HomeMy WebLinkAbout2002-140 Contract - Project A ITY OF ASHLAND CONTRACT FOR WORK LESS THAN $25.000
CITY OF ASHLAND (CITY)
20 East Main Street
Ashland, Oregon 97520
Telephone: 541 488-5350 FAX: 541 488-5311 CONTRACTOR: Project A
Address: 340 A Street
Ashland, OR 97520
Telephone: 541-488-1702 FAX: 541-488-1851
DATE OF AGREEMENT: August 14, 2002 BEGINNING DATE FOR WORK: Jul 1, 2002
COMPENSATION: $95 per hour COMPLETION DATE: June 30, 2002
WORK TO BE PROVIDED: See attached addendum
ADDITIONAL TERMS: See attached addendum
CITY AND Contractor AGREE:
1. All Costs by Contractor: Contractor shall, at its own risk and expense, perform the work described above and, unless otherwise specified,
furnish all labor, equipment and materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that all personnel assigned to the work
required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and workerlike manner and, if
required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Contractor shall also procure and
maintain a current City of Ashland business license.
3. Completion Date: Contractor shall start performing the work under this contract by the date indicated above and complete the work by the
completion date indicated above.
4. Compensation: City shall pay Contractor for work performed, including costs and expenses, the sum specified above. Once work
commences, invoices shall be prepared and submitted by the tenth of the month for work completed in the prior month. Payments shall be
made within 30 days of the date of the invoice. Should the contract be prematurely terminated payments will be made for work completed and
accepted to date of termination. Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00 and
City shall not be obligated to pay any sum in excess of $25,000.00 unless a separate written contract is entered into by City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of City.
6. Statutory Requirements: ORS 279.312, 279.314, 279.316 and 279.320 are made part of this contract.
7. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses,
claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in
death,) or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract
by Contractor (including but not limited to, Contractor's employees, agents, and others designated by Contractor to perform work or services
attendant to this contract.) Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments,
or other damages, directly, solely, and approximately caused by the negligence of City.
8. Termination: This contract may be terminated by City by giving ten days written notice to Contractor and may be terminated by Contractor
should City fail substantially to perform its obligations through no fault of Contractor.
9. Independent Contractor Status: Contractor is an independent contractor and not an employee of the City. Contractor shall have the complete
responsibility for the performance of this contract. Contractor shall provide workers' compensation coverage as required in ORS Ch 656 for all
persons employed to perform work pursuant to this contract and prior to commencing any work, Contractor shall provide City with adequate
proof of workers' compensation coverage. Contractor is a subject employer that will comply with ORS 656.017.
10. Insurance: Contractor shall, at its own expense, at all times during the term of this agreement, maintain in force a comprehensive general
liability policy including coverage for contractual liability for obligations assumed under this Contract, blanket contractual liability, products
and completed operations, owner's and contractor's protective insurance and comprehensive automobile liability including owned and non-
owned automobiles. The liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily injury and
property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage
shall be provided on an "occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional
insureds. Certificates of insurance acceptable to the City shall be filed with City's Risk Manager prior to the commencement of any work by
Contractor under this agreement. These certificates shall contain provision that coverages afforded under the policies can not be canceled and
restrictive modifications cannot be made until at least 30 days prior written notice has been given to City. A certificate which states merely that
the issuing company "will endeavor to mail" written notice is unacceptable.
11. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work without the written consent
of City. Any attempted assignment or subcontract without written consent of City shall be void. Contractor shall be fully responsible for the acts
or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or
subcontract shall not create any contractual relation between the assignee or subcontractor and City.
CONTRACTOR: CITY S LAN
BY Ae r., B / UY
Its ?n1 ministrator or i ance irector
DATE iL 3 --U Z D E
Fed. ID # q3 Z 3 (Q ?'? CONTENT REVIEW: (City Dept. Head)
OR Social Security # DATE: Purchase Order # d%G 5?
Acct. No.: "7/6/i SEEp?i IGC? (for City purposes
only)
CITY OF
ASHLAND
Contract Definition
Project A will provide the City of Ashland with design, development, deployment and internal training for the content
provided on the Internet site identified as www.ashland.or.us.
Scope of Work
All new content that arises as a result of the development agreement will be imported and stored as part of the hosting
agreement. Import and storage costs will not be a part of any scope of work under the development agreement.
The development agreement will be conducted within separate and specific scopes of work that will adhere to the
following process:
The City, with input from Project A, will define a particular project or task.
Project A will provide an estimate of expected timeframe and costs associated with the task.
Upon review and approval of the task estimates, an agreement will be signed to indicate a mutual understanding of
the work to be completed. All tasks agreements will adhere to all applicable sections of this contract.
Fee Structure
Word done within the framework of the development agreement will be billed on an hourly basis, at a rate of $95 per
hour. The number of hours billed for development will be based on the estimates provided in the individual task
agreements. The City understand that estimates are not considered firm agreements of the total development cost for
specific projects, and Project A will invoice for work completed on a "time and materials" basis. It is further
understood that Project A will not continue working on a project is the actual development time exceeds the estimated
development time without prior written approval from the City.
Billing
Invoices will be sent monthly and will be due 30 days from the invoice date. Past due amounts will be assessed a 1.5%
penalty.
Contract Term
Either party has the right to terminate the contract at any time by giving a minimum of 60 days written notice in
advance of the contract ending date.
If the termination of the contract is initiated by Project A, an exit plan to enable future web development and hosting by
another firm must be submitted with the termination notice and be mutually agreed upon before the acceptance of the
termination. Fees for providing this exit plan will be charged as a development item.
It either party to this agreement wishes to amend, add to, or otherwise modify this agreement in any way, it shall be
done in writing, subject to approval by both parties, and attached to this agreement.
ADMINISTRATION Tel: 541A88-6002
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
C.\
............. CITY RECORDER'S COPY Page 1,1
~~, CITY OF ASHLAND
ASHLAND, OR 97520 09/25/2002
(541) 488-5300
VENDOR: 000712 SHIP TO: City of Ashland
PROJECT A, INC (541) 488-6002
340 A STREET 20 E MAIN STREET
ASHLAND, OR 97520 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net 30 days Dept.: ELECTRIC
Req. Del. Date: 07/01/2002 Contact: Gre.q Scoles/Ann Seltzer
Special Inst: Confirming? No
THIS IS A REVISED PURCHASE ORDER
Desi.qn development deployment and , 25 000 00
provided on the internet site
Date of agreement: 08/14/2002
Completion date: 06/30/2002
SUBTOTAL 25,000.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 25,000.00
ASHLAND, OR 97520
E 710.11.05.00.604100 25,000.00
(~thorized Signature VENDOR COPY
CITY OF
ASHLAND
REQUISITION FORM
THIS REQUEST IS A:
hange Order(existing PO # k-)
Date of Request:
Required Date of Delivery/Service:
Vendor Name:
Address:
City, State, Zip:
Phone:
Fax Number
Deliver Location
Services Only
Description
Total Cost Solicitation Process:
xempt ? 3 Written Quotes
(copies attached)
? Sole Source ? Invitation to Bid
i
f
l
es on
(cop
i
e)
? Less than ? Request for
' $5000 Proposal (copies on file)
Materials Only
Item # Quantity Unit
ccou umber----__ __ __ _._____
?4*4se attach the Original sig contract and insurance certificate.
go v-, ?r?
L? ? ? L! LG
Description Unit Cost Total Cost 2 ??-
? ?iG q s
s
come- r
TOTAL COST OF
THE MATERIALS
Y
u?
Account Number _ _ _
*Please attach the quotes.
Employee Signatur . Supervisor/Dept. Head Signature 14?
NOTE: By signing this requisition form, t ce that the ove request meets the City of Ashland Solicitation Proces re and can be provided
when necessary.
G:FinancelProcedure?APlFormsl8_Requisiton form.doc Updated on:07/15/02
CITY OF ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
CITY RECORDER'S COPY
09/25/2002
Page 1
03633
VENDOR: 000712
PROJECT A, INC
340 A STREET
ASHLAND, OR 97520
SHIP TO: City of Ashland
(541) 488-6002
20 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net 30 davs
Req. Del. Date: 07/01/2002
Special Inst:
Req. No.:
Dept.: ELECTRIC
Contact: Greg Scoles/Ann Seltzer
Confirming? NO
',QUai~tity" '.""Unit. ..:,:..:.:i, . ~ ' .:.'. ' .,:: · ., · i.oeScription. · .... Unit Price · EXt.'PriCe
THIS IS A REVISED PURCHASE ORDER
· ": ."~'.: BLANKET PURCHASE ORDER
~ Design, development, deployment, and 10 000.00
internal training for the content
)rovided on the internet site
www.ashland.or.us.
I CSK
I
Date of agreement: 08/14/2002
Beginning date: 07/01/2002 :,
Completion date: 06/30/2002
Revised purchase order 03-18-2003,
Reduced encumbered amountfrom $25,000 "
to $10,000. See note attached.
I
I
I
SUBTOTAL 10,000.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 10,000.00
ASHLAND OR 97520
Account Number Amount Account Number ~0unt i lJ
E 710.11.05.00.604100 10,000.00
VENDOR COPY
CITY OF
ASHLAND
A request for a Purchase Order
REQUISTION FORM
THIS IS A REQUEST FOR A:
[ X ] Change Order (existing PO# 03633
Vendor Name:
Address:
City, State, Zip
Phone:
Project Title:
Project Number:
Services Only
Description
Change order #1
Reduce encumbered amount of PO by $15,000 for web development
services on a new PO to Eden Systems Inc. (web interface for
Solicitation Process:
[ ] Exempt [ ] 3 Written Quotes (copies
attached)
[X ] Sole Source [ ] Invitation to Bid (copies on
file)
[ ] Less than $5000 [ ] Request for Proposal (copk
on file)
Cost
Account Number 710.11.05.00.604100
'Please attach the Original signed contract and Insurance Certificates.
Account Number
Employee Signature: Supervisor/ Dept. Head Signature:
NOTE. By signing this requistiion form, I certify the the above request meets with Cdy of Ashland Solicitiation Process requirements and can rovided wh ecessary.
Date of Request 3%14%03
Required Date of Delivery/Service:
Project A
340 A St
Ashland, OR 97520
488-1702
Web Development
G:Pubwrks\Eng\ProjectA_changeorder.xls Updated on: 7/15/02