HomeMy WebLinkAbout2007-070 Contract- Chown Security
Contract for Goods and Services Less than $25,000
CITY OF
ASHLAND
20 East Main Street
Ashland, Oregon 97520
Telephone: 541/488-6002
Fax: 541/488-5311
CONTRACTOR: Chown Security
CONTACT: Greg Schauer
ADDRESS: 333 NW 16th Avenue, Portland, OR 97209
TELEPHONE: (503) 243-6500
DATE AGREEMENT PREPARED: 03/26/2007 FAX: (503) 243-6519
BEGINNING DATE: 03/26/2007 COMPLETION DATE: 06/30/2007
COMPENSATION: $11,918.86, Per proposal dated 02/22/2007
GOODS AND SERVICES TO BE PROVIDED: Contractor to provide all labor, training, materials, hardware and software
required to remove old gate and install a new Security Gate System with wireless access. Per attached proposal dated
02/22/2007
ADDITIONAL TERMS:
NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR AGREE as follows:
1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any 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 any 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 worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Goods shall be paid for within 30 days of an invoice after delivery of goods
conforming to the standards and specifications. 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, unless a separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 279B.220, 279B.225, 279B.230, 279B.235, ORS Chapter 244 and ORS 670.600 are
made part of this contract.
7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract
is $16,936 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor
who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached
hereto as Exhibit B predominantly in areas where it will be seen by all employees.
8. 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 proximately caused by the negligence of City.
9. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. Citv's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
Contract for Work Less than $25,000, Revised by Legal 03/26/2007, Page 1 of 6
written notice to Contractor, or at such later date as may be established by City under any of the following
conditions:
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Contractor to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Contractor may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Contractor's performance of each and every obligation and duty under
this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obliaation/Liabilitvof Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to
the termination date if such work was performed in accordance with the Contract.
10. 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.
11. Non-discrimination Certificate: In accordance with ORS 279A.11 0, Contractor has provided the City with a signed
Non-discrimination Certificate.
12. Asbestos Abatement License: If required under ORS 468A.71 0, Contractor or Subcontractor shall possess an
asbestos abatement license.
13. 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.
14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible
in the performance of the contract work set forth in this document.
15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of
any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to
the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a
QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has
instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing
business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. General Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
c. Automobile Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
d. Notice of cancellation or chanae. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to
the City.
Contract for Work Less than $25,000, Revised by Legal 03/26/2007, Page 2 of 6
T I
e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages
required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work
under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies
or entities are subject to the City's acceptance. If requested, complete copies of insurance policies, trust
agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent
deductibles, self-insured retentions and/or self-insurance.
17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
19. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further
liability to Contractor.
20. Prior Approval Required Provision. Approval by the City of Ashland Councilor the Public Contracting Officer is
required before any work may begin under this contract.
21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by
reference.
CONTRACTOR . \~
BY ~~
.~ ~t~' nnU ~
Print Name
(J(t'i11 ,taJ--
4 (107
q~-O/3q )2(0
CITY OF ASHLAND:
1
BY
TITLE
DATE
DATE
City Department Head
Date:
'7 1fl41'~ ~
410 08 24 00 ..62G-32O
(For City purposes only)
'-t -,I 3--d7
Federal 10#
ACCOUNT #
.Completed W9 form must be submitted with contract
PURCHASE ORDER #
C'74Q I
Contract for Work Less than $25,000, Revised by Legal 03/26/2007, Page 3 of 6
'" I
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer 10 (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
v
./
/'
/'
;/'
/
(1) I carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
(6) I assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
~
Contractor
f( (/d 7
(Date)
Contract for Work Less than $25,000, Revised by Legal 03/26/2007, Page 4 of 6
T" I
, CITY OF ASHLAND, OREGON
EXHIBIT B
City of Ashland
LIVING
ALL employers described
below must comply with City
of Ashland laws regulating
payment of a living wage.
-.
....-,
Employees must be paid a
living wage:
~ For all hours worked under a
service contract between their
employer and the City of
Ashland if the contract
exceeds $16,936 or more.
~ For all hours worked in a
month if the employee spends
50% or more of the
employee's time in that month
working on a project or
~per hour effective June 30, 2006
(Increases annually every June 30 by the
Consumer Price Index)
portion of business of their
employer, if the employer has
ten or more employees, and
has received financial
assistance for the project or
business from the City of
Ashland in excess of $16,936.
~ If their employer is the City of
Ashland including the Parks
and Recreation Department.
~ In calculating the living wage,
employers may add the value
of health care, retirement,
401 K and IRS eligible
cafeteria plans (including
childcare) benefits to the
amount of wages received by
the employee.
~ Note: "Employee" does not
include temporary or part-time
employees hired for less than
1040 hours in any twelve-
month period. For more
details on applicability of this
policy, please see Ashland
Municipal Code Section
3.12.020.
For additional information:
Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall,
20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland.or.us.
Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all
employees.
CITY OF
ASHLAND
Contract for Work Less than $25,000, Revised by Legal 03/26/2007, Page 6 of 6
ill"~ 0
~L: .....
N SECURITY
February 22, 2007
City of Ashland
Dale Peters / Facilities Supervisor
Dale:
Listed below is the pricing reflecting the additions and discussions yesterday. I've
included a stanchion and mounting box w/cover for the large HID Maxi-Prox reader (I
could get the stanchion to you ASAP for setting on a concrete pad). I can't tell you
why, but I had not included any installation for the components or low-voltage wiring
pricing in the bid (I have added that as well). I have pricing in for Chown to install,
configure and train you on the software, just no actual install and wiring up of the
product. On this very first SMS networked product going in I would highly recommend
that we do the install and wiring on this. I have also included in the total the 30ea. of
the HID ProxPass vehicle tags as we discussed.
Sincerely,
Greg Schauer / Security Consultant
Chown Hardware / Security Division
CCB #91135
Police Dept. ParkinQ Lot Gate:
1 ea. SMS Wyreless #GCK-101 Gate Control Kit -
Includes:
1ea. 593PI-12DC 120VAC to 12 volt DC Power Supply
1 ea. WRI-OTD-12VDC Wireless reader interface; compatible with Weigand interface,
weatherproof enclosure, requires 12VDC power supply.
1ea. PIM-TD2 Panel Interface Module; Weigand (data1/dataO) output: includes
weatherproof enclosure, internal antenna with ability to add remote antenna.
1ea. ANT-REM-I/O Omni-directional remote indoor/outdoor antenna module; Includes
Antenna, 15' coax, grounding kit, cable gland, wall mounting hardware.
1 ea. SMS #SRINX-2 Reader Interface -
1 ea. Model #DSXL-MA Surge Protector -
1ea. SMS #SIPNX-100 I.P. Addressable Module-
1 ea. SMS #55375 MaxiProx Proximity Reader -
1ea. Pach #PI-APMGBL Mounting Box-
1ea. Pach #PI-APM1 Mounting Stanchion - (Verify for Concrete Pad Mt.)
1 ea. SMS #SRCNX-16 16-Reader Controller -
1ea. SMS #S16H-NX 16VAC 4.0Amp Hardwire Power Supply-
Portland
333 NW 16th Avenue
Portland, OR 97209
Portland: 503.243.6500
Fax: 503.243.6519
Nationwide
PO Box 2888
Portland, OR 97208
Nationwide: 800.547.1930
Fax: 800.758.7654
www.chown.com
Local
460 Timothy 51.
Junction City, OR 97448
Local: 541.998.9760
Fax: 541.998.6694
$1,490.00
$440.00
$130.00
$730.00
$808.00
$140.43
$143.43
$2500.00
$100.00
('-fIO"
j~f:. ... '" .
N SECURITY
Police Dept. Parkina Lot Gate: (cont.)
Pg.#2
1 ea. SMS #SPRE-SFT -1 Premier Single Client Access Control,
Alarm Monitoring and Video Badging Software V5x -
1 ea. Locknetics #510 Power Supply -
2ea. BAT Werker 7.2 Amp hr. Back-Up Batteries - $25.00ea.
30ea. Schlage #51351 ProxPass Vehicle Tags - $38.00ea.
$700.00
$247.00
$50.00
~1140.00
Material Sub-Total:
$8618.86
Chown Gate Configuration, Wiring Diagrams and Software Tra'ining -
Installation & Low-voltage Electrical Wiring & Permit-
$1800.00
$1500.00
Grand Total: $11,918.86
Portland
333 NW 16th Avenue
Portland, OR 97209
Portland: 503.243.6500
Fax: 503.243.6519
Nationwide
PO Box 2888
Portland, OR 97208
Nationwide: 800.547.1930
Fax: 800.758.7654
www.chown.com
Local
460 Timothy St.
Junction City, OR 97448
Local: 541.998.9760
Fax: 541.998.6694
CiTY FiECORDER'S COpy
Page 1 / 1
r~'
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
r
-
07491
VENDOR: 000687
CHOWN HARDWARE, CHOWN INC DBA
POBOX 2888
PORTLAND, OR 97208
SHIP TO: City of Ashland - Police Dept.
1155 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net 30 days
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: PUBLIC WORKS
Contact: Dale Peters
Confirming? No
UpQrade to Security Gate at Police Dept
Remove existinQ Qate and replace all
hardware and software for wireless
access. Contractor to provide all labor
and materials per their proposal dated
February 22, .2007.
Contractor will also provide system
operation traininQ.
11,918.86
Contract for Goods and Services
Date of aQreement: 03/26/2007
BeQinninQ date: 03/26/2007
Completion date: 06/30/2007
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
~~ ~J~7
. Au ed Signatu~ C/ .
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
Chnwn !=:A~lIriW
333 NWl6l" Ave
Portland, OR 97209
503-243-6500
503-243-6519
Greg Scnauer
SOLICITATION PROCESS
Small Procurement
o Less than $5,000
o Quotes (Optional)
Intennecliate Procurement
o (3) Written Quotes
(Copies attached)
X Sole Source u-l~la~~ 0> e~rt.'-
o Written findings attached r C2c.1c\~"'tS 1
X Quote or Pro I attached
Cooperative Procurement
o State of ORlWA contract
o Other government agency contract
o Copy of contract attached
o Contract #
Invitation to Bid
(Copies on file)
o Reauest for ProDOsal
(Copies on file)
o Special I Exempt
o Written findings attached
o Quote or Pro sal attached
o Emeraency
o Written findings attached
o Quote or Pro sal attached
Description of SERVICES
utP,f2:QQE; --b::> ~(!;'^tz~ 1. G;t""lrl!::, ~"e.. E)(.l'i.TI~C: ~"'O
tte: lt4ClAi ~\) "'~rzJ.Uo)~yar;./e:rP'h.~.__rtE- ~.cz. ~ ~ta=~ e.q~.
~\JlctQ :z.1I tl4~/m::a~i:a\~ lIE.S (iso\:eJ 1~ rlZD,..s~l/~c..O-tE.
t>aotJ"lJe ttz.';li.,J .po~ o~~ ~ eyk---..
X Per attached PROPOSAL
Item # Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number ??oo71.999 -; t1 f I ~ :.-Y"
Account Number 410.08.24.00~ f? p?f- t.... t..- ~
"Items and services must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately.
o Per attached QUOTE
By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracting requirements,
and the documanta~ can be provided upen request. d
EqlIoyee Slgnature:~ Supervisor/Depl. Head Signature: . ~
G: Finance\Procedure\AP\Forms\8_Requisition form revised.doc
Updated on: 2/2812007