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HomeMy WebLinkAbout2013-131 Contract - SCJ Alliance Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: SCJ Alliance -ASH LAN D CONTACT: Anne Sylvester, PTE 20 East Main Street Ashland, Oregon 97520 ADDRESS: 315 West Mill Plain Blvd. Suite 208, Telephone: 541/488-6002 Vancouver, WA 98660 Fax: 541/488-5311 TELEPHONE: 503-341-6248 DATE AGREEMENT PREPARED: 5/1/2013 FAX: BEGINNING DATE: May 15, 2013 COMPLETION DATE: September, 30,2013 COMPENSATION: Not to Exceed $17,135 SERVICES TO BE PROVIDED: As described in the attached Exhibit C Statement of Work for completion of a Future Traffic Analysis for the Normal Ave. Neighborhood Plan 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 I Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are 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 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. City's Convenience. This contract may be terminated at an time b City upon 30 days' notice in writin Contract for Personal Services, Revised 06/30/2012, Page 1 of 6 and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. 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: 280;898; $590, GO,$1,000.000. $2;989;090 or-Plet-Arypfieable-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: x$1.000.000. $2;900;090 er-letAp{3Asable_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, $2r0G9,GW er- NotApplisabie_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 Contract for Personal Services, Revised 06/30/2012, Page 2 of 6 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 ry of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification att ched hereto Exhib' nd herein incorporated b reference. Consultant: City o • rl By B / Signature Department Head Eric Johnston. PE Bill Mo r, Director of Community Development Print Name Print Name Principal Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. l (l/ Contract for Personal Services, Revised 06/3012012, Page 3 of 6 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 t accordance with the highest professional standards, and (d) Contractor is qualified, professionally i competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury i 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. Contractor'. (Date) Contract for Personal Services, Revised 06/30/2012, Page 4 of 6 Exhibit C-Scope of Work The Scope of Work for Future Conditions Analysis of the Normal Avenue Neighborhood Plan consists of six discrete tasks as follows: • Task I - Update Methods and Assumptions Memo • Task 2 - Develop Future and Project-Related Traffic Volumes • Task 3 - Conduct Circulation and Traffic Analysis • Task 4 - Conduct Qualitative Multimodal Level of Service Analysis • Task 5 - Conduct Analysis of HSM Crash Modification Factors • Task 6 - Prepare Draft and Final Report Each of these tasks is described in greater detail below including identification of all deliverables and coordination efforts. The assignment of personnel by task and a project budges is presented in Exhibit YY- Budget. Task 1 - Update Methods and Assumptions Memorandum This task involves updating the Methods and Assumptions memo prepared as part of the existing conditions analysis and approved by ODOT at that time to incorporate general parameters for future conditions analysis. Deliverable: Updated Methods and Assumptions Memorandum Task 2 - Develop Future and Project-Related Traffic Volumes This task will focus on developing daily, am and pm peak hour trip generation estimates for the proposed land uses in the Normal Avenue Plan area, along with future (2034 traffic volumes on internal streets and turning movement projections at the key intersections in the study area. Intersection level future year traffic volume forecasts will be prepared using the following steps: • Coordinate with ODOT to obtain RVMPOv2 travel model output for the study area for the 2034 PM peak hour. It is assumed that this model output will represent growth and network assumptions consistent with the recently adopted TSP. Two initial model runs will be requested including one with the originally assumed land development in the Normal Avenue study area and the other without. This will allow creation of a 2034 baseline assignment to which can then add project- generated trips. • Obtain a select zone load for a TAZ or TAZs covering the Normal Avenue study area to be used in developing trip distribution assumptions. • Prepare trip generation estimates for two phases of development to ultimately be used in testing roadway improvement needs. Coordinate with the City to determine specific land development assumptions. Assumptions will also be developed related to any factors that might be applied to reduce ITE-based trip generation estimates such as retail pass-by and internal trip capture. These will be reviewed with the City and/or ODOT as appropriate. • Assign am, pm and daily project traffic for two phases to the internal and surrounding street system to illustrate the potential growth in volumes that could occur on any give street segment during these time periods. This assignment can be then be used in two ways. First to assess the level of traffic expected on internal roads to check consistency with classifications and proposed street cross- sections. Second, to form the base for developing future turning movement projections at the six study area intersections external to the site. • Post process this traffic assignment using the procedures identified in NCHRP 255 to develop intersection level turning movement projections. This method using existing traffic volumes as a starting point which have already been adjusted to reflect the 30tb highest hour. Consistent with the analysis conducted for existing conditions, we anticipate only producing intersection level turning movements and conducted operations analysis for the 2034 pm peak hour. • Document traffic volumes and provide to City and/or ODOT for review. Deliverable: Summary of 2034 traffic projections including turning movements at six intersections and am, pm and daily volumes along internal and surrounding streets. Task 3 - Conduct Circulation and Traffic Analysis This task will focus on assessing traffic operational impacts for the Normal Avenue study area and evaluating the proposed internal roadway system. Specific work elements will include: • Develop future year Synchro model based on the existing conditions files previously created and incorporating both any relevant network or intersection changes and new volumes. • Conduct operations analysis for two phases of development at the six study area intersections. Operations analysis results will be compared with applicable state and local policies/laws related to traffic performance and deficiencies will be identified. The year of expected deficiency will also be determined. At a minimum the following information will be reported: o Volume/Capacity (V/C) ratios o Levels of service (LOS) 0 95th percentile queuing with emphasis on turning movements or locations where traffic may back from one intersection to the next. • Evaluate intersection capacity and spacing requirements for all newly proposed public streets, full access driveways or private streets in the plan area where they would intersect with E. Main Street, Clay Street or other arterial. • Evaluate internal circulation patterns for Phases 1 and 2 for consistency with street classifications, functional role and recommended cross-sections, as well as the need for and timing of a connection to existing Normal Avenue and railroad crossing improvements. • Document traffic analysis and provide to City and/or ODOT for review. Deliverable: Summary of 2034 traffic operational analysis results including six external intersections, internal roadway system and connections of internal roads to surrounding street system. Task 4 - Conduct Qualitative Multimodal Level of Service Analysis This task will focus on conducting a qualitative multimodal level of service analysis based on procedures recently developed by ODOT. The task will include gathering sufficient data to understand the existing and proposed multimodal transportation system and its potential patterns of use for autos, transit, bicycles and pedestrians. Maps and tables summarizing the results of this analysis will be prepared and any potential deficiencies identified. As desired this analysis can also be compared with the quantitative MbII,OS analysis included in the existing conditions report. Deliverable: Summary of 1 REALOS analysis Task 5 - Conduct Analysis of HSM Crash Modification Factors This task will focus on assessing potential crash reductions that could be associated with proposed intersection or roadway,segment improvements, with a focus on the external roadway system where existing crash data is available. The task will include: collecting relevant data for segments and intersections, evaluating potential improvements for their crash reduction capabilities, and preparing a summary of analysis results. As requested by the City, all CMFs shall have a star rating of 3 or better from the HSM CMF Clearinghouse and will have consistent volumes and parameters with the remainder of the analysis. Deliverable: Summary Analysis of Crash Modification Factors Task 6 - Prepare Draft and Final Report All previous deliverables will be incorporated into a draft project report for submittal to the City and ODOT. Upon receipt of comments, a final report will be prepared. Accompanying the final report will be electronic copes of graphics, worksheets, traffic operations data files, and other relevant information for the city's permanent records. Deliverable: Draft and Final project reports _ Client#: 116497 SHEACARR ACORD,e CERTIFICATE OF LIABILITY INSURANCE DAD/YYYY) 5//113/203/2013 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 - NACONTA ME: C Sandy Kulseth Propel Insurance PHONENo, EH :360 252 2368 AI 360 754 7537 A/C, Olympia Commercial Insurance E-MAIL L, No ADDRESS: sIk@ProPelinsurance.com P.O. Box 2007 Olympia, WA 96507 I(S) AFFORDING COVERAGE NAICR INSURER A: Transportation Insurance Compan INSURED INSURERS: Continental Casualty Company 20443 Shea, Can Jewell Inc INSURERC: Beazley Insurance Company, Inc. 2102 Carriage Or # H Continental Insurance Company INSURER E : NSURERF: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS 15 TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMEDABOVE 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. LTR TYPE OF INSURANCE NADDLSUBR SR MD POLICY NUMBER MM/ODNYY MMIODYNYVY LIMITS A GENERAL LIABILITY X X 2090667295 6/15/2012 06/15/201 EACH OCCURRENCE s2,000,000 X COMMERCIAL GENERALLIABILITY E PREMISES E ENQEence 000,000 CLAIMS-MADE OCCUR MED EXP (Any one parson) $10 ,000 PERSONAL S ADV INJURY E2,000,000 GENERAL AGGREGATE 54,000,000 GEN'LAGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG 54,000,000 POLICY X JPEQ LOC E D AUTOMOBILE LIABILITY X X 4012152794 6/15/2012 06/15/2013 COMBINED SINGLE LIMIT 1,000,000 Ee acident $c X ANYAUTO BODILVINJURY(Per person) S ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) E X HIRED AUTOS X NON-OWNED PROPERTY DAMAGE E AUTOS Per eccidam E B X UMBRELLALIAB X OCCUR 4016829451 6/15/2012 06/1512013 EACH OCCURRENCE s3,000,000 EXCESS LIAR CLAIMS-MADE AGGREGATE s3,000,000 DED RETENTIONS $ WORKERS COMPENSATION 2090667295 611512012 06/15I2013 x WC STATU- OTH- AND EMPLOYERS' LIABILITY I.IMI ER A ANY PROPRIETORIPARTNER/EXECUTIVE Y I N OFFICERNEMBER EXCLUDED) FN-] NIA WA STOP GAP E.L. . =TEA NT 51 OOO OOO (Mandatory in NH) E.L -EMPLOYEE $1,000,000 Ues, describe under SCRIPTION OF OPERATIONS babes E.L. DISEASE - POLICY LIMIT $1,000,000 C Professional VIOBC2120301 6/17/2012 06/17/201 Limit-$1,000,000 per occurrence. A . Limit-$2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more apace Ie required) Additional Insureds: The City of Ashland, Oregon and its elected officials, officers and employees. CERTIFICATE HOLDER CANCELLATION City of Ashland THEU EXANY NE 20 East Main Street ACCORDANCE WITH THE POLICY PROVISIONS. Ashland, OR 97520 AUTHORIZED REPRESENTATIVE ©1988.2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) 1 of l The ACORD name and logo are registered marks of ACORD #S1143313/M933411 KFPOO _r C" 1 RECD Fli D JE R Page 1 / 1 ,r- ASHLAND CITY O F DATE., 11 ,PO NUMBER-,, 20 E MAIN ST. 5/31/2013 11612 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 017792 SHIP TO: Ashland Planning Department SCJ ALLIANCE (541) 488-5305 2102 CARRIAGE DRIVE SW 51 WINBURN WAY BLDG H ASHLAND, OR 97520 OLYMPIA, WA 98502 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date:. Contact: Brandon Goldman Special Inst: Confirming? NO ,'Quanti ` .Unit IDescri tion- unit Piice.t,.Exti Pnce;;-11, Project consists of obtaininq traffic 17,135.00 enqineerinq services to complete a Future Traffic Analysis relatinq to the draft Normal Avenue Neighborhood Plan, Scope of Work shown as Exhibit C to attached contract. Contract for Personal Services Beqinninq date: May 15, 2013 Completion date: September 30, 2013 SUBTOTAL 17135.00 BILL TO:,Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 17,135.00 ASHLAND, OR 97520 _ t-'Account Numlier;,~~ r~ ,Project~Num_6er q~Amount SAccount'Number ' r ' i• , s~Amount"~ ProjecfNumber .a,, = „ E 110.09.27.00.60410 17,135.00 VENDOR Authorized Signature COPY FOAM#3 CITY OF A request for a Purchase Order -AS H LAN D REQUISITION Date of request: 5/15/2013 Required date for delivery: Vendor Name SCJ Alliance Consulting Services Address, City, State, Zip 315 W Mill Plain Blvd, Suite 208, Vancouver, WA 98660 Contact Name & Telephone Number Anne Sylvestor, 503-341-6248 Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Written findings attached ❑ 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 # ❑ VerbalMritten quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Written Findings (Form attached) ❑ Other government agency contract $5.000 to $100.000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes attached ❑ Special Procurement Contract # PERSONAL SERVICES ❑ Written Findings (Form #9 attached) Intergovernmental Agreement $5,000 to $75.000 ❑ Written quote or proposal attached ❑ Agency ❑ Less than $35,000, by direct appointment Dale approved by Council: Date original contract approved by Council: X 3 Written proposals attached Valid until: Dale (Date) Description of SERVICES Total Cost This project consists of obtaining Traffic Engineering services to complete a Future Traffic Analysis relating to the draft Normal Avenue Neighborhood Plan. $17,135 Scope of Work shown as exhibit C in attached contract. Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL-COST ® Per attached quotelproposal 17-,135 " Project Number Account Number 110.09.27.00.604100 u- _ 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: Direct Date Support-Yes/No By signing this re bon ho/orI rrfify that the City's public contracting reguiuiremen av en s is) f Employee Signature: / r✓,, ~~/r✓~ 24a"L j Department Head Sig goal Additional signatures (if applicable): to o greater than $s,ooo) Funds appropriated for current riscal year: IY ~ / NO 12'0 13 Finance Director- (Equaltoorgreahan$5,000) Date Comments: G: FlnanceTrocedurelAPTormsWormalRendenngs-Form #3 - Requisition Updated on: 5116/2013 CITY OF FORM #4 ASHLAND DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to $75,000 To: Dave Kanner, Public Contracting Officer From: Bill Molnar, Director of Community Development Date: 5/13/2013 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 enter into a contract for Professional Services with SJC Alliance Consulting Services to complete a Future Traffic Analysis for the Normal Ave. Neighborhood Plan. A formal solicitation of bids was completed with three responses received on April 26, 2013. SCJ Alliance's proposal demonstrated sufficient qualifications to complete the work requested, and the firm was selected as the highest ranking proposal by a selection committee that reviewed the four proposal received. The contract will be drafted to have two phases to span the fiscal year change, with the first phase having a not to exceed amount of $11335 for tasks outlined in the Scope of Work which will be completed by June 30th, 2013. The remainder of the scope of work is to be complete in FY 14 for an amount not to exceed $5800 In total the two phases of the Future Traffic Analysis will cost-$17;135 to be completed by September 30, 3013. The funds for this project were identified in the FY2013 and FY2014 departmental Budget under Professional Services. 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 City does not have certified Traffic Engineer available on staff to undertake the traffic and safety analysis, or the traffic modeling expertise to complete the Traffic Analysis as proposed. Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of 1, 5/16/2013