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HomeMy WebLinkAbout2014-025 Contract - OBEC Consulting Engineers Contract for PERSONAL SERVICES CITY OF CONSULTANT: OBEC Consulting Engineers ASHLAND CONTACT: Jeff Bernardo, P.E. 20 East Main Street Ashland, Oregon 97520 ADDRESS: 831 O'Hare Parkway, Medford, OR, 97520-4005 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-774-5590 DATE PREPARED: 2/10/2014 FAX: 541-774-5591 BEGINNING DATE: 2/11/2014 COMPLETION DATE: 5/11/2014 COMPENSATION: Time and Materials; Not to Exceed - $23,182.00 SERVICES TO BE PROVIDED: Data collection and field surveying of existing sanitary sewer manholes in the vicinity of Bear Creek Trunkline Sewer. PWE: Project No. 2013-14 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 $19,825 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 acts, or errors or omissions in 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 an time b mutual consent of both parties. G:\pub-wrks\eng\13-14 Bear Creek - San Swr\A_Admin\OBEC\Contract Documents\Contract Development - Pre-Contract\2013-14 OBEC Contract - data collection - 2-10-2014.doc 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: 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: $200,000, $500,000, $2,000,000, $2,000,000 or Not Applicable 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: $200,000, $500,000, $2,000,000, $2,000,000 or Not Applicable 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, $500,000, $1,000,000, or Not Applicable 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 G:\pub-wrks\eng\13-14 Bear Creek - San SwrW_Admin\OBEC\Contract Documents\Contract Development - Pre-Contract\2013-14 OBEC Contract - data collection - 2-10-2014.doc ' 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 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 b reference. onsultant: City of Ashland By By I e R o-. 0 Signature Department Head Say " 6P V&Sw► Y'YX .k kw-+r Q &t tiI- Print Name Print Name VIC'e- PVesi o~evl7 _ ahr/lam( Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. G:\pub-wrks\eng113-14 Bear Creek - Mountain Ave San SwAA AdminlEng Vendort\Contract Documents\Conlract Development - Pre- ContraW2013-14 OBEC Contract - data collection - 2-10-2014.doc 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. k (2) Commercial advertising or business cards or a trade association membership are purchased for the business. x (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. Consulta (Date) GApub-wrks\eng\13-14 Bear Creek - Mountain Ave San SwAA AdmWEng Vendorl\Contract Documents\Conlract Development - Pre- Conlract\2013-14 OBEC Contract - data collection - 2-10.2014.doc Bridge/Structures • Road"ylCml • Heavy CmIllndustnal Facr7ities EnvironmentallPermitt/ng Survey/Geomatics Construction Engineeringlinspecdon I r fBNSB1ilAC ^~~f y;vy ,.c~'~s7s fNBINffAS`s.~R3kfi .r February 10, 2014 Morgan Wayman City of Ashland Engineering Department 51 Winburn Way Ashland, OR 97520 RE: Sanitary Sewer System Data Collection OBEC Job No. 649-14 Dear Morgan: Thank you for considering OBEC Consulting Engineers for your data collection and survey needs for the sanitary sewer system in the vicinity of the Bear Creek Trunkline. Based upon our repent discussions and meeting, we have prepared the following revised scope of services along with the attached breakdown of costs for this project. Project Understandina Per our discussion on January 16 and February 6 with City Staff and Garrett Pollo of Civil West, we understand that the City of Ashland is in need of data collection and field surveying of.existing sanitary sewer manholes in the vicinity of the Bear Creek Trunkline. This work will include field measurement and documentation of horizontal location, vertical elevations of manhole rim and pipe flowline(s), pipe size(s), and pipe material(s). OBEC will prepare manhole information data sheets for each manhole surveyed, as well as AutoCAD mapping, to be utilized by Civil West in analyzing the capacity of the Bear Creek Trunkline section of the City's sewer collection system. We anticipate that this work will be completed in phases as dictated by the capacity modeling that will be simultaneously performed by Civil West. However, it is estimated that all data collection work will be completed within approximately 6 weeks from the Notice-to-proceed date. Our proposed detailed scope of services is as follows: Statement of Work Task 1 Project Management and Coordination The purpose of this task is to provide overall task management and project coordination with the City of Ashland as well as to manage OBEC Engineering staff assigned to the project. EUGENE, OR-COrpmaPo Olllca POHTLAMO, ON AREA 6ALEM, OR MEOFORO, 00 VANCOUVER, WA 541.683.6690 503.620.6103 503.589.4100 541.774.6590 360314.2391 1=541.683.6576 Fad; 503.620.0416 I= 5D3.589,4141 1=5417745591 Fac 360.433.9705 920 Gantry CIu9 Roso, Sidle 1000 5000 Meadows Road, Suke 420 3990 FMrvIew Irrdus0lal Drive SE, $00 200 031 O'Here Parkway 1111 MNn SVeel, Suite 401 Eugene, Oregon 97401-6089 Lake Oswego, Oregon 97035-2224 Salern Oregon 97302-1168 Medlord. Oregon 975D44005 Vacouvn, WasNn9mn 98560-2987 www4vocom Morgan Wayman February 10, 2014 It fAASAtIIAs Page 2 of 3 fUStAflAS OBEC will be responsible for the following project management tasks: • Schedule, coordinate, and supervise project work • Maintain communications and coordination with City staff and Civil West • Produce monthly invoices and progress reports ■ Attend meetings with City and/or Civil West to coordinate ongoing efforts and discuss results Task 2 Establish Control Network OBEC shall establish horizontal and vertical control network points and shall tie (survey) City monuments within the Project limits. Consultant shall use the Oregon State Plane Coordinate System - South Zone NAD83 (2011) Epoch 2010 (the latest available) for the horizontal datum and shall use the NGVD 29/56 (City of Ashland) for the vertical datum. For budgeting purposes, it is assumed that this task will take a two man survey crew no more than 12 hours, including travel time. Task 3 Data Collection Field Work OBEC will survey and measure up to 120 manholes along the Bear Creek Trunkline Sewer and surrounding area, as determined by Civil West. OBEC shall notify all private property owners prior to entering private property per Oregon State Law. Horizontal and vertical locations of the manhole lids will be recorded. For budgeting purposes, it is assumed that 80% of the manholes will be tied using using GPS survey equipment calibrated to the local datum(s) with the other 20% being tied using a Total Station. For each manhole surveyed, the following measurement will be recorded on a manhole data sheet- • Manhole Number/Description • Northing and Easting (State Plane Coordinates) for center of lid • Rim Elevation (NGVD 29/56) recorded to 0.01 foot • Pipe Invert(s) recorded to 0.01 foot • Pipe Size(s) in inches • Pipe Material(s) (where possible, OBEC will not enter manholes to verify pipe material) • Diagram showing pipe angles and direction of flow • Notes indicating manhole condition and/or needs for repair For budgeting purposes, it is assumed that each manhole can be surveyed and documented by a two-man survey crew in approximately 30 minutes, on average. Upon request by OBEC, City of Ashland maintenance staff will assist and/or accompany OBEC survey staff to access manholes located on private property, behind locked gates, or in hard to find locations. OBEC will give City staff advance warning when their assistance will be needed. For budgeting purposes, It is assumed that no more than 6 manholes will require assistance from City of Ashland staff. f j ( s Morgan Wayman February 10, 2014 ' fYYlYIlIN6' Page 3 of 3 fY61Y(!YS Task 4 Prepare Deliverables For every manhole surveyed, OBEC will prepare a Manhole Data Sheet that will include all of the Information described in Task 3. These sheets will consist of hand-written field notes and sketches on pre-printed forms to be scanned to PDF and delivered to Civil West electronically. The City of Ashland will also be provided with the original hard copied of the data sheets at the end of the project. OBEC will produce a project basemap in State Plane Coordinates in AutoCAD format. Utilizing a base drawing provided by the City, OBEC will utilize the data obtained In Task 3 to add manhole symbols and pipe sizes to an updated basemap. In addition, OBEC will embed and tag each scanned manhole data sheet Into the AutoCAD file for future reference. The basemap shall not include City GIS information. Estimated Fee OBEC proposes to perform this scope of services on a time and materials basis not to exceed $23,162 as shown in the attached spreadsheet of estimated labor costs and expenses. These costs are in accordance with and based upon OBEC's 2013 Standard Billing Rates, also attached. We hope that this proposal provides you with the information you require at this time. We look forward to working with you on this project. [LSincerely, Jeff Bernardo, P.E. Senior Project Manager JRB/ blh Enclosures 9 5 CSanitary llr of Ashland system Data Collection OBEC Consulting Engineers _ February 10, 2014 OBEC Job No. 64944 d/r 1 r~ PN118E4 TAOK~ 2 ` Y R ~.P s $1~ l g i 'SUSTASK a' ti T ¢ $ w I a a a x ` € $1g 'rani (TOTAL rauLyrASK• d u ° 3 g°. I. IE1 2 < . 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Page 1 of 1 OBEC Proposed Ashland Sewer Date Gathering Budget.xis Client#: 331197 OBECCONE ACORU. CERTIFICATE OF LIABILITY INSURANCE a DATD/YYYY) 21111/201/2014 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 Pa"c°Nri EXt: 206 441-6300 IC, Na); 610-362.8528 601 Union Street, Suite 1000 EMAIL , WA 98101 ADDRESS: Pl.certrequest@kpcom.com Seattle INSURERIS) AFFORDING COVERAGE NAIC# INSURER A: Hudson Insurance Company 25054 INSURED INSURER B : OBEC Consulting Engineers, Inc. INSURER C: 920 Country Club Rd, #1006 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 ADDL SUBR POLICYEFF POLICYEXP LTR TYPE OF INSURANCE INSR MD POLICY NUMBER MMIDD/YYYY MMIDD LIMITS GENERAL LIABILITY ❑E❑AAqC~U~H OCCURRENCE $ COMMERCIAL GENERAL LIABILITY PREMG ISES ET Ea ENTEDence $ CLAIMS-MADE ❑ OCCUR MED EXP (Arty one person) $ PERSONAL B ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGO $ POLICY PRo LOG $ AUTOMOBILE LIABILITY COMBINED t SINGLE LIMIT $ ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY Per accident) $ AUTOS AUTOS ( ) NON-OWNED PROPERTY DAMAGE $ HIREDAUTO AUTOS Per eoadent q - 1 $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ LIMITS WORKERS COMPENSATION WC TORSYTATU OTH- AND EMPLOYERS' LIABILITY YIN IER ANY PROPRIETORIPARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICEWMEMBER EXCLUDED? N/A (Mandatory in NH) E.L. DISEASE- EA EMPLOYEE $ If yes, descdbe under DESCRIPTION OF OPERATIONS tal. E.L. DISEASE - POLICY LIMIT $ A Professional AEE7254303 9/25/2013 09/25/201 $5,000,000 per claim Liability - $5,000,000 annl aggr. r - Ig I DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD Hit, Additional Remarks Schedule, if more space is required) RE: Sanitary Sewer System Data Collection. CERTIFICATE HOLDER CANCELLATION City of Ashland, Oregon 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 #S11682709/M70935677 SXEZP OP ID: JMC CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDD14 oz/1z/zola 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 endomemen s . PRODUCER - Phone: 800-338-1391 CONTACT ACEC/MARSH NAME: 701 Market St, Ste. 1100 Fax: 888-621-3173 pHONNO Eat: PAIC No: St Louis, MO 63101 E-MAIL Jeff B. Connelly PRODUCER CUSTOMER Ga. OBEC-01 INSURERS AFFORDING COVERAGE NAICR 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 ADDL SUBR POLICY EFF POLICY EXP LTR POUCYNUMBEft MMIDDIVI•YY MMIDDIYYYY LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 2,000,00 A X COMMERCIAL GENERAL LIABILITY 84SBWPA4036 03/20/2013 03/20/2014 PR AMAG EMISES Eaovume-- S 2,000,00 CLAIMS-MADE OCCUR MED EXP(Any one person) S 10,00 PERSONAL B ADV INJURY $ 2,000,00 PROF. LIABILITY EXCLUDED GENERAL AGGR EGATE $ 4,000,000 GEN'L AGGR EGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 4,000,00 POLICY X PRo- LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 2,000,000 A X ANYAUTO 84UEGPF0127 03/2012013 03/20/2014 (Ea accident) BODILY INJURY (Per person) $ ALL OWNED AUTOS BODILY INJURY (Per accident) $ SCHEDULED AUTOS PROPERTY DAMAGE $ HIRED AUTOS (Per amdent) NON-OWNED AUTOS $ X UMBRELLA UAB X OCCUR EACH OCCURRENCE S 5,000,0011 EXCESS UAB CLAIMS-MADE AGGREGATE $ 5,000,000 A 84XHGYH1723 03/20/2013 03120/2014 $ DEDUCTIBLE X RETENTION S 10,000 $ WORKERS COMPENSATION X WC STATU- OTH- AND EMPLOYERS' LIABILITY A ANY PROPRIETORMARTNERIEXECUTIVE YIN 84WBGBJ0746 0312012013 0312012014 E.L. EACH ACCIDENT S 1,000,00 OFFICERIMEMBER EXCLUDED? ❑ NIA (Mandator, In NNl E.L. DISEASE - EA EMPLOYEE S 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) RE: Sanitary Sewer System Data Collection - When required by written contract: The City of Ashland, Oregon and its elected officials, officers and employees are included as additional insured for above coverages except WC. Coverage is primary and non-contributory to any other insurance carried except Umbrella. CERTIFICATE HOLDER CANCELLATION CITYOF 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 Winbum Way AUTHORIZED REPRESENTATBIE Ashland, OR 97520 QL.L,61 C0 ©1988-2009 ACORD CORPORATION. All rights reserved. ACORD 25 (2009/09) The ACORD name and logo are registered marks of ACORD Page 1 / 1 C I T Y O FICSTY RECORD ASHLAND DATE PO NUMBER 20 E MAIN ST. 3/4/2014 12119 ASHLAND, OR 97520 (541) 488-5300 - VENDOR: 010507 SHIP TO: Ashland Public Works OBEC CONSULTING ENGINEERS (541) 488-5587. 920 COUNTRY CLUB ROAD 51 WINBURN WAY SUITE 100B ASHLAND, OR 97520 EUGENE, OR 97401-6089 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: - Contact: Morgan Wayman Special Inst Confirming? No - Quanti Unit Description - Unit Price Ext. Price Data collection and field surveying o 23,182.00 existing sanitary sewer manholes in the vicinity of Bear Creek Trunkline Sewer (PWE: Project #2013-14) Contract for Personal Services Beginning date: 02/11/2014 Completion date: 05/11/2014 SUBTOTAL 23 182.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 23,182.00 ASHLAND, OR 97520 Account Number .Project Number Amount Account Number -Project Number Amount E 675.08.38.00.70420 E 201314.100 23,182.00 G~~ ~l 3 Authori Signatur VENDOR COPY RECEIVED FORM #3 CITY of FES 1' 2014 ASHLAND A request for Purchase OrdgCCOUNTS PAYABLE REQUISITION Date of request: 2/18/2014 Required date for delivery: 2/25/2014 Vendor Name OBEC Consulting Engineers, Inc Address, City, State, Zip 831 O'Hare Parkway, Medford, Oregon, 97520-4005 Contact Name & Telephone Number Jeff Bernardo, RE; 541-774-5590 Fax Number 541-774-5591 SOURCING METHOD ❑ Exempt from Competitive 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 ❑ Wdlten uote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon i ❑ Direct Award Date approved by Council: Contract # ❑ VerbalM/ritten quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5.000 to $100.000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5.000 to $75.000. ❑ Agency ❑ Form #9, Request for Approval ® Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposalsttarilten solicitation Date approved by Council: (Dale) ❑ Form 44, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost Data collection and field surveying of existing sanitary sewer manholes in the vicinity of Bear Creek $ 23;182.00 Trunkline Sewer. PWE: Project #2013-14 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost . ~ ~ ® Per attached quote/proposal $ TOTAL COST Project Number: 2013.14 Account Number: 675.08.17__704200; WW Collections - $528,138.00 Account mber:675.08.38.00.704200: SDC - $1,035,822.00 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. . By signing this requisiti n form, I certify t a e City's public contracting requirements have been satisfied. Employee: s> Department Head: e? n u Q (Equal to or greater than $5,000) Department an dSupervisor. City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year: YE / id Finance Director- (Equal to or greater than $5,000) Date - Comments: Form 43 - Renuisition CITY OF Foxes #i2 ASHLAND REQUEST FOR BUDGET REVIEW To: Lee Tuneberg, Finance Director From: Mike Fought Date: October 29, 2013 Re: Request for Budget Review to Verify Adequate Funds Available In accordance with AMC 2.50.080(A) for Formal Processes. the Finance Director must sign off that there are appropriate funds for the project before the project is put out for bids. (Note: The department is to request by memo a budget review to the Finance Director to ensure adequate funds are available prior to releasing the Invitation to Bid (ITB) or Request for Proposal (RFP). If the amount of the successful bid or proposal exceeds the initial amount approved as a result of the budget review, the department is to request by memo another budget review to ensure adequate funds are available for the additional amount prior to the department requesting approval from the City Council to award and execute the intended public contract.) REQUEST FOR BUDGET REVIEW PRIOR TO RELEASE OF ITB OR RFP: Project Name: 2013-14: Bear Creek Trunkline / N. Mountain Ave.; Sanitary Sewer Improvements Description ofprgject: Design and construct combined sanitary sewer improvements as recommended in the current Waste Water Mastcr Plan and established by Keller Associates as Priorities IA and 1B. Amount budd: Waste Water Collections 675 08 17 067D02b0° S - 52 8$ 31 Q_ gete ( SDC Improvements 675:0838 OD?04 0 MIN-- TOTAL BUDGET(combined) 3960:60L Account Number(s) and amounts if*multiple accounts: (See above) Timeline of intended roject: Spread out over FY's 14, 15 and 16 li~Ao.p Funds appropriated for current fiscal year: / NO Department Head VV( 129 / / 5! Finance Director Date Date REQUEST FOR BUDGET REVIEW UPON CONTRACT AWARD IF ACTUAL BID/PROPOSAL EXCEEDS THE INITIAL AMOUNT APPROVED ABOVE PRIOR TO RELEASING ITB OR RFP: Actual amount of bid/proposal: $ Funds appropriated for current fiscal year: YES / NO Department Head Finance Director Date Date Form #12 - Request for Budget Review to Verity Adequate Funds Available, Page 1 of 1, 10/2912013