____ Account•Number___-__- - - *Expenditure must be charged to the appropriate account numbers*the financials to accurately reflect the actualexpenditures. • IT Director in collaboration with department to approve all hardware arid software purchases: IT D irector Date Support-Yes/No By signing this requisition form,I certify that the City's public`contracting requirements have been satisfied. ' • )522-"- Employee: DarIs da cataaDepartment Head: - , (Equal to or greater than$5,000) Department Manager/Supervisor: City Administrator (Equal to or greater than$25,000)/ Funds appropriated.for_current fiscal year: YES /NO ,i( "Zt( ''2-L Finan, ctor-(Equal to of greater than$5;000). Date Comments: — — — . Form li3-Requisition GOODS AGREEMENT LESS THAN $25,000 PROVIDER: Valley Web Printing Inc. • ''` L �,�11t 6 PROVIDER'S CONTACT: Todd Reichenbach ADDRESS: 1299 Stowe Ave,Medford OR 97501 20 East Main Street Ashland, Oregon 97520 PHONE: 541-772-7039/FAX: 541-772-1279 Telephone: 541/488-5587 Fax: 541/488-6006 EMAIL: toddr@valleywebprinting.com 1 This Goods and Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Valley Web Printing Inc.,("hereinafter "Provider"),for the printing,mailing and delivery of three seasonal recreation PlayGuides for Ashland Parks and Recreation Commission (APRC) for FY21-22,a period spanning July 1,2021 through June 30,2022. 2. PROVIDER'S OBLIGATIONS 1.1 Provide Printing, mailing and delivery services for three seasonal Ashland Parks & Recreation Commission (APRC) Playguides for FY 21-22, as set forth in the "SUPPORTING DOCUMENTS" attached'hereto and,by this reference, incorporated herein. Provider expressly acknowledges that time is of the essence of any completion date set forth in the SUPPORTING DOCUMENTS, and that no waiver or extension of such deadline may be authorized except in the same manner as herein provided for authority to exceed the maximum compensation. The goods defined and described in the "SUPPORTING DOCUMENTS"shall hereinafter be referred to as"Goods." 1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance of all Goods received hereunder,a policy or policies of liability insurance including commercial general liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) for each occurrence for Bodily Injury and Property Damage. 1.2.1 The insurance required in this Article shall include the following coverages: • 'Comprehensive General or Commercial General Liability, including personal injury, • contractual liability,and products/completed operations coverage; • Automobile Liability. 1.2.2 Each policy of such insurance shall be on an"occurrence" and not a"claims made" form, and shall: • Name as additional insured "the City of Ashland, Oregon, its officers, agents and employees" with respect to claims arising out of the provision of Goods under this Agreement; • Apply to each named and additional named insured as though a separate policy had been issued to each,provided that the policy limits shall not be increased thereby; • Apply as primary coverage for each additional named insured except to the extent that two. or more such policies are intended to "layer" coverage and, taken together, they provide total coverage from the first dollar of liability; • Provider shall immediately notify the City of any change in insurance coverage Page 1 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc, • • Provider shall supply an endorsement naming the City, its officers, employees and agents as additional insureds by the Effective Date of this Agreement; and • Be evidenced by a certificate or certificates of such insurance approved by the City. 1.3 All subject employers working under this Agreement are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126. 1.4 Provider 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 this Agreement when employed by Provider. Provider agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Provider 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. 1.5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Providers of the Provider's obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws. 3. CITY'S OBLIGATIONS 3.1 City shall pay Provider the sum of$6,604.75- $7,819.70 (six thousand six hundred and four dollars and seventy-five cents up to seven thousand eight hundred and nineteen dollars and seventy cents) per one-year cycle, which includes three (3) Play Guides, as provided herein as full compensation for the Goods as specified in the SUPPORTING DOCUMENTS. 3.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed the sum of$8.500.00 without express, written approval from the City official whose signature appears below, or such official's successor in office. Provider expressly acknowledges that no other person has authority to order or authorize additional Goods which would cause this maximum sum to be exceeded and that any authorization from the responsible official must be in writing. Provider further acknowledges that any Goods delivered or expenses incurred without authorization as provided herein is done at Provider's own risk and as a volunteer without expectation of compensation or reimbursement. 4. GENERAL PROVISIONS 4.1 This,is a non-exclusive Agreement. Provider is obligated to provide the Goods at the rates set forth above during the term of this Agreement unless Provider is unavailable because of prior commitment. City is not obligated to procure any specific amount of goods from Provider, and is free to procure similar goods of other providers in its sole discretion. 4.2 Provider is an independent contractor and not an employee or agent of the City for any purpose. 4.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability insurance,paid leave, and retirement. 4.4 This Agreement embodies the full and complete understanding of the parties respecting the subject matter hereof. It supersedes all prior agreements,negotiations, and representations between the parties, whether written or oral. Page 2 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc. 4.5 This Agreement may be amended only by written instrument executed with the same formalities as this Agreement. 4.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220, 279B.230 and 279B.235. 3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict 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, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue. 3.8 Provider shall defend,save,hold harmless and indemnify the City and its officers,employees and agents from and against all claims, suits, actions, losses, damage's, liabilities costs and expenses of any nature resulting from or arising out of, or relating to the activities of Provider or its officers, employees, contractors, or agents under this Agreement. 3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents, or other events beyond the control of the other or the other's officers, employees or agents. 3.10 If any provision of this Agreement is found by a court of competent jurisdiction to be unenforceable, such provision shall not affect the other provisions, but such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the intent of Provider and the City set forth in this Agreement. 3.11 Deliveries will be F.O.B destination. Provider shall pay all transportation and handling charges for the Goods. Provider is responsible and liable for loss or damage until final inspection and acceptance of the Goods by the City. Provider remains liable for latent defects, fraud, and warranties. 3.12 The City may inspect and test the Goods. The City may reject non-conforming Goods and require Provider to correct them without charge or deliver them at a reduced price, as negotiated. If Provider does not cure any defects within a reasonable time, the City may reject the Goods and cancel this Agreement in whole or in part. This paragraph does not affect or limit the City's rights, including its rights under the Uniform Commercial Code, ORS Chapter 72 (UCC). 3.13 Provider represents and warrants that the Goods are new, current, and fully warranted by the manufacturer. Delivered Goods will comply with SUPPORTING DOCUMENTS and be free from defects in labor, material and manufacture. Provider shall transfer all warranties to the City. 4. SUPPORTING DOCUMENTS 4.1 The following documents are, by this reference, expressly incorporated in this Agreement, and are collectively referred to in this Agreement as the "SUPPORTING DOCUMENTS:" • The City's Invitation for Bids#,together with any documents incorporated by reference therein. • The Provider's complete written Proposal dated. Page 3 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc. • 4.2 This Agreement and the SUPPORTING DOCUMENTS shall be construed to be mutually complimentary 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 SUPPORTING DOCUMENTS. In the event of conflict between provisions of two of the SUPPORTING DOCUMENTS,the several supporting documents shall be given precedence in the order listed in Article 4.1. • 5. REMEDIES 5.1 In the event Provider is in default of this Agreement, City may, at its option, pursue any or all of the remedies available to it under this Agreement and at law or in equity, including, but not limited to: 5.1.1 Termination of this Agreement; 5.1.2 Withholding all monies due for the Goods that Provider has failed to deliver within any scheduled completion dates or any Goods that have been delivered inadequately or defectively; 5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or injunctive relief; 5.1.4 Exercise of its right of setoff. 5.1.5 These remedies are cumulative to the extent the remedies are not inconsistent,and City may pursue any remedyor remedies singly, collectively, successively or in any order whatsoever. 5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or for anticipated profits. If previous amounts paid to Provider exceed the amount due, Provider shall pay immediately any excess to City upon written demand provided. 6. TERM AND TERMINATION 6.1 Term. This Agreement shall be effective from the date of execution on behalf of the City as set forth below (the "Effective Date"), and shall continue in full force and effect until June 30, 2020, unless sooner terminated as provided in Subsection 6.2. 6.2 Termination 6.2.1 The City and Provider may terminate this Agreement by mutual agreement at any time. 6.2.2 The City may, upon not less than thirty (30) days' prior written notice, terminate this Agreement for any reason deemed appropriate in its sole discretion. 6.2.3 Either party may terminate this Agreement, with cause, by not less than fourteen (14) days' prior written notice if the cause is not cured within that fourteen (14) day period after written notice. Such termination is in addition to and not in lieu of any other remedy at law or equity. 7. 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, or by mailing using registered or certified United States mail, return receipt requested, postage prepaid, to the address set forth below: If to the City: City of Ashland—Ashland Parks and Recreation Commission Attn: Dorinda Cottle 20 E. Main Street Ashland, Oregon 97520 Phone: (541) 541-552-2265 Page 4 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc. • With a copy to: City of Ashland—Legal Department 20 E. Main Street Ashland, OR 97520 Phone: (541) 488-5350 If to Provider: Valley Web Printing Inc, Attn: Todd Reichenbach 1299 Stowe Ave, Medford OR 97501 Phone: (541) 772-7039 8. WAIVER OF BREACH One or more waivers or failures to object by either party to the other's breach of any provision,term,condition, or covenant contained in this Agreement shall not be construed as a waiver of any subsequent breach,whether or not of the same nature. 9. PROVIDER'S COMPLIANCE WITH TAX LAWS 9.1 Provider represents and warrants to the City that: 9.1.1 Provider 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 Provider; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.1.2 Provider, 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 Provider; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.2 Provider's failure to comply with the tax laws of the State,of Oregon and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further, any violation of Provider's warranty, as set forth in this Article 9, shall constitute a material breach of this Agreement. Any material breach of this Agreement shall entitle the City to terminate this Agreement and to seek damages and any other relief available under this Agreement,at law,or in equity. 9.3 Any Goods delivered to the City under this Agreement shall be provided to the City free and clear of any and all restrictions on or conditions of its use, transfer, modification, or assignment, and shall be free and clear of any and all liens, claims, mortgages, security interests, liabilities, charges, and encumbrances of any kind. Page 5 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc. 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: Valley Web Printing Inc. (PROVIDER): at "ilii►; _ - Signature 1-41=r;Zeild lV1l, ea A ` OAA (cf-t e"47' /4G Printed Name Printed Name ° 2-1 NG-c-a2 Date Title. � j �� fz1 • Date Purchase Order No. o ' "7'2CW:4 is to be submitted with this signed Agreement) Page 6 of 6: Goods Agreement between the City of Ashland and Valley Web Printing Inc. AMENDMENT NO. 1 to GOODS AND SERVICES AGREEMENT between THE CITY OF ASHLAND, an Oregon municipal corporation, - ("Cii y") and Valley Web Printing,Inc. ("Contractor") for PRINTING,MAILING AND DELIVERY OF THREE SEASONAL RECREATION PLAYGUIDES FOR ASHLAND PARKS AND RECREATION RECITALS A. The City and Contractor previously entered into a Goods Agreement effective July 21, 2021 (the "Agreement") for printing, mailing and delivery of three seasonal recreation PlayGuides for Ashland Parks and Recreation B. The City and Contractor wish to amend the Agreement to extend the term of the Agreement. AGREEMENT NOW THEREFORE,in consideration of the mutual benefits and obligations set forth herein,the parties agree as follows: 1. Amend the Completion Date as follows, with strikeout wording deleted and underscored wording added: • COMPLETION DATE: June 30, 2020 June 30, 2022. 2. This Amendment No. 1 is effective upon being signed by both parties. • 3. Except as specifically modified by this Amendment No. 1,the terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF the parties have caused this Amendment No. 1 to be signed in their respective names by their duly authorized representatives as of the dates set forth below: CITY OF ASHLAND, OREGON VALLEY WEB PRINTING,INC. By: 71CLZCLa 4.9 By: TODD RE I CHENBACH Printed Name: Michael A. Black Printed Name: TODD REICHENBACH Title: APRC Director Title: MANAGER/ LEAD PRINT CSR Date: 8/19/21 Date: '8/19/21 Page 1 of 1: Amendment No. 1 to Goods Agreement '4 D® DATECERTIFICATE OF LIABILITY INSURANCE 08F23D !) 0YY1 D8/23/2021 • 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 Ileu of such endorsement(s). PRODUCER CONTACT FEDERATED MUTUAL INSURANCE COMPANY NAME: CLIENT CONTACT CENTER HOME OFFICE:P.O.BOX 328 IA/C,No,Ext):888-333-4949 E FAX C, No):507-446-4664 OWATONNA,MN 55060 E-MAILDss:CLI ENTCONTACTCENTERIaIFEDINS.COM 'INSURER(S)AFFORDING COVERAGE _ NAIC# INSURER A:FEDERATED MUTUAL INSURANCE COMPANY 13935 INSURED 344-174-8 INSURER B:FEDERATED RESERVE INSURANCE COMPANY 16024 WENDTCO WEB PRINTING INCORPORATED,VALLEY WEB PRINTING INSURER C: 1299 STOWE AVE MEDFORD,OR 97501-6612 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:7 • REVISION NUMBER:4 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 INSR Sip POLICY NUMBER IMM/DD VYYY) (MMIDDIVYYPOLICY EFF POLICY PY) LIMITS X COMMERCIAL GENERAL LIABILITY 1 EACH OCCURRENCE $1,000,000^ CLAIMS-MADE'I I OCCUR ED PREMSEO aoccSEurence) $100,000 MED EXP(Any one person) EXCLUDED A Y Y 9820268 07/31/2021 07/31/2022 PERSONAL&ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPUES PER: 1 GENERAL AGGREGATE $2,000,000 POLICY JECT I I LOC PRODUCTS-COMPIOP AGO $2,000,000 OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $1,000,000 lEa accident) X ANY AUTO BODILY INJURY(Per person) A OWNED AUTOS ONLY _SAUTOSCHEDULED Y N 9820268 07/31/2021 07/31/2022 BODILY INJURY(Per accIdentl HIRED AUTOS ONLY NON-OWNED PROPERTY DAMAGE AUTOS ONLY • (Per accident) • X UMBRELLA LIAR X OCCUR EACH OCCURRENCE $2,000,000 A EXCESS LIAR CLAIMS-MADE N N 9820269 07/31/2021 07/31/2022 AGGREGATE $2,000,000 DED I I RETENTION WORKERS COMPENSATION X PER STATUTE AND EMPLOYERS'LIABILITY Y/N • MY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $500,000 B OFFICERIMEMBER EXCLUDED? NIA N 1813505 04/01/2021 04/01/2022 (Mandatory in NH( E.L-DISEASE-EA EMPLOYEE $500,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L DISEASE-POLICY LIMIT 5500,000 DESCRIPTION OF OPERATIONS I LOCATIONS 1 VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more'space is required) SEE ATTACHED PAGE • CERTIFICATE HOLDER CANCELLATION 344-174-8 7 4 CITY OF ASHLAND SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 20 E MAIN ST THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ASHLAND,OR 97520-1814 - ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE lG © 1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016103) The ACORD name and logo are registered marks of ACORD AGENCY CUSTOMER ID: 344-174-8 LOC#: • ACORD® �-� ADDITIONAL REMARKS SCHEDULE Page 1 of 1 AGENCY NAMED INSURED FEDERATED MUTUAL INSURANCE COMPANY WENDTCO WEB PRINTING INCORPORATED,VALLEY WEB PRINTING POLICY NUMBER 1299 STOWE AVE SEE CERTIFICATE#7.4 MEDFORD,OR 97501-6612 CARRIER NAIC CODE SEE CERTIFICATE#7.4 EFFECTIVE DATE:SEE CERTIFICATE#7.4 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: CERTIFICATE OF LIABILITY INSURANCE THE GENERAL LIABILITY COVERAGE CONTAINS A WAIVER OF SUBROGATION IN FAVOR OF THE CERTIFICATEHOLDER SUBJECT TO THE CONDITIONS OF THE WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US ENDORSEMENT. CITY OF ASHLAND, ITS OFFICERS AND EMPLOYEES ARE NAMED ADDITIONAL INSURED AS PER WRITTEN CONTRACT. WAIVER OF SUBROGATION IS PROVIDED IN FAVOR OF THE CERTIFICATE HOLDER. ANY COVERAGE PROVIDED BY THE CA-F-127 APPLIES ONLY FOR THE DELIVERY OF THE ADDITIONAL INSURED'S PRODUCTS BY'THE NAMED INSURED THE CERTIFICATE HOLDER IS AN ADDITIONAL INSURED SUBJECT TO THE CONDITIONS OF THE ADDITIONAL INSURED BY CONTRACT ENDORSEMENT FOR BUSINESS AUTO LIABILITY. • ACORD 101(2008101) O 2008 ACORD CORPORATION.All rights reserved. The ACORD name and logo are registered marks of ACORD • 7 , THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED BY CONTRACT ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE PART With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modified by the endorsement. A. WHO IS AN INSURED for"bodily injury" and "property damage" liability is amended to include: Any person or organization other than a joint venture, for which you have agreed by written contract to procure bodily injury or property damage "auto" liability insurance arising out of operation of a covered "auto"with your permission. However, this additional insurance does not apply to: (1) The owner or anyone else from whom you hire or borrow a covered "auto". This exception does not apply if the covered "auto" is a "trailer" connected to a covered "auto"you own. •(2) Your "employee" if the covered "auto" is owned by that "employee" or a member of his or her household. (3) Someone using a covered "auto" while he or she is working in a business of selling, servicing, repairing, parking or storing "autos" unless that business is yours. (4) Anyone other than your "employees", partners (if you are a partnership), members (if you are a limited liability company), or a lessee or borrower or any of their "employees", while moving property to or from a covered "auto". (5) A partner (if you are a partnership), or a member (if you are a limited liability company) for a covered "auto"owned by him or her or a member of his or her household. B. The coverage extended to any additional insured by this endorsement is limited to, and subject to all terms, conditions, and exclusions of the Coverage Part to which this endorsement is attached. In addition, coverage shall not exceed the terms and conditions that are required by the terms of the written agreement to add any insured, or to procure insurance. C. The limits of insurance applicable to such insurance shall be the lesser of the limits required by the agreement between the parties, or the limits provided by this policy. D. Additional exclusions. The insurance afforded to any person or organization as an insured under this endorsement does not apply 1. To "loss"which occurs prior to the date of your contract with such person or organization; 2. To "loss" arising out of the sole negligence of any person or organization that would not be an insured except for this endorsement. 3. To "loss" for any leased or rented "auto" when the lessor or his or her agent takes possession of the leased or rented "auto"or the policy period ends, whichever occurs first. • Includes copyrighted material of Insurance Services Office, Inc. with its permission. CA-F-127 (03-03) Policy Number: 9820268 Transaction Effective Date:08-23-2021 POLICY NUMBER: 9820268 COMMERCIAL GENERAL LIABILITY CG 20 10 12 19 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): Location(s) Of Covered Operations CITY OF ASHLAND ANY COVERAGE PROVIDED BY THIS 20 E MAIN ST ENDORSEMENT APPLIES ONLY WHILE THE WORK ASHLAND OR 97520 DONE FOR THE ADDITIONAL INSURED BY WENDTCO WEB PRINTING INCORPORATED IS IN WENDTCO'S OWN CARE, CUSTODY, AND CONTROL Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II - Who Is An Insured is amended to B. With respect to the insurance afforded to these include as an additional insured the person(s) or _ additional insureds, the following additional organization(s) shown in the Schedule, but only exclusions apply: with respect to liability for "bodily injury", This insurance does not apply to "bodily injury" or "property damage" or "personal and advertising "property damage"occurring after: injury" caused, in whole or in part, by: 1. All work, including materials, parts or 1. Your acts or omissions; or equipment furnished in connection with such 2. The acts or omissions of those acting on your work, on the project (other than service, behalf; maintenance or repairs)to be performed by or in the performance of your ongoing operations for on behalf of the additional insured(s) at the the additional insured(s) at the location(s) location of the covered operations has been completed; or designated above. 2. That portion of "your work" out of which the However: injury or damage arises has been put to its 1. The insurance afforded to such additional intended use by any person or organization insured only applies to the extent permitted by other than another contractor or subcontractor law; and engaged in performing operations for a 2. If coverage provided to the additional insured principal as a part of the same project. is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. WENDTCO WEB PRINTING INCORPORATED 1299 STOWE AVE MEDFORD OR 97501 © Insurance Services Office, Inc., 2018 Page 1 of 2 CG 20 10 12 19 Policy Number: 9820268 Transaction Effective Date:08-23-2021 C. With respect to the insurance afforded to these 2. Available under the applicablelimits of additional insureds, the following is added to insurance; Section III - Limits Of Insurance: whichever is less. If coverage provided to the additional insured is This endorsement shall not increase the required by a contract or agreement, the most we applicable limits of insurance. will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or • Page 2 of 2 © Insurance Services Office, Inc., 2018 CG 2010 12 19 Policy Number: 9820268 Transaction Effective Date:08-23-2021 • POLICY NUMBER: 9820268 COMMERCIAL GENERAL LIABILITY CG 24 04 12 19 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US (WAIVER OF SUBROGATION) This endorsement modifies insurance provided under the following: , COMMERCIAL GENERAL LIABILITY COVERAGE PART ELECTRONIC DATA LIABILITY COVERAGE PART LIQUOR LIABILITY COVERAGE PART POLLUTION LIABILITY COVERAGE PART DESIGNATED SITES POLLUTION LIABILITY LIMITED COVERAGE PART DESIGNATED SITES PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART RAILROAD PROTECTIVE LIABILITY COVERAGE PART UNDERGROUND STORAGE TANK POLICY DESIGNATED TANKS SCHEDULE Name Of Person(s) Or Organization(s): CITY OF ASHLAND 20 E MAIN ST ASHLAND OR 97520 • Information required to complete this Schedule, if not shown above, will be shown in the Declarations. The following is added to Paragraph 8. Transfer Of Rights Of Recovery Against Others To Us of Section IV -Conditions: We waive any right of recovery against the person(s) or organization(s) shown in the Schedule above because of payments we make under this Coverage Part. Such waiver by us applies only to the extent that the insured has waived its right of recovery against such person(s) or organizatiori(s) prior to loss. This endorsement applies only to the person(s) or organization(s) shown in the Schedule above. DESCRIPTION OF INTEREST: ANY COVERAGE PROVIDED BY THIS ENDORSEMENT APPLIES ONLY WHILE THE WORK DONE FOR THE ADDITIONAL INSURED BY WENDTCO WEB PRINTING INCORPORATED IS IN WENDTCO'S OWN CARE, CUSTODY, AND CONTROL. WENDTCO WEB PRINTING INCORPORATED 1299 STOWE AVE MEDFORD OR 97501 © Insurance Services Office, Inc., 2018 Page 1 of 1 CG 24 0412 19 Policy Number: 9820268 Transaction Effective Date:07-31-2021 FORM #2 p► s H 4\\ . 0,„ .,� ,Cy R E t INVITATION TO BID—reazolismassuows INTERMEDIATE PROCUREMENT Release date: June 15,2021 Requested by: Dorinda Cottle, Executive Analyst Ashland Parks & Recreation Commission(APRC) 1195 E Main St,Ashland OR, 97520 Tel: 541.282.3603; 541.552.2265 Email: dorinda.cottle(a,ashland.or.us Bids are due by 4 p.m. on Tuesday,July 13,2021 Project Name: Printing,mailing and delivery of up to three seasonal PlayGuides for Ashland Parks & Recreation Commission(APRC) for FY 21-22--A period spanning July 2021 through June 30, 2022. SUBMISSION, PRINTING & MAILING DATES: • Fall 2021 PlayGuide in August 2021 o Remittance Envelope Insert included in all printed Fall 2021 PlayGuides • Winter/Spring 2022 PlayGuide in December 2021 • Summer 2022 PlayGuide in April 2022 Firm bids may be emailed,mailed or hand delivered to the contact information provided above. Please submit your bid on company letterhead. Late bids will not be accepted. Terms or discounts that are conditioned upon payment within a certain time will not be considered for purposes of comparison of bids. The successful contractor will be required to enter into a contract with the City of Ashland for goods and services and provide certificates of insurance in their own name for General Liability ($2M), Automobile ($200K) and Workers' Compensation. Subcontracting will not be permitted. Proof of insurance is required at time of bid submittal. "OR EQUAL:" Any brand name listed in the specifications as "or equal" or"or equivalent" shall establish the minimum requirements for quality,utility, durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Bidder may show cost difference, alternates and options in the space provided in the quote. This clause is not meant to be restrictive, but to set the minimum standard. The City of Ashland shall determine, in its sole discretion, whether a product offered is "equal." When the designation is "or equal" or "equivalent"the City shall make its decision after bid closing. Form#2—Intermediate Procurement,Invitation to Bid,Trade Services,Page 1 of 3,6/15/2021 SCOPE OF SERVICES' SIZE OF PLAYGUIDE: 32 pages—8.25"x 10.5" finished size (0.25"bleed). PREPRESS: APRC will supply press quality PDFs. PROOF: Printer to supply plotter proof PAPER: 32 to 36#news.rint, with 70 to 90 bri:htne_ ss,_and •rinted on the highest possible PCW recycled content paper. e s in o feat• h your bfAl ti; ecycl• content_ INK: The vendor shall have the ability to execute a 4-Color Process Printing Accurately (verified with a proof) for pages 1, 16, 17, 32. Remaining interior will be black throughout. BINDING: Saddle stitch and trim to finished size. NUMBER OF GUIDES: • Approximately 14,000 for Fall 2021 • Approximately 14,000 for Winter/Spring 2022 • Approximately 14,000 for Summer 2022 Each PlayGuide will be direct mailed to all Ashland households, excluding businesses. The total print count per season (approximately 14,000) includes 500 extra guides for community outreach. _ Total number of printed PlayGuides for the one-year cycle is APPROXIMATELY: 42,000. Note: The totals above are an estimate; actual totals will be dependent on: 1. The number of residential addresses in Ashland at the,time of each mailing. 2. Requests from APRC customers to receive a mailed PlayGuide, APRC will supply this mailing list. MAIL PREP: Include Mail Prep Costs (not postage) for each of the three mailings,to direct mail to all Ashland households. The vendor should have the ability to run any supplied mail list (an Excel spreadsheet)through a correction/standardization process, such as Postalsoft. GUIDE INSERT: Please include a separate line quote for a printed#6.25 remittance, 24#, white envelope to be inserted in the Fall 2021 PlayGuide ONLY—The envelope count is approximately 14,000,to be equal to the number of printed Fall 2021 PlayGuides. Ink on the inserted envelope is one color only,black,with text on the outside and the inside of the envelope. Dimensions on the #6 1/2 envelope are 3 '/2"x 6 '/4"—APRC to provide Press Quality PDF that will include a Business Reply Permit Number for APRC for use on the envelopes. DELIVERY: PlayGuides to be mailed to Ashland households must be delivered to the Ashland Post Office. The 500 extra guides per season will be delivered to the APRC office at 1195 E Main St in Ashland, OR 97520. (The bid shall include the cost for delivering guides to the APRC office.) BILLING: The vendor should have the ability to itemize invoices that are reflective of the original bid and should also include the final postage fees that are not part of the bid. The invoice should itemize printing charges, mail prep fees, delivery charges,postage fees, the inserted envelopes when applicable, and list any pre-paid postage. 2 DEADLINE TO APPLY: Tuesday, July 13, 2021 4:00 p.m. PST. Please provide an official bid on your company letterhead and include your costs for the specs provided above. Include in your bid the total cost for materials and labor to complete the project. In addition, please provide: 1. Proof of insurance: General Liability in the amount of$2M(listing the City of Ashland as additional insured); Auto, minimum of$200K; and Workers' Compensation if contractor has assistants (no exceptions). All insurances submitted with official bid. 2. Proof of valid business license. 3. W-9. Questions/Requests for additional information: If you have any questions and/or need additional information, contact Dorinda Cottle at dorinda.cottle@,ashland.or.us, 541.282.3603 or 541-552-2265 as she will be your sole point of contact for this project. Dorinda will then provide the questions and answers to each and every bidder. Thank you, Dorinda Cottle, APRC Executive Analyst Ashland Parks &Recreation Commission All Pricing Must Be Held Firm for 30 Days Method of Award: ORS 279B.070 Intermediate Procurements. (4) If a contract is awarded, the contracting agency shall award the contract to the offeror whose quote or proposal will best serve the interests of the contracting agency, taking into account price as well as considerations including, but not limited to, experience, expertise,product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110. 3 r... r. ,, 1 .......... VALLEY WEB PRINTING * 1299 STOWE AVE * MEDFORD,OR 97501 PHONE: 541-772-7039 *FAX: 541-772-1279 * EMAIL`. toddr@valleywebprinting.com Dorinda, . I hope this proposal on your request for quote finds you well. Please see Valley Web Printings combined total for print and mail based on your RFQ. Project Name: Printing,mailing and delivery of up to three seasonal PlayGuides for Ashland Parks &Recreation Commission (APRC) for FY 21-22—A period spanning July 2021 through June 30, 2022. The quantity for the printing estimates are 14,000 qty, and after the mailing, include delivery as requested. SUBMISSION,PRINTING &MAILING DATES: • Fall 2021 PlayGuide in August 2021 62048 7$2033.60 with • Remittance Envelope Insert included in all printed Fall 2021 PlayGuides 52547 -.$1214.95 • Winter/Spring 2022 PlayGuide in December 2021 62549 -$2048.10 • Summer 2022 PlayGuide in April 2022 62550 -$2068.10 The mailing of the guides based on our proposal is repeated each time,at the same price for each of the 3 intended mailings,plus postage (which is not included, but will be at the lowest possible rate). 12,263 records are the count we are uoting for your saturation EDDM request. icketID:62558 $151.6 ;Grand total: $7819.70 In an effort to keep this proposal to 1 page, please refer to the 3-page proposal submitted in the RFQ emailed June 15tH 2021 by Dorinda, which I've also attached in the email I'm sending with this proposal. Thanks for considering us on this project. We appreciate the opportunity. Todd Reichenbach GM and Lead Print CSR. VALLEY WEB PRINTING ; - -- 1 1315Nlltreet 7228ilip i 1 UTH*I4'HI'T M�M�nn��l (503) 228-3283 . (800) 472-1198 • FAX (503) 434-1462 (503)472-5115. July 12, 2021 , Ms. Dorinda Cottle, Executive Analyst Ashland Parks and Recreation Commission 340 S. Pioneer Street Ashland, OR 97520 ' Dorinda: Please find in accompaniment to this letter a bid for your PlayGuides. This letter is part of the bid as it expands on some elements of the bid. Item 1.) Mail preparation costs are not included in prices shown. They are outlined in the bid so please let me know if you need any clarification. Item 2.) Pricing is for a single issue—Option A is pricing for the Winter/Spring issue and/or the Summer issue;Option B is pricing for the Fall issue and includes stitching a#6-1/4 remittance envelope into the center of the publication. Stitching the envelope into the publication is less expensive than inserting as it can be done in-line rather than as a separate process. Item 3.) If Oregon Lithoprint is the successful bidder for this project,we will be happy to provide Proof of Insurance, Proof of valid business license, and our W-9 form. Thank you for the opportunity to bid on this\project. Please let me know if you have any questions or if - you need any additional pricing options. Sincerely, jkmveyri , Sandy Sherwood Customer Service/Project Manager Oregon Lithoprint Inc. 503.687.1208 ssherwood@oregonlitho.com t • PRINTING + BINDING •! Oregon Lithoprint, Inc. Quotation dba: News Register&Or.Wine Press 10442 PO Box 727 McMinnville, OR 97128 Phone: (503)472-5115 Fax: (503) 434-1462 http://www.oregonlitho.com To: Date 7/8/21 Salesperson Sandy Sherwood Ashland Parks and Recreation Estimator Sandy Sherwood Dorinda Cottle 3430 S. Pioneer St. Ashland, OR 97520 Email: dorinda.cottle@ashland.or.us Dear Dorinda: We would like to thank you for your time and consideration in regards to this quotation. Included is the detailed product specifications and prices. The quotation is confidential and is intended solely for the use of the addressee(s) named above. Below Is Your Detailed Production Specifications for this Request Description PlayGuides-2021/22 32-page book, saddle-stitched Size 8.25 x 10.5, binding on the 10.5" dimension Paper 321b 72bright HiBright- 15% pcw recycled content Ink Prints 4CP on pages 1,16,17,32; balance is Black only Prepress Digital File supplied,OLI to supply hard proof Finishing Job will saddle-stitch and most will skid pack for additional processing (mailing). 500 copies will box for customer copies and ship via UPS to APRC office. Mailing Saturation mailing to customer selected zips is charged at$5.00/thousand copies with a minimum charge of $75.00. Mailing services are not included in prices shown. Postage is the responsibility of the client and is not included in prices shown. Labeled mailing services, from client supplied list, are charged at$32.50/thousand copies with a minimum charge of$75.00. Price includes NCOA processing, label, sort, tie, sack, preparation of postal paperwork and delivery to Post Office. Mailing services are not included in prices shown. Postage is the responsibility of the client and is not included in prices shown. Shipping Mail -saturation and labeled -will deliver to Ashland Post Office. Customer Copies_500 boxed -will ship via UPS to APRC office. Shipping costs are included in prices below. Prices Prices below are for a single issue. Option A is for the Winter/Spring and/or the Summer issue; Option B is for the Fall issue and includes a 24#White Wove'#6-1/4 Remittance Envelope that will stitch into the center of the PlayGuide. Quantity Option A Option B 14,000 $ 2,765.00 $ 4,265.00 Sincerely, Sandy Sherwood Thank You for giving us the opportunity to submit this quote. As always,quotes are based on a physical inspection of your originals and are valid for 30 days unless otherwise specified. Page 1 of 2 Oregon Lithoprint, Inc. Quotation dba: News Register& Or.Wine Press 10442 PO Box 727 McMinnville, OR 97128 Phone: (503)472-5115 Fax: (503) 434-1462 http://www.oregonlitho.com • • • • • • • • Sandy Sherwood Quoted By: Sign: Date: • Accepted By: Sign: Date: Thank You for giving us the opportunity to submit this quote. As always,quotes are based on a physical inspection of your originals and are valid for 30 days unless otherwise specified. Page 2 of 2 • • Estimate �r Eagle Web Press No: 1109 zE.�G_�.E PO BOX 12008 wEe�aess Salem, OR 97309 (503)393-1774 ext. 103 or 101 Date: 7/14/21 Customer No: 37 ASHLAND PARK COMM 340 S PIONEER ST ASHLAND OR 97520 Quantity Description • Amou t • 14,000 32pg Ashland Parks& Rec PlayGuide(Process Color Pgs 1,16,17,32 Only), 8.25 x 10.5 $2,085.99 White 36#HIBRITE/80, printed cold-set,4 colors front in CMYK-CS ink, 1 color back in Black ink - Estimated Mailing Svcs (Inkjet-Flat) Postage Not Included $508.00 Ship LTUParcel(Ashland USPS) $266.37 Ship LTUParcel (Office Copies) $29.00 14,000 #6.25 remittance,24#,white, Black Ink Only $ 1,260.00 SUBTOTAL $4,149.36 Thank you for your business! Wanted: Wed 7/14/21 TOTAL $4,149.36 Ashland Parks&Rec PlayGuide,