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Home My WebLink About2006-035 Contract - Wilson Heirgood Assoc. CONTACT: Jeff Griffin, CEO Contract for PERSONAL SERVICES Less than $25,000 ,--'---"- ---- i CITY OF ASHLAND 20 East Main Street Ashland, Oregon 97520 Telephone: 541/483-6002 Fax: 541/488-5311 CONSULTANT: Wilson-Heirgood Associates ADDRESS: 2451 Willamette Street, Eugene, OR 97405 TELEPHONE: 541-342-4441, 800-852-6140 FAX: 541-484-5434 LD.L\IJ~.A_GR_EEMENT PREPARED: March 20, 2006 ! BEGINNING DATE: March 20, 2006 COMPLETION DATE: December 31,2006 t C6MP-Er'J-SA TION: Level One Activity through June $9,200, Level Two Activity through June $4,375, Level Three Activity through June $2,750, i Lev~1 Three_Activit June throu h December $1 ,975, Total consultin char es for 12 months - $18,300 I SERVICES TO BE PROVIDED: Consulting Services, Level one critical basic insurance functions, Level two risk management functions, Level ~ th~e~}C?r.v~!d focused activities designed to reduce the City's risk through loss revention and loss control. Per attached pro osal dated Feb. 7, 2006. 1 ADDITIONAL TERMS: - CITY AND CONSUL T ANT AGREE: I 1. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, I equipment and materials required for the proper performance of such service. , 2. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully Qualified to perform the service to which they will be assigned in a skilled and workerlike manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered. licensed and bonded. 3. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above 4. Compensation: City shall pay Consultant for service 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. 5. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. I 6. Statutory Requirements: ORS 279C505, 279C515, 279C.520 and 279C.530 are made part of this contract. I 7.. Living Wage Requirements: If the amount of this contract is $15,964 or more. Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a liVing wage. as defmed In this chapter, to all employees performing work under this contract and to any subcontractor who performs 50% or more of the service work under this contract Consultant IS also required to post the attached notice predominantly in areas where it will be seen by all employees. 8. Indemnification: Consultant agrees to defend, indemnify and save City, Its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses. Judgments. subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property. of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to. Consultant's employees, agents, and others deSignated by Consultant to pertorm work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses. claims, subrogations. actions. costs. Judgments. or other damages, directly, solely, and proximately caused by the negligence of City. 9. Termination: This contract may be terminated by City by giving ten days written notice to Consultant and may be terminated by Consultant should City fail substantially to perform Its obligations through no fault of Consultant. 10. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City Consultant shall have the complete responsibility for the performance of thiS contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract Consultant IS a subject employer that will comply with ORS 656017. 111. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City Any attempted i assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all !_EerS<lns employed by them. and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor an~--.J CONSULT T CITY OF ASHLAND: ~~ FINA DIRECTOR OR BY TITLE DATE ~ ~ CITY ADMINISTRATOR -1 :It C. CONTENT REVIEW: By: City Department Head Date: DATE 3/z-'-/ok I I FederallD# .Completed W9 form must be submitted with contract ACCOUNT # 12/) 01;) trv an U? () 'I/Im (For Cityyurposes only) PURCHASE ORDER # (? ~j/;;; c:r 'l Revised 4-27-05 WILSO~I__HEl~900D I)::::J ASS 0 C I ATE stJ.--, ------ February 7, 2006 Lee Tuneberg City of Ashland 20 E. Main Street Ashland, OR 97520 Dear Lee, Please find attached a consulting proposal for the City of Ashland. The proposal separates the recommended activities into the three levels of risk management necessary to support an effective program. Each level is further broken down to reflect work completed in this budget cycle and work to be completed in the next cycle. Level one is the critical basic insurance functions, including reviewing forms, rates, options and claims processing. This work is necessary to assure the City understands what coverage's it has and that it is being purchased in the most efficient manor. Level two is important risk management functions that coordinate the insurance with non-insurance risk management City practices. The function will reduce the City's exposure to risk. Level three is forward focused activities designed to reduce the City's risk through loss prevention and loss control. Each activity in each level is subject to your approval. Any activities can be altered or eliminated to fit your budget. Please feel free to contact me with any questions regarding this proposal. Corporate Office: 2930 Chad Drive, Eugene, OR 97408 Main Office: 2451 Willamette Street, Eugene, OR 97405 . PO Box 1421, Eugene, OR 97440-1421 Springfield Office: 806 North A Street #B, Springfield, OR 97477 541-342-4441 . 800-852-6140 . fax 541-484-5434/541-686-2224 . email info@whainsurance.com ----r-r- City of Ashland Risk Management Proposal The proposal is presented with activities involved in each of the three levels of risk management support to be provided by Wilson-Heirgood Associates. The attached Gantt chart shows each task with staff person responsible and the on-sight month for each activity provided the City. It is estimated that WHA staff will speed 4 hours in research. Level One Activity (Insurance coverage review and recommendations) · Order current property/auto schedules from CCIS. · Obtain Loss runs for analysis · Determine dates for the CIS ordered property appraisals. · Review all form and coverage documents · Conduct market analysis · Provide budget projection information · 2 Days - Physical inspection and pre-OSHA review of all City locations; includes photo of all locations and summary of possible OSHA concerns. · Match all scheduled vehicles by department. · 1/2 Day - Present conclusions of the coverage review and physical inspection audit report to the City's Risk Management team for adjustments to the current CIS policies. Level Two Activity (Claims processing, certificates and contract monitoring) · 1/2 Day - Review Claims processing and management for all claims other than Workers' Compensation claims. · 1/2 Day - Review Certificates of Insurance and set up process to track and manage. · 1/2 Day - Review Contract requirements as it relates to Insurance requirements for vendors and contractors. Level 3 Activity (Mitigation and prevention) · 1/2 Day - Set Action Plan and priorities with the Risk Management team to review Policies as well as the Staff person that will take the lead on each of the first 5 policies. · Meet with Lisa Jacobsen (CIS Loss Control Specialist) to update and review her loss control plan and negotiate a revised work plan. · Five -1/2 Days - Participate in the Safety Committee and review the pre-OSHA inspections with the committee and be available as a resource. After the Safety meeting be available to meet with any of the Risk Management team that have current issues. · Two - 1/2 Days -Participate in the Safety committee Walk through. --------. ----------r-- · 1/2 Day - Review Claims processing and management for Workers' Compensation claims. · 1/2 Day - Review Gantt chart and completed tasks and set up Action Plan for July through December 2006. · 2 - 1/2 Days per month (July through December - 6 days) working on Risk Management activities focusing on prevention (Safety committee) and mitigation and finalizing policies. Pricing Breakdown Level One Activity through June Level Two Activity through June Level Three Activity through June Level Three Activity June through Dec $9200 $4375 $2750 $1975 Total consulting charges for 12 months - $18,300. ~. ~ ca .t: o ... ... s::: ca C) ~ ... .:; +:: (.) <C ... s::: Q) E Q) C) ca s::: ca :E Jil:: .!a 0::: "C s::: ca - .t: f/) <C ci [~ ...J Q) 0 ~ :> 0 z ..., U 0 a. - Q) C/) ::c ci> :J <( >. 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Q) Q) > ..... en ..... m ..... ..... > ..... ~ Q) ~cQ) Q) r/) Q) > Q) Q) Q) Q) Q) Q) Q) Q) Q) r/) 0 <(ooo~ a.. a.. a.. C/) _0:: 0:: w 0:: w w 0:: CO 0:: 0:: 0:: 0:: 0:: 0:: 0:: 0 w . . . """ lOCO !'-CO O>~ .-N M",," 10 co !'-CO 0>0 .- N M",," lOCO !'-CO 0>0 .- N M .- .- .- .- .- .- .- .- .- N N N N N N N NN NM MM M - -- -.. -_._~------_.-. - ~~~-_... -~~--------------.------ THIRD PARTY INSTRUCTIONS To: Lawyers Title Insurance Corporation ESCROW NO. 46g0467345 DATE: March 06, 2006 OFFICER: Vickie Blankenburg I/WE HAND YOU HEREWITH THE FOLLOWING: Quitclaim Deed from City of Ashland, a municipal corporation to Roderick C. Heublein WHICH YOU ARE AUTHORIZED TO USE IN CONNECTION WITH THE ABOVE MENTIONED ESCROW, WHEN YOU HOLD FOR MY/OUR ACCOUNT THE FOLLOWING DOCUMENTS AND/OR FUNDS: Quitclaim Deed and funds as needed to close this transaction. **THE PURPOSE OF THIS QUITLCAIM DEED IS TO TERMINATE THOSE PORTIONS OF THE EASEMENTS SHOW IN THE ATTACHED COPY OF SAID DEED, AS THEY EFFECT SAID LOT 3. YOU ARE TO DISBURSE FUNDS AND/OR DELIVER DOCUMENTS AS FOLLOWS: Mail to Roderick C. Heublein as disclosed in the forwarding address of the deed. If you are unable to comply with these instructions within 60 days after date, the deposits hereunder shall thereafter be returned to me upon my written demand. In the absence of such demand, you will comply with these instructions as soon as possible thereafter. It is understood by the undersigned that these instructions constitute the whole agreement between escrow agent and the undersigned. These Instructions' may not include all the terms of the separate agreement between the undersigned and any other party whom this letter may concern. READ THESE INSTRUCTIONS CAREFULLY, and do not sign them unless t~ble to v:u. (;f-~\~ ~) Y JO N MORRI ON 'BY BARBARA CHRISTENSEN MAYOR . TITLE CITY R~RDE~ /.LI_ ~ ADDRESS: d<o t pt~ ADDRESS: 0 r~~ 5' <II ~S:< - ..,tIt> 'I PHONE:J~ ~tt 5~ 7 PHONE: Third .Party Instructions-General DRRa 6/2005 ~A' CITY RECORDER'S COpy Page 1 /1 CITY OF ASHLAND 20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 06697 VENDOR: 010070 WILSON HEIRGOOD ASSOCIATES PO BOX 1421 2451 WILLAMETTE STREET EUGENE, OR 97405 FOB Point: Tenns: Net Req. Del. Date: Speclallnst: SHIP TO: Ashland Finance Deartment (541) 488-5300 20 E MAIN STREET ASHLAND, OR 97520 Req. No.: Dept.: ADMINISTRATIVE SERVICES Contact: Lee TuneberQ Conflnnlng? No Risk ManaQement ConsultinQ Services: Level one critical basic insurance functions, Level two risk manaQement functions, Level three forward focused activities desiQned to reduce the City's risk throuQh loss prevention and loss control. Per attached proposal dated Feb. 7, 2006. 18,300.00 Level One Activity throuQh June $9,200 Level Two Activity throuQh June $4,375 Level Three Activity throuQh June $2,750 Level Three Activity June throuQh December $1 ,975 Total consultinQ charQes for 12 months - $18,300 PSK B9QinninQ date: March 20, 2006 Completion date: December 31, 2006 BILL TO: Account Payable 20 EAST MAIN ST 541-552-2028 ASHLAND, OR 97520 SUBTOTAL TAX FREIGHT TOTAL 1 .cH< .J... -' ~ 1 f{7h/ Autho~gnature VENDOR COpy A request for a Purchase Order REQUISITION FORM CITY OF ASHLAND THIS REQUEST IS A: o Change Order(existing PO # Date of Request: Required Date of Delivery/Service: Vendor Name Address City, State, Zip Telephone Number Fax Number Contact Name WiI!Uln- I-lAicgnnrl All!l~il'ltAll VAnrlnr n1nn7n PO Box 1471 Eugene, Or~on 97440 Phone: 800-852-6140. Fax: 541-484-5434/541-686-2224 SOLICITATION PROC_ Small Procurement o Less than $5,000 o Quotes (Optional) Sole Source o Written findings attached ~ Quote or Pro sal attached Coooeratlve Procurement o State of ORIWA contract o Other government agency contract o Copy of contract attached o Contract # Invitation to Bid (Copies on file) Intennedlate Procurement o (3) Written Quotes (Copies attached) Reauest for Prooosal (Copies on file) Special I ExemDt Written findings attached Quote or Pro al attached Erneraency Written findings attached Quote or Pro sal attached Description of SERVlCI!S 181 Per attached PROPOSAL Consulting charges for 12 months Item # Quantity Unit Description of MATERIALS Unit Price Total Cost Project Number ______. ___ o Per attached QUOTE Account Number 720.03.00.00.604100 · Items and services must be charged to the appropriate account numbers for the financ/als to reflect the actual expend/tures accurately. By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracting requirements, and the documentation can be provided upon request. Employee Signature: ~~ ~ SupervlsorlDepl Head Signature: /b L- ~. G: FinanceIProoedurelAPlFonnslRequisition Form Updated on: 3/17/2006