HomeMy WebLinkAbout2007-108 Contract - Small Woodland Services
Contract for PERSONAL SERVICES
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CONTRACTOR: Small Woodland;( Services, Inc.
CITY OF
ASHLAND
20 East Main Street
Ashland, Oregon 97520
Telephone: 541/488-6002
Fax: 541/488-5311
CONTACT: Marty Main
ADDRESS: 2779 Camp Baker Road
Medford, OR 97501
TELEPHONE: (541 )778-4545
DATE AGREEMENT PREPARED:
BEGINNING DATE: July 1,2007
COMPENSATION:
Not to Exceed $75,000 oer fiscal year
SERVICES TO BE PROVIDED: Consulting Forester and Forest Land Silviculture. Services as set forth in the
attached scope of services.
ADDITIONAL TERMS: This contract may be extended by mutual consent of both parties annually for up to
three (3) additional years for a maximum period of five (5) years.
FAX:
COMPLETION DATE: June 30, 2009
FINDINGS:
Pursuant to AMC 2.52.040E and AMC 2.52.060, after reasonable inquiry and evaluation, the undersigned Department
Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have
adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for
utilization of such personal services; (4) the undersigned Contractor has specialized experience, education, training and
capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and
financial constraints provided; (5) the Contractor's proposal will best serve the needs of the City; and (6) the
compensation negotiated herein is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE
as follows:
1. Findings I Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Contractor: Contractor shall, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance
of such service.
3. 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 service to which they will be
assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded.
4. Completion Date: Contractor shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5. Compensation: City shall pay Contractor 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.
6. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If 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 service 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.
9. 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 resDonsible for any losses, expenses, claims, subrooations, actions, costs,
Ashland Forest Work Contract
Page 1 of 7
judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
10. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City'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
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. Obliqation/Liability of 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, cor d of this section, Contractor shall immediately cease all activities under
this contract, unless expres~ly 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.
11. 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. Contractor is a subject employer that will comply with ORS 656.017.
12. 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.
13. 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; its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services 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.
14. 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. Professional Liability insurance with a combined single limit, or the equivalent, of not less than
$1,000,000 for each claim, incident or occurrence. This is to cover damages caused by error, omission or
negligent acts related to the professional services to be provided under this contract.
c. General Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 for
each occurrence for Bodily Injury and Property Damaqe. It shall include contractual liability coverage for the
Ashland Forest Work Contract
Page 2 of 7
indemnity provided under this contract.
d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $500,000,
for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned
vehicles, as applicable.
e. Notice of cancellation or chanqe. 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.
f. 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.
15. 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.
16. 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.
17. 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.
Certification. Contractor shall si n the certification attached hereto as Exhibit A and herein incor orated b reference.
CON~~5:0~R_ /J/Uf' :I$:~ :' /'/ CITY OF ASHLAND:
BY ///(4'A '/ /M.~'<< ~JA/Vt:Cv'7.l!31m<; BY AY~
.J, Signa\ure jm'l"// !1/C'CVL/lql,K1
rh /11 ~el"v/d'5> -in <-
Print Name
DATE
DATE
S' - 2/-t) 7
CONTRACT AWARD AND FINDINGS DETERMINED BY:
By: .
io-' I.A:'>~_ (_. L ,.-. r" L '-/I
City Department Head
Date: j- - ..{ 2. ,"/
FederallD#
f'3 --1/:73 Y'/O
ACCOUNT #
t,"7t:.li. .zr.()i. ~lL/'I:(
(For City purposes only)
'Completed W9 form must be submitted with contract
PURCHASE ORDER #
tJ ~7 r ",;-' /j/
Ashland Forest Work Contract
Page 3 of 7
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:
X (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.
p( (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.
X:. (4) Labor or services are performed only pursuant to written contracts.
X (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.
~t ~adktRif1~41.d?i'Il'<<*~ 5-2/ -Ci 7
Contractor (Date)
Ashland Forest Work Contract Page 4 of 7
1" I
Form W-9
Request for Taxpayer
Identification Number and Certification
Give form to the
requester. Do not
send to the IRS.
Enter your TIN in the appropriate box. For individuals. this is your social security number (SSN).
However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on
page 3. For other entities. it is your employer identification number (EIN). If you do not have a number,
see How to get a TIN on page 3.
Note: If the account is in more than one name. see the chart on page 4 for guidelines on whose number
to enter.
ImD Certification
Under penalties of perjury. I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me). and
2. I am not subject to backup withholding because; (a) I am exempt from backup withholding. or (b) I have not been notified by the Internal
Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends. or (c) the IRS has
notified me that I am no longer subject to backup withholding. and
3. I am a U.S. person (including a U.S. resident alien).
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup
withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions. item 2 does not apply.
For mortgage interest paid. acquisition or abandonment of secured property. cancellation of debt. contributions to an individual retirement
arrangement (IRA). and generally. payments other than interest and dividends. you are not required to sign the Certification. but you must
provide your correct TIN. (See the instructions on page 4.)
(Rev. January 2(03)
Department of the Treasury
Inlernal Revenue Service
N
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c.
VI
Q)
Q)
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Name
.5
Business name. if different from above
O Individuall
Check appropriate box; Sole proprietor
~ Corporation
List account number(s) here (optional)
o Partnership 0 Other ~ ._.._..___________.
O Exempt from backup
withholding
Requester's name and address (optional)
l:ri:tl::U
or
Sign
Here
F? j Date ~ 5- 2/- 0 .'
Purpose of Form
A person who is required to file an information return with
the IRS. must obtain your correct taxpayer identification
number (TIN) to report. for example. income paid to you. real
estate transactions. mortgage interest you paid. acquisition
or abandonment of secured property. cancellation of debt. or
contributions you made to an IRA.
U.S. person. Use Form W-9 only if you are a U.S. person
(including a resident alien). to provide your correct TIN to the
person requesting it (the requester) and. when applicable. to:
1. Certify that the TIN you are giving is correct (or you are
waiting for a number to be issued).
2. Certify that you are not subject to backup withholding.
or
3. Claim exemption from backup withholding if you are a
U.S. exempt payee.
Note: If a requester gives you a form other than Form W-9
to request your TIN. you must use the requesters form if it is
substantially similar to this Form W-9.
Foreign person. If you are a foreign person. use the
appropriate Form W-8 (see Pub. 515, Withholding of Tax on
Nonresident Aliens and Foreign Entities).
Nonresident alien who becomes a resident alien.
Generally. only a nonresident alien individual may use the
terms of a tax treaty to reduce or eliminate U.S. tax on
certain types of income. However. most tax treaties contain a
provision known as a "saving clause." Exceptions specified
in the saving clause may permit an exemption from tax to
continue for certain types of income even after the recipient
has otherwise become a U.S. resident alien for tax purposes.
If you are a U.S. resident alien who is relying on an
exception contained in the saving clause of a tax treaty to
claim an exemption from U.S. tax on certain types of income.
you must attach a statement that specifies the following five
items:
1. The treaty country. Generally. this must be the same
treaty under which you claimed exemption from tax as a
nonresident alien.
2. The treaty article addressing the income.
3. The article number (or location) in the tax treaty that
contains the saving clause and its exceptions.
4. The type and amount of income that qualifies for the
exemption from tax.
5. Sufficient facts to justify the exemption from tax under
the terms of the treaty article.
Ashland Forest Work Contract
Cat. No. 10231 X
Form W-9 (Rev. 1-2(03)
Page 6 of 7
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 effectlve.J.un.e...30, 2006
(Increases annuaUy"very...l.Il1e 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.
Ashland Forest Work Contract
Page 7 of 7
CITY OF
ASHLAND
ACORD~ CERTIFICATE OF LIABILITY INSURANCE OP ID J~ DATE (MM/DD/YYYY)
SMALL-5 07/20/06
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
NorthWest Insurance Agency-FB ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Agency License #0580581 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
PO Box 1207, 522 N Franklin St ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Fort Bragg CA 95437-1207
Phone: 707-964-1271 Fax:707-964-0108 INSURERS AFFORDING COVERAGE NAIC#
INSURED INSURER A:
Arch Special ty Insurance Co.
INSURER B:
Small Woodland Services Inc. INSURER C:
Marty Main
2779 camg Baker Road INSURER D'
Medford R 97501
INSURER E:
COVERAGES
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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR NSR[ TYPE OF INSURANCE POLICY NUMBER PD~If~TJ~rJ~~E P8k!fEY(~~I,Rt~N LIMITS
GENERAL LIABILITY EACH OCCURRENCE $1,000,000
I--
A X X COMMERCIAL GENERAL LIABILITY GAPKG097085301 07/01/06 07/01/07 PREMISES (Ea occurence) $ 100,000
I-- :=J CLAIMS MADE [!] OCCUR
I-- MED EXP (Anyone person) $ 5,000
PERSONAL & ADV INJURY $1,000,000
I--
~ Forestr E&O $lmil GENERAL AGGREGATE $1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $1,000,000
II .nPRO- nLOC Emp Ben. N/A
POLICY JECT
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT
I-- $
ANY AUTO (Ea accident)
-
ALL OWNED AUTOS BODILY INJURY
- $
SCHEDULED AUTOS (Per person)
-
HIRED AUTOS BODILY INJURY
- $
NON-OWNED AUTOS (Per accident)
-
- PROPERTY DAMAGE $
(Per accident)
GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $
~ ANY AUTO OTHER THAN EA ACC $
AUTO ONLY: AGG $
EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $
:=J OCCUR D CLAIMS MADE AGGREGATE $
$
~ DEDUCTIBLE $
RETENTION $ $
WORKERS COMPENSATION AND I TORY LIMITS I IUJ~-
EMPLOYERS' LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE E.L, EACH ACCIDENT $
--
OFFICER/MEMBER EXCLUDED? E.L. DISEASE - EA EMPLOYEE $
~~~~I~ts~~O'Jts16~s below E.L. DISEASE - POLICY LIMIT $
OTHER
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
CITY OF ASHLAND, ITS OFFICERS, EMPLOYEES & AGENTS: It is understood and
agreed that the certificate holder is named as an Additional Insured, but
only with respects to it's liability arising out of the activities of the
Named Insured.
CERTIFICATE HOLDER
CANCELLATION
MISC-03 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATIO~
City of Ashland DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN
C/O Keith E. Woodley NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
Ashland Fire & Rescue IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
455 Siskiyou Blvd.
Ashland OR 97520 REPRESENTATIVES.
Au "M"~ lifPJI=S~T~E ~ -
,.,., -
ACORD 25 (2001/08)
@ACORDCORPORATION 1988
CITY OF
ASHLAND
Council Communication
Approval of Sole Source Procurement and Public Contract Greater than $75,000
SMALL WOODLAND SERVICES, Inc.
Meeting Date: April 17, 2007
Department: Fire Department
Contributing Departments: Legal, Purchasing
Approval: Martha Bennett
Estimated Time: Consent Agenda
Primary Staff Contact: Keith Woodley
E-mail: woodleyk@ashland.or.us
Secondary Staff Contact:
E-mail:
Statement:
This action is to request approval from the City Council, as the Local Contract Review Board, to enter into a public
contract greater than $75,000 deemed to be Sole Source Procurement. It has been determined based on written
findings that Small Woodland Services (Marty Main/Owner) is the only company in the Rogue Valley capable of
providing the specialized skills and knowledge of an experienced Consulting Forester and the complex Forest
Land Management Services required by the City.
Staff Recommendation:
Staff recommends that the City enter into a public contract with Small Woodland Services, Inc. based on the Sole
Source Determination and Written Findings.
Background:
In 1996, the City of Ashland requested proposals from qualified persons to provide commercial and
non-commercial silvicultural activities on city-owned lands in, and adjacent to, the City of Ashland Watershed. At
that time only one response was received from Small Woodland Services, Inc.. A contract for work was entered
into with Small Woodlands Services, Inc., and the contract period was not specified because it was not known
how many years it would take, given funding cycles, to conduct silvi-culture projects across the 1,075 acres of
City-owned forest lands. In 2002, a second RFP was issued for continuation of project work and Small Woodland
Services, Inc. was the only response received. The contract for work entered into at that time was for five years
duration. This current contract will expire June 30, 2007, and it is necessary to renew it as further monitoring and
silviculture work has yet to be planned and completed on portions of the City ownership. It is recommended that
the City engage Small Woodland Services, Inc., in a two (2) year contract with the option of three (3) one year
extensions for a maximum period of five (5) years. The consultant will also provide technical services to the City of
Ashland with regard to the USFS Ashland Forest Resiliency (AFR) project. This effort is, in part, a pursuit of the
ongoing City Council goal of enhancing collaboration between the City of Ashland and the United States Forest
Service with regard to the Ashland Forest Resiliency Project (AFR). The estimated cost of this project is up to
$75,000 per fiscal year for a total amount not to exceed $375,000 over the course of five (5) fiscal years.
Related City Policies:
2.50.075 Sole Source
The appropriate department head shall determine when there is only one seller or price of a product of the quality required
available within a reasonable purchase area. To the extent reasonably practical, the appropriate department head shall
negotiate with the sole source to obtain contract terms advantageous to the contracting agency. The determination of a sole
source must be based on written findings that may include:
r4.'
(1) That the efficient utilization of existing goods requires the acquisition of compatible goods or services;
(2) That the goods or services required for the exchange of software or data with other public or private
agencies are available from only one source;
(3) That the goods or services are for use in a pilot or an experimental project; or
(4) Other findings that support the conclusion that the goods or services are available from only one source.
2.50.020 Public Contractinq Officer's Authoritv
A. Authority to Execute Contracts Without Prior Council Approval. The Public Contracting Officer may execute without prior
Council approval contracts that satisfy all of the following:
i. The contract has a total value of seventy-five thousand dollars ($75,000) or less;
Council Options:
Local Contract Review Board can approve the Sole Source procurement or decline to approve the Sole Source
procurement.
Potential Motions:
Local Contract Review Board moves to approve the public contract deemed to be a Sole-source Procurement.
Attachments:
Sole Source Determination and Written Findings
Scope of Services
r~'
Approval of Sole Source Procurement and Public Contract
Greater than $75,000
SMALL WOODLAND SERVICES, INC.
PUBLIC NOTICE
Sole-source Procurement
First date of publication: April 1 0, 2007
It has been determined based on written findings that the following goods or services
are available from only one source:
The City intends to award a contract to Small Woodland Services, Inc. for the
services of a Consulting Forester and Silviculture Projects Services, which
will include the planning, development and execution of silviculture projects on
city-owned forest lands within, and adjacent to, the Ashland Watershed. These
projects include, but are not necessarily limited to, the supplying of all labor,
equipment, materials and silviculture consultation services necessary to conduct
wildfire fuel reduction and forest health enhancement activities on city-owned
forest lands. Marty Main (Owner of Small Woodland Services, Inc.) will also
provide the services of a technical consultant, on behalf of the City of Ashland, to
the USFS for the Ashland Forest Resiliency Project. The contracted services are
intended to begin on July 1, 2007, and will continue for a two (2) year period with
the option of three (3) one year extensions for a maximum period of five (5)
years.
The contract terms, conditions and specifications may be reviewed upon request by
contacting Keith E. Woodley, Fire Chief, at (541) 482-2770.
An affected person may protest the determination that the goods and services are
available from only one source in accordance with OAR 137-047-0710. A written
protest shall be delivered to the following address: Ashland Fire & Rescue, Keith E.
Woodley, Fire Chief, 455 Siskiyou Blvd, Ashland, Oregon 97520. The seven (7) day
protest period will expire at 5:00pm on April 17, 2007.
This public notice is being published on the City's Internet World Wide Web site at
least seven days before the Award of the Contract in accordance with
OAR 137-047-0275(2).
This contract is subject to the final approval of the City's Local Contract Review
Board. Under AMC 2.50.010, the City Council is the designated Local Contract
Review Board; therefore, the contract recommendation will be presented to the City
Council on April 17 , 2007.
Personal Services - Sole Source Determination and Written Findings, Drafted 03/30/2007, Page 1 of 1
Approval of Sole Source Procurement and Public Contract
Greater than $75,000
SMALL WOODLAND SERVICES, INC.
April 2007
SCOPE OF SERVICES
It is the intent of the City of Ashland to substantially reduce the risk of
catastrophic wildfire on city-owned forest lands in, and adjacent to, the Ashland
Watershed. The total project area encompasses approximately 1,075 acres of forest
land within the Ashland, Roca and Hamilton Creek watersheds. The City wishes to
engage in a personal services contract for the development and execution of silvicultural
projects, and consulting forester services, to achieve this objective.
Background
In 1992, as a result of general public concern over the potential impact of
a catastrophic wildfire to the resources of the Ashland Watershed, McCormick &
Associates were commissioned to prepare a Forest Management Plan for
city-owned forest lands. In February 1993, the City Council created the Forest
Commission to oversee forest management activities on city-owned forest lands.
A principle objective of this commission is to substantially reduce the risk and
impact of wildfire on these forested parcels. Proposed management activities are
designed to protect watershed values, provide maintenance of water quality and
quantity for the City, to promote forest and ecosystem health, and the reduction
of wild fire hazard and risk.
Goals
Employ ecologically responsible stewardship principles and an open and
transparent community decision-making process.
Promote healthy forest stands for the long term through reducing stand densities.
Maintain structures, features and processes critical to the functioning of late seral
forests such as tree densities appropriate to the forest type, biodiversity
appropriate to the forest type, large snags, down logs, multi-layer canopy, soil
structure and nutrient recycling.
Reduce significantly the likelihood of a large scale, high intensity wildfire through
activities that will ultimately restore a disturbance regime more closely emulating
the historic range of natural disturbances. This goal will not be accomplished with
a single management action and may take years or decades to complete.
Protect and improve aquatic and riparian transition zone habitat.
Increase stability and productivity of surface soils by increasing effective ground
cover, including coarse woody debris, mosses, native grasses and low shrubs.
Maintain and protect wildlife by preservation of key habitat characteristics and
retention of structural diversity across the landscape.
Specific Components of the Scope of Work
The following is a proposed list of the items that would be required during
some of the anticipated phases of the consultant's work. This is a preliminary
discussion of items and is, by no means, intended to limit or constrain the
proposer in their design and evaluation.
1. Examples of Planning Activities
Planning of wildfire fuel reduction / forest health enhancement projects.
Development of silvicultural prescriptions by project area.
Project analysis and identification of alternatives.
Project design, schedule and estimated costs.
Presentation to Forest Commission, and community groups as
necessary, on work plans.
Provide technical consultation to the City of Ashland regarding USFS
projects in the Ashland Watershed.
Meetings with City Staff as required.
2. Examples of Field Work
Obtain necessary project permits, i.e.: ODF, ODF&W, USFS.
Stand density reduction through non-commercial thinning, with
subsequent slash treatment
Reduction of dwarf mistletoe disease on a stand level basis where
indicated.
Creation of fuel discontinuities in both horizontal and vertical directions
Provide field supervision of operating personnel, including subcontractors.
Conduct inventory, implementation, effectiveness, and validation monitoring
3. Evaluation and Recommendations
Provide recommendations to City Staff on forest and ecosystem health issues.
Evaluate effectiveness of silvicultural activities.
Identification of future projects.
Provide technical support to Ashland Forest Lands Commission
4. Reports
Prepare reports as required addressing the following:
Costs per acre of silvicultural treatments.
Extent & nature of work completed.
Follow-up action required on site basis.
5. Standards of Performance
Projects conducted with minimal disruption to forest ecosystems.
Projects utilize methods consistent with Ashland community values.
Work performance which demonstrates an understanding of
potential impacts upon forest health.
Sensitivity to community attitudes regarding watershed values.
Experience in community education regarding wildfire mitigation.
Work performance which minimizes impacts on adjacent landowners
and residential neighborhoods.
Work performance which enhances long term habitat creation within
project areas.
General approach to project management creates opportunities for city
and community involvement.
Work performed in a manner that engenders community acceptability.
CITY OF
ASHLAND
Approval of Sole Source Procurement and Public Contract
Greater than $75,000
SMALL WOODLAND SERVICES, INC.
SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS
PERSONAL SERVICES
To: Lee Tuneberg, Director of Finance
From: Keith E. Woodley, Fire Chief
Date: April 10, 2007
Re: Sole Source Determination for Personal Services pursuant to AMC 2.52.050 for
a Consulting Forester and Forest Land Management Services - Small Woodland
Services, Inc.
Authority to enter into a Sole-Source Contract:
AMC 2.52.050 Formal Competitive Selection Procedures-Exemptions
C. The Department Head finds, in writinq and at his or her discretion, that there is
only one person or entity within a reasonable area that can provide services of
the type and quality required.
AMC 2.52.070 Selection Process
A. The Department Head shall make written findings justifying the basis for
the award.
Background:
In 1996, the City of Ashland requested proposals from qualified persons to provide commercial
and non-commercial silviculture activities on city-owned lands in, and adjacent to, the City of
Ashland Watershed. At that time, only one response was received from Small Woodland
Services, Inc. A contract for work was entered into with Small Woodlands Services, Inc. and the
contract period was not specified because it was not known how many years it would take,
given funding cycles, to conduct silviculture projects across the 1,075 acres of City-owned forest
lands. In 2002, a second RFP was released for continuation of project work and Small
Woodland Services, Inc. was the only company to submit a proposal. The contract for work
entered into at that time was for five years duration. This contract will expire June 30, 2007, and
it is necessary to renew it as monitoring and silviculture projects remain to be completed
throughout the City forest land ownership. It is recommended that the City engage Small
Personal Services - Sole Source Determination and Written Findings, Drafted 03/30/2007, Page 1 of 3
Woodland Services, Inc., for a two (2) year contract with the option of three (3) one year
extensions for a maximum period of five (5) years.
Findings:
Pursuant to ORS 2798.075 (2)(a): Provide findings supporting your determination
that the efficient utilization of existing goods requires the acquisition of
compatible goods or services from only one source.
The City of Ashland has engaged Small Woodland Services as its technical silviculture
consultant with regard to the USFS Ashland Forest Resiliency (AFR) Project. Because
of their fundamental role in the development of the Community Wildfire Protection
Project proposal to the USFS for the AFR project, it is essential that Small Woodland
Services. Inc. be retained in this consultation role until AFR is completed.
In the two previous RFPs released for Forest Work, Small Woodland Services, Inc. was
the only proposer to submit a proposal. This contract requires a service provider who is
capable of providing silvicultural work consultation services in addition to actual fuels
management on the ground. Small Woodlands Services, Inc. is uniquely qualified to
provide this broad range of services to the City of Ashland.
The City of Ashland has demonstrated a desire to use silvicultural work on its forest land
ownership as a learning laboratory, as well as carrying forth forest management actions
designed to improve forest ecosystem health. A variety of organon study plots, and
other experimental wildfire fuels treatment strategies have been undertaken by Small
Woodlands Services, Inc. on City-owned forest lands. It would be difficult, if not
impossible, to replicate or continue these existing strategies with a change in service
providers.
Pursuant to ORS 2798.075 (2)(d): Any other findings that support the conclusion
that the goods or services are available from only one source.
Small Woodlands Services, Inc. is uniquely qualified to provide the forest management services
required that must meet the following criteria:
. The experience of the offeror with silvicultural activities in municipal watersheds, with similar vegetation,
topography, wildlife habitat and fire regime as is found in the Bear Creek Watershed
. Projects conducted with minimal disruption to forest ecosystems.
. Projects utilized methods consistent with Ashland community values.
. Work performance that demonstrates an understanding of potential impacts upon forest health.
. Sensitivity to community attitudes regarding watershed values.
. Experience in community education regarding wildfire mitigation.
. Previous work performance that has minimized impacts on adjacent landowners and residential
neighborhoods.
. Previous work performance that has enhanced long term habitat creation within project areas.
. A general approach to project management which creates opportunities for city and community involvement
and is inclusive.
. Sensitivity to environment activism and special interest groups.
. Standards of performance which meet community acceptability.
Public Notice:
Personal Services - Sole Source Determination and Written Findings, Drafted 03/30/2007, Page 2 of 3
2
Pursuant to AMC 2.52.070 (C) and OAR 137-047-0275 (2)(3), the City of Ashland
will give such public notice at least seven days before Award of the Contract.
Date Public Notice first appeared on www.ashland.or.us - April 10, 2007
PUBLIC NOTICE
Sole-source Procurement
First date of publication: April 10, 2007
It has been determined based on written findings that the following goods or services
are available from only one source:
The City intends to award a contract to Small Woodland Services, Inc. for the
services of a Consulting Forester and Silviculture Projects Services, which
will include the planning, development and execution of silviculture projects on
city-owned forest lands within, and adjacent to, the Ashland Watershed. These
projects include, but are not necessarily limited to, the supplying of all labor,
equipment, materials and silviculture consultation services necessary to conduct
wildfire fuel reduction and forest health enhancement activities on city-owned
forest lands. Marty Main (Owner of Small Woodland Services, Inc.) will also
provide the services of a technical consultant, on behalf of the City of Ashland, to
the USFS for the Ashland Forest Resiliency Project. The contracted services are
intended to begin on July 1, 2007, and will continue for a two (2) year period with
the option of three (3) one year extensions for a maximum period of five (5)
years.
The contract terms, conditions and specifications may be reviewed upon request by
contacting Keith E. Woodley, Fire Chief, at (541) 482-2770.
An affected person may protest the determination that the goods and services are
available from only one source in accordance with OAR 137-047-0710. A written
protest shall be delivered to the following address: Ashland Fire & Rescue, Keith E.
Woodley, Fire Chief, 455 Siskiyou Blvd, Ashland, Oregon 97520. The seven (7)
protest period will expire at 5:00pm on April 17, 2007.
This public notice is being published on the City's Internet World Wide Web site at
least seven days before the Award of the Contract.
This contract is subject to the final approval of the City's Local Contract Review
Board. Under AMC 2.50.010, the City Council is the designated Local Contract
Review Board; therefore, the contract recommendation will be presented to the City
Council on April 17 , 2007.
Personal Services - Sole Source Determination and Written Findings, Drafted 03/30/2007, Page 3 of 3
3
:ity of Ashland, Oregon - Agendas And Minutes
Page 1 of 1
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Tuesday, April 17,2007
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MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
April 17, 2007
Civic Center Council Chambers
1175 E. Main Street
CALL'LO ORDER
Mayor Morrison called the meeting to order at 7:00 p.m. in the Civic Center Council
Chambers.
RQLL CALL
Councilor Hardesty, Hartzell, Navickas, Jackson, Silbiger and Chapman were present.
APPROVAL OF MINUTES
The Executive Session minutes of April 3, 2007 and Regular Council minutes of April 3,
2007 were approved as presented.
SPJ;CIAL PRESENTATIONS & AW~RDS
Mayor Morrison swore in new Police Chief Terry Holderness.
The 2007 Ragland Award Winner - Ashland City Band was announced.
Mayor's Proclamations of Independent Media Week and Respite Care Awareness Week
were read aloud.
CONSENT AGENDA
1. Minutes of Boards, Commissions, and Committees.
2. Approval of Engineering Services Contract Amendment No.1 for Water
Treatment Plant Process Improvements between the City and Brown and
Caldwell (06-02).
3. Annual Appointments to Commissions/Committees.
4. Liquor License Application - Ashland Bakery Cafe.
5. Declare Vehicles and Equipment as Surplus and Authorize a Public Sale.
6. Approval of Sole Source Procurement and Public Contract Greater than
$75,000 Small Woodland Services, Inc.
7. Annual Ambulance License Renewal.
Councilor Navickas requested Consent Agenda Item #6 be removed for discussion.
Councilor Hartzell requested Consent Agenda Item #3 be removed for discussion.
lttp:/ /www.ashland.or.us/Agendas. asp ?Display= Minutes&AMID=2 996
5/22/200'
:ity of Ashland, Oreg0n - Agendas And Minutes
Page 2 of I
Councilor Hartzell/Hardesty m/s to approve Consent Agenda Items #1, #2, #4,
#5, and #7. Voice Vote: all AYES. Motion passed.
Councilor Navickas requested further information regarding then Small Woodlands
Services contract. He has an issue with this, as it has not come through the Forest Lands
Commission. He suggested that this contract be sent to the Forest Lands Commission for
approval before it comes to the Council and that the Commission defines, send out the
RFP and then open it to bid.
Councilor Hardesty stated that it is important for the Commissions to have input and
suggested the Forest Lands Commission could determine whether they feel the RFP is
adequate.
Fire Chief Keith Woodley explained that the relationship between Small Woodlands and
the Forest Lands Commission is a long-standing one. In his 16 years, he has worked with
the Forest Commission and this contractor and that the city has not undertaken any
major activity in the watershed that has not been discussed with the Commission or part
of a plan that the Commission had previously approved. He stated that the consulting
forester attends all of the meetings and provides a work report to the Commission each
month, direction is then provided by the Commission at that time. He is not aware of any
disconnect or falling out of any philosophy between the Forest Lands Commission and this
contractor.
Councilor Hartzell supports the idea of having the Commission look at the RFP. Agrees
that she has not heard any dissatisfaction, but thinks there have been times where the
Commission could have had more influence and input into what was getting done. She
thinks it would be hard to replace Small Woodlands, but suggested a RFP might be an
appropriate way for the Forest Lands Commission to influence the direction of the work
along with staff. She is not supportive at this time of sending the RFP back out and
supports having a contractor-contractee relationship. She stated that at times the
contractor has felt like staff.
Chief Woodley questioned if the Council would feel comfortable with a letter from the
Commission recommending renewal of the contract.
Councilor Hartzell clarified she is looking for assurance that the Commission had a
discussion on the focus of the contract and making sure there is a mechanism to ensure
what the Commission is wanting is happening.
Councilor Navickas voiced his preference to allow the Forest Lands Commission to define
this RFP. Councilor Hartzell thinks there is validity to the issues raised by Councilor
Navickas. Stated an RFP requires the contractor to put forward some effort and work into
it. She suggested they might not be seeing a lot of competition for the contract because
other contractors may assume that Small Woodlands has an "in" with the City. Suggested
perhaps awarding the contract for a shorter timeframe and allowing the Commission to
work on this.
Councilor Jackson/Silbiger m/s to approve Consent Agenda Item #6. Voice
Vote: Councilor Silbiger, Chapman and Jackson, YES. Councilor Hartzell,
Hardesty and Navickas, NO. Mayor Morrison, YES. Motion passed 4-3.
Councilor Hartzell raised concern with the appointment of Pam Marsh to the Planning
Commission. She explained that the issue is of bias and suggested that staff re-double
their efforts to work with Commissioners on the issue of conflict of interest.
Councilor Hartzell/Jackson m/s to approve Consent Agenda Item #3.
DISCUSSION: Councilor Chapman voiced his support of Pam Marsh and stated she is a
strong, smart, and articulate woman. He stated his support for her being on the Planning
Commission. Mayor Morrison clarified that he had recommended Ms. Marsh for
reappointment because she has not yet served a full term. He feels that she has
demonstrated a good understanding of planning issues. It was clarified with the legal
lttp:/ /www.ashland.or.us/Agendas.asp ?Display= Minutes&AMID=2996
5/22/200'
ACORD.. CERTIFICATE OF LIABILITY INSURANCE OP ID s;;r DATE (MMIDDIYYYY)
SMALL-5 05/31/07
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
NorthWest Insurance Agency-FB ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Agency License #0580581 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
PO Box 1207, 522 N Franklin St ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Fort Bragg CA 95437-1207
Phone: 707-964-1271 Fax:707-964-0108 INSURERS AFFORDING COVERAGE NAIC#
INSURED INSURER A: Arch Specialty Insurance CO.
INSURER B:
Small Woodland Services Inc. INSURER C:
Marty Main
2779 camg Baker Road INSURER D:
Medford R 97501
INSURER E:
COVERAGES
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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
NS~~ TYPE OF INSURANCE POLICY NUMBER ~o.lJ~iPFECW POLIC~PIRA.T~~N LIMITS
LTR DATE MMIDDIYY DATE MM/DDIYY
GENERAL LIABILITY EACH OCCURRENCE $1,000,000
~
A X ~ COMMERCIAL GENERAL LIABILITY GAPKG097085301 07/01/06 07/01/07 ~~~~~~s (Ea occurence) $ 100,000
~ ~ CLAIMS MADE ~ OCCUR MED EXP (Anyone person) $ 5,000
PERSONAL & ADV INJURY $1,000,000
>---
~ Forestr E&O $lmil GENERAL AGGREGATE $1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $1,000,000
h ,nPRO- n Em:c Ben. N/A
POLICY JECT LOC
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT
~ $
ANY AUTO (Ea accident)
I--
ALL OWNED AUTOS BODILY INJURY
~ $
SCHEDULED AUTOS (Per person)
>---
HIRED AUTOS BODILY INJURY
>--- $
NON-OWNED AUTOS (Per accident)
~
>--- PROPERTY DAMAGE $
(Per accident)
GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $
R ANY AUTO OTHER THAN EA ACC $
AUTO ONLY: AGG $
EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $
o OCCUR D CLAIMS MADE AGGREGATE $
$
==j DEDUCTIBLE $
RETENTION $ $
WORKERS COMPENSATION AND I TORY LIMITS I IOlH-
ER
EMPLOYERS' LIABILITY E.L. EACH ACCIDENT $
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED? E.L. DISEASE - EA EMPLOYEE $
~~~Mt"~~c5vlm16~s below E.L. DISEASE - POLICY LIMIT $
OTHER
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS
CITY OF ASHLAND, ITS OFFICERS, EMPLOYEES & AGENTS: It is understood and
agreed that the certificate holder is named as an Additional Insured, but
only with respects to it's liability arising out of the activities of the
Named Insured.
CERTIFICATE HOLDER
CANCELLATION
MISC-03 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATIO~
City of Ashland DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN
C/O Keith E. Woodley NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
Ashland Fire & Rescue IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
455 Siskiyou Blvd.
Ashland OR 97520 REPRESENTATIVES.
...tlTI.v,,'~ iij!'~S~~E ~ -
-- - - -
ACORD 25 (2001/08)
@ACORDCORPORATION 1988
r.,
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
Page 1 / 1
C\TY RECORDER'S COpy
~L--~
7/4/2007 07644
VENDOR: 001765
SMALL WOODLAND SERVICES, INC.
2779 CAMP BAKER ROAD
MEDFORD, OR 97501
SHIP TO: Ashland Fire Department
(541) 482-2770
455 SISKIYOU BLVD
ASHLAND, OR 97520
FOB Point:
Terms: Net 15 days
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: PUBLIC WORKS
Contact: Keith Woodley
Confirming? No
ConsultinQ Forester and forest land
silvi-culture services. Scope of
services set forth in attachments.
50,000.00
Contract for Personal Services
BeQinninQ date: July 1, 2007
Completion date: June 30, 2009
Contract may be extended annually for
up to three (3) additional years for a
maximum period of five (5) years.
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
LN. :t.. - ~~ 'f/;'/h
Aut zed Signature
VENDOR COpy
A request for a Purchase Order
REQUISITION FORM
CITY Of
ASHLAND
Date of Request:
THIS REQUEST IS A:
D Change Order(existing PO # __)
Required Date of Delivery/Service:
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
SMAI L WOODLAND SFRVICE Inc
,
2779 CAMP BAKER ROAD
MEDFORD, OR 97501
(H) 535.3603 (Cell) 778-4545
Mr. Marty Main
SOLICITATION PROCESS
Small Procurement XX Sole Source o Invitation to Bid
o Less than $5,000 o Written findings attached (Copies on file)
o Quotes (Not required)
CooDerative Procurement 0 Reauest for ProDosal
o State of ORIWA contract (Copies on file)
Intermediate Procurement o Other government agency contract 0 SDecial1 ExemDt
o (3) Written Quotes 0 Copy of contract attached 0 Written findings attached
(Copies attached) D Emeraencv
0 Contract # o Written findings attached
Description of SERVICES
Consulting Forester and forest land silvi.culture services. Scope of services
set forth in attachments.
Item # Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number ______ - ___.
D Per attached QUOTE
Account Number 670-08.29-00- 604160
· Items and services must be charged to the appropriate account numbers for the financia/s to reflect the actual expenditures accurately.
By signing this requisition form, J certify that the information provided above meets the City of Ashland public contracting requirements,
and the documentation can be provided upon request.
Employee Signature:
SupelVisor/Depl Head Signature: 1~~ 1- LJ ~
G: Finance\ProcedureIAP\FormslRequisition Form 2oo7.doc
Updated on: 5/2212007