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2012-065 Contract - OBEC Consulting Engineers
Contract for PERSONAL SERVICES CITY O! F CONSULTANT: OBEC Consulting Engineers ASHLAND CONTACT: Jeff Bernardo, P.E. 20 East Main Street Ashland, Oregon 97520 ADDRESS: 831 O'Hare Parkway Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-774-5590 DATE AGREEMENT PREPARED: 3/9/12 FAX: 541-774-5591 BEGINNING DATE: 3/12/12 COMPLETION DATE: COMPENSATION: Not to exceed $28,000. SERVICES TO BE PROVIDED: See attached Proposal — Exhibit C ADDITIONAL TERMS: FINDINGS: Pursuant to AMC 2.50.090 - H, 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 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 negligent 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. 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. Contract for Personal Services, Revised 06/30/2011, Page 1 of 5 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. Consultant: City of Ashland By By \L °•sue ,? �(3, SignTturV Department Head e,4-2,7gzli ' fig. � wy-O A, _ ( P had kh Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services, Revised 06/30/2011, Page 3 of 5 CITY OF ASHLAND , OREGON EXHIBIT B City of Ashland LIVING WAG E per hour effective June 30, 2011 =, (Increases annually every June 30 by the Consumer Price Index) portion of business of their cafeteria plans(including employer, if the employer has childcare) benefits to the ten or more employees, and amount of wages received by has received financial the employee. assistance for the project or ➢ For all hours worked under a business from the City of ➢ Note: "Employee"does not service contract between their Ashland in excess of$18,890. include temporary or part-time employer and the City of employees hired for less than Ashland if the contract ➢ If their employer is the City of 1040 hours in any twelve- exceeds$18,890 or more. Ashland including the Parks month period. For more and Recreation Department. details on applicability of this ➢ For all hours worked in a policy, please see Ashland month if the employee spends ➢ In calculating the living wage, Municipal Code Section 50%or more of the employers may add the value 3.12.020. employee's time in that month of health care, retirement, working on a project or 401 K and IRS eligible For additional information: Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND Contract for Personal Services, Revised 06/3012011, Page 5 of 5 BridgelStructures • RoadwaylCivil • Heavy ClvillhldustrialFacilities EXHIBIT C Environmental/Permitting • Survey/Geomatics Construction Engineeringllnspeclion . i o cuusuuiac ��'��''—•-' March 8, 2012 Morgan Wayman City of Ashland Department of Public Works 51 Winburn Way j Ashland, OR 97520 RE: N. Main Street (Ashland Creek) Bridge Repair (PWE# 2012-02) OBEC Proposal No. P649-0007 Dear Mr. Wayman: OBEC Consulting Engineers appreciates the opportunity to provide the City of Ashland with design and preparation of Construction Contract Documents for the repair of the Ashland Creek Bridge (Bridge No. OM274) in Ashland, Oregon. This proposal presents our understanding of the project, schedule of major project milestones, proposed scope of work, and our time-and- materials not-to-exceed budget for the desired services. Bridge Type, Size and Location The Project site is located in downtown Ashland near the intersection of N.Main Street and Water Street. The existing concrete arch structure over Ashland Creek, built in 1911, is.22 feet II long and 73 feet wide. On the downstream (west) side of the bridge a public staircase, park area, and restaurant seating deck are directly adjacent to the structure. Project Background OBEC was contacted by the Cityx of Ashland on Wednesday, February 22, 2012, over concerns j about the stability of the sidewalk and timber facade on the downstream side of the bridge. On Friday, February 24, 2012, OBEC met with City staff at the ,. project site in order to better understand the City's concerns and u to determine a proper course of action to address them. While at ^ the project site, OBEC observed ' significant deterioration in the timber facade attached to the r °`r downstream side of the bridge. --? a' EUGENE—Corporate Office PORTLAND AREA - SALEM MEDFORD 541.683.6090 503.620.6103 503.569.4100 541.7745590 Fax 541.683.6576 Fax:503.620.8416 Fax:503.689.4141 Fax 541.774.5591 920 Cater"Glob Road,Suite 1008 5000 Meadows Road,Suite 420 2235 Misslan Street SE,Suite 100 831 O'Hare Parkway Eugmre,Oregon 97401-6069 Lake Oswego,Oregon 97035.2224 Satem,Oregon 97302-1295 Medford,Oregon 97504.4005 i www.obec.com j I Morgan Wayman March 8, 2012 M CPNSR(IIRG Page 2 fNGINttRS OBEC also observed a concrete overhang beam that has separated from the edge of the bridge deck and appears to be supported only by a few pieces of reinforcing steel and utility conduits. Both of these elements appear to be in significant danger of falling off the structure at any time, posing a potential danger to anyone close to the downstream side of the bridge. The presence of the thick ivy currently growing on the side of the bridge makes it difficult to see the complete structure. Therefore, OBEC strongly urges the City of Ashland to keep the area immediately downstream of the bridge strictly closed to the public until these safety matters can be further investigated and resolved. Project Approach OBEC proposes to support the City of Ashland on this project using a three-phase project approach. The three phases consist of the following: Phase 1: Emergency Evaluation of Structural Stability Phase 2: Design of Repairs Phase 3: Construction Support (Reserved) OBEC proposes to complete Phases 1 and 2 of the project based the scope of services detailed below. Phase 3 services are not included in this contract and would be added by contract amendment as necessary. Phase 1 — Emergency Evaluation of Structural Stability OBEC's project engineer will travel to the site and collect data necessary for the project. OBEC's engineer will also review all available data, including inspection reports and as-built drawings. OBEC will then coordinate with City staff, adjacent business owners, and the City's pre-selected construction contractor to prepare a construction plan for removal of all unstable structures and attached ivy. Protection and/or relocation of public and private utilities that will be affected by this work will also be included. It is anticipated that removal of timber and concrete elements will need to be accomplished from the roadway with lifting equipment. Temporary traffic control plans will be prepared by the contractor, as necessary. Work platform(s) and provisions for protection of Ashland Creek shall also be accounted for in the construction plan, as necessary. OBEC will prepare drawings and/or sketches, project specifications, and engineer's cost estimate for the removal and/or stabilization work. The City of Ashland shall be responsible for contacting their construction contractor to secure a quote for performing the work. OBEC shall assist the City during the quoting process by answering questions, attending one pre-quote meeting, and evaluating the quote as necessary. Following the removal and/or stabilization of unstable structural items, OBEC design staff will evaluate the existing condition of the downstream sidewalk, headwall, pedestrian railing, and wooden crib walls. Evaluation of the concrete arch and stream channel are not included in the Morgan Wayman ' CUNSU(EING March 8, 2012 Page 3 r fNGINff AS scope of work. OBEC will determine what, if any, repairs are necessary behind the downstream headwall and wingwalls to stabilize the backfill in these areas. If possible, at least two repair alternatives will be compared and presented to the City and ODOT for evaluation. Since this project does not include any earthwork and will not impact Ashland Creek below the Ordinary High Water Mark (OHWM), environmental permitting through the US Army Corps of Engineers (USACE) Oregon Department of State Lands (DSL) will not be necessary and is, therefore, not included in this scope of work. All design and construction work associated with this project will be performed in accordance with the Best Management Practices (BMPs) described in the Oregon Department of Transportation (ODOT) manual Routine Road Maintenance, Water Quality and Habitat Guide, Best Management Practices, also known as the "Blue Book". Conforming to the BMPs for bridge maintenance and repair viill provide the City of Ashland with coverage under the Environmental Species Act (ESA) for this work. While not anticipated, any other permitting needs for this project will be handled by City staff. Phase 2— Design of Repairs After the City has selected which repair option will be implemented, OBEC will prepare up to six (6) drawings and/or sketches (1 1"x17" format), project specifications, and engineers cost estimate for the repair work. The City of Ashland shall be responsible for contacting their construction contractor to secure a quote for performing the work. OBEC shall assist the City during the quoting process by answering questions, attending one pre-quote meeting, and evaluating the quote as necessary. Phase 3—Construction Support (Reserved) OBEC will be available to provide the City with support and special inspection services, as requested, during Phase 3 of this project. However, these services are not included in the scope or budget of this proposal based on the lack of detail known at this time. Schedule OBEC staff is ready to begin work on the Ashland Creek Bridge Repair Project immediately following Notice to Proceed. We understand the City of Ashland would like to complete this work as soon as possible to eliminate safety concerns and facilitate the installation of a new stairway. We are confident that all design tasks can be completed in a timely manner. OBEC proposes the following schedule for this project: • Notice-to-Proceed Week 0 (March 12, 201 2) • Perform Field Visit/Measurements Week 1 • Submit Plans/Specs for Removal/Stabilization Work Week 3 • Review Quotes for Removal/Stabilization Work Week 4 • Perform Removal/Stabilization Work Week 5 • Perform Phase 2 Field Investigation Week 6 Morgan Wayman March 8, 2012 ' Atl gStl111N6 Page 4 fNGIgEEAS • Prepare Phase 2 Design Week 7 • Submit Plans/Specs for Phase 2 Week 8 • Review Quotes for Phase 2 Construction Week 9 • Phase 3 Construction Support (as requested) Week 10 , Scope of Work OBEC proposes the following scope of work for the Ashland Creek Bridge Repair Project. Based on our understanding of the project and our knowledge of the site, OBEC has identified the following tasks to be performed. Task 1 — Project Management and Coordination The major objectives of this task are to schedule, coordinate, and supervise project work and to establish lines of communications between OBEC and the City of Ashland. OBEC shall keep the City of Ashland informed of the Project work progress and aware of changes that may affect the project, the schedule, and related costs. OBEC shall prepare and provide monthly project invoices with progress reports to the City of Ashland. Task 2—Information Gathering/Site Investigations OBEC staff will travel to the project site during Phase 1 and Phase 2 to gather field information necessary for the project. This task will include assessing existing conditions, taking measurements and photos, and preparing associated documentation. This task shall also include review of existing documentation, including inspection reports, as-built plans, and any other project information available. Task 3 — Prepare Phase 1 Plans and Specifications OBEC shall prepare documents for use by the City of Ashland in soliciting quotes for emergency removal and/or stabilization of the deteriorated timber facade and concrete edge beam that is currently in danger of separating from the downstream face of the bridge. OBEC shall coordinate with City staff to ensure that all planned construction activities will follow the BMPs listed in the ODOT "Blue Book". OBEC shall submit a draft version of the contract documents to City staff for review and comment prior to submitting final documents for receiving price quotes. Task 4—Prepare Phase 2 Plans and Specifications OBEC shall prepare construction documents for use by the City of Ashland in soliciting quotes for replacement of the timber facade and concrete edge beam removed and/or stabilized in Phase I. OBEC will also prepare details for repairs, as necessary, for areas behind the downstream headwall and wingwalls to stabilize the exposed backfill in those areas. OBEC shall coordinate with City staff to ensure that all planned construction activities will follow the BMPs listed in the Morgan Wayman March 8, 2012 ' r CNNSNIII NG Page 5 WINffNS ODOT "Blue Book". OBEC shall submit a draft version of the contract documents to City staff for review and comment prior to submitting final documents for receiving quotes. Task 5—QA/QC Review OBEC shall conduct an independent QA/QC review of all contract documents prepared for Phases 1 and 2 prior to submission to the City. Documentation of these internal reviews will be kept in OBEC's project files and will be available to the City of Ashland upon request. Task 6—Bidding Assistance OBEC shall assist the City of Ashland during the process of receiving construction quotes for Phases 1 and 2 by answering contractor questions and preparing addenda, as necessary. OBEC will also conduct one pre-bid meeting for each phase to ensure that contractor(s) understand all project requirements. The City of Ashland will be responsible for advertisement and receipt of all quotes. OBEC will assist the City with evaluation of bids, if requested. Fee OBEC proposes to complete Phases 1 and 2 of the proposed scope of work described above on a time-and-materials basis for a not-to-exceed amount of $28,000. Phase 3 is not included in this proposal. Project billings will be prepared on a monthly basis based on the attached 2011 OBEC rate sheet. We appreciate the opportunity to present our proposal to the City of Ashland for.1his project. Please do not hesitate to contact me if you have any questions or need additional information. Sincerely, ? /� Jeff Bernardo, PE Project Manager/Roadway Group Manager JRB:vks Enclosures BridgelStructures RoadwaylCivil . Specifications.Permitting 6 Utilities Surveylaeomatics Construction Engineering Management ' � GANSUIIINA "� � fNAINflAS 2011 Salary Grade&Hourly Rates Salary Salary Grade Personnel Classification Grade Personnel Classification 23 Principal $175 Design Construction 22 Sr. Project Manager/Principal Engineer $167 23 Chief Construction Engineer $175 21 Sr. Project Manager/Group Manager 5 $146 22 Construction Manager/Principal Engineer $167 20 Project Manager/Group Manager 4 $135 21 Construction Group/Project Manager 5 $146 20 Sr. Specifications Engineer $135 20 Construction Group/Project Manager 4 $135 20 Sr. Project Engineer $135 19 Assistant Project Manager $121 19 Project Engineer 4 $121 18 Sr. Engineering Technician $107 19 Specifications Engineer 4 $121 18 Field Engineer 3 $107 18 Project Engineer 3 $107 17 Engineering Technician 3 $95 18 Specifications Engineer 3 $107 17 Field Engineer 2 $95 17 Specifications Engineer 2 $95 16 Engineering Technician 2 $86 17 Design Engineer 2 $95 14 Engineering Technician 1 $71 17 CAD Manager $95 17 Sr. Design Technician $95 Administration 16 Environmental Specialist $86 21 Director Financial Operations $146 16 Design Engineer 1 $86 17 IS Manager $95 16 Graphics Manager $86 15 Sr.IS Specialist 3/Staff Accountant $78 16 Sr. CAD Technician $86 13 IS Specialist 2 $63 14 CAD Technician 2 $71 18 Contract Administrator $107 12 CAD Technician 1 $60 14 Administrative Assistant 3 $71 12 Engineering Intern $60 13 Brandt Office Administrator $63 13 Accounting Specialist 3 $63 Surveying 12 Accounting Specialist 2 $60 22 Principal Surveyor $167 12 Secretary 2 $60 . 19 Survey Group Manager $121 11 Receptionist 1 $51 18 Sr. Project Surveyor $107 17 Project Surveyor $95 16 Survey Technician 3 $86 14 Survey Technician 2 $71 12 Survey Technician 1 $60 11 Survey/Field Intern $51 Travel/Reimbursable Expenses: _ Equipment Charges: Mileage: ODOT Current Rate Special equipment @ direct rental cost Reimbursable job costs will be invoiced at cost. EUGENE-Corporate OHrce PORTLAND AREA SALEM MEDFORD 641.691.6090 603.620.6101 601.669.4100 641."4.6650 FAX: 541.983.9576 FAX: 603.620.8416 FAX 503.599.4141 FAX! 541.774.5591 920 Country Club Road,Suite 6006 SW Meadow.Road,Suite 2235 Mission Street SE,Suite 100 831 O'Hare Parkway 1006 120 Salem,Oregon 97 30 2-129 5 Medford,Oregon 97504-4005 Eugene,Oregon 97401-6D89 Lake O6wege,Oregon 97036- 4288 vmw.obec.com Client#: 331197 OBECCONE ACORD. CERTIFICATE OF LIABILITY INSURANCE DATE CERTIFICATE 3/200/20/2012 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(ies)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 endorsement(s). PRODUCER CONTACT NAME: Kibble&Prentice,a USI Co PR PHONE 206441 6300 610-362-8528 A/C No, ,):206.441-6300 AIC No: 601 Union Street,Suite 1000 nooness: pi.certrequest@kpcom.com WA 98101 INSURER(S)AFFORDING COVERAGE NAIL S INSURER A.Hudson Insurance Company 25054 INSURED INSURER B: OBEC Consulting Engineers, Inc. 920 Country Club Rd,#I OOB INSURER C: Eugene,OR 97401 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 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 CONTRACTOR 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 ADDL SUBR POLICY EFF POLICY EXP LTR IN SR WV0 POLICY NUMBER MMMDM") IMMIDDIYYYYI LIMITS GENERAL LIABILITY EACH OCCURRENCE S COMMERCIAL GENERAL LIABILITY DAMP E T RENTED PREMI ES Ea oLtgnence S CLAIMS-MADE �OCCUR MED EXP(Any one person) E PERSONAL S ADV INJURY E GENERAL AGGREGATE E GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG S POLICY P'0. LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident ANY AUTO BODILY INJURY(Per meson) E ALL OWNED SCHEDULED Per BODILY INJURY acadent $ AUTOS AUTOS ( I NON-OWNED PROPERTY DAMAGE S HIRED AUTOS AUTOS Per accident E UMBRELLA UAB OCCUR EACH OCCURRENCE E EXCESS LIAB CLAIMS-MADE AGGREGATE S DED RETENTIONS E WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS'L"IUTY ANY PROPRIETORIPARTNERIEXECUTIVE YIN E.L.EACH ACCIDENT E OFFICER.MEMBER EXCLUDED? ❑ NIA (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE E DESCRIPTION OF OPERATIONS below descdlunder E.L.DISEASE-POLICY LIMIT S DESC A Professional AEE7254301 9125/2011 09/251201 $5,000,000 per claim Liability $5,000,000 annl aggr. DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(Attach ACORD tat,Additional RemarSs Schedule,It more space Is required) Re: N. Main Street(Ashland Creek)Bridge Repair. CERTIFICATE HOLDER CANCELLATION City of Ashland SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Attn: Morgan Wayman ACCORDANCE WITH THE POLICY PROVISIONS. 51 Winburn Way Ashland,OR 97520 AUTHORIZED REPRESENTATIVE ®1988.2010 ACORD CORPORATION.All rights reserved. ACORD 25(2010105) 1 of 1 The ACORD name and logo are registered marks of ACORD #S7047000/M6416897 MXTJU OP ID: SL CERTIFICATE OF LIABILITY INSURANCE AT 03121DlYYYY, 03121112 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(ies) 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 endorsemen s. PRODUCER 800-338-1391 NOMEACT 701 CIMARH Maarrett St,Ste.1100 888-621-3173 ac°No Eat: No: SL Louis,MO 63101 ADDRESS:II]. A Jeff B.Connelly PRODUCE R .OBEC-01 INSURER(S) AFFORDING COVERAGE NAICIf INSURED OBEC Consulting Engineers INSURERA:Hartford Insurance Company 22357 920 Country Club Road INSURER B: Eugene,OR 97401-2231 INSURER C: INSURER D; INSURER E INSURER F: COVERAGES CERTIFICATE NUMBER: 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 AODL SUER POLICY NUMBER MMM.DDDYYEYYY POLICY UNITS L R GENERAL LL48ILM EACH OCCURRENCE S 1,OOg,00 A X COMMERCIAL GENERAL LIABILITY 84SBWPA4035 03/20112 03120113 PREMISES Ea ottonence S 1,000,00 CLAIMS-MADE O OCCUR MED UP(Any one Parton) S 10,00 PERSONAL S ADV INJURY E 1,000,00 PROF.LIABILITY EXCLUDED GENERAL AGGREGATE $ 2,000,00 GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS-COMPIOP AGG E 21000,00 POLICY X PRO- LOC 1 $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT S 2,000,00 (Ea accident) • X ANY AUTO 84UEGPF0127 03/20112 03120113 BODILY INJURY(Per person) $ ALL OWNED AUTOS BODILY INJURY(Perattitlant E SCHEOULEDAUTOS PROPERTY DAMAGE HIRED AUTOS (Per accident E NON-OWNEDAUTOS $ E X UMBRELLA LIAR X OCCUR EACH OCCURRENCE S 7,000,00 EXCESS LIAR CLAIMS-MADE AGGREGATE S 7,000,00 • 84SBWPA4035 03120112 03120113 DEDUCTIBLE f X RETENTION $ 10P000 $ WORKERS COMPENSATION X WC STATU- OTH- AND EMPLOYERS'LIABILITY TORY UMITS • ANY PROPRIETORIPARTNER/EXECUTIVE YIN 84WBGBJ0746 03120/12 03120113 E.L.EACH ACCIDENT S 1,000,00 OFFICEMEMBER EXCLUDED? NIA (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE S 1,000,00 IfYet,d scrbe under DESCRIPTIONOF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 1,000,00 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101,Addltlonat Raman.ScMduN,If..apace la nqu1 M) RE: CITY OF ASHLAND IS INCLUDED AS ADDITIONAL INSURED TO ABOVE COVERAGES EXCEPT W/C AS REQUIRED BY WRITTEN CONTRACT AND N.MAIN STREET(ASHLAND CREEK) BRIDGE REPAIR CERTIFICATE HOLDER CANCELLATION CITYOFA 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. ATTN: MORGAN WAYMAN 51 WINBURN WAY AUTHORIZED REPRESENTATIVE ASHLAND,OR 97520 Ja*vA t, Q &W'dt ©1988-2009 ACORD CORPORATION. All rights reserved. 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G� s ..�y: Alf, 2 CITY RECORDER Page 1 / 1 CITY O F ASHLAND DATE PO NUMBER, 20 E MAIN ST. 41612012 1 1 10800 ASHLAND, OR 97520 (541)488-5300 VENDOR: 010507 SHIP TO: Ashland Public Works OBEC CONSULTING ENGINEERS (541)488-5587 — 920 COUNTRY CLUB ROAD STE 1 OOB 51 WINBURN WAY EUGENE, OR 97401-6089 ASHLAND, OR 97520 FOB Point: Req.No.: - Terms: Net Dept.: Req.Del.Date: Contact: Jim Olson -Morgan Wayman Special Inst: - Confirming? NO Quanb `Unit - - - Description - unit Price' - :Ezt.Price. Investigate downstream side of N. Main 28,000.00 St Bridge and design appropriate structural improvements. Contract for Personal Services Beginning date: 03/12/2012 Completion date: 08/12/2012 Insurance required/On file SUBTOTAL 28 000.00 SILL TO:Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 28,000.00 ASHLAND, OR 97520 i ,Account Number , - *.'Project Number Amount Account Number Project Number ,"." Amount E 260.08,1Z00.704200 E 201202.100 28 000.00 Authorized-signature VENDOR COPY FO" #3 CITY OF A request for a Purchase Order ASHLAND REQUISITION Date of request: 4141 I z Required date for delivery: Z Vendor Name rj;_C C'Gt1J5VL7 )NC--1 C/\&jIIVCE125 Address,City,State,Zip 851 't-jAQ C X7-)5m -400 Contact Name&Telephone Number �¢ o'PriA2D6I F 5-41 - 7.7-4 _ 55)c)p Fax Number -7"-/4- 553 SOURCING METHOD ❑ Exempt from Competitive Bidding ffAergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ffKorm#13,Written findings and Authorization ❑ AMC 2.50 Date approved by Council: Written quote or proposal attached ❑ Written quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than$5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract# ❑ VerbalfWdtten quote(s)or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract# GOODS&SERVICES ❑ Applicable Form(95,8,7 or 8) ❑ Other government agency contract $5.000 to$100.000 ❑ Written quote or proposal attached Agency ❑ (3)Written quotes attached ❑ Special Procurement Contract# PERSONAL SERVICES ❑ Form#9,Request for Approval Intergovernmental Agreement $5.000 to$75.000 ❑ Written quote or proposal attached ❑ Agency ❑ Less than$35,000,by direct appointment Date approved by Council: Date original contract approved by Council: ❑ 3 Written proposals attached Valid until: Date (Date) Description of SERVICES Total Cost Vv- lei dcsw� i N 'arNC sld� F. tJ, ottr+ttJ Ski Kic /� / /� zw-, L=r�SiG}1.'I `%�r'U t?V L 2 -5�'✓LL L'�LV"LtL� LvLI PV61-1c?W(evl'�S Item# Quantity Unit Description of MATERIALS Unit Price Total Cost _ TOTALCOST— ❑ Per attached quotelproposal $, Project Number ;�L't?_-_ Account Number`60-o8-_/?-e'-P- 7V42e'e::) 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: ITDirector Date Support-Yes/No By signing this requisifo form,I certify that the City's public contracting requirements have been satisfied. Employee Signature: X' I� �/`p yL— - Department Head Signature: `� -� Z� r_✓ (Equal to or greater than$5,000) Additional signatures(i appJi able): Funds appropriated for current fiscal year lO/ NOyi Finance Director-(Equal to orgreaterthan$5,000) Date Comments: Form#3-Requisition FOAM #13 ASHLAND CITY OF EMERGENCY PROCUREMENT Greater than $5,000 To: Dave Kanner, City Administrator/Public Contracting Officer From: Mike Faught Date: March 30, 2012 Re: Emergency Procurement—Written Findings and Request for Authorization Document the emergency: See attached e-mail from Mike Grubbs dated March 9, 2012. See attached Memo to Dave Kanner from Jim Olson dated March 20, 2012. See Attached Proposal from OBEC Consulting Engineers dated March 8, 2012 Document solicitation process: This was an extreme necessity due to the immediate danger to the public and therefore;there was no time available for any type-of competitive bidding process. OBEC is a local corporation and are licensed experts in work associated with bridges. See attached e-mail from Mike Grubbs. See attached Proposal from OBEC Consulting Engineers. Amount of Emergency Contract: $ 28.000.00 Written Order Emergency Procure e'nf'is-beinngg authorized y the City Administrator as specified by this written order. Authorized by: s' w Date: City Administra'tor,l Public Contracting Officer Report Emergency Procurement to the City Council: No Note: Emergency Procurements equal to or greater than$100,000 for Goods and Services and equal to or greater than $75,000 for Personal Services will require Council approval. Form#13—Emergency Procurement—Written Findings and Request for Approval, Page 1 of 1,3/30/2012 Morgan Wayman From: Michael Grubbs [grubbsm @ashland.or.us] Sent: Friday, March 09, 2012 10:11 AM To: 'Mike Faught' Cc: 'Bill Molnar'; 'Morgan Wayman' Subject: Ashland Creek Bridge Mike, Re: Ashland Creek Bridge, north side timber and concrete fagade As you are aware,the fagade has deteriorated significantly and is now in danger of collapse.This condition poses a hazard to property and persons who may use Blue Bird Park.The exterior patio next the Thai Pepper restaurant may be in danger as well however the existing ivy that covers the fagade does not allow inspection.The report dated February 29, 2012, issued by OPEC consulting Engineers confirms these facts.Therefore it is strongly suggested that the steps detailed in AMC section 15.04.010 and the International Existing Building code section 115 be taken which include: • Post signage stating the entire area as unsafe • Install appropriate barriers and caution tape along the entire length of the fagade • Remove ivy to allow inspection of the fagade at the west end • Take immediate action to repair/replace the fagade Thank you, Michael Grubbs, Building Official City of Ashland, Community Development Department 51 Winburn Way,Ashland,OR 97520 Phone: (541) 552-2073,TTY(800) 735-2900 Email: michael.Rrubbs @ashland.or.us This email transmission is official business of the City of Ashland and it is subject to Oregon Public Records Law far disclosure and retention. If you have received this message in error,please contact me at,(541)552-2073. Thank you. 1 CHTY OF ASHLAND Memo DATE: March 20, 2012 TO: Dave.Kanner, City Administrator FROM: James Olson,Engineering Services Manager RE: Update on the Bluebird Park stairway replacement The Parks and Recreation, Electric and Public Works Departments have joined forces to replace the wooden stairway leading into Bluebird Park located at the corner of North Main and Water Streets. The park is a small pocket park that is convenient to plaza visitors and is extremely popular in the summer months. City crews and staff are working quickly to replace the main entrance to the park prior to the summer season. Following is a brief summary of the tasks that have been completed to date and those that will be finished prior to the end of May. Task 1 —Design of stairway (complete) The Parks Department hired the architectural firm of Covey-Pardee to design the new stairway. Working closely with the Parks Commission, the design team settled on an attractive, all steel stairway design which incorporates concrete landings coupled with steel anti-slip treads. This design was selected for its longevity, minimum maintenance requirements and its resistance to flooding. Task 2—Removal of wooden stairway completed) It was hoped that the old wooden stairway could remain in place until the new steel stairway was constructed and ready to be placed, however some of the wood support members were so rotted that the stairway was no longer safe. It was demolished and removed by Parks and Street Division crews. The existing wooden handrail which is still in good condition was extended to block the former entrance to the stairway. Task 3 —Sidewalk modification(complete) To provide a more seamless and level entrance to the new stairway it was necessary to remove and replace-approximately-1-80-square-feet-of sidewalk-Itwas-also-necessary to replace the rotted wooden fagade which covered a large open area under the sidewalk along North Main Street. This open area was where old concrete rubble had been dumped during some long past construction project. The Engineering staff designed a unique method of securing and stabilizing this concrete rubble by using reinforcing steel and shot-crete to add structural strength to the area. The wooden fapade was replaced with cedar beams and planks to look exactly as the historical fagade that was removed. Task 4—Stairway construction and placement,(on-going) The Engineering staff has sent the plans and specifications for the steel stairway to six steel manufacturers with a request to submit proposals to construct and place the steel stairway. The proposals are due on or before March 29, 2012. The specifications call for the completion and placement of the stairway by May 1,2012. Page I of 2 Council Memo Bluebird Park.doc I r, CITY OF -ASHLAND Task 5 —N. Main Street Bridge Repair on- oin emer ency) Until the late 1960's the entire Bluebird Park area was taken up by a large two story wood structure which spanned Ashland Creek. This building was demolished in 1968 but the wooden truss which supported the south wall of the building was left intact as it covered the open area between the sidewalk and the concrete bridge arch. At one time this truss supported the wooden handrail along the sidewalk but the rail was reconstructed and mounted on the sidewalk in the 1980's. This wooden truss has now become so rotted that it is in danger of falling and is a hazard to life, property.and to the creek itself. An emergency plan has been implemented to remove this wooden structure and replace it with a more stable type of material as quickly as possible. This plan also has several phases including: 1. Phase 1 —Beginning March 12th,the Electric Department will begin removing all electrical conduits from this structure and to re-route the service to the 25-foot street light adjacent to the park. . 2. Phase 2—Engineering staff will amend the contract with the contractor who completed task 3 to include the removal of the wooden structure. This will be removed from above using a crane to lift the truss away from the bridge and onto awaiting trucks. 3. Phase 3 —OBEC Consulting Engineers have been retained to analyze the bridge and sidewalk area once the wood truss is removed. A new structure will be designed, with input from Parks and the Historical Commission. It is anticipated that this portion of the work will be completed by very early summer. Project Cost The estimated costs for this combined project are: 1. Task 3 —sidewalk modification $ 10,250 2. Task 4—stairway construction 30,000 3. Task 5—N. Main bridge repair 80,000 $ 120,250 Funds will be allocated from the Parks and Street maintenance budgets. Page 2 of 2 Council Memo Bluebird Park doc