HomeMy WebLinkAbout2009-196 Contract - Waters Consulting Group
Contract for Professional Recruitment Services
CITY OF
ASHLAND
20 East Main Street
Ashland, Oregon 97520
Telephone: 541/488-6002
Fax: 541/488-5311
CONSULTANT: Waters Consulting Group
CONTACT: Charles S. Anderson
ADDRESS: 5050 Quorum Driye, Suite 625, Dallas TX 75254
TELEPHONE: 817-965-3911
DATE AGREEMENT PREPARED: Auaust 18, 2009 FAX: 972-481-1951
BEGINNING DATE: SeDtember 1,2009 COMPLETION DATE: December 31,2009
COMPENSATION: $25,000.00 - Total professional fee $17,500.00, Project related expenses $7,500.00 - Per
attached fee schedule,
SERVICES TO BE PROVIDED: Professional Recruitment Services - Information Technoloav Director
ADDITIONAL TERMS: The professional fee will be billed in four installments; 30% of the fee will be billed at
the beginning of the search; 30% at the implementation of Phase II; 30% at the implementation of Phase III;
and the final 1 0% unon accentance of offer bv the candidate,
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 consultant 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 consultant'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 CONSULTANT AGREE as
follows:
1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference,
2. 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, equipment and materials required for the proper performance
of such service.
3. 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 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: 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,
5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified
above. 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 Consultant 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 $18,088 or more, Consultant 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. Consultant 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: 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 perform 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.
10. Termination:
a. Mutual Consent. This contract mav be terminated at anv time bv mutual consent of both oarties.
Contract for Personal Services, Revised 06/19/2009, Page 1 of 5
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 c~ntract, in whole or in part, effective upon delivery of
written notice to Consultant, 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 Consultant 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 Consultant 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 Consultant's performance of each and every obligation and duty under
this contract City by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant 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/Liabilitv 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, c or d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant 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 Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract
11. 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 656.017.
12. Assignment and Subcontracts: Consultant 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. Consultant shall be fully responsibie 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 Consultant shall be in default of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract; its ORF status pursuant to the ORF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a ORF if
consultant has qualified as a ORF 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. Consultant 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 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 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 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. lt shall include contractual liability coverage for the indemnity provided under this contract
d. 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,
e. Notice of cancellation or channe. There shall be no cancellation, material chance, reduction of limits or
Contract for Personal Services, Revised 06/19/2009, Page 2 of 5
. intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to
the City.
f. Additional Insured/Certificates of Insurance, Consultant 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 Consultant's services to be provided under this Contract The consultant's insurance is primary and
non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant 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
Consultant 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 Consultant 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, Consultant, 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.
CONSULTANT, 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 Consultant
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 Consultant, with no further
liability to Consultant
Certification. Consultant shall sian the certification attached hereto as Exhibit A and herein incorporated bv reference.
CO~NT , d~ CITY OF ASHLAND:
8Y ,<U.. "1 /7
BY ~ t:I, ~
holli e.. Siwture FINANCE DI~ECTOR
o . cd--Gv<,
Print Name
TITLE 'P..--e."" cLu\-t DATE f'/~I/tJ '/
CONTRACT AWARD AND FINDINGS DETERMINED BY:
DATE E) /24> I 200~ By:
Cily Department Head Date:
Approved as to I Dale: I
form by Legal:
One copy of a W.9 is to be submitted
W.9 wilh the signed contract and it will be "/t't7t71 crq OO60.-jJf~
kept on file in the Finance Department ACCOUNT #
(For Cily purposes only)
PURCHASE ORDER # OCjl6Q
Contract for Personal Services, Revised 06/19/2009, Page 3 of 5
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"
v
v
v
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.
~'~l/~_
Co tractor -.
B /2-u /2009
(Date)
Contract for Personal Services, Revised 06/19/2009, Page 4 of 5
. ,">-\, .T< _ ~", . "" -~~~,{'1"" '. 't ."ti~ "...~:'!r',
P. R @'~lt.~,SUQ~l~i.~ FEE '~""';':".t~;:-
The professional fee to conduct the recruitment is provided below. Expenses are not included in the
professional fees and are billed separately as incurred. Project-related expenses are approximately
$7,500.00. Project-related expenses include such items as: job posting and advertising fees on various web
sites and classified advertising fees in printed publications; consultant travel expenses; background
checks/assessments; printing and production of necessary materials such as brochures, profiles and final
reports; transportation; telephone fees; shipping and postage, Travel expenses incurred by candidates for
on-site interviews with the client are not the responsibility of Waters-Oldani and are handled directly by the
organization. Expenses will be billed for the following areas and are estimated below:
. Advertising
. Consultant Travel (mileage and lodging/subsistence)
. Brochure Development and Mailing
. Printing and production of various items including reports
. Background investigative reports/assessments
$1,500.00
$2,000.00
$1,500.00
$1,000.00
$1,500.00
The professional fee will be billed in four installments; 30% of the fee will be billed at the beginning of the
search; 30% at the implementation of Phase II; 30% at the implementation of Phase Ill; and the final 10%
upon acceptance of offer by the candidate.
If candidates from this recruitment process are selected for another position within your organization within
one year of the close of the recruitment, a fee of50% of the above mentioned proposal amount will be due
to Waters-Oldani Executive Recruitment
All questions regarding the professional fees and project-related expenses should be directed to Chuck
Anderson, CEO of Waters-Oldani Executive Recruitment Division at canderson@watersconsulting.com or
via phone at 817.965391 L
<!) 2009-The Waters Consulting Group, Inc,
TIllS PROPOSAL CONTAINS PROPRIETARY INFORMATION AND ]S 1lIE SOLE PROPERTY OF WCG. INC.
nllS PROPOSAL IS NOT TO BE REPRODUCED FOR ANY REASON WITHOtrr THE WRIITEN CONSENT OF WCG, INC
Page. 17
.-
PHASE ,DESCRIPTION OF PROFESSIONAL SERVICES
Phase [ Task 1- Candidate Profile Development/Advertising/Marketing (includes one day on site by
Lead Consultant)
Lead Consultant Hourly Rate - $150.00, approximately 14 hours $2,100.00
Research/Project Management Staff Hourly Rate - $85.00, approximately 16 hours $1,400,00
Task 2 - Identify Quality Candidates
Lead Consultant Hourly Rate - $150.00, approximately 14 hours $2,100.00
Research/Project Management Staff Hourly Rate - $85.00, approximately 16 hours $1,400.00
Phase 1I Task 3 - Preliminary Screening & Initial Report to Client
Lead Consultant Hourly Rate - $ t 50.00, approximately 18 hours $2,625.00
Research/Project Management Staff Hourly Rate - $85.00, approximately 20 hours $1,750.00
Task 4 - Reference Checks, Background Checks, and Academic Verifications
Lead Consuitant Hourly Rate - $t50.00, approximately II hours $1,575.00
Research/Project Management Staff Hourly Rate - $85.00, approximately 12 hours $1,050.00
Phase III Task 5 - Final Process/On-Site Interviews with Finalists (includes two days on site by Lead
Consultant)
Lead Consultant Hourly Rate - $150.00, approximately 14 hours $2,100.00
Research/Project Management Staff Hourly Rate - $85.00, approximately 16 hours $1,400.00
Conclusion AcceDtance of offer bv candidate
TOTAL PROFESSIONAL FEE $17,500.00
TOTAL PROFESSIONAL FEE AND PROJECT RELATED EXPENSES $25,000.00
OPHONAL SE~VICES FOR CONSIDEIlATION FEES
Additional work related to the search process and as specifically requested by the client which $1500.00 per day
is outside of the scope of this project (i.e. additional onsite meetings) is additional. The fixed plus expenses
professional fee for this recruitment anticipates no more than three onsite consulting days with
one consultant. However, we would be pleased to provide additional onsite consulting visits
for our standard daily rate of $1500 plus eXDenses.
<1) 2009-The Waters Consulting Group, tnc. Page' 18
THiS PROPOSAL CONTAINS PROPRIETARY INFORMATION AND IS TIlE SOLE PROPERTY OF WCG, INC.
THIS PROPOSAL IS NOT TO BE REPRODUCED FOR ANY REASON WITHOUT THE V.'RITTEN CONSEI\'T OF WCG, INC.
ACORD_
CERTIFICATE OF LIABILITY INSURANCE ~'M?1 DA~~";;:;:
THIS CERTIFICATE IS ISSUED AS A MATTER OF I FORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CE T1FICATE
HOLDER THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POL CIES BELOW.
PROQUCU:
Lewi.s Henderson InsuxancQ Aqen
1245 Southridge Ct, .101
Hurst TX 76053
Pbone:817-282-3234 Fax:817-282-9046
INSURERS AFFORDING COVERAGE
NAIe j
INSURED
The Waters Consu1tinq Groyp
5050 QUOlWM DlUlIE, STE 625
Dallas TX 75254
lr-l.6URER A: llNt'l'FQlln LLOl"DfJ ~~ co
''''''R'' e: llDHIllAL J:NSURANCI!l COIIP.lW
INSURER C: BAArroRO lOOlBmlRIn:RS INB co
INSURER 0:
INSURER E:
COVERAGES
THE POUCIES OF INSUIW'lCE LISTED BElOW ",WE BEEN ISSUED TO THE INSUAEp NAMEO ABOve FOR THE POLICY PERIOD INDiCATED. NOTWITHSTANDING
#N REQUIREMENT, TERM OR CONomON OF /oNYCONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCe AFFORDED BY THE POLICIES oeSCRIBED HEREIN IS SUBJECT TOAU THE. TERMS, EXCLUSIONS AND CONDITIONS 01'" SUCH
POlICIE$. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR HSR TYP&OFJN8UftANCIl POUCY HUMlilER I PD~'i'-e9M DATE MMID~ UIT'B
~ENmAL L1ABlIJ1Y EACH OCCURRENCE: .2000000
05/08/09 05/08/10 -
A X ~ 3MMERClAL GENERAL LIABILITY 46SBARK0324OX-TX PREMISES (Ell 1X:CInn0ll1 . 300000
_ ClAIMS MADE ~ OCCUR MEO EXP(Any one P~) . 10000 -- ,
,
PER$gNAL~VINJUR'Y' _ L1...2,Q.Q,0.0.0,0_ -1-
- GENERAlIIGGREGATE . 4000000 __----'- I
i
~^~:uMrrAJlf~.~tIPER: PRODUCTS. COMP/OP ^ a . 4000000 ,
POLICY ~:8r LOC
~TOMDBU..E UA8IUlY COMBINEO SINGlE liMiT . 2000000
A X _ ANY AUTO 46SBARK0324OX 05/08/09 05/08/10 (Ealla::h:fflnl.
_ ALL OWNED AUTOS BODILY INJURY .
_ SCHEOULEDAUTO$ (PwpefliOrl)
...!. HIRED AUTOS BODILY INJURY .
~ NON-OWNED AUTOS {Perlc:ddtntl
PROPERTY DAW.GE .
(Pwaccid.nt)
QARAQE LlAB1lJTY AlITa ONLY. EA ACCIOE I :
~'ANYAUTO OrnER THAN EAAC .
AUTO ONLY: A 0 .
,
EXCESSIQJilBAELLA UA8IUTY EACH OCCURRENCE . (
P OCCUR 0 CLAIMS MADE AGGREGATE .
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RETENTION . .
WOklWts COMPEKU.T1ON ANO X ITORYllMlTS J xl\ R'
C !MPLOYERS- UABlUTY 46NBCGD9092 04/16/09 04/16/10 . 1000000
ANY PRO?RIETORJPARTNERJEXECUTIVE EL EACH ACCIDENT
OFFICERlMEMBER EXClUDED?' E.L OISEASE. EA EMPLQ noooooo
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· (SD BKLOK)
Oli8CftI..nOH 01"' OPEftAJ1DH8 I LOCA11QNS J V6HlQL.ES , exCLUSJOH.S ADDa) BY ENDORaEM!NT J anew. PROVJGtONlS
· CLAIMS MADS 1I'Om<< REm<> IlA'rES: 11-7-97 SBB A!lTAHCED ENDORSEMENT
12-12-00
!lEi': J:NFO~J:ON 'rECHNOLOGY D:I1lECTOR
CJ:TY OF ASHLAND, 0REGl\N llND J:~S OFFJ:CERS lllIB SHOIiN' AS ADDJ:~J:ONAL mSUllBD AS
RESP!l:C~S TIm GENBRAL LDUULJ:TY/AUTO
CERTIFICATE HOLDER
20000011508-01
07/24/09
07/24/10
EA CLAJ:H
AGGR!I:GAn
1000000
1000000
CANCELLATION
Cl:TY 01' ASHLAND
20 BAS~ MlUN SnumT
ASHLAND OR 97520
corASB2 8HOULDANT OFTHIi ABOVI[ Dl8C1UBED POuaas IE 0 Bl;FOq TMS .xf!M.no..
DATI: ntEItEOF, THE IS3UlNO INSUltER WlU. ENDb.VOR TO'" ~ DAYa WRlTTI!N
N011CE 10 THE CEItTlFICAre HOLDER NAIIEDTO THE LiFT. ~ fAILURE TO DO to SHAU.
1MP08& NO OQUG...TJQN OR I.IABIUTY OF "'" KINO UPON -. SURl~ ms AGENTS Oft
ARPRE8I!NTATlYU. ~ / / /" J
AUTHORlZEl> ""REB~ '/l/. ( .2
LEWIS P. InllrnERS ,"5<'. ,d',
'----" J @ACO D CORPORATION 1988
ACORD 25 (20011081
**ONLY WJ:TH RZSPBC'l' TO TIlE CONTRAC'roR' S SERVICBS TO BE PROVDlED UNDER
Tlixs CON'rRAC'.r (llDDXTXONllL XNSUIUm).
l?LEASB BE llDVI:SED THAT TIlE XNSURANCS COMI?ANY WXLL NOT ALLOW TIlE
CANCEI.I.ATION CLlIlJSB TO BE ALTBRED. 'l'lIEl1B IS ALSO NO IlNJ;lOR8BMI<N'l' ALLOWED TO
THE CANCELLATION CONDItiONS I!'OR THE l?OLICY
THE FOLLOIIING GENERAL LIABILJ:'l'Y COVERllGE l?JlRT XNCLUDBS THE llDDITXONllL
XNSlJBED liORDmG, 1IAIVBR Oil' SUBROGATXON AND PRDIlIRY -NON CON'rI\IIIllTORY
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CITY RECORDER
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
Page 1/1
8/28/2009
::. ~Jp.oINWMBER;;':'-':;
09189
Qyt};}~"'1:DA1"E~tG;:::~~{:1
VENDOR: 013809
WATERS CONSULTING GROUP
5050 QUORUM DRIVE SUITE 625
DALLAS, TX 75254
SHIP TO: City of Ashland
(541) 488-6002
20 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
Req, No,:
Dept.:
Contact: Tina Gray
Confirming? No
Q'1auailtitYd21 [furli"iTi ~,~- .l;:_;3YJ~~~:'::=~~-~~YI.;'o;'f."fJ~:Y=-\ :Description:i;~~:=~~~_ _ _, ...~r.~;'tl~~~\'lt.~,-:,~";:~":::;;~'~giltt;;,jnit~P.-rice~;,;;n ;~t:':jExd~rTCE(-':"::J
Professional Recruitment & Selection 25,000.00
Services for IT Director Recruitment,
.P.rofessional.fee.$,1.7.,500.00,.plus
expenses not to exceed $7,500. Contract
for Personal Services, Beginning date:
September 1, 2009, Completion date:
December 31,2009, Insurance
required/On file
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
25 000.00
0.00
0.00
25,000.00
{j~tAc_c<5jjm1Nu~mbef~~:~ :; ~~~rQjectTNumi:ier.~':~~i~ z~~~IqAmount~.-::~il ~~~1Ac&ou"n'tjNU'mpe'r~('1 ~~~l~Ip.r:ojecITNurrmer:~:l:~9 ~J:;L&An'-ou'rit1~~~J
E 71 0.01 ,49.00.6041 0 25 000.00
~ .;1
A~Si~~~
VENDOR COPY
I ,FORM #10 I
CONTRACT APPROVAL REQUEST FORM
CITY Of
ASHLAND
Total Amount
Contractor/Consultant:~ Wd.-'1U4~7 04t.17td'f!?0r&-y> -. ,. - --', . ---- : '~"--"-:l
, .
^ 0
[$ - . ~
;' :~
~r attached contract fI97J oq I f3 ". . - ~-_:~~:_:~"'--'-"'_. _ ~. ::.._ ' __{.,,:_ "'" J
PUBLIC CONTRACTING REQUIREMENTS - Solicitation Process
0 Exempt from Competitive BiddinQ 0 Invitation to Bid (Copies on file) 0 Emeraencv
Reason for exemption: 0 Wrillen findings attached
D Quote or Proposal allached
0 Small Procurement & Personal Services D Request for Proposal (Copies on file) CooDerative Procurement
Less than $5,000 Please check one: D State of Oregon
Note: Tolal contracl amount, including any D Goods & Services Contract #
amendmenls may not exceed $6,000 D Personal Services D State of Washington
Intermediate Procurement D Sole Source Conlract #
GOODS & SERVICES D Written findings attached D Other government agency contract
.$5,000 to $75,000 .D..Quole or EroPJ&<1I.ilit<!ched Agency "
D (3) Wrillen Quotes Contract #
PERSONIU. SERYICES D Soecial Procurement D Interagency Contract ' ,
$5 00Jl1Q $50 000 D Wrillen findings attached Agency
~(3) Wrillen Proposals D Ouole or Proposal allached Contract #
Have all public contracting requirements been satisfied?
YES
.---
NO
If "NO", Cily Council approval is required, City Council approval was received on
(Date)
Have funds been budgeted for the purpose of this contract?
YES
v-
NO
If "NO", City Council approval is required. City Council approval was received on
Please provide Account Numbe~ (c.. .tlJ _ 1ft] _ ~c.. 6.0. rtJ_ ~
/
(Date) ,
Is the amount Qf the contract less than $25,000?
YES
NO
If "NO", Legal review is required. Contract was "Approved as to form" by Ihe Legal Departmenl on ?J t3-(v.-CJtj (Dale)
Is the amount of the contract less than $75,000 for Goods & Services
or $50,000 for Personal Services?
YES
,~
NO
If "NO", Cily Council approval is required,
City Council approval was received on
/
(Oale)
Is the contract for a period of 24.months or less?
YES
NO
If "NO", City Council approval is required, City Council approval was received on
(Date)
Please provide lerms:
Slart dale: p '1 - (} (. t9 1 Completion date: /:;7- - ;? ( ~ t1J /'
Can the contract be terminated for convenience thirty (30) or fewer days
following delivery of written notice to the contractor? YES
Prepared by:
...------' NO
{/ g ,-(~ ,-tp q
I
(Date)
Department:
4. ~'<? c-~
Not Approved
~.f.
Lee Tuneberg
~
Date:
tf) r@.- :? 6 .- cP,
Date:
l??::JI/d'1
,
Form #10 - Contract Approval Request Form, Page 1 of 1, 8/2 72009
A request for a Purchase Order
REQUISITION FORM
CITY OF
ASHLAND
Date of Request:
I,',","'.V,.,..".. ''''1
' 0ljb"Oo,'
'. d_d',<'_."'",' .c,_.
I" '. . ". "I
THIS REQUEST IS A:
o Change Order(existing PO #
Required Date of Delivery/Service:
1Hf:; Wl1'f~ CONSlAvflN0 etr2-0IAP
'X)flJO iXlAOl?iAWI 1)fZ.fff&' ,~tTv- ((11/5
r~~'71IX ~~lC)~ '
17 It'S .1;q! ,x- (Q11,) L{f/) I IQS(
,j~ OID/l:NI {Jf2- ('"Hfi(Jz tJlMDf,t530N
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
SOLICITATION PROCESS
Small Procurement o Sole Source 0 Invitation to Bid
o Less Ihan $5,000 o Written findings attached (Copies on file)
-0 Quotes (Opllonal) -0 Quote or Pro osal attacoea
Coooerative Procurement : .JZf-Beauest for Proposal
o Slate of ORNIA conlracl (Copies on file)
Intermediate Procurement o Other government agency contract o Soeciall Exemot
o (3) Written Quotes 0 Copy of contract attached o Written findings attached
(Copies attached) o Quote or Prooosal attached
0 Contract # 0 Emeraencv
o Written findings attached
o Quote or ProDosal attached
Description of SERVICES
Pf--Ofe%((JNA-1" rztUU.fTW/(flVTt'SM'(JT!ON 6tf'/!.VlC/$ ~f!-
IT Dll2ecTOfZ-. ReOl2.UITrnE?NT,
~ 11/700 l' ey~5 f'..fT7b t '0fj()(J
Total Cost
Per attached PROPOSAL
[.~~,r.~~~t~. :~~;~~~:'~~':~:':' '::,~: :,~;:.~1""~,r.~i : ~";.' ,'~
~"'fJf;"I'trflrJ;!,hA""d;,,: -..~on ;(,;'/:'"'
"'~:.;;<";;:~ '8';J~':r;)~~~;:~\~-,<;:;.pri:>i'.1!-~\"1
~~_ "~..,.,,,,, _Ii" "':i!!!J-@,,'{r . 8,Q<"-' .,,,. ~"::rm;:i:'::',~, ,"''-~'~'''''
: /':':'\fo'~'''::'-I') ".;; , ~.. :"'~'::2""'::"i:':'::'-- ,c '
,:$ "., " -., ,'?'\ '''''c, ,/},t::.,M
"\,,,j~J.::_ _~ '), '~ ,,' . {~.:, ~w ~i y:,?:"d,"WI. ,
I "';"<'Z1~~, ,,,,^,,,,__,,.,t2
:S...-t.!1.~ ~.(tr.""'f1>>,i.'. :-_~'~' ._-,.';;.:~':,,*"'T' ::..., _"'''-';'<F.",..l
Item # Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number __ _ _ _ _ . ___
o Per attached QUOTE
Account Number lW_. Ql.q~ .QQ. 1PJ}!LtPP
. Items and services must be charged to the appropriate account numbers for the financia/s to refiect the actuai expenditures accurately,
By signing this requisition form, I certify that the informalion provided above meets the City of Ashland public contracting requiremenls,
and the documentation can be provided upon request,
Emp'o'"''''"''''' ~ ,"""",'_H"dS""'t"~
G: Finance\Procedure\AP\Forms\8_Requisition form revised_1
Updated on: 8/1012009