HomeMy WebLinkAbout2013-104 Contract - Patton Environmental
Contract for PERSONAL SERVICES less than $35,000
CITY OF CONSULTANT: Patton Environmental LLC
ASHLAND CONTACT: Amy Sager Patton
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 9 Hillcrest Street, Ashland, OR 97520
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: (541) 482-7900
DATE AGREEMENT PREPARED: 04/09/13 FAX:
BEGINNING DATE: 04/09/13 COMPLETION DATE: 12/31/13
COMPENSATION: Time and materials not to exceed (NTE) $33,800
SERVICES TO BE PROVIDED: see attached 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 $19,494 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 Consultant's (including but not limited to Consultant's
employees, agents, and other designated by Consultant to perform work or services attendant to the contract)
negligence, intentional conduct or omission or breach of duty under this Agreement. City agrees to defend, indemnity
and save Consultant, its employees, agents and other designated persons to perform work or services by Consultant)
from any 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 City's negligence, intentional conduct, or omission or breach of duty under this
Contract for Personal Services, Revised 06/30/2012, Page 1 of 5
Agreement.
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.
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:
L 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. 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 $500,000
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'Gnder this contract.
C. General Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 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 $200,000
for each accident for Bodily Injury and Property e, including coverage for owned, hired or non-owned .
Contract for Personal Services, Revised 06/3012012, Page 2 of 5
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 insurer(s) to
the City.
f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on the Consultant's General Liability insurance
policy, 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 land/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 h rein incorporated b reference.
onsul/tanntt: ~ City of Ashland
Q
By By w~
ignature Department Head
A-M kA S. 1?a+f oV-) ~IGh&,/ K f /Shf
rint Name Print Name
~~-oL, OL ~SiSr Ll11.Z// 2,
itl Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No.
AF/ RO=DO FORM
Signature
4 ~ l,2- 13
Date
Contract for Personal Services, Revised 06/30/2012, Page 3 of 5
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer 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.
✓ (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) 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.
I I I ~
Contractor (Date)
Contract for Personal Services, Revised 06/30/2012, Page 4 of 5
. E ~cw-~6~T C, - y Pcrr~ S
Patton Environmental LLC
Nine H!IIcrest Street, Ashland, Oregon 97520
April 8, 2013
Rob Morris
City of Ashland
51 Winburn Way
Ashland, OR 97520
RE: City of Ashland Well Testing Project
Dear Mr. Morris:
In a phone conversation on March 26, 2013, you asked Patton Environmental LLC to providean estimate of costs for
both Part I and Part 11 of a Well Test Study (to replace costs submitted in February 2013 for the Part I study only). As
explained, there are many variables possible which could significantly affect the costs of Part 11. These variables,
(which include knowledge about whether pumps will be necessary to rent for the well tests, whether pumps will need
to be removed prior to the well tests, etc.) will remain unknown until the completion of Part I of the study. Therefore,
this full cost estimate must be submitted as a rough estimate of both tasks necessary and of costs.
Patton Environmental LLC agrees to complete the flexible scope of work outlined in Exhibit A of this letter for a not-
to-exceedbudget of $33,800. These services will be completed with the assistance of services subcontracted through
Patton Environmental and with the required additional direct contract of Hydro-Flow, Inc. with the City to provide
pumps, equipment, and services related to that equipment; equipment and services to be ordered and overseen by
Patton Environmental LLC. All Patton Environmental LLC services will be completed according to conditions of this
Agreement and the City of Ashland Contract
Primary project staff will include Hydrogeologist Amy Patton with Patton Environmental LLC, Principal
Hydrogeologist Eric Weber and Staff Hydrogeologist Sarah Weeks of Landau Associates. Field staff, subcontracted
through Katalyst, Inc., may also be utilized for the project. It is expected that the project will be authorized within the
first two weeks of April and will be completed within two months of project approval, barring unexpected delays due
to permissions for well access from well owners, equipment delivery delays, or delays with city paperwork. If this
proposal is acceptable to you, please sign the authorization below or authorize by your preferred method.
Respectfully submitted,
Patton Environmental LLC
Amy S Patton, Member ,
PHONE
541-690-9983 pattonenv@gmaitmm -
2
AUTHORIZATION
The scope of services and contractual conditions as described in this proposal and its exhibits are accepted and Patton
Environmental LLC is authorized to proceed.
By UhliJ R . n~ ~I~
Signature of person with contractual authority printed name
For City of Ashland Oregon
Date
3
EXHIBIT A- Scope of Work
Project Purpose:
Part I of the study will be a Preliminary Investigation of conditions in and around six identified wells to potentially be
used by the City of Ashland for an emergency water supply. The information collected in Part I of the study will be
used to select one or two wells on which an aquifer test will be conducted in Part II of the study.
Part 11 of the study will consist of a test on one or two of the selected wells to evaluate the potential for the well (s) to
provide the City with a high volume of water for an emergency supply. The test(s) will not be considered a true
aquifer test, nor will the results give a complete assessment of the ability of the well(s) to provide the desired supply.
Budget limitations for this project will limit this evaluation to providing an indication of the capacity of the well(s) and
suggestions for further studies which will allow the City to explore this option further; if that path seems reasonable
based on study results.
Tasks:
Part ITasks include contact of well owners, site and well assessment, identification of logistics for well test
operations, identification of potential observation wells, identification of nearby springs, water quality sampling of
two selected wells, as possible, design of Part 11 of Well Testing Project and interim report to City.
Part IlTasks include well test design and preparation, possibly including downhole camera observation to assess
condition of wells (if budget allows), well testing of up to two selected wells for a period of 18 to 24 hours, as budget
allows,a report summarizing project findings and sitggested next steps, as well as a presentation to the City Council
regarding the project results.
Estimated Costs (to be billed on a not-to-exceed basis for each Part):
Part 1: $ 10,300
Part 11: $ 23.500
Total: $ 33,800
Schedule:
Part I of the project will begin within one week of signing of this contract and be completed within one month,
dependent primarily on prompt response from well owners regarding well access and permission for the City to
gather information about the wells. If legal papers are a part of this process, the time it takes for the City and the well
owners to agree on these will potentially delay the project further.. ,
Part 11 of the Project will begin within two weeks of receiving written permission from the City for the scope of work
for this part of the project.
Assumptions:
• Contact information for current well ownerswill be readily accessible.
4
• City will negotiate access and create legal agreements,if needed, for well review and testing.
• Access will be granted to only 4 of the wells for further evaluation, and in a timely manner.
• Observation wells will be identified through the WRD well database system.
• Locations of springs will be identified through the use of readily available maps.
• Additional costs will apply if existing pumps must be removed to access wells for down-hole camera use or
well testing. These costs will be covered in a direct contract between the City and Hydro-Flow Inc.
• The City will contract directly with Hydro-Flow for costs of pump and pipe rental for water quality sample
collection and aquifer testing, if needed.
• The City will contract directly with Hydro-Flow for costs of pressure transducers, generators, flow meters,
and other equipment, repair of pump houses if alterations are needed to install and remove equipment
• The City will pay directly for costs of providing water for well owner during the period of the test, if needed.
• Owners of potential observation wells will not be approached until Part 11 of the Well Test Study, and only if
necessary considering the approved scope of work for that study.
• The Scope of Work for Part Il is dependent on the findings from Part I and may be adjusted to include fewer
or shorter well tests, depending on the conditions and requirements of the wells selected for the tests. Patton
Environmental will provide the City with an update of findings from Part 1 of the study and receive written
approval for the Part If Scope of Work prior to proceeding with Part II of the project
Limitations: The City of Ashland received a Technical Memorandum in August 2010 from GSI Water Solutions, Inc.
stating that the estimated total cost for a detailed groundwater supply feasibility evaluation would beapproximately
$850,000. This project is funded at $33,800 and proposes a proportionate level of service. This project is limited to
the evaluation of the potential for 1 or 2 existing (and not ideally constructed or situated) wells to produce a
sustainable, large,volume of water and an evaluation of the water quality of the wells. The project will result in a
report summarizing the performance and production of the 1 or 2 wells tested during an 18- or 24-hour test, which
may or may not reflect long-term production capacities of those wells. Much about the capacity of the aquifer will
remain unknown. However, the project will provide some useful data about the potential capacity of high volume
wells in the area that may lead to further studies of the feasibility of an emergency groundwater supply for the City of
Ashland.
ADDENDUM 1
The following language supports and is made a part of the Agreement (the "Agreement")
entered into between the CITY OF ASHLAND, OREGON, (City) and Patton Environmental LLC
(Contractor),
INSURANCE.
1. WORKERS' COMPENSATION. All employers, including Contractor, that employ
subject workers, as defined in ORS 656.027, shall comply with ORS 656.017 and shall
provide workers' compensation insurance coverage for those workers, unless they meet
the requirement for an exemption under ORS 656.126(2). Contractor shall require and
ensure that each of its subcontractors complies with these requirements.
a. Certification: By Contractor's signature below in this section, it represents and
certifies under penalty of law, that it does meet the requirements for an
exemption under ORS 656.162(2) and that Contractor will immediately obtain
Worker's Compensation insurance before any further performance of the
Agreement in the event the Contractor ceases to qualify for the exemptionContractor: ~c~ _ (Signature), Date `l I I/o,
i. Should the Con'Cractor fail to meet any exemption under this section or should
any worker as a result of this Agreement claim Worker's Compensation
coverage, Contractor agrees to indemnify and hold harmless the City for any
penalties, costs including defenses against, and/or financial obligation for
injury to the worker(s) the State deems are covered workers under its laws
and rules regulating Workers' Compensation benefits.
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TIM E4PIRAIMN DATE THEREOF, NOTICE MIL BE OEUVtst" IN
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A ~ CERTIFICATE OF LIABILITY INSURANCE D4111l2013
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
1 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.
i IMPORTANT: N the certificate holder Is an ADDITIONAL INSURED, the pORCY(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the
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certificate holder in lieu of such endorsement(s).
PRODUCER BRIAN CONRAD NA SHONNA PIERCE
PHONE sen, -MI-482-8470 F4% Kai- 541-482&956
'AIC
1806 ASHLAND ST EaeuL
Statefarm ASHLAND, OR 97520 A ESE. OR SHON CLEARLYCONRAD.COM
INSURE S AFFORDING COVERAGE NAIOs
t~r INSURER A: State Fefm Mutual Autwobite Insurance Com an
INSURED KENT AND AMY PATTON INSURER B:
INSURE10
9 HILLCREST ST '
ASHLAND, OR 97520 INSURER O:
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 POUCY 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.
UCYOF PO YEXP Liens
WPEOFINSURANCE CYNUNBE0. IMMMortm M
DENERAL W1BIlT' EACH OCCURRENCE f
COMMERCIAL GENERAL LIABILITY PREMISES Es oeeVfanPS f
CLAMSJMDE r-] OCCUR MED ESP (A~y ono Pr ) S
PERSONAL AADVINIURY f
GENERAL AGGREGATE S
GENL AGGREGATE LIMIT APPLIES PER: PRODUCTS -COMPtOP AGO S
POLICY PRO- LOC S
i AUTOMOSILE Ul1&LJTY y 280 2324-A27.37H 0112712013 0712712013 Es accidert f
BODILY INJURY (Per person) f 100,000
ANY AUTO
ALLOMEO x SCHFJJULEO BODILY INJURY (Per aeddeM) f 300,000
AUTOS AUTOS PR d AMA f 25,000
NON-ONNED p adddenl
j MIRED AUTOS AUTOS
s
EACH OCCURRENCE S
UMBRELLA LYB OCCUR --J L EXCESS UAS CLAIMS-MADE AGGREGATE f
f
i OED RETENTIONS TAN- OTH.
woRILEXS COMPENSATION
AND EPLOYERS'UAULrTY Y E,1- EACH ACCIDENT S
ANY OFFICFIMEMIBER"CLUDEEO XECUfIVE ❑ NIA
El . DISEASE - EA EMPLOYEE S
(MU m NI NN)
d ps, doves M11V E.L. DISEASE - POLICY LIMIT 7
DESCRIPTION OF OPERATIONS I LOCATIONS I VERICLES (ANSeN ACORD IM- Addltlspl Remarks Se dW,if mm apes is NWAmd)
AMY PATTON - ENVIRONMENTAL CONSULTANT
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
ADDITIONAL INSURED: THE EXPIRATION DATE THEREOF, NOTICE MLL BE DELIVERED IN
CITY OF ASHLAND ACCORDANCE WITH THE POLICY PROVISIONS.
51 WINBURN WAY ITHtNee~D REPREw1w" a
ASHLAND, OR 87520 ~Lyw)l~(/~~~(/~
®1888-20'10 ACORD CORPORATION. All rights reserved.
ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD 1001486 132849.8 01-23.201:
j t`t_"Cr ~~a.. Page 1 / 1
CITY OF
ASHLAND DATE PO NUMBER
20 E MAIN ST. 5/6/2013 11585
ASHLAND, OR 97520
FA
(541) 488-5300
VENDOR: 017729 SHIP TO: Ashland Public Works
PATTON ENVIRONMENTAL (541) 488-5587
9 HILLCREST STREET 51 WINBURN WAY
ASHLAND, OR 97520 ASHLAND, OR 97520
FOB Point: Req. No.:. '
Terms: Net Dept.:
Req. Del. Date: contact: Rob Morris
Special Inst: Confirming? No
Quantity Unit Description - Unit Price - Ext. Price.
Preliminary investigation and 33,800.00
assessment of high capacity wells, and
well testing design and oversight.
Time and materials not to exceed
$33,800.
Contract for Personal Services
Beginning date: 04/09/2013
Completion date: 12131/2013
SUBTOTAL 33 800.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 33,800.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount_
E 670.0815.00.70420 E 201216.999 33 800.00
11-3
vENOORCOPv
Author' edSign ture
'FORM #3 C I T Y OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: 4/15/13
Required date for delivery: ASAP
Vendor Name Patton Environmental
Address, City, State, Zip 9 Hillcrest Street, Ashland, OR 97520
Contact Name & Telephone Number Amy Patton (541) 690-9983
Fax Number nia
SOURCING METHOD
❑ Exempt from Comoetitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #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 approv by C gncil: Contract #
❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ® Sole Soultoli Contract # -
GOODS & SERVICES ❑ Applicab orm (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100.000r~- C , ® Writle not r proposal attached Agency -
❑ (3) Written quotes attache si 0 For 14, Pers " at Services $SK to $75K Contract #
PERSONAL SERVICES fir""` ❑ S clot Procurement Intergovernmental Agreement
5 000 75 000 / "-p `O _ F, rm #9, Request for Approval ❑ Agency
Less than $35,000 ct a Dint e ❑ Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals attached Date approved by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until Date
Description of SERVICES Total Cost
Preliminary investigation and assessment of high capacity wells, and well testing design $33,800.00
and oversight.
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
® Per attached quotelproposal $33,800.00
Project Number 2012.16 Account Number 670.08.15.00.704200
'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 Support -Yes /No
By signing this requisition form, I certify that the City's public contracting requirements have lien satisfied.
Employee Signature: Department Head Signature:,L~ . v 2rs,
i (Equal to argreaterthan$5; $5,000)
City Administrator: 1 r_ )r•sr
25,000)
n (Equaltoor7M
Funds appropriated for current fiscal year. YE /NO LJ K dw~"'-1^ Finance Director- (Equal to rgreaterthan $5,000) Date
Comments:
Form #3-Requisition -
i
CITY OF
FORM #4 ASHLAND
DETERMINATIONS TO PROCURE
PERSONAL SERVICES
$5,000 to $75,000
To: Dave Kanner, Public Contracting Officer
From: Mike Faught, Public Works Director Alf-P
Date: April 11, 2013
Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES
In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less
than $75,000, the Department Head shall make findings that City personnel are not available to
perform the services, and that the City does not have the personnel or resources to perform the
services required under the proposed contract. However, the City Attorney, the Public Contracting
Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that
the purposes of this chapter are upheld.
BackEround
The department intends to purchase professional services required to evaluate the feasibility of using
identified high-yeild water wells as alternative municipal water supply sources.
Two separate City contracts will be required to complete the proposed project. The first will be a contract
with a hydrogeologist for a preliminary investigation of identified wells, and for well test design and
preparation. The second contract will be with a well testing contractor to physically conduct the well
tests, including providing the necessary equipment.
$50,000 is budgeted for this project in the current fiscal year (2012-2013). The estimated cost of the
hydrogeologist's scope of work is not to exceed $33,800, but will be dependent upon the results of the
preliminary investigation and the total number of identified wells that show potential to produce the
desired capacity. If the number of wells showing potential is less than expected, savings on further
investigation will be passed along to the City. Expected cost of the well testing contractor is $15,000, but
is completely dependent upon the results of the hydrogeologist's investigation and recommendations.
Work is expected to begin in late April 2013, and well testing is expected to conclude in June 2013 with
the final report deliverable submitted to the City.
Farm #4 - Department Head Determinations to Procure Personal Services, Page 1 of 2, 4/11/2013
A written scope of work will be attached to each contract as an Exhibit C, outlining project tasks, costs
and deliverables.
Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of
City personnel to perform the services, and that the City does not have the personnel and resources
to perform the services required under the proposed contract?
The project described above requires the services of a qualified hydrogeologist with specialized
knowledge in high capacity well test design and familiarity with local hydrogeologic conditions. Patton
Environmental will provide a qualified team of professionals, since the City of Ashland does not have
such a person on staff. This project also requires specialized pumping equipment to pump from the
identified well(s), and experience in operating this equipment as necessary to run an effective pump test.
Since the City has neither the equipment nor the experience to perform these tests, Hydro-Flow, Inc. will
be contracted to do so, under the supervision of Patton Environmental.
Form tw - Department Head Determinations to Procure Personal Services, Page 2 of 2, 4/11/2013