HomeMy WebLinkAbout2009-240 Contract - Ed Hovee & Co
Contract for PERSONAL SERVICES Less than $25,000
CITY Of
ASHLAND
20 East Main Street
Ashland, Oregon 97520
Teiephone: 541/488-6002
Fax: 541/488-5311
CONSULTANT: E.D. Hovee & Company, LLC
CONTACT: Eric Hovee
ADDRESS: 2408 Main Street
Vancouver, VVA 98666
TELEPHONE: 360-696-9870
DATE AGREEMENT PREPARED: 8/9/08
BEGINNING DATE: 11/12/09
COMPENSATION: $12,980
SERVICES TO BE PROVIDED: See attached SCODe of service
ADDITIONAL TERMS: VVork performed outside of attached work plan to be negotiated independent of this
contract.
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:
FAX 360-696-8453
COMPLETION DATE: 1/31/10
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 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 fuliy quaiified 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. 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 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 Consuitant (inciuding 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.
Contract for Personal Services, Revised'07/01/2008, Page 1 of 10
10. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutuai 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 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, ObliqationlLiabilitv 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 deiiver 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.
1 r. 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 compiy 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 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 Consultant shall be in defauit of this agreement if Consultant. 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 quaiify as a QRF if
consultant 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. Consultant shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656,017, which requires subject empioyers 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 Applicabie 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:
$290,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage, It shall include contractuai liability coverage for the indemnity provided under this contract.
d. Automobile Liabilitv insurance with a combined sinqle limit, or the equivalent, of not less than Enter one:
Contract for Personal Services, Revised 07/01/2008, Page 2 of 10
$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 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 Consultant or its insurer(s) to
the City.
f, AdditionallnsuredlCertificates 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. 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 andlor 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 (andlor 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
HEISHE 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 liabiiity to City, effective upon the delivery of written notice to Consultant, with no further
liability to Consultant.
Certification. Consultant shall si n the certification attached hereto as Exhibit A and herein incor orated b reference,
CONSULTANT . N CITY OF ASHLAND:
BY ~CJ / BY
c: . -L/ Signature FINANCE DIRECTOR
CJ-(<: Travee...
Print Name
DATE
~~~V'~&./
I (/It /0:;
, .
DATE
TITLE
FederallD#
1'I-IJ57o 77
ACCOUNT #
// tfJ t7 r c .;2--dl-t7 tb c:7 ~ /' t::7--0
(For City purposes only)
'Completed W9 form must be submitted with contract
PURCHASE ORDER #
6/'-1 9 ;2- q
Contract for Personal Services, Revised 07/01/2008, Page 3 of 10
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:
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"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.
(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?#J
(Date)
Contract for Personal Services, Revised 07/01/2008, Page 4 of 10
CITY Of
ASHLAND
Economic Development - Update and Review of EOA
Project Scope of Services
. An update of the data collected in the 2007 EOA completed by ECO Northwest, with a
focus on data found in Appendix A, B & C of the EOA Final Document, focused not on
actual data or EOA document updates, but on assessing the existing data and
recommending updates that should be completed as well as prospective data sources.
. A review of the 2007 EOA data with current updates, analyzing how changes in the
economy in the world, nation, state and region affect their conclusions and
recommendations.
. A review and opinion of the Preliminary Implementation Plan provided by ECO
Northwest in the 2007 EOA, providing any suggested modifications, additions, deletions
to the suggested implementation of an economic development strategy for Ashland
. Development ofa framework for a community based Strengths, Weakness, Opportunities
& Threats (SWOT) analysis based upon both existing EOA and new data.
. A project completion date of January 31, 20 I 0 including submittal of a draft report
covering work taSKS I and 2 within 30 days following approval of and signature of
contract.
W kT k B d
or as s- U 1get
I) EOA Content Review and Data Update $8,460
Analysis, with expanded external
trends/data analysis
2) Framework/Recommendations for $1,580
Community SWOT
3) City Council Presentation $2,280
Indirect Costs - Milage (two trips)
$660
Total Proiect Cost
$12,980
Contract for Personal Services, Revised 07101/2008, Page 10 of 10
~
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CERTIFICATE OF LIABILITY INSURANCE O:r1~o~~l I DAT:~M;::~~Y;J
THIS C!,.R! Itl.cATE IS ISSl!.~P AS.,:\. MA.! LER OF INFORMATIOr
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
. HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW
PRODUCER
Biggs tnsurance Services
P.O. Box 189
916 Main Street
Vancouver WA 98666
Phone: 360-695-3301 Fax:360-696-2232
INSURERS AFFORDING COVERAGE
NAIC#
INSURED
INSURER A'
INSURER B
INSURER C'
INSURER D:
INSURER E:
Mount Vernon Fire Ins. Co.
E.D. Hovee and Company, LLC
PO Box 225
Vancouver WA 98666
I
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 :;ts'R' TYPE OF INSURANCE POLICY NUMBER ri.s.~1~MIDDfYYYYI ~2i~C;~"~~b~~~~yi LIMITS
GENERAL LIABILITY EACH OCCURRENCE ,
f-'-' I ~~E~;S~~ (E~~~~r~nce)
COMMERCIAL GENERAL LIABILITY ,
I CLAIMS MADE D OCCUR MED EXP (Anyone person) ,
PERSONAL & ADV INJURY ,
I-- GENERAL AGGREGATE ,
GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG ,
h .nPRO- n
POLICY JECT LOC
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT
I- ,
ANY AUTO (Eaaccidenl)
l-
I-- ALL OWNED AUTOS BODILY INJURY
(Per person) ,
SCHEDULED AUTOS
l-
I- HIRED AUTOS BODILY INJURY
(Per accident) $
I-- NON-OWNED AUTOS
I- PROPERTY DAMAGE ,
, (Per accident)
GARAGE LIABILITY AUTO ONLY- EA ACCIDENT ,
R ANY AUTO OTHER THAN EA ACC ,
AUTO ONLY: AGG S
EXCESS I UMBRELLA LIABILITY EACH OCCURRENCE ,
~ OCCUR D CLAIMS MADE AGGREGATE S
S
R DEDUC"BLE S
RETENTION , ,
WORKERS COMPENSATION ITO~/U~I~~ I IU~~'
AND EMPLOYERS' LIABILITY YIN
ANY PROPRIETORlPARTNER/EXECUTIVO E.L_ EACH ACCIDENT ,
OFFICER/MEMBER EXCLUDED?
(Mandatory In NH) E.L. DISEASE - EA EMPLOYE .
~~~~I~isg~~~~16~s below E.L. DISEASE. POLICY LIMIT .
OTHER ,
.
A Professional Liab. SP2005787E 05/14/09 05/14/10 EA Claim 1,000,000
Aggregate 1,000,000
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES 1 EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
Evidence of Insurance - Professional Liability
CERTIFICATE HOLDER CANCELLATION
City of Ashland
20 East Main street
Ashland OR 97520
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
CITY086 DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KINO UPON THE INSURER, ITS AGENTS OR
I
ACORD 25 (2009/01)
..c...
@ 98 -2009 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
-
A CORD;M CERTIFICATE OF LIABILITY INSURANCE JF :! DATE
PIDC 11-16 2009
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
BIGGS INSURANCE SERVICES/PHS ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
819932 P: (866) 467-8730 F: (877) 905-0457 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
PO BOX 33015 INSURERS AFFORDING COVERAGE
SAN ANTONIO TX 78265
INSURED INSURER A: Hartford Casual tv Ins Co I
INSURER B:
E.D. HOVEE DBA E.D. HOVEE AND COMPANY INSURER c:
PO BOX 225 INSURER D:
VANCOUVER WA 98666 INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLlCY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM ciR 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.
fNSR TYPE OF INSURANCE POLICY NUMBER ffii;~::.r~~J!r~ Pg~/fl(fl;:;;~~J;~7 LIMITS
LTR
!!!!!ERAL LIABILITY EACH OCCURRENCE ,1 000 000
A COMMERCIAL GENERAL LIABILITY 52 SBA PP9094 03/26/09 03/26/10 FIRE DAMAGE (Anyone fire! .300,000 I
I CLAIMS MADE [KJ OCCUR MED EXP (Anyone person) ,10 000 I
X General Liab PERSONAL & ADV INJURY ,1,000,000 I
GENERAL AGGREGATE ,2,000,0001
~.~ AGG~En ~IMIT AP~ PER: . PRODUCTS - COMP/OP AGG ,2 000,0001
POLICY ~~RT X LOC I
~TOMOBILE LIABILITY COMBINED SINGLE LIMIT ,1,000,000
A 52 SBA PP9094 03/26/09 03/26/10 (Eaaccident)
I-- ANY AUTO
I-- ALL OWNED AUTOS BODILY INJURY
,
SCHEDULED AUTOS (Per person I
ex HIRED AUTOS BODILY INJURY
I-'-"- ,
~ NON-OWNED AUTOS IPeraccidentl
PROPERTY DAMAGE $ I
IPeraccidentl
~~GE liABIliTY AUTO ONLY. EA ACCIDENT , I
ANY AUTO OTHER THAN EAACC , 1
AUTO ONLY: AGG , I
,
EXCESS LIABILITY EACH OCCURRENCE , 1
::J-OCCUR D CLAIMS MADE AGGREGATE , i
, I
=i ~EDUCTlBLE , I
RETENTION , , 1
WORKERS COMPENSA TION ANO we STATU-~ I IOJ:t 1
A EMPLOYERS' LIABILITY 52 SBA PP9094 03/26/09 03/26/10 ,1 000 000 I
E.l. EACH ACCIDENT
E.L. DISEASE - EA EMPLOYEE ,1,000,000 I
E.l. DISEASE - POLICY LIMIT ,1,000,000 I
OTHER
,
DESCRIPTION OF OPERA TlONS/LOCA TlONSNEHfCLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS
To those usual to the Insured's Operations. The City of Ashland Oregon, its
elected officials/ officers, & employees are an Additional Insured per
Business Liability Coverage Form SSOO08 attached to this policy.
,
CERTIFICATE HOLDER I X I ADDITIONAL INSURED; INSURER LETTER: A CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL
30 DAYS WRITTEN NOTICE (10 DAYS FOR NON-PAYMENT) TO THE CERTIFICATE
The City of Ashland Oregon HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO
OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
20 E MAIN ST REPRESENTATIVES.
ASHLAND, OR 97520 AUTHORJ7::::AT7 ~~~
ACORD 25-S 17197)
c ACORD CORPORATION 1988
SAIF'Corporation
11/17/2009 4:10:47 PM PAGE
1/001
Fax Server
OREGON WORKERS' COMPENSAnON
CERnFICATE OF INSURANCE
~~,~t!
~EIn'JFEATE HOLDER:
CITY Of ASHLAND
20 EAST MAIN STREET
ASHLAND, OR 97520
The policy of Insura""" listed below has been Issued 10 the Irsured named below for the policy
period Indicated. The Insurance afforded by the pobcy described herein Is subject to all the terms,
exclusions and mnd~1ons of such policy.
POLICY NO.
511365
POLICY PEIlIOD
01/01/2009 TO 01/01/2010
ISSllE DATE
11/17/2009
BROKER OF RErXJADI
BIGGS INSURANCE SERVICES
PO BOX 189
VANCOlNER, WA 98666
LJMIJS OF UABJLI'IYl
Bodily Injury by Accident $500,000 each accident
Bodily Injury by Disease $500,000 each employee
Bodily Injury by DlsMse $500,000 policy limit
DE!JCIIJPTJON OF OPERATIONS/lDCAnONS/SPec:lAL nEMS~
JMPORTANTI
The COI/erage described above Is In effect as of the Issue dab! of this certlftcate. It Is subject to
change at any time In the futu",_
This certlflcale Is Issued as a matter of InformatlDn only and confers no rlghts to the certlflcate
holder. this certlflcate does not amend, extend or alter the coverage afforded by the policies
above.
INSUREDI
E_D_ HOVEE Ii C:OMPANY LLC
PO BOX 225
VANCOUVER, WA 98666- 0225
CANCEUAnON!
SHOULD ANY OF THE ABOVE DESCRIBED POUClES BE CANCELED BEfORE THE EXPIRATION DATE
THEREOF, THE ISSUING C:OMPANY WILL MAIL 30 DAYS' WRITTEN NOTICE TO THE ABOVE NAMED
CERTIFICATE HOLDER.
AUTHORIZED REPRESENTATIVE
flJf?}>- JF Rq4il-------'
President and CEO
II) SAJJ: CDRPQRATION 1400 High St SE I Salem, OR 97312 I p, 800.285.8525 I www.utf.com
~.1I
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CITY RECORDER
Page 1/1
CITY Of
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
;;:~-~_~: :D~j8~TE~~11L~
[~:Jp.01N8MBER;{4a
11/24/2009
09325
VENDOR: 014821
ED HOVEE & COMPANY LLC
2408 MAIN STREET
VANCOUVER, WA 98666
SHIP TO: City of Ashland
(541) 488-6002
20 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.:
Contact: Adam Hanks
Confirming? No
1:f~~Qu~ntitVk~:j, :AiUriif.,l ~:lr;~~1::~:~:~:;:~:;fj2?':~:~.~:.TS!'1.~:~~i.A' JDes-criptiOiiL;:jT~;--,:j .~:;L;'~f0E~~":~Et:'~~~~~~3$;~_-: l~Z]Unit1Rfice:.~j ~",Ii~IE'~E~'Rfjce~':.};i
Economic Opportunities Analysis (EOA),
Contract for Personal Services,
Beginning date: 11/12/2009, Completion
date: 01/31/2010
12,980.00
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
12 980.00
0.00
0.00
12,980.00
r7~1~cc'ountlN~n1i)er;?I~ ~~I1jmojecifNumbel!~- ;lli;~1 iBt~~~Am'cmnt\~:~:~~~m ECfAc_counf:NmnbEir?L_~ ~~1fRroJecJ1Nunlhe"r~:Lj; rt:z~~;%nWJun:t:::;i'~0J
E 1 1 0.01 .02.00.6041 0 1 2 980.00
.
.Gf4?{ $.. 0 %~?
- ,
AuthOrized Srgnature .
VENDOR COPY
FORM #10 I
,
CO.NTRACT APPROVAL REQUEST FORM
CITY OF
ASHLAND
Description of GOODS & SERVICES or PERSONAL SERVICES
ContractorlConsultant: r-'d' "" /' CL /?,
~( c- f P c/ Gi! Le... 0- C-;I-?n ~-4: 41 h
~rattachedcontract 0 -z; ctJ '9 g;:L~
PUBLIC CONTRACTING REQUIREMENTS - Solicitation Process
Total Amount
. ,
1$, /C:Z "27 g c3 " :~l ,)
:'~::. . ',:. :, f _,!~, ;(j:~~:t;~~~:__; '-:; 1 <~
(' .'
0 Exempt from Competitive BiddinQ 0 Invitation to Bid (Copies on file) 0 Emeraencv
Reason for exemption: 0 Written findings attached
0 Quote or Proposal attached
0 Small Procurement & Personal Services 0 ReQuest for Proposal (Copies on file) Coooerative Procurement
Less than $5.000 Please check one: o State of Oregon
Note: Total contract amount, including any 0 Goods & Services Contract #
amendments may not exceed $6,000 0 Personal Services 0 State of Washington
, Contract #
Intermediate Procurement 0 Sole Source o Other government agency contract
GOODS & SERVICES 0 Written findings attached Agency
$5,000 to $75,000 0 Quote or Proposal attached Contract #
o (3) Written Quotes 0 Interagency Contract
PERSONAL SERViCES 0 SDecial Procurement Agency
$5 OOO.to $50 000 ll~ 'J) 0 Written findings attached Contract #
10' (3) Written Proposal V>_ 0 Quote or Proposal attached
Have all public contracting requirements been satisfied?
YES
~
NO
If "NO", Council approval is required. Council approvai received on
(Date)
Have funds been budgeted for the purpose of this contract?
YES
----,.
NO
If "NO", CDuncil approval is required. Councii approval received on
(Date)
Please provide:
Account NumbeC'_~ - ~ ~ f'_~ - '! ~_ _~ ':!_7'!! ~ cJLei
Is the amount of the contract less than $25,000?
YES
~
NO
If "NO", Legal review is required. Contract was "Approved as to form" by the Legal Department on
(Date)
Is the amount of the contract less than $75,000 for Goods & Services
or $50,000 for Personal Services?
YES
/
NO
If "NO", Council approval is required. Council approval received on
(Date)
Is the contract for a period of 24-months or less?
YES
...------'
NO
If "NO", Council approval is required. Council approval received on (Date)
Please provide terms: Start date: //' // .:2-/'C.Pj' Completion date: tC' / ~ ' /, 0
Can the contract be terminated for convenience thirty (30) or fewer days
following delivery of written notice to the contractor? YES
~'
NO
if "NO", CDuncil approval is required. Council approval received on (Date)
,...'~ ~ ~ ([;)/Z.,~) "<:,:!";.,,,,:::> I ,..",~"
Department: --u- Ye ,t.. ... {,-(_'j/ ~ ~
~ Lee Tuneberg . /
''','' /1- ?-I- "I D.., 1/ ~f- ~?
/ /
Form #10 - Contract Approval Request Form, Page 1 of 1,11/24/2009
A request for a Purchase Order
REQUlDSITION FORM
CITY OF
ASHLAND
Date ot Request:
11118/09
THIS REQUEST IS A:
o Change Order(existing PO #
Required Date ot Delivery/Service:
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number,
Contact Name
ED Hovee & Comoanv LLC
2408 Main St
Vancouver, VVA,98666
360-696-9870
Eric Hovee
SOLICITATION PROCESS
Small Procurement
o Less than $5,000
o Quotes (Optional)
o Sole Source
o Written findings attached
o Quote or Pro osal attached
Coooerative Procurement
o State of OR/WA contract
o Other government agency contract
o Copy of contract attached
o Contract #
o Invitation to Bid
(Copies on file)
I8J Reauestlor Prooosat
(Copies on file)
o Soeciall Exemot
o Written findings attached
o Quote or Pro osal attached
o Emeraencv
o Written findings attached
o Quote or Pro osal attached
Description of SERVICES
Total Cost
I8l Per attached PROPOSAL/Scope of Services
~[;:;~~',Y'::~~:1:~1;'zfr~~:'.~ii!~;f;
'$ \12'980 .,.,,",,,,,.,.., , .," """"~'''''''' j
;~:.,; ", ;1_' ~~-,_\~~ $;D::';I:::_~' r~:fi:~:i(:Jf: {~': '~;~;~
t;:t~t~' "r!!-i."rI:..~..\t:!'f;t:-':ri,,~'\.:,_~,,-)~t)".o1\ ~~~'J~~!J,;I!~\ '1:~lrl
Item #
Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number ______' ___
D Per attached QUOTE
Account Number 110.01.02.00.604100
'Items and services must be charged to the appropriate account numbers for the financials to reffect the actual expenditures accurately.
By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracting requirements,
and the documentation can be provided upon request.
Employee Signature:' /fr,;;{..--- SupervisorlDept. Head Signatu~
G: Finance\Procedure\AP\Forms\Hovee_ ContracCReq.doc
Updated on: 11/19/2009