HomeMy WebLinkAbout2014-047 Contract - Portland Engineering Contract for PERSONAL SERVICES C I T Y OF CONSULTANT:. Portland Engineering ASHLAND CONTACT: Josh Downs 20 East Main Street Ashland, Oregon 97520 ADDRESS: 7675 High Banks Rd. #1 Telephone: 541/488-6002 Central Point, OR 97502 Fax: 541/488-5311 TELEPHONE: 541/664-6200 DATE AGREEMENT PREPARED: 311112014 FAX: 541/664-9094 BEGINNING DATE: 3/11/2014 COMPLETION DATE: 6/3012016 COMPENSATION: Reference Exhibit C Proposed SCADA System Upgrade Memorandum NTE: $298,600 SERVICES TO BE PROVIDED: Reference Exhibit C: Proposed SCADA System Upgrade Memorandum ADDITIONAL TERMS: None 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. 1 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 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. Contract for Personal Services, Revised 06/3012013, Page 1 of 5 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 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, oI r 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 quality 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, $1,000,000, $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, $1,000,000, $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, $2,000,000, 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 Contract for Personal Services, Revised 06/30/2013, Page 2 of 5 t 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 Consultants 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 orx Q Signature Departmen ead kf - ~oSNVA L. %um ~~\c1ti}L1 g. P^-,J Print Name Print Name QI>Skc, N1ar~c~. 31 C7 / (f t~~ JaSl2 Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. AP VE =TRM o` Ashland Attorney i Date Z&4/ Contract for Personal Services, Revised 06/30/2013, Page 3 of 5 EXHIBIT A i 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 ber 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) thi at 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, I(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 I are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. ~L (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) I 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. Cont or (Date) Contract for Personal Services, Revised 06/30/2013, Page 4 of 5 r 1, EXHIBIT C PORTL.4 NO 7675 High Banks Road #I /Central Point, OR 97502 E'ngin aarir~g inc. (541) 664-6200 / FAX (541) 664-9094 CCB#135739 5 Mar 2014 O Dave Gies, Jason Robustelli & Scott Fleury City of Ashland RE: Proposed SCADA System Upgrade Memorandum Gentlemen, Portland Engineering, Inc. (PEI) is pleased to present this memorandum highlighting our findings, observations and research for your Wastewater Treatment Plant and Wastewater Collections SCADA System Upgrade. Scope of Work PEI proposes to take all actions required to ensure both the WWTP and Collections SCADA systems are reliable, easy to operate and maintain and have a long serviceable life all while being cost efficient. This project will be executed as Design-Build, Time and Materials Not to Exceed. City staff will provide all installation materials and labor. Pei will provide all Control 'System related Hardware, Computers, Software and integration services. Each of the Plant Programmable Logic Controllers (PLC's) will be replaced with modern, industrial quality, Ethernet/1P capable PLC's. This includes the Main Plant PLC, the Headworks PLC, the Centrifuge PLC, the Filter PLC and the UV PLC. The Plant Control System is far past its prime and cannot handle the large amounts of high-speed Ethernet traffic required to run the plant effectively. All PLC's will be of same make and model to ease operation and maintenance requirements and facilitate manageable spare parts inventories. I Each of the Collections Control systems will be replaced in their entirety. This includes the control systems at North Main, Grandview, Winbum, Shamrock and North Mountain. Lach of the five pump stations are automatically controlled differently and some of them are unreliable. The new systems will all be designed and constructed in a manner similar to those proposed for the WWTP control systems to again, facilitate ease of operation and efficient spare parts inventories. The systems will be flexible in-design such that they can be relocated and expanded to facilitate future pump station improvements. Specific System Scopes are as follows: Page I of 6 I: C PORTLAN~J 7675 1ligh Banks Road #11 Central Point, OR 97502 Engineering inc. (541) 664-6200 1 FAX (54 1) 664-9094 CCB# 135739 Replace WWTP Main PLC • Confirm /Create current Electrical As-Builts and UO Lists • Hardware Submittal • Procure / Install Interface Modules tofacilitate minimal down-time • Procure New PLC, network hardware and back panel with all required circuit protection and power distribution • Conduct pre-execution meeting with City Staffto identify /fix existing control strategy deficiencies • Install /Configure Historical Database software _ • Install /C'onfigure and train Remote Access software and/or hardware • Program the new PLC and modem the SCADA software as required • Provide installation guidance to City staff to remove the existing PLC and install the new PLC with all associated 1/0, circuit protection and power distribution • Provide startup, testing and operator training • Provide new Electrical As-Built Schematics Replace Headworks PLC • Confirm /Create current. Electrical As-Builts and I/O Lists • Hardware Submittal • Procure New PLC, nenvork hardware and back panel with all required circuit protection and power distribution • Conduct pre-execution meeting with City Staff to identify /fu existing control strategy deficiencies • Program the new PLC and modify the SCADA software as required • Provide installation guidance to City staff to remove the existing PLC and install the new PLC4ith all associated YO, circuit protection and power distribution I • Provide startup, testing and operator training • Provide new Electrical As-Built Schematics Replace Centrituee PLC • Confirm /Create current Electrical As-guilts and 1/0 Lists • ItardwarL Submittal • Procure New PLC, network hardware and back panel with all required circuit protection and power distribution • Conduct pre-execution meeting with City Staffta identify /fix existing control strategy deficiencies • Program the new PLC and modify the SCADA software as required • Provide installation guidance to City staff to remove the existing PLC and install the new PLC with till associated 1/0, circuit protection and power distribution • Provide startup, testing and operator training • Provide new Electrical As-Built Schematics Replace Filter PLC • Confirm / Create current Electrical As-Buds and YO Lists • Hardware Submittal • Procure New PLC, network hardware and back panel with all required circuit protection and power distribution • Conduct pre-execution meeting with City.Staff to identify /fu existing control strategy deficiencies • Program the new PLC and modify the.SCA DA sift) vare as required • Provide installation guidance to City staff to remove the existing PLC and install the new PLC with all associated 1/0, circuit protection and power distribution • Provide startup, testing and operator training Page 2 of 6 t r. ti PORT]_IA^~® 7675 High Banks Road #1 / Central Point, OR 97502 Engi neerirlg Inc. (541) 664-6200 / PAX (541) 664-9094 CCBN 135739 • Provide new Electrical As-Built Schematics Reolace UV PLC • Confirm / Create current Electrical As-Builts and 1/O Lists • Hardware Submittal • Procure New PLC, network hardware and back panel with all required circuit protection and power distribution • Conduct pre-execution meeting with City Staff to identify /fix existing control strategy deficiencies • Program the new PLC and modem the SCADA software as required • Provide installation guidance to City staff to remove the existing PLC and install the new PLC with all associated 110, circuit protection and power distribution • Provide startup, testing and operator training • Provide new Electrical As-Built Schematics Replace North Main Pump Station Control Svstem • Confirm /Create current Electrical As-Builts and 1/0 Lists • Design new control system • Hardware Submittal ` • Procure New UL508 listed Control Panel with all pertinent hardware to include circuit and motor protection, UPS, PLC, panel front mounted control and indication devices and telemetry hardware:. • Procure new Intrinsically Safe level indicating submersible pressure transducer and (2) mercuy free float switches. • Conduct pre-execution meeting with City Staff to identify /fix existing control strategy deficiencies • Program the new PLC and modify the plant SCADA to allow operators extensive control and indication acquisition of the Pump Station. i • Provide installation guidance to City staff to remove the existing control appurtenances and install the new Control Panel and Instrumentation. • Provide startup, testing and operator training • Provide new Electrical As-Built Schematics Replace Grandview Pump Station Control System • Confirm /Create current Electrical As-Builts and I/O Lists • Design new control system • Hardware Submittal • Procure New U1,508 listed Control Panel with all pertinent hardware to include circuit and motor protection, UPS. PLC, panel-front mounted control and indication devices and telemetry hardware. • Procure. new Intrinsically Safe level indicating submersible pressure transducer and (2) mercury free float .twitches. • Conduct pre-execution meeting with City Staff to identify /fix existing control strategy deficiencies • Program the new PLC and modify the plant SCA DA to allow operators extensive control and indication acquisition of the Pump Station. • Provide installation guidance to City staff to remove the existing control appurtenances and install) the new Control Panel and Instrumentation. • Provide startup, testing and operator training • Provide new Electrical As-Built Schematics- Reolace Windburn Pump Station Control System • Confirm/Creole current Electrical As-Builts and 1/0 Lists • Design new control system Page 3 of 6 PORTLAND 7675 High Banks Road #1 / Central Point, OR 97502 (541) 664-6200 / FAX (541) 664-9094 CCB# 135739 • Hardware Submittal • Procure New UL508 listed. Control Panel with all pertinent hardware to include circuit and motor protection, UPS, PLC, panel front mounted control and indication devices and telemetry hardware • Procure new Intrinsically Safe level indicating submersible pressure transducer and (2) mercuryfree float switches. • Conduct pre-execution meeting with City Staff to identify /fix existing control strategy deficiencies • Program the new PLC and mods the plant SCADA to allow operators extensive control and indication acquisition of the Pump Station. • Provide installation guidance to City staff to remove the existing control appurtenances and install the new Control Panel and Instrumentation. • Provide startup,. testing and operator training • Provide new Electrical As-Built Schematics Replace Shamrock Pump Station Control System • Confirm /Create current Electrical As-Builts and 1/0 Lists • Design new control system • Hardware Submittal • Procure New UL508 listed Control Panel with all pertinent hardware to include circuit and motor protection, UPS, PLC, panel front mounted control and indication devices and telemetry hardware. • Procure new Intrinsically Safe. level indicating submersible pressure transducer and (2) mercuryfree float switches. • Conduct pre-execution . meeting with City Staff to identify /fix existing control strategy deficiencies; • Program the new PLC and modify the plant SCADA to all" operators extensive control and indication acquisition ofthe Pump Station. I • Provide installation guidance to City sniff to remove the existing control appurtenances and install the new Control. Panel and lnsowmentation. • Provide startup, testing and operator training • Provide new Electrical As-Buill.Schematics Replace North Mountain Pump Station Control System • Confirm /Create current Electrical As-Builts and 1/0 Lists • Design new control system • Hardware Submittal • Procure New UL508 listed Control Panel with all pertinent hardware to include circuit and motor protection, UPS, PLC, panel-front mounted control and indication devices and telemetry hardware. • Procure new Intrinsically Safe. level indicating submersible pressure transducer and (2) mercury free float switches. • Conduct pre-execution meeting with City Staff to identify /fix existing control strategy deficiencies • Program the new PLC and modify the plant SCADA to allow operators extensive control and indication acquisition of the Pump .Station. • Provide installation guidance to City staff to remove the existing. control appurtenances and install the new Control Panel and Instrumentation. • Provide startup, testing and operator training • Provide new Electrical As-Built Schematics Page 4 of 6 3 i g 7675 High Banks Road #1 / Central Point, OR 97502 Engineering Inc. (541) 664-6200 / FAX (541) 664.9094 CCB # 135739 This scope is further detailed in the previously completed and attached "Phased Control System Upgrade Executive Summary". Recommendations It is PEI's recommendation to replace the control systems at the W WTP and each of the five WW Pump Stations per the above scope. The control systems of both systems are becoming increasingly unstable and unreliable endangering protection and operations. These recommendations are detailed in the previously completed and attached "Phased Control System Upgrade Executive Summary". Proiect Costs Project costs are presented as a Not To Exceed (NTE) estimate. This estimate establishes the maximum anticipated costs to complete the above defined scope of work. PEI will notify the City of Ashland if, during the project, a need to modify the design or increase the estimate is foreseen. It is anticipated the project will be billed Time and Materials (T&M)'based on PEI's standard Service and Fee Schedule (attached). The NTE estimate is as follows: Wastewater Treatment Plant Control S stem U rades Scope Hardware En ineerin WWTP Main PLC $50,200 $56,200 1 Replace Headivork PLC $12,400 $18,600 1 Replace Centrifuge PLC $13,500 $18,600 1 Replace Filler PLC $13,500 $18,600 1 Replace UV PLC $12,400 $18,600 1 W WTP Total = $232,600 Collections Control System Upgrades scope Hardware Engineering Replace N. Main Pump Station Control stem $8,300 $4,900 Replace Grandview Pump Station Control System $8.300 $4,900 Replace Windburn Pum,Station Control stem $8,300 $4,900 Replace Shamrock Pump Station Control System $8;300 $4,900 I Replace N. Mountain Pump Station Control System $8,300 $4,900 1 Collections Total = $66,000 It is likely that opportunities to decrease this estimate will be discovered during the design phase. Details for this budget are available upon request. Page 5 of 6 7675 High. Banks Road #1 /Central Point, OR 97502 E;ngirseering Inc. (541) 664-6200 / FAX (541) 664-9094 CCB# 135739 Potential Phasint= The extent of work required while operating the facilities will require project phasing. This phasing is detailed in the previously completed and attached "Phased Control System Upgrade Executive Summary". i Phase order is flexible to meet the priorities and operational requirements of both systems. It may also be modified to facilitate fiscal year budget limitations. Recommended Schedule See the attached "Ashland SCADA System Upgrade Schedule" for details pertaining to project execution schedule. This schedule is contingent on the Notice to Proceed date from the city as well as City Staff availability for installation services. PEI is excited for the opportunity to be part of the "team" and looks forward to a successful and long-lasting relationship with the City of Ashland. Please feel free to contact this office should you have questions or concerns. Regards, //Signed Josh Downs Lead Controls Engineer Portland Engineering, Inc. Attached: Ashland SCADA System Upgrade Schedule PEI Service & Fee Schedule Phased Control System Upgrade Executive Summary Rev 0 Memo Comments Response Page 6 of 6 1 E I I I I' I II I I IIII II IIII llllll I II i t ' 1 Bill I.. I 1111 I ~ I ;('III I IIIIIII' II IiI I I I' I'II I II I II I Ii I II ill, ' ~ I IiI, 1111.1 I ~ 'i j~~ I. , I gill I ~ IIII I r-I I II I I ;IIII I IIII ' ~ i I I I I I I II, I I ' 1'Illi ICI IiI IIii~Ili'I III ' it IIIIIII IiI II~~I i(I Il 'I,{I,.i ,I II it l 11:11 lull: iI I~ I'I III i ' ~I li l ! t il~ll l Ili II;I IIII II' liillli! LL it I~ I Ij IiI it I i ll 1 I li II,iII ~ II. S~ IiI li it II - I I lip II ".IIII`I',111 II II I IIII IiI 'I II' Ill I: IIII. I 11 I l III I II . I IIIIIIIII I llllll' ~ 1, I Irl ~il I I III I II ,I I'I 1 III I i I. 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Service & Fee Schedule • System Design • Scope of Work Development • Cost Evaluation and Estimation • Project Management $140.00/hour • Construction Management • Software Specification, Procurement, Installation • Historian, MES, Data Systems Configuration • Training • HMI Application Development • PLC Programming • Field Service $120.00/hour • Telephone and Remote Access Support • Wiring Diagrams • Panel Design • Administrative Services $55.00/hour Normal business hours are Monday through Friday, 8:00 am to 5:00 pm. Service and travel time outside of norlmal business hours will be billed at 1.5 times the above fees. Service and travel time on Sunday and Holidays will be billed at 2 times the above fees. Four hour minimum charge. Travel time will be billed from the location of the dispatched engineer with an additional mileage charge of $0.75/mile. Travel expenses will be billed at cost with a minimum charge of $165.00 per night. Terms - Net 15 days. A 1.5% per month interest fee will apply on all outstanding invoices. All applicable state and local tax fees apply. All standard fees are subject to change without notice. PEI Holidays: New Year's Day; President's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Day. In Pordand,ORat2020SEPe Ave. Suae 200 Portland OR 97214 Tek(5o3)255d718 Fox (503) 2567679 Web: mrw urxilandeneineers.can In Central Paint OR at 7675 High Banks Road Suite l CEntxal Point OR 97502 Tel:(541) 664-6200 Tax: (541)664-9094 Emalliurl*r,ran:dnunteerscix General Contractors License #135739 Washington Contractors license PORTLE1920OZ Revision20M3-15 This document is the exclusive popery of Padand Engineering, Inc. and contans information that is confidenfal and priuileged. AV dlssea tnation, dstrbuton a copying of this oacument is prohibited without Witten pennissbn. .l ' PORTLAND 7675 High Banks Road #1 / Central Point, OR 97502 Er~gineering l:a c. (541)664-6200/ FAX (541) 664-9094 CCB# 135739 City of Ashland Wastewater Treatment Plant Phased Control System Upgrade Executive Summary Phase 1- Plant PLC Replacement and HMI Unerade Hardware Estimate Step 1 -Procure and Deliver ='$6 468 $8,111 Step 2 - Procure and Deliver = $37;04 $38,233 Step 3 - $0 Step 4 - $0 Step 5 - $0 Step 6 - $0 System Integration Estimate Step 1 - Design, Plan Production, Management qud_QYfpight = $9;60" $11,280 Step 2 -Design and Plan Production = $8,160 Step 3 - HMi Programming = $4,400 Step 4 -PLC Programming = $19,040 $ftof$l Step 5 - Design, Plan Production, Mana ement and Oversight = *24 Step 6- SCADA Training $2,080 tan Estimate Step stall and Misc. Electrical Supplies = ,050 Step 2 - $0 Step 3 - $0 Step 4 - $0 Ste nstall and Misc. Electrical Supplies Step 6 - $0 Software Estimate Step 1 - $0 Step 2 - $0 *Step 3 - Procure and Deliver - $3;542*j $3,875 Step 4 - $0 Step 5 - $0 Step 6 - $0 **Phase I Total= $118,1JV7$106,459 Step I - Provide and install Pre-Wired cable harnesses and Interface modules for temporary integration into existing Main Control Panel. This will help reduce plant down-time in later steps of this phase as well as provide clean, easy to trouble-shoot field terminations. Page 1 of 8 P®RTL~NO 7675 High Banks Road 41 / Central Point, OR 97502 Engineering Ira c. (541)664-6200/ FAX (541) 664-9094 CCIIf 135739 Step 2 - Provide Allen Bradley ControlLogix platform with processor, power supply, ch Isis and all VO modules. This hardware will be pre-mounted to a backpanel smaller than the one currently installed in the Main Control Panel. Step 3 - Configure / Program City of Ashland Computer Services provided PC's (4 total). This will include the newest WW it teneh, WN 91-} and Historical Database software. Step 4 -Program PLC provided in Step 2. Step 5a - Relocate (E) Plant PLC and remove all (E) Plant T/O. The relocated PLC will be used temporarily for telemetry communication to the Pump Stations. It will be permanently removed in a Future Phase. Step 5b - Install backpanel of Step 2 inside of Main Control Panel and permanently terminate pre-wired cable harnesses to new ControlLogix 1/0. Step 6 - Testing and operator training. Step 1 requires limited down-time of entire plant Automatic Control... 1 day. I Step 5 requires extended down-time of entire plant Automatic Control ...3 . 3 Days *This cost includes the Historian software only. All other required Wonderware software will be purchased and integrated under a separate contract.* -'This price don not include ha,dyvaic assoriated with tuc managed switehes:-44us hardware if' be purchased and integrated under a separate U I treat- Page 2 of 8 i 7675 High Banks Road #1 / Central Point, OR 97502 Englzsearing Inc (541) 664-6200 / FAX (541) 664-9094 CCB# 135739 Phase 2 - Replace Headworks PLC Hardware Estimate Step l- Procure and Deliver=$8,58 tionA),'Option B~ $12,370 Step 2 - $0 Step 3 - $0 System Integration Estimate Step 1 -Design, Plan Production --$'7;680 $x.200 _ Step 2 - HMI and PLC Programmin Mana ement and Oversight $18 689> $3.400 Step 3 - SCADA Training42,400•-- $3,040 E4eGan Estimate Step Step 2 - Ins and lvfrs~ E(e`Ctr' lies = $4,600 epSf° 3 ~ Software Estimate Step I - $0 Step 2 - $0 Step 3 - $0 Phase 2 Total = $33,3 ion A), $34?99 (6ptlWL B) $31,Q10 i Step I - Provide hardware ) pre-mounted to back panel of same size as existing. Step 2a-Remove existing backpanel and install above hardware. Step 2b -Modify PLC programming. Step 2c - Modify HML Step 3 - Testing and operator training. ra Option B - Use CotnpactLogix. Decentralized Control. Step 2 requires extended down-time of Headworks Automatic Control... 44"s-. l Day "This price does no sociated wit swiWHe-§: 'Y his hardware will be purchased a c ' t -__r a separate cnntran - Page 3 of 8 t PORTL~N~ 7675 High Banks Road #1 / Central Point OR 97502 (541) 664-6200 / FAX (541) 664-9094 CCB# 135739 Phase 3 - Replace Centrifuge PLC Hardware Estimate Step 1 - Procure and Deliver = $ l0 ption A} $1 l 96 (Option $13,447 Step 2 - $0 Step 3 - $0 System Integration Estimate Step I - Design, Plan Production =$9;680- $7,200 Step 2 -14MI and PLC Programmin ement and Oversight =-S-1 , $8,400 Step 3 - SCADA Training $2;40A $3,040 Estimate cr 1 Ste . Step 2 - all ae~PvfisL.lec[ricaitSu ies = $4,600 tep 3 - $0 Software Estimate Step 1 - $0 Step 2 - $0 Step 3 - $0 Phase 3 Total = $36,5 'on A), $36,8225 (OptiomB) $32,0$7 Step 1- Provide hardware ( ow-) pre-mounted to backpanel of same size as existing. Step 2a-Remove existing backpanel and install above hardware. Step 2b - Modify PLC' programming Step 2c - Modify HMI. Step 3 -Testing and operator training. gix Remo . Option B - Use CompactLogix. Decentralized Control. Step 2 requires extended down-time of Centrifuge Automatic Control... 1 Day "This price does nom fated wi c es. This hardware will be pu d-inr er a separate contract. Page 4 of 8 ® T~ \ 7675 High Banks Road 91 / Central Point, OR 97502 E'nginearizng znc. (541) 664-6200 /'FAX (541) 664-9094 CCBH 135739 Phase 4 - Replace Filter PLC Hardware Estimate Step 1 -Procure and Deliver= $10 ption A), $11,196{0pti $13,44(Step 2 - $0 Step 3 - $0 System Integration Estimate Step I - Design, Plan Production = $7,200 $8,400 Step 2 - HMI and PLC Programmin ement and Oversight = $ 16,008 Step 3 - SCADA Training $2480 $3,040 Eies n Estimate Step 1 - Step 2 - In ~1tS' Elect't Teal Supp)ies~$4,600 p3- $0 Software Estimate Step I - $0 Step 2 - $0 Step 3 - $0 Phase 3 Total = $35,6 bn A), $35,866 (Elption BP $32,117 Step I - Provide hardware ( See apt hens 'A andd B be" pre-mounted to backpanel of same size as existing. Step 2a- Remove existing backpanel and install above hardware. Step 2b - Modify PLC programming Step 2c - Modify HMI. Step 3 - Testing and operator training. Option B - Use CompactLogix. Decentralized Control. Step 2 requires extended down-time of Filter Automatic Control... 1 Day I I I price does no ciated w' c es. This hardware purc,natieu er a cenarate rnntrar will be Page 5 of 8 F3'®RTL.AN®k~ 7675 High Banks Road 41 / Central Point, OR 97502 Engineering Inc" (541) 664-6200 / FAX (541) 664-9094 CCB# 1,5739 Phase 5 - Replace UV PLC Hardware Estimate Step I -Procure and Deliver= $8,9 lion A), $I&;098-(Option B $12,439 Step 2 - $0 Step 3 - $0 System Integration Estimate Step 1 - Design, Plan Production - $7,200 Step 2 -HMI and PLC Programming, Management and Oversight = $8,400 Step 3 - SCADA Training4-2r4 $3,040 E{estrio'an Estimate Step r - - Step 2-InStalLand bfstef`cR al~u IiepR_ s_ $4`600 ep 3-$0 Software Estimate Step 1 - $0 Step 2 - $0 Step 3 - $0 Phase 3 Total = $33,7 ion A), $34;85&(Option $3~ 079 Step I - Provide hardware below) (See options A and B pre-mounted to backpanel of same size as existing. Step 2a- Remove existing backpanel and install above hardware. Step 2b - Modify PLC programming Step 2c - Modify HMI. Step 3 - Testing and operator training. Option B - Use CompactLogix. Decentralized Control. Step 2 requires extended down-time of UV Automatic Control... . l Day **This price oes not ociated wit c es. his hardware wdl be purc ~gKas,+mrrtPr a- senaratr rnntrar purchased Page 6 of 8 PORTL~N® 7675 High Banks Road #1 /Central Point, OR 97502 Engtne~s-tng Inc. (541)664-6200/FAX(541)664-9094 CCB# 135739 Future Phase - PS Telemetry This plan focuses on recommended Control System upgrades at the plant only and does not consider the collections system. The current main plant PLC controller will remain for telemetry to the collection system. It is recommended that a Control System upgrade on the collection system is accomplished in the future. Phase Order Phase I must be completed first while other phases may be completed in whichever order makes the most sense to the City. Portland Engineering, Inc. prioritized phases one through five based- on condition and operating downtime of the individual systems. Phase I tep ra ions season (I Dec _M1. nrl when the TilTrafinn cvcTem is nttnr Hardware and Labor Estimates The above pricing estimates are Portland Engineering, Inc.'s best estimates based on the scope as we are presenting it. Hardware costs will increase over time. An electrician was not consulted for these estimates. It is our recommendation that the prices be used as a guide for project planning and not Lump Sum contract execution. Should the City contract with Portland 1 Engineering, Inc. for this work we would like to provide a Lump Sum quote immediately before contract execution of each phase. Electrical Labor The city will provide guidance as to which electrical contractor will be used. It is the Citys preference to use the City Electrical Staff which decrease the contract estimate by approximately $28,725. Proiect Staffing Plant outages must be staffed by PEI, the Electrician and Wastewater Operators to facility minimal down-time. Pre-Phase Conferences On notification to PEI of planned phase-execution a Pre-Phase Conference will be held. PEI will deliver to thismeeting what we believe to be a system-by-system control strategy as written in the existing PLC's. The City should voice their desire to modify the control strategy at this meeting before the new PLC's code is written. Deviations after this meeting will be addition to Phase estimate and contract. This meeting will also serve to plan down-time operating requirements and procedures. Page 7 of 8 7675 High Banks Road #1 / Central Point, OR 97502 Engineering Inc. (541) 664-6200 / FAX (54 1) 664-9094 CCB# 135739 Distributed vs. Centralized Considerations Cost should not be the deciding factor driving the city's decision on this choice. A distributed system will provide the most flexibility as individual systems could "go-down" whether scheduled or not and not interrupt control to the rest of the facility. Implementation of the distributed system will also be more efficient as programming for the decentralized nodes could be accomplished off-site and downloaded without interrupting the Plant PLC's processes. Spare parts inventory will be a bit larger with the distributed system as two different processors will be needed. Remote Connection and VPN PEI recommends integrating a remote HMI and PLC network Virtual Private Network (VPN) connection before Phase I to increase integration efficiency and decrease emergency trouble shooting efforts. This plan assumes the City of Ashland IT Department will provide the needed hardware and network services to allow Portland Engineering, Inc. remote control of the HMI and access to the PLC network. Vendor Coordination PEI will coordinate with Vendors (Centrifuge, Filters and UV) where appropriate. This plan does not consider the costs associated with upgrading or integrating the vendor control systems, but it is highly recommended and should be addressed during or shortly after execution of this plan. OSI Involvement Brian Paul of QSI has historical knowledge of the control system at the plant. It will be a benefit to have him involved in critical points of the project such as the Pre-Phase Conferences and plant outages. The costs for his services are not included in this plan. City Responsibilities The City will be responsible for the following tasks: Provide new PCs • Provide network services as needed • Provide As-Built documentation of the existing systems and infrastructure • Provide a detailed system-by-system control strategy Attache e few o p ase on ro ents plan. i Page 8 of 8 P®RTLAN~ 7675 High Banks Road 41 / Central Point, OR 97502 Ezrginaeriz~g Inc (541)664-6200/FAX(541)664-9094 CCB# 135739 3 Mar 2014 Dave Gies, Jason Robustelli & Scott Fleury City of Ashland RE: SCADA System Upgrade Memorandum Comments Response Gentlemen, This memorandum is in response to the questions presented to Portland Engineering, Inc. (PEI) 27Febl4. 1) Meet with City personnel to identify City functional requirements for new SCADA system. This task is included in each 'of the system scopes and identified as the "pre-execution' meetings"The plan for this meeting is for PEI to present the existing control strategy and modify as City Staff sce fit. The revised control strategy will he published and signed by each of the functional City Staff representatives and will be used as the fundamental system design, programming and testing guide. 2) Meet with City IT staff to identify security methodology for remote access. A meeting for this task will be added to the scope as part of the above mentioned pre-execution meeting It is anticipated the CoA IT department will provide any needed security hardware and labor and no additional costs for task is in the existing estimate. 3) is a Wi-Fi system to be provided? If so, design Wi-Fi system. There currently is no plan or identified need for a wireless system. 4) Identify remote access software to implement for smartphones/tablets/Windows computers. Data Access- PEI is currently executing a project with CoA Water Distribution to implement a smaltphone/tablet application for viewing real-lime air(] historical data. PEI will provide recommendations for a similar system at the WWTP pending successful execution of the Water Distribution project. Remote Control -PEI will provide the hardware and training for remote control actress. 5) For each PLC, a design step that provides the design electrical schematics and specifications for equipment. A new task will he added for each scope to Create and submit design electrical schematics,, approved control strategy and hardware submittals. A non critical-path I-week line will be~ added to the schedule for City/Engineer review and approval. There should not be a need for specifications other than control strategies as this is a design-build project. Page I of 2 I R PORTLAND 7675 High Banks Road #1 / Central Point, OR 97502 Ergsneei-,ng m°- (541) 664-6200 / FAX (541) 664-9094 CCB# 135739 6) Submittal of information on PLC, network hardware, back panel, circuit protection, and power distribution equipment. See 5) above. 7) For each lift station, a design step that provides the design electrical schematics and specifications for equipment. This task as defined in 5) above will also be added for the lift stations. 8) Submittals for each pump station control panels and level sensors. This task as defined in 5) above will also be added for the lift stations. 9) Are there upgrades to the SCADA computer? We do not see anything in the scope regarding this. The SCADA computers hardware and software were upgraded recently and do not need additional attention other than modifications required to the DAScrvcrs as identified in the memo. The current scope also includes the addition o f f istorical Database sonw'are on the existing PC's. 10) Add software testing prior to installation. This task is included in the PLC and HMI line of each scope and includes factory, functional and operating testing. 11) Provide an O&M Manual for the entire system. This task will he added to the scope. 12) Spare part summary This task will he added to the scope and included in the O&M manuals. 13) One last training session when the whole system is finished. This task will be added to the scope. We hope these answers clearly address the current questions and concerns. We look forward to moving forward with the project. Regards, H Signed H Josh Downs Lead Controls Engineer Portland Engineering, Inc. Page 2 of 2 1 e~ , . lC CERTIFICATE OF LIABILITY INSURANCE DATE (MM DDIY 3/12/2014 4 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 IBY 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 pollcy(les) 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 endorsements . PRODUCER COCONTACT NE_ Kim Schnetzky Ward Insurance Agency P& ki . (541) 687-1117 nAC (541)342-8280 PO Box 10167 .m@wardinsurance.net I INSURERS AFFORDING COVERAGE I NAIC i Eugene OR 97440 INSURERA:Cincinnati Specialty I 3037 INSURED INSURERS:Continental Casualty Company Portland Engineering, Inc. IMURERC: 7675 High Banks Road Suite 1 INSURER D: NSURER E Central Point OR 97502 IMURERF: COVERAGES CERTIFICATE NUMBER:13/14 GL/AL/UMB/PROF LIAB 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 MAYHAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SURF POLICY NUMBER MMIICY EFF MMIOD E%P LTR LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 X COMMERCIAL GENERAL LIABILITY PREMISES Eeoamrmce $ 100,000 A CLAlle BADE aOCCUR X y 500039055 /1/2013 /1/2014 MED EXP(My one person) $ Exclude X $1,000 BI/PD DED PERSONAL B ADV INJURY $ 1,000,000 PER OCCURRENCE STOP GAP LIABILITY GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER 81,000,000 PRODUCTS - COMP/CP AGG $ 2,000,000 POLICY X PRO- LOC $ AUTOMOBILE LIABILITY Eeecciden[ 61N L 1,000,000 ANY AUTO BODILY INJURY (Per person) $ A ALL OV.NED SCHEDULED 500039055 /1/2013 /1/2014 AUTOS AUTOS BODILY INJURY (Per eccberrt) $ X HIRED AUTOS X NON-OVINED PROPERTY DAMAGE $ AlITO5 Per scddeM I $ X UMBRELLA LAB X OCCUR EACH OCCURRENCE I $ 2,000,000 A EXCESS LIAB CLAIMSfAADE AGGREGATE $ 2,000,000 DED RETENTION 300039058 /1/2013 /1/2014 I $ WORKERS COMPENSATION VVC STATU H. AND EMPLOYERS'LABILITY YIN TORY LIMITS 0T ANY PROPRIETORIPARTNERIEXECUTIVE E.L. EACH ACCIDENT $ OFFICERIMEMBER EXCLUDED? NIA (Mandatory in NH) E.L, DISEASE-EAEMPLOYE $ II yes, describe under DESCRIPTION OF OPERATIONS below E. L. DISEASE - POLICY L MIT $ B PROFESSIONAL LIABILITY 6 x288379629 /1/2013 /1/2014 LIMIT $1,000,000 POLLUTION LIABILITY DEDUCTIBLE $5,000 DESCR PT ON OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, IT more apace la required) The City of Ashland, Oregon and its elected officials, officers and employees are named as additional insured as respects to work performed by the named insured under written contract agreement and per attached CSIA405-A. Completed operations apply per attached CSIA405-A. Coverage is primary I& non-contributory per attached CSLA405-A. Waiver of subrogation is applicable per attached CSIA405-B. Designated construction project(s) general aggregate limit applies per attached CG2503. CERTIFICATE HOLDER CANCELLATION I I 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. 20 E Main St. Ashland, OR 97520 AUTHORIZED REPRESENTATIVE Holcomb/TRACES ACORD 25 (2010105) O 1988-2010 ACORD CORPORATION. All rights reserved. INS025 (201005).01 The ACORD name and logo are registered marks of ACORD THIS ENDORSEMENT CHANGES THE POLICY: PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS AUTOMATIC STATUS WHEN REQUIRED IN CONSTRUCTION AGREEMENT WITH YOU - OPERATIONS AND COMPLETED OPERATIONS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART A. :Section II - Who is an Insured is dated (wrap-up) insurance program has amended to include as an additional insured been provided by the prime contrac- any person or organization when you and tor/project manager or owner of the con, such person or organization have agreed in struction project in. which you are in- writing in a contract or agreement that such volved. person or organization be added. as an addi- tional insured on your policy, but only to the :3. "Bodily injury', "property damage" or "per_. extent that the liability is caused by "your sonal and advertising injury" to any em- work" performed for that additional insured ployee of you or to, any obligation of the .and only to the extent that such liability is additional. insured to indemnity another caused by your negligence,. acts or omissions because of damages arising out of such or the negligence, acts or omissions of those injury. acting on your behalf. 4. "Bodily injury', "property. damage" or "per- If not specified otherwise in the written con- sonal and advertising injury" for which the tract or agreement, a person's or organiza- Named Insured is afforded no coverage tion's status as an additional insured under under this policy of insurance. this endorsement ends one year after your C. With respect to the.insurance.afforded to operations for that additional insured are com- these additional insureds, SECTION III - LIM. pleted. The written contract or agreement ITS OF INSURANCE is amended to include. Must be currently in effect or become effective , during the term of this Coverage Part. The The limits applicable to the, additional insured contract or agreement must be executed prior are those specified in the written contract or to the "bodily injury, "property damage" or agreement or in the Declarations of this Cov- 'personal and advertising injury' to which this erage Part, whichever is less. If no limits are endorsement pertains, specified in.the.written contract or agreement, the limits applicable to the additional insured B. With respect to the insurance afforded to are those specified in the Declarations of this these additional insureds; the following addi- Coverage Part. The limits of insurance are. in- tional exclusions apply: elusive of and not in addition to the limits of This insurance does not apply to: insurance shown in the Declarations. 1. "Bodily injury', "property damage" or D. With respect to. the insurance afforded to "personal and advertising injury' arising these additional Insureds, SECTION IV - out of the rendering of, or the failure to COMMERCIAL GENERAL LIABILITY CON- render, any professional architectural, en- DITIONS, 4. Other Insurance is amended to gineering or surveying services, including: include: a. The preparing, approving, :orfaiing to, Any coverage provided herein will be excess prepare: or approve, maps, shop over any other valid and collectible insurance drawings, opinions, reports, surveys; available to the additional insured whether field orders, change orders or draw- ings and specifications, or primary, excess, contingent or on any other basis unless you have agreed in a. written con- b. Supervisory, inspection, architectural tract or written agreement executed prior to or engineering.activities. any loss that this insurance will belprimary.. 2. "Bodily Injury+ or "property damage" aris- This insurance will be noncontributory only if ing out.of "your work" for which a consoli- you have so agreed in a written contract or Includes copyrighted material of Insurance CSIA405 (08/09)-A Services Office, Inc., with its permission. Page 1 of 2 lwritten agreement executed prior to any loss and this coverage is determined to be primary. i I Includes copyrighted material of Insurance CSIA405 (08)09)-A Services Office, Inc., with its permission. page2 of .2 a WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to Paragraph 8. Transfer Of Rights Of Recovery Against Others To Us of Section IV - Conditions: If you have agreed, in a written contract or agreement, to provide a waiver of any right of recovery against a person or organization, we will waive any right of recovery we may have against that person or organization because of payments we make for injury or damage arising out of your ongoing operations or "your work" done under a contract with that person or organization and included in the "products-completed operations hazard". This waiver applies only to that person or organization for which you have agreed to in a written contract to provide said waiver. I Includes copyrighted material of ISO Properties, Inc., with its permission. CSIA405 (08/09)-B Page 1 of 1 POLICY NUMBER: CSU0039055 COMMERCIAL GENERAL LIABILITY CG 25 03 05 09 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED CONSTRUCTION PROJECT(S) GENERAL AGGREGATE LIMIT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Designated Construction Project(s): When required by written contract. Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. For all sums which the insured becomes le- shown in the Declarations nl or shall they gally obligated to pay as damages caused by reduce any other Designated Construc- "occurrences" under Section I - Coverage A, tion Project General Aggregate Limit for and for all medical expenses caused by acci- any other designated construction project dents under Section I - Coverage C, which shown in the Schedule above. can be attributed only to ongoing operations at a single designated construction project 4. The limits shown in the Declarations for shown in the Schedule above: Each Occurrence, Damage To Premises Rented To You and Medical Expense 1. A separate Designated Construction continue to apply. However, instead of Project General Aggregate Limit applies being subject to the General Aggregate to each designated construction project, Limit shown in the Declarations, such lim- and that limit is equal to the amount of the its will be subject to the applicable Desig- General Aggregate Limit shown in the nated Construction Project i General Ag- Declarations. gregate Limit. 2. The Designated Construction Project B. For all sums which the insured becomes le- General Aggregate Limit is the most we gally obligated to pay as damages caused by will pay for the sum of all damages under "occurrences" under Section I - Coverage A, Coverage A, except damages because of and for all medical expenses caused by acci- "bodily injury" or "property damage" in- dents under Section I - Coverage C, which cluded in the "products-completed opera- cannot be attributed only to ongoing opera- tions hazard", and for medical expenses tions at a single designated construction proj- under Coverage C regardless of the ect shown in the Schedule above: number of: 1. Any payments made under Coverage A a. Insureds; for damages or under Coverage C for medical expenses shall reduce the b. Claims made or "suits" brought; or amount available under the General Ag- o. Persons or organizations making gregate Limit or the Products-completed claims or bringing "suits". Operations Aggregate Limit, whichever is applicable; and 3. Any payments made under Coverage A for damages or under Coverage C for 2. Such payments shall not reduce any medical expenses shall reduce the Des- Designated Construction Project General ignated Construction Project General Ag- Aggregate Limit. gregate Limit for that designated con- C. When coverage for liability arising out of the struction project. Such payments shall not "products-completed operations hazard" is reduce the General Aggregate Limit provided, any payments for damages be- CG 25 03 05 09 © Insurance Services Office, Inc., 2008 Page 11 of 2 ❑ cause of "bodily injury" or "property damage" doned and then restarted, or if the authorized included in the "products-completed opera- contracting parties deviate from plans,'blue- tions hazard" will reduce the Products- prints, designs, specifications or timetables, completed Operations Aggregate Limit, and the project will still be deemed to be the i ame not reduce the General Aggregate Limit nor construction project. the Designated Construction Project General Aggregate Limit. E. The provisions of Section III - Limits Of Insur- ance not otherwise modified by this endorse- D. If the applicable designated construction proj- ment shall continue to apply as stipulated. ect has been abandoned, delayed, or aban- I I CG 25 03 05 09 © Insurance Services Office, Inc., 2008 Page 2 of 2 ❑ Page 1 of 1 CONSENT AGENDA 1. Appointment of Victoria Sturtevant to the Firewise Commission 2. Request to donate fire pumper and rescue equipment to Guanajuato 3. Award of a professional services contract in excess of $75,000 for the Wastewater Treatment Plant Supervisory Control and Data Acquisition Upgrade project Councilor Voisin pulled Consent Agenda Item #3 for further discussion. Public Works Director Mike Faught and Wastewater Treatment Plant Supervisor David Gies explained the Wastewater Treatment Plant Supervisory Control and Data Acquisition (SCADA) system had degraded faster than expected and staff had to reprioritize the upgrade in the Wastewater Master Plan priority project list. SCADA was important because the plant was only staffed two thirds of the time. It was critical the system was reliable.. Staff would make budget adjustments in order to cover the project. Councilor Lemhouse/Morris m/s to approve Consent Agenda item #3. DISCUSSION: Councilor Lemhouse noted that plans changed and it was important for staff to adjust projects when needed. Councilor Voisin expressed concern the Wastewater Master Plan was two years old and staff was unable to see the failure then. She thought staff should adhere to the Master Plan and would not support the motion. Voice Vote: Councilor Morris, Lemhouse, Slattery, Rosenthal, and Marsh, i YES; Councilor Voisin, NO. Motion passed 5-1. http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=5593 3/19/2014 Page 1 / 1 y, CITY OF REC®i , ASHLAND PO NUMBER 20 E MAIN ST. 3/26/2014 12166 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 008473 SHIPro: Ashland Public Works PORTLAND ENGINEERING (541) 488-5587 7675 HIGH BANKS ROAD. STE #1 51 WINBURN WAY CENTRAL POINT, OR 97502 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept: Req. Del. Date: Contact: Scott Fleury Special Inst: Confirming? NO Quahti ="-Unit ...'.l)escri Lon:-,:<: m.> ..t :';.:Unit Price =tr ;E)d:Price.- SCADASystems LI pgrade 298,600.00 Contract for Personal Services Beginninq date: 03/11/2014 Completion date: 06/30/2016 SUBTOTAL 298 600.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 298,600.00 ASHLAND, OR 97520 . _ 'Account Number:, <lPrgect;Nuinber + . Amount ' Account.Number '^"..-K -~PFo ect'Number, - Amount - E 675.08.17.00.70420 E 000343.999 66 000.00 E 675.08.19.00.70420 E 000343.999 207 600.00 E 675.08.37.00.70420 E 000343.999 25,000.00 I I Authoriz gnature VENDORCOPY F~ FORM #3 ~>lvu.~ofr~ti~✓' ~v~ J/ ~ C I T Y O F A request for a Purchase Order ASHLAND REQUISITION Date of request: 311+1%4 Required date for delivery: rsw Vendor Name 't~~TtlawtDnVcaast~te~ Address, City, State, Zip 76 5 441,0" a0Nt9 st I C`=M11T2A t_ M11dC M. Ct-7-S67_ Contact Name & Telephone Number ToSHctra Fax Number - fo200 S`Ft 6wF-4egq SOURCING METHOD << S ❑ Exempt from Competitive Bidding / ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file)~~use CG1✓L~/~LT ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached /L ❑ Small Procurement Old Less than $5.000 [ Reouest for Proposal (Copies on file) E] Direct Award Date approved by Council: A t j Ca(.C VX S Cf ~G v~ ❑ VerbalMlitten quote(s) or proposal(s) , J Intermediate Procurement Sole Source CUj~ CI 1 S r2(~~ GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) $5,000 to $100.000 El Written quote or proposal attached d ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K ry PERSONAL SERVICES ❑ Special Procurement U/ ~~'S -t-O $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached ❑ (3) Written proposals/wriften solicitation Date approved by Council: ❑ Form #4, Personal Services $5K to $75K Valid until: Date Description of SERVICES V pv~_ Item # Quantity Unit Description of MATERIALS Unit Price Total Cost '-`TOTAL COST Per attached quotelproposal 3a- 4k vsvam $ Project Number M03AS -449 Account Number ~ -b8. 9a.bO ~?QO Account Number 675'CF!. 14 Lo 1-C4Zao Account Number bW. OaL T04?tO Zo7yboo -4 w"Miz 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: ITDirector Date Support-Yes/No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Employe . Department Head: ouA;k (Equal-to or grea erthan $5,000) Department ManagerlS City Administrator: e c-w-r-~-c_ (Equal to or greater than $25,000) Funds appropriated for current fiscal year. ES NO J1l 31 G//V Finance Director- (Equal to orgreate Bran $5,ooo) Date / Comments: Form #3 - Requisition C I T Y OF ASHLAND Council Communication March 4, 2014, Business Meeting Award of a Professional Services Contract in Excess of $75,000 for the Wastewater Treatment Plant Supervisory Control and Data Acquisition Upgrade Project FROM: David Gies, Wastewater Treatment Plant Supervisor, Public Works, giesd@ashland.or.us SUMMARY This is a contract with Portland Engineering to complete the wastewater treatment plant (WWTP) supervisory control and data acquisition (SCADA) upgrades. This project was identified in the 2012 Master Plan as a capital improvement project. Council approval of the consultant contract will allow staff to complete the project as recommended. BACKGROUND AND POLICY IMPLICATIONS: The Ashland WWTP and collection system pump stations were identified in the 2012 Comprehensive Wastewater Master Plan as needing to improve the existing SCADA System to aid plant staff in better . tracking of plant operations and improve data logging. The project itself will include system design, programming and installation for both the treatment plant and collection system pump stations based on master plan recommendations. SCADA is a type of industrial control system (ICS) that is utilized to control and keep track of wastewater treatment plant operational equipment. SCADA is used to gather and analyze real-time plant data. This data is processed by a computer and is available to view on a regular basis. SCADA allows plant operators to have a complete overview of the wastewater plant operations from various work stations located throughout the treatment plant. SCADA also makes and saves data logs for every event at the plant and this information is saved on a hard drive. In addition SCADA sends operator's warnings by sounding alarms if pumps or motors fail or flows exceed their designed limits. Recommendation for plant improvement: • Improving the existing plant SCADA system to more operator friendly windows and automatic data logging to aid plant staff in better tracking plant operation parameters. Recommendation for pump station improvement: • Add continuous level monitoring and trending at each lift station. • Add continuous monitoring and trending of pump on/off status. • Create a monthly report that includes daily totalized flow (where flow meters are installed) and daily pump run times for each lift station. • Add an alarm condition that is triggered when all pumps at a particular lift station are called on. Pagel of 3 ~ v CITY O F ASHLAND Request for Proposal On November 21, 2013 a Qualifications Based Selection Proposal for professional services for the WWTP SCADA Upgrade was advertised statewide, in the Mail Tribune, and on the City's website. Proposals were due on December 19, 2013 at which time five qualified consultant's submitted proposals. An evaluation team consisting of the WWTP Supervisor and two other city employees individually graded the proposals according to the given criteria: Criteria Maximum Score Responsiveness 15 Related Project Experience 25 Project Understanding and Approach 30 Project Team and Resources 30 TOTAL 100 Points Scoring was completed on January 23, 2014 and the scores were combined to determine the top rankings. The final results were as follows: CONSULTANT TOTAL SCORE RANK Portland Engineering 279 1 R112 Engineering Inc. 278 2 Industrial Systems 269 3 Harris Group 263 4 ArcSine 243 5 As allowed in a qualification selection process, an interview was conducted with Portland Engineering and RH2 Engineering to engage the consultants with additional questions and gain a better understanding of how each consultant would approach and conduct this project. After completion of the interview process Portland Engineering ranked number one. After scoring both rounds, staff started scope and fee negotiations with Portland Engineering per the requirements of the selection process. The scope and fee negotiation consisted of an onsite walkthrough and meeting with Portland Engineering in order to develop an overall consultant scope that would meet the needs of the City. After multiple discussions between staff and Portland Engineering, a final scope and fee was completed and approved by staff, reference attachment #1. The consultant team that Portland Engineering has put together for this project includes: 1. Portland Engineering-preliminary and final design, programming and installation 2. Allen Bradley/ Rockwell Automation-manufactures the hardware and software of the proposed PLC's 3. North Coast Electric-local distributor of Allen Bradley/Rockwell Automation Products 4. Electrio Pac Inc.-control panel fabrication Page 2 of 3 CITY OF ASHLAND 5. CB Engineering-Distributes the existing Control Microsystems PLC's FISCAL IMPLICATIONS: The proposed fee by Portland Engineering for the appropriate scope of services is $298,600. This fee includes $232,600 for improvements at the wastewater treatment plant and $66,000 for improvements to the existing collection system pump stations. Currently there is $200,000 allocated for the FYI 4/15 biennium in the treatment plant fund.and $115,000 in the collection system fund for the SCADA improvements. Additional treatment plant funds to complete the project will be requested as part of the 2016 budget process. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends the Council approve a professional services contract with Portland Engineering for design, programming and installation for the WWTP SCADA Upgrade Project. SUGGESTED MOTION: I move approval of a professional services contract with Portland Engineering in the amount of $298,600 for design, programming and installation for the WWTP SCADA Upgrade Project. ATTACHMENTS: Qualifications Based Selection Proposal-Portland Engineering Page 3 of 3 WAR