Common use of Work Elements Clause in Contracts

Work Elements. As assigned by Commission, Contractor shall: 1. Maintain Commission’s office, including providing office space, equipment, and office supplies that Commission considers necessary. 2. Provide information to growers, brokers, buyers, agencies, industries, news media and others that is consistent with approved Commission positions; however, Contractor must obtain approval of informational content from Commission before its dissemination, as provided by OAR 603-042-0015(6). 3. Maintain accurate financial records; prepare monthly income and expenditure statements. Contractor shall also facilitate deposit of assessments and coordinate disbursement of funds at request of Commission. Whenever possible, work to ensure that receivable accounts are handled by one individual and payable accounts are handled by another individual. 4. Maintain databases as requested by Commission, including grower mailing lists, meeting mailing lists, and handler lists. 5. Coordinate and attend meetings of full Commission. Contractor shall act as recording secretary for Commission meetings, distributing the draft minutes within a reasonable time after the meeting. Contractor shall also prepare and distribute meeting notices that include date, time, place, and principal subjects pursuant to ORS 192.640. 6. Contact the chairs of any Commission committees to prepare agendas and materials, distribute meeting notices as required by ORS chapter 192, and make meeting arrangements. Attend committee meetings at Commission or committee chair’s request. 7. Represent Commission at hearings or meetings on proposed legislation, rules, or issues affecting Commission and its growers at request of Commission; however, Contractor must obtain prior approval from Commission of all positions that may be taken on behalf of Commission. 8. Coordinate and implement Commission’s collection of assessments from growers and processors. Send out assessment forms. Record receipts using good accounting practices. Submit quarterly assessment reports to the Oregon Department of Agriculture. Submit required Liquidated and Delinquent Accounts reports to the Oregon Department of Administrative Services. 9. Assist Commission in preparing its budget in accordance with ORS 576.416, ORS 576.440, and any applicable administrative rules. 10. Coordinate and monitor Commission’s contracts, excepting this Contract. Commission must approve all contracts between Commission and other parties, but may delegate to Contractor in writing its authority to sign contracts on behalf of Commission following Commission’s approval of the contracts. 11. Complete and file all state-required annual financial reports. 12. Following Commission approval of such action, submit all filings required for adopting or amending administrative rules via the Oregon Administrative Rules Database. 13. Retain Commission records on the schedule set forth in OAR Chapter 166, Division 350, and other applicable OARs. 14. Act as liaison between Commission and specific research organizations at request of Commission. Contractor shall also coordinate any funding proposals submitted to Commission, gather information about additional funding sources for research and promotion, and, if requested by Commission, prepare grant applications for Commission’s review and approval. 15. If approved in advance by Commission, travel to assist Commission to fulfill its promotional, educational or research purposes. Contractor will submit request for reimbursement of allowable travel expenses in accordance with Section 3 of the Contract and Section II of this Exhibit A (Statement of Work) to Commission for approval. 16. Obtain information on marketing trends and commodity values at request of Commission; however, Contractor must obtain approval of informational content from Commission before its dissemination. 17. Contractor may recommend advertising, domestic and export marketing, and communication programs to Commission and, with Commission’s approval, implement such programs. During months with activity or expenses, Contractor shall provide monthly status reports to Commission on the implementation of the advertising, marketing, and communication programs. Costs incurred by the Contractor to implement advertising and marketing programs must be pre-approved by Commission or Contract Administrator. Commission-approved advertising, marketing, and communications programs will be included in Commission’s annual Operational Plan as required by OAR 603-042-0015; for any advertising, marketing and communications programs that are not included in the Operational Plan, Contractor must obtain approval of informational content from Commission before its dissemination. Commission approval of programs serves as pre-approval for costs related to those projects. Contractor agrees to deduct from gross rates all media discounts received for Commission media placement covered under this Contract. 18. Maintain and update Commission website with information that Commission indicates is pertinent. 19. As required by ORS 576.385, obtain and file with Commission a fidelity bond of $50,000. Submit reimbursement request for the cost of this bond, which is included in the amount of consideration listed in Section 3 of the Contract and repeated below in Section II.b. of this Exhibit A (Statement of Work). 20. Provide the personnel to perform the Work required under this Contract. Key persons include ▇▇▇▇▇ ▇▇▇▇▇▇▇ and ▇▇▇▇ ▇▇▇▇▇▇▇. 21. Pay, and hold the Commission harmless from, all of the Contractor's normal operational expenses, including but not limited to salaries, benefits, rents, utilities, taxes and fees (such as income, employment, license or others) and other similar expenses. 22. Comply with all governmental (local, state, or federal) laws and rules applicable to the operation of Contractor's business. 23. Act as liaison between Commission and other industry organizations in the state, region and nation including, but not limited to Oregon Seed Council, Oregonians for Food and Shelter, Oregon Farm Bureau, Oregon Ag Fest, Summer Ag Institute, Oregon Ag in the Classroom, to assist Commission in maintaining relationships and communicating with the above-named organizations; however, Contractor must obtain prior approval from Commission of all positions that may be taken on behalf of Commission.