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HomeMy WebLinkAbout2011-325 Contract - Urban Development Services Contract for PERSONAL SERVICES less than $35,000 CITY o f CONSULTANT: Urban Development Services, LLC ASHLAND CONTACT: Mark Knox, 20 East Main Street Ashland, Oregon 97520 ADDRESS: 485 W. Nevada St., Ashland, OR 97520 Telephone: 541/488-6002 Fax: 5411488-5311 TELEPHONE: 541-482-3334 DATE AGREEMENT PREPARED: 11/17/11 FAX: 541-482-3336 BEGINNING DATE: 11/21/11 COMPLETION DATE: 11/21/12 COMPENSATION: Time and Materials Not to Exceed $9,500.00 (see exhibit C) SERVICES TO BE PROVIDED: Project No. 2002-05; see proposal attached as Exhibit C. ADDITIONAL TERMS: FINDINGS: Pursuant to AMC 2.50.120, 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$18,890 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 8 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 may be terminated at any time by mutual consent of both parties. b. Ci 's Convenience. This contract may be terminated at any time by City upon 30 da s' notice in writing G:\pub-wrks\eng\02-05 N.Main Hersey Wimer Intersection Realign\02-05 Urban Development Contract 11 17 2011.doc 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 ill. 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. Obligation/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, 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 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 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 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 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 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 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 Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract. d. Automobile Liability 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 change. 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 insurers to G:\pub-wrks\eng\02-05 N. Main Hersey Wimer Intersection Realign\02-05 Urban Development Contract 11 17 2011.doc 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 sign the certification attached hereto as Exhibit A and herein incorporated by reference. onsultant: City of Ashland By - By Signature Department Weed �h 1""11-- �4nl o i 2. For kr- Print Name Print Name I�tiiac;>k\ 1 a )13/// Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. G:\pub-wrks\eng\02-05 N. Main Hersey Wimer Intersection Realign\02-05 Urban Development Contract 11 17 2011.doc 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 ID (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: (1) 1 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. X (2) Commercial advertising or business cards or a trade association membership are purchased for the business. X (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. k (6) 1 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 (Date) G:\pub-wrks\eng\02-05 N.Main Hersey Wimer Intersection Realign\02-05 Urban Development Contract 11 17 2011.doc EXHIBIT C U R BAN DEVELOPMENT SERVICES, LLC LAND USE PLANNING AND DEVELOPMENT SERVICES City of Ashland November 14'h, 2011 Engineering Department Attn: Jim Olsen, Engineering Services Manager 51 Winbum Way Ashland, OR 97520 Jim, please find below a proposal and agreement for my services relating to the .28 acre parcel located at 430 N. Main Street, Ashland. Proposal to Provide Services for the following property: 430 N.Main Street, Ashland Oregon. Map ID 391E05DA 2700 This proposal for professional services includes: 1) Scope of Project & Services; 2) Compensation for Services. 1) Scope of Project & Services (Phase I): City of Ashland, Public Works Department (client) is interested in exploring the possibilities of developing the subject site as a parking lot with reciprocal easements with adjoining property owners and desires to hire Urban Development Services, LLC (UDS) to provide land use planning services in this exploration. UDS agrees to coordinate,prepare documentation,and facilitate this process. At the client's direction, UDS will prepare and submit an application package to City of Ashland's Planning Department and represent client as necessary throughout the planning approval process. Schematic Design $1,500.00 Develop alternative solutions based on function and aesthetics Parking space and circulation maximization Pedestrian plaza/strectscape function and aesthetics Stormwater Demonstration site opportunities Grading and entitlement constraints Design Development $1,600.00 Develop Master Plan alternatives(3) Meeting to create preferences Draft Master Plan Final Master Plan 485 W. Nevada Street I Ashland, OR 97520 1 phone 541.482.3334 1 fax 541.482.3336 Planning,Entitlement,Public Participation Support $6,400.00 Preparation of Findings of Fact Public Presentation& Meetings Coordination between Applicant,Consultants, Adjacent Property Owners Communications with Neighboring Property Owners Communications with Planning Department Communications with other Agencies/City Departments 2) Compensation for Services: UDS will bill on an hourly basis for services rendered. The fee schedule is as follows: Land Use Planning: $80.00/hour Principal Landscape Architect: $85.00/hour Draftsperson: $60.00/hour Support Staff: $50.00/hour Client should understand the City of Ashland's planning process can be litigious and time consuming depending upon a project's issues, site constraints and/or neighborhood's impact. UDS believes the subject site and proposal does include some constraints (access management issues,design standard conflicts, parking code conflicts, grade issues, neighborhood opposition issues, off-site infrastructure issues, etc.) which will likely create some additional time demands and challenges. Because of the uncertainty, compensation for services is billed hourly at the rate noted above and not on a flat rate. As such, the listed amounts are relatively accurate estimates based on consultant's experience. If for any reason the costs associated with the project exceeds those listed, UDS shall contact client prior. Other than those consultants as noted above, this proposal does not include the costs of any other subcontractor or consultants which may be needed to complete the project. (Examples include surveying, engineering, legal, etc.). Fees for services rendered by these third parties will be billed directly to client by said subcontractors or consultants. UDS will recommend subcontractors and coordinate the subcontractors work on the project, however, Client shall contract separately with such subcontractors as needed to perform services on behalf of Client. If subject land use application is successful (Phase I), additional landscape architecture services or civil construction documents will need to be prepared and submitted to the regulatory agency (Phase 1I). Generally, land use planning services during the second phase is limited to communication and the forwarding of documentation to the various parties associated with the preparation of civil construction documents. As such, this agreement is solely for the purpose of obtaining Planning Department and City Council Approval, if necessary. Services provided after Phase 1, will be billed on an hourly basis as noted. 485 W.Nevada Street I Ashland, OR 97520 1 phone 541.482.3334 1 fax 541.482.3336 Invoices for hours billed shall be sent to client on the I" of each month. Payment of invoices is due upon receipt of the invoice. Finance charges of 1.5% per month will be applied to any balance unpaid after the next billing cycle. Either party may terminate this agreement by sending written notice. Termination shall commence 7 days after receipt of written notice. If terminated, UDS will provide one copy of drawings and a computer disc of all work completed to date. Payment is due for all work in process or completed up to the notification date and within 5 business days of receiving the final invoice. UDS shall release no documents to client until payment on final invoice in received. Client agrees to indemnify and hold UDS, its members and employees, harmless from any and all liability arising from the services provided herein and from the activities of any subcontractor working on behalf of the client or UDS on this project except in the case of gross negligence on the part of UDS. Client acknowledges that the City and any other regulatory body may delay this project, deny this project, or render a decision that is unsatisfactory to the client and client agrees that UDS cannot be held responsible for these decisions. If this agreement is acceptable, please sign in the appropriate location below and return to our office. We will begin work immediately. We appreciate the opportunity to submit this agreement and look forward to working with you on this project. If there are any questions by either you or the client,please feel free to call Mark Knox at 541-821-3752. Mark Knox Date Z" " Urban Development Services, LLC City of Ashland Date Jim Olsen, Engineering Services Manager /Program Manager Client 485 W.Nevada Street I Ashland, OR 97520 1 phone 541.482.3334 1 fax 541.482.3336 • AC ® DATE(MMIOD/YYY1') C) v CERTIFICATE OF LIABILITY INSURANCE 12/5/2011 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. . IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(les) must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endomement(s). PRODUCER NAME CONTACT Katelyn Dalgardno Beecher Carlson Insurance Agency LLC PHONE ($41)772-1111 Ff .(541)772-3785 707 Murphy Rd Do IE tl. a lyn.dalgardno @beechercarlson.com INSURER(S) AFFORDING COVERAGE NAIC# Medford OR 97504 INSURER A American Cas Cc Readinc PA 20427' INSURED INSURERB:Darwin Select Insurance Company URBAN DEVELOPMENT SERVICES, LLC INSURERC: 700 Mistletoe, Suite 204 INSURER D: 14 RER E: ASHLAND OR 97520 1 INSURER F: COVERAGES CERTIFICATE NUMBER 11-12 GL & Prof REVISION NUMBER: THIS IS TO CERTIFY THAT 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.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE A D R POLICY EFF POLICY EXP LIMITS LT POLICY NUMBER MID O GENERAL LIABILITY EACH OCCURRENCE S 1,000,000 X COMMERCIAL GENERAL LIABILITY PAMREMISES 0 aE $ 300,000 A CLAIMS-MADE OCCUR X 2099612672 0/15/2011 0/15/2012 MED FXP(Ary one person) $ 10,000 PERSONAL S AW INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEHL AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMPIOP AGO E 2,000,000 X POLICY PRO- LOC $ OMOBILE LIABILITY Ea COMBINED SINGLE LIMIT AUT acdtle t ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Pecamden0 $ AUTOS AUTOS HIRED AUTOS NON-OMED - PROPERTY DAM AGE $ e a d nt AUTOS 8 UMBRELLA UAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED I I RETENTIONS $ WORKERS COMPENSATION V.0 6TATD- OTH- AND EMPLOYERS'LIABILITY ANY PROPRIETOR/EXCLUDRIEXECUTIVE F NIA E.L.EACH ACCIDENT 8 OFFICERrt RI17FO EXCLUDED? (Mandatory in NH) E.L.DISEASE-EA EMPLOYE $ If yes,desaibe uM8r DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY UMIT $ B Professional Liability 33071428 1/28/2011 1/28/2012 $1000,000 Each Garr $1,000,000 Aggregate limit DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,If more space Is required) Re: Certificate holder included as additional insured as respects general liability .where required by written contract. This form is subject to policy terms, conditions, and exclusions. CERTIFICATE HOLDER CANCELLATION olsenj @ashland.or.us SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS. Public Works Dept Jim Olsen AUTHORED REPRESENTATIVE 20 E Main St Ashland, OR 97520 Pam Breazeale/PAtdBRE ACORD 25(2010105) ©1988-2010 ACORD CORPORATION. All rights reserved. INS02517n1mm n1 Th.Arnan namn and Innn aro roniefnrod m.rke of annRn 1 ! T RECORDER Page 1 / 1 � �. CITY OF ASHLAND - DATE.. PO NUMBER. 20 E MAIN ST. 12/22/2011 10608 ASHLAND, OR 97520 (541)488-5300 VENDOR: 016660 SHIP TO: Ashland Public Works URBAN DEVELOPMENT SERVICES (541) 488-5587 485 W NEVADA STREET 51 WINBURN WAY ASHLAND, OR 97520 ASHLAND, OR 97520 FOB Point: Req.No.: Terms: Net Dept.: Req.Del.Date: Contact: ,Jim Olson Special Inst: Confirming? NO `Quanb Unit �` :, Descri ption : - - Unit Price Ext.Price Provide development services, includinq 9,500.00 .landscape architecture, for the creation of a parking lot on City owned property at 430 N. Main Street. Per attached Contract for Personal Services less than $35,000 Beginning date: 11/21/2011 Completion date: 11/21/2012 Insurance required/On file Project No. 2002-05 SUBTOTAL 9,500.00 BILL TO:Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 9,500.00 ASHLAND, OR 97520 `Accoun£Numtier .Project Number _>. ;.''Amount "Account Number .:" Project Number Amount E 260.08.12.00.70420 E 200205.100 9,500.00 Aut rized Signature VENDOR COPY FORM #3 CITY OF. A request for a Purchase Order ASHLAND REQUISITION Date of request: 12/13/11 Required date for delivery: NA Vendor Name Urban Development Services Address,City,State,Zip 485 W.Nevada Street,Ashland,OR 97520 Contact Name&Telephone Number Mark Knox,541-082-3334 Fax Number 54 SOLICITATION PROCESS ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Written Findings(Form attached) ❑ Invitation to Bid (Copies on file) ❑ Written findings attached ® Quote or Proposal attached Date approved b K Council: ❑ Quote or Proposal attached ❑ Small Procurement Cooperative Procurement Less than$5.000 ❑ Request for Proposal (Copies on file) ❑ Stale of Oregon Note:Total contract amount,including any Date approved by Council: Contract# amendments may not exceed$6,000 ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract# GOODS&SERVICES ❑ Written Findings(Form attached) ❑ Other government agency contract $5,000 to$100.000 ❑ Quote or Proposal attached Agency ❑ (3)Written quotes attached / Contract# PERSONAL SERVICES f pr" ❑ Special Procurement ❑ Intergovernmental Agreement 5 0 75 000 / �D U ❑ Written Findings(Form attached) Agency ess than$35,000,by direct appointment ❑ Quote or Proposal attached Contract# ❑ 3 Written proposals attached Date approved by Council: I Date approved by Council: Description of SERVICES Total Cost Provide development service,including landscape architecture,for creation of a parking lot on City $ 9,500.00 owned property at 430 N. Main. Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached quotelproposal $ Project Number 2002.05 Account Number 260.08.12.00.704200 Account Number___-__-__-__-______ Account Number___-__-__• 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date By signing this requisition form,I certify that the information provided above satisfies the City's public contracting requirements,and the documentation can be provided upon request. rn Employee Signature: Department Head Signature: C 2 a-- Additional signature ' applicable): �✓ > _ / Funds appropriated for current fiscal year: 0/ NO z/zZ�L°i� Finance Director Date G FlnanceTrocedureWPTorms102-05 Urban Development Requisition.doc Updated on: 12I132011