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Home My WebLink About2013-159 Jt Funding Agrmt - US Geological Survey 4~ENT,OF ,Ne United States Department of the Interior WP yw U.S. GEOLOGICAL SURVEY y~"I'°=°^~~-✓ g Oregon Water Science Center ~4RO„ +a"e 2130 SW 5th Avenue Portland, OR 97201 APR 0 2 ZUi 1 (503) 251-3220 • Fax: (503) 251-3470 http.//0r.water.usg5.govl c1ty ci~' March 25, 2013 Mr. Mike Faught, Director of Public Works City of Ashland 20 East Main Ashland, Oregon 97520 Dear Mr. Faught This letter concerns our continuing cooperative data collection program for Federal fiscal year 2014 (October 1, 2013 to September 30, 2014). Total costs to continue the program for Federal fiscal year 2014 will be $58,680. The City of Ashland's share is $35,208. The U.S. Geological Survey will provide $23,472 of Federal Matching Funds to support this work. Summary of the FY 2014 costs associated with this program is as follows: Station _ Station _ City of USGS -Total Number Name Ashland Funds Program 14353000 West Fork Ashland Creek nrAshland, OR $11,736 $7,824 $19,560 14353500 East Fork Ashland Creek nrAshlandd,,OR $11,736 $7,824 $19,560 14354200 Bear Creek blw Ashland Creek nr Ashland, OR $11,736 _$7,824 $19,560 Totals $35,208 1 $23,472 1 $58,680 Attached are two original copies of a Joint Funding Agreement (JFA) to confirm our negotiations to continue this data collection program. Please sign both originals; return one signed original in the enclosed self-addressed envelope and retain the other original for your records. We highly recommend entering into a multi-year agreement for this program. By doing so we could avoid the annual administrative burden, allow you to budget further into the future, and lock into an agreed price structure. This would also help us increase our efficiency, thereby minimizing our administrative costs. If you are interested in a multi-year agreement, please let us.know and we will send you a JFA ranging from 2 to 5 years. Multi-year agreements can be amended as needed to meet changes in program needs and/or funding levels. In order to continue providing data and/or investigations for your agency, we will need to have the enclosed JFA signed and received in this office no later than September 30, 2013. Mr. Faught Funds are not required at this time; a signed agreement is not a bill, only an agreement to pay for the work that will be done. The Water Resources Cooperative Program operates under the authority, of statute 43 USC 50 which allows us to perform this work. The Oregon Water Science•Center DUNS number is 137883463. Billing will be by DI-1040. Final billing for Federal fiscal year 2014 will occur near the middle of September 2014. Work performed with funds from this agreement will be conducted on a fixed-price basis. The results of all work under this agreement will be available for publication by the U.S. Geological Survey. We look forward to continuing our successful relationship during the upcoming year. If you have any questions concerning this letter or the data program in general, please feel free to contact Keith Overton at (503) 251-3246. Sincerely, James D. Crammond Center Director Enclosures - 2 JFA's w/retum envelope cc: Dar Crammond Mary Burbank Marc Stewart Steve Winkler Keith Overton Page 1 of 2 Page 1 of 2 Form 9-7366 U.S. Department of the Interior Customer 9: 6000000240 (Oct. 2005) U.S. Geological Survey Agreement#: Joint Funding Agreement ProJea#: TIN 63-60021x1177 ' Fixed Cost Q Yes a No Agreement FOR OREGON WATER SCIENCE CENTER THIS AGREEMENT is entered into as of the 1st day of October, 2013, by the U.S. GEOLOGICAL SURVEY, UNITED STATES DEPARTMENT OF THE INTERIOR, party of the first part, and the CITY OF ASHLAND, party of the second part. 1. The parties hereto agree that subject to availability of appropriations and in accordance with their respective authorities there shall be maintained in cooperation a water resources data collection program on the Ashland Creek and Bear Creek near Ashland, Oregon, herein called the program. The USGS legal authority is 43 USC 36C; 43 USC 50; and 43 USC 50b. 2. The following amounts shall be contributed to cover all of the cost of the necessary field and analytical work directly related to this program. 2(b) includes In-Kind Services in the amount of $0. by the party of the first part during the period (a) $23,472 October 1, 2013 to September 30, 2014 by the party of the second part during the period (b) $35,208 October 1, 2013 to September 30, 2014 (c) Additional or reduced amounts by each party during the above period or succeeding periods as may be determined by mutual agreement and set forth in an exchange of letters between the parties. (d) The performance period may be changed by mutual agreement and set forth in an exchange of letters between the parties. 3. The costs of this program may be paid by either party in conformity with the laws. and regulations respectively governing each party. 4. The field and analytical work pertaining to this program shall be under the direction of or subject to periodic review by an authorized representative of the parry of the first part. 5. The areas to be included in the program shall be determined by mutual agreement between the parties hereto or their authorized representatives. The methods employed in the field and office shall be those adopted by the party of the first part to insure the required standards of accuracy subject to modification by mutual agreement. 6. During the course of this program, all field and analytical work of either party pertaining to this program shall be open to the inspection of the other party, and if the work is not being carried on in a mutually satisfactory manner, either party may terminate this agreement upon 60 days written notice to the other party. 7. The original records resulting from this program will be deposited in the office of origin of those records. Upon request, copies of the original records will be provided to the office of the other party. https://gsvaresa0l.er.usgs.gov/WebForms/9-1366R.nsf/c2b886045l7Oc623852571330054... 3/2512013 Page 2 of 2 Page 2 of 2 Form 9-1366 U.S. Department of the Interior Customer#: 6000000240 continued U.S. Geological Survey Agreement Joint Funding Agreement Project#: TIN 95-6002177 8. The maps, records, or reports resulting from this program shall be made available to the public as promptly as possible. The maps, records, or reports normally will be published by the party of the first part. However, the party of the second part reserves the right to publish the results of this program and, if already published by the party of the first part shall, upon request, be furnished by the party of the first part, at costs, impressions suitable for purposes of reproduction similar to that for which the original copy was prepared. The maps, records, or reports published by either party shall contain a statement of the cooperative relations between the parties. 9. USGS will issue billings utilizing Department of the Interior Bill for Collection (form DI-1040). Billing documents are to be rendered quarterly. Payments of bills are due within 60 days after the billing date. If not paid by the due date, interest will be charged at the current Treasury rate for each 30 day period, or pcrtion thereof, that the payment is delayed beyond the due date. (31 USC 3717; Comptroller General File B-212222, August 23, 1983). U.S. Geological Survey City of Ashland United States Department of the Interior USGS Point of Contact Customer Point of Contact Name: Keith Overton Name: Mike Faught Address: USGS ORWSC Address: City of Ashland 2130 SW 5TH Avenue 20 East Main Portland, Oregon 97201 Ashland, Oregon 97520 Telephone: 503-251-3246 Telephone: 541-522-2411 Email: koverton@usgs.gov Email: faughtm@ashland.or.us Signatures Sio atures By to ] z r gy 4" Date l i '3 N James D. Crammond Name:nA- IC4 S fR T e: Center Director Title: city kOHW s r A 0R By Date By Date Name: Name: Title: Title: By Date By Date Name:. - Name: Title: '-r;Title: d as to form https://gsvaresa0l.er.usgs.gov/WebForms/9-1366R.nsf/c2b886045l70c623852571330054... 3/25/2013 , Page 1 of 2 Page 1 of 2 Form 9-1366 U.S. Department of the Interior Customer 9: 6000000240 (Oct. 2005) U.S. Geological Survey Agreement C: Joint Funding Agreement Project:: TIN C: 93-6002117 Fixed Cost ~ Agreement LYJ Yes No FOR OREGON WATER SCIENCE CENTER THIS AGREEMENT is entered into as of the 1st day of October, 2013, by the U.S. GEOLOGICAL SURVEY, UNITED STATES DEPARTMENT OF THE INTERIOR, party of the first part, and the CITY OF ASHLAND, party of the second part. 1. The parties hereto agree that subject to availability of appropriations and in accordance with their respective authorities there shall be maintained in cooperation a water resources data collection program on the Ashland Creek and Bear Creek near Ashland, Oregon, herein called the program. The USGS legal authority is 43 USC 36C; 43 USC 50; and 43 USC 50b. 2. The following amounts shall be contributed to cover all of the cost of the necessary field and analytical work directly related to this program. 2(b) includes In-Kind Services in the amount of $0. by the party of the first part during the period (a) $23,472 October 1, 2013 to September 30, 2014 by the party of the second part during the period (b) $35,208 October 1, 2013 to September 30, 2014 ; L (c) Additional or reduced amounts by each parry during the above period or succeeding 'periods as may be determined by mutual agreement, and set forth in an exchange of letters between the'":,.. parties. (d) The performance period may be changed by mutual agreement and set forth in an exchange of letters between the parties. 3. The costs of this program may be paid by either party in conformity with the laws and regulations respectively governing each party. 4. The field and analytical work pertaining to this program shall be under the direction of or subject to periodic review by an authorized representative of the party of the first part. 5. The areas to be included in the program shall be determined by mutual agreement between the parties hereto or their authorized representatives. The methods employed in the field and office shall be those adopted by the party of the first part to insure the required standards of accuracy subject to modification by mutual agreement. 6. During the course of this program, all field and analytical work of either party pertaining to this program shall be open to the inspection of the other party, and if the work is not being carried on in a mutually satisfactory manner, either party may terminate this agreement upon 60 days written notice to the other party. 7. The original records resulting from this program will be deposited in the office of origin of those records:~.i~'' Upon request, copies of the original records will be provided to the office of the other party. C na f" / , bttps://gsvaresa0l .er.usgs.gov/WebForms/9-1366R.nsf/c2b886045 l70c623 852571330054. 3/25/2013 Page 2 .of 2 Page 2 of 2 Form 9-1366 U.S. Department of the Interior Customer 6000000240 continued U.S. Geological Survey Agreement#: Joint Funding Agreement Project TIN 93.6002117 8. The maps; records, or reports resulting from this program shall be made available to the public as promptly as possible. The maps, records, or reports normally will be published by the party of the first part. However,-the party of the second part reserves the right to publish the results of this program and, if already published by the parry of the first part shall, upon request, be furnished by the party of the first part, at costs, impressions suitable for purposes of reproduction similar to that for which the original copy was prepared. The maps, records, or reports published by either party shall contain a statement of the cooperative relations between the parties. 9. USGS will issue billings utilizing Department of the Interior Bill for Collection (form DI-1040). Billing documents are to be rendered quarterly. Payments of bills are due within 60 days after the billing date. If not paid by the due date, interest will be charged at the current Treasury rate for each 30 day period, or portion thereof, that the payment-is delayed beyond the due date. (31 USC 3717; Comptroller General File 3-212222, August 23, 1983). U.S. Geological Survey City of Ashland United States Department of the Interior USGS Point of Contact Customer Point of Contact Name: Keith Overton Name: Mike Faught Address: USGS ORWSC Address: City of Ashland 2130 SW 5TH Avenue 20 East Main Portland, Oregon 97201 Ashland, Oregon 97520 Telephone: 503-251-3246 Telephone: 541-522-2411 Email: koverton@usgs.gov Email: faughtm@ashland.or.us Signatures Signatures r I By --t DateYZO/3 By &---J a Date 12'lI' Na James D. Crammond Name: \-,Av6 K.~,bz5R Title: Center Director Title: ccrv ror a srttaz~Gi By Date By Date Name: Name: Title: Title: By__ Date By Date Namo: Name: Title: Title: w to form https:Hgsvaresa0I .er.usgs.gov/ WebForms/9-1366R.nsf/c2b886045l 70c623 8525713 30054... 3/25/2013 CITY REC E.19 Page 1 / 1 CITY OF DATE. 'ASHLAND 20 E MAIN ST. 6/24/2013 11651 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 001991 SHIP TO: Ashland Public Works UNITED STATES DOI, US GEOLOGICAL SURVEY (541) 488-5587 PO BOX 71362 51 WINBURN WAY PHILADELPHIA, PA 19176-1362 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Mike Fauqht Special Inst: Confirming? NO Quanti _ Unit Description -Unit Price Ext. Price US Geological Survey Joint Funding 35,208.00 Agreement for the Gauging Stations on the west and east forks of Ashland Creek (A/C # 670 08 15 00 604 100 $23,472.00) and Bear Creek below Ashland Creek (A/C #675 08 19 00 605 700 $11,736.00) SUBTOTAL 35 208.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 35,208.00 ASHLAND, OR 97520 Account Number L. ProjectNumtier.. Amount Account Number. 'Project Number Amount;'::,: E 670.08.15.00.60410 2-3-1472--00- E 675.08.19.00.60570 11 736.00 Authorized Signature VENDOR COPY FORM#3 CITY OF A request for a Purchase Order ASHLAND REQUISITION Date of request: 4/22/2013 Required date for delivery: ASAP Vendor Name nnl I ISr n1NRC Address, City, State, Zip 2130 SW 5th Avanua 2 Q LM e vt-ovytyiv, Contact Name & Telephone Number Portland. OR 97201 Fax Number C ^tV ct c1~ n 503-251-3470 SOLICITATION PROCESS ® Exempt from Competitive Bidding [ y ❑ Written Findings (Form attached) ❑ Invitation to Bid (Copies on file) [ ❑ Quote or Proposal attached Date approved b Council: [ ❑ Small Procurement Cc Less than $5.000 ❑ Request for Proposal (Copies on file) [ Note: Total contract amount, including any Date approved by Council: ,~f 2 ~Cl " amendments may not exceed $6,000 [ Intermediate Procurement ❑ Sole Source I GOODS & SERVICES ❑ Written Findings (Form attached) [ $5.000 to $100.000 ❑ Quote or Proposal attached ❑ (3) Written quotes attached PERSONAL SERVICES ❑ Special Procurement [ $5.000 to $75.000 ❑ Written Findings (Form attached) ❑ Less than $35,000, by direct appointment ❑ Quote or Proposal attached Contract # ❑ 3 Written proposals attached Date approved b Council: Date approved by Council: Description of SERVICES Total Cost US geological Survey joint funding agreement for the gauging stations on the west and east forks of Ashland Creek - Acct 670.08.15.00.604100 - $23,472 $ 35,208.00 Bear Creek below Ashland Creek Acct 675.08.19.00.605700 - $11,736.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached QUOTE $ Project Number Account Number 670.08.15.00.604100 $23,472 Account Number 675.08.19.00.605700 $11,736 `Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. By signing this requisition form, I certify that the information provided above meets the City's public contracting requirements, and the documentation can be provided upon request. Employee Signature:s Department Head Signature Additional signatures (if applicable): Funds appropriated for current fiscal year YES NO Finance Director Date Comments: G:\pub-wrks\Annual Payments\USGS\2013 USGS Requisition.doc Page 1 CITY OF ASHLAND Council Communication Approval o n Agreement with the US Geological Survey Meeting Date: September 8, 2009 Primary Staff Contact: James H. Olson 552-2412 Department: eering E-Mail: olsoniPa ashland.or.us Secondary Dept.: Finance Secondary Contact: Pieter Smeenk Approval: Martha Bennett Estimated Time: Consent Agenda Question: Will the Council approve a joint funding agreement with the US Geological Survey to continue the ongoing water data collection program, which requires the City to provide one half of the $48,240 annual cost and authorize the City Administrator to sign future agreements? Staff Recommendation: Staff recommends that the Council approve a joint funding agreement with the US Geological Survey to continue the ongoing water data collection program and authorize the City to pay one half of the total $48,240 annual cost. Background: Action Summary The US Department of the Interior, through its US Geological Survey (USGS), continues to operate, maintain and calibrate two stream gauging stations on Ashland Creek, and one on Bear Creek near the wastewater treatment plant. Although the stations have been in place for many years, the joint funding agreement is on an annual renewal basis so that minor changes in maintenance costs can be adequately reflected. The Council's approval of this program and agreement would allow the City Administrator to sign this and future annual agreements as long as the costs remain within approved budget constraints. History Stream gauging stations were first installed on the east and west forks of Ashland Creek in September of 1924. The first stations were cable crossings with a small gondola suspended under the cable. From this cable car, a technician would measure the depth and velocity of the stream at 5-foot intervals across the creek width. This procedure was only done once a year. The cable crossings have since been replaced with continuous data collectors which transmit water flow data every 15 minutes. The three Ashland gauging stations are part of the USGS's National Strealnflow Information Program (NSIP) which has about 4,780 funded stream gauges nationwide. In Oregon there are 183 of these gauges with about 94 of these providing water quality information as well as water flow information. The Ashland stations provide only water quantity data in the format attached as Exhibits A, B, and C. The data is available online at the USGS website at www.waterdata.usgs.gov/or/nwis under the real-time data for: USGS 14353000 -West Fork Ashland Creek USGS 14353500 - East Fork Ashland Creek USGS 14354200 -Bear Creek Pagel of2 51FAW, CITY OF ASHLAND Related City Policies: The council established policy for approval of annual renewable IGA's requires that the original IGA be approved by Council and that subsequent renewals may be approved by the City Adminisfator. Council Options: • The Council may approve or reject the attached joint funding agreement with the USGS. Potential Motions: • Move to approve the attached joint funding agreement with the USGS • Move to delay or deny approval of the joint funding agreement with the USGS Attachments: Joint Funding Agreement Exhibit A - Water data for West Fork Ashland Creek Exhibit B - Water data for East Fork Ashland Creek Exhibit C - Water data for Bear Creek Photos Page 2 of 2 ~r,