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HomeMy WebLinkAbout2014-088 Contract - CH2M Hill Contract for PERSONAL SERVICES C I T Y OF CONSULTANT: CH2M Hill ring,w. ASHLAND CONTACT: Jason Smesrud P.E. 20 East Main Street Ashland, Oregon 97520 ADDRESS: 2020 SW Fourth Ave. Suite 300 Telephone: 541/488-6002 Portland, OR 97201-4973 Fax: 541/488-5311 TELEPHONE: 503/235-5000 DATE AGREEMENT PREPARED: 516/2014 FAX: 503/736-2000 BEGINNING DATE: 5/12/2014 COMPLETION DATE: 6/31/2015 COMPENSATION: Not to Exceed $171,388 per exhibit C Scope of Work SERVICES TO BE PROVIDED: Reference Exhibit C Scope of Work 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. 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 indemnify and save City, its officers, employees and agents harmless from losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature to the extent the harm caused arises out of or is incident to the negligent acts, or errors or omissions in performance of this contract by Consultant (including but not limited to, Consultants' 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. Contract for Personal Services, Revised 06/30/2013, Page 1 of 5 10. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parttes. 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. i c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of ` written notice to Consultant, or at such later date as may be established by City under any of the following conditions: L If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. g 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 j contract within the time specified herein or in any extension thereof. e ill. 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 j ` this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, € t. 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 E Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF 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 t 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, or Not Applicable for each accident for Bodily Injury and Property Damage, Contract for Personal Services, Revised 06/30/2013, Page 2 of 5 t a including coverage for owned, hired or non-owned vehicles, as applicable. e. • Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its 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. t 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. onsultan • City of Ashland ~,~i / By By S nS a rree I Department Head e * I wSm n /L,c e I /~c~i~ 'sow RAJ 3 t<A r EFR t l Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services, Revised 06/30/2013, Page 3 of 5 - EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. k Contractor (Date) Contract for Personal Services, Revised 0 613 0/201 3, Page 4 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: X (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. X (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. X (4) Labor or services are performed only pursuant to written contracts. X (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. Contra or (Date) Contract for Personal Services, Revised 06/30/2013, Page 4l of 5 EXHIBIT C city of Ashland Scope of Work Outfall Relocation Study Project Understanding The current National Pollution Discharge Elimination System (NPDES) permit for the Ashland W WTP expired in 2008 (currently administratively extended) and the Oregon Department of Environmental Quality (DEQ) is planning to initiate the NPDES permit renewal process in October 2014. The renewed NPDES permit will include new requirements for effluent temperature and copper limits at the point of discharge and will consider revised mixing zone dilution associated with a relocated outfall. Compliance with the new limits is expected to be required within five years of permit issuance. The new requirements create several challenges for the existing Ashland W WTP outfall to Ashland Creek, which has limited dilution during low flow periods. Consequently, the City of Ashland has decided to relocate the outfall from Ashland Creek to the higher-flow Bear Creek to improve dilutions and eliminate the current temperature impacts to Ashland Creek, while reducing the level of effluent cooling required to address migration blockage, thermal shock, and spawning impairments. A Bear Creek outfall location will provide greater dilution and a better mixing zone environment to meet restrictions on copper and other effluent constituents. The City of Ashland has discussed the concept of relocating the wastewater outfall to Bear Creek with DEQ and has received their initial support in permitting this project. Even with the outfall relocation to Bear Creek, effluent cooling (by up 1.5 to 2 degrees Celsius in September) will be required to avoid a migration blockage condition for salmonids, ht addition, duffing low flow portions of the spawning period (October 15 through May 15), effluent cooling may be necessary to meet spawning temperature restrictions at the new outfall site. As part of the Comprehensive Sanitanj Sewer Master Plan (April 2012) and the current Wastewater Facility Plan effort, the use of wetlands and/or ponds was identified as the selected alternative for achieving the necessary near-field temperature reductions. However, the location, sizing, and operations of these wetlands and/or ponds is still undefined. In order to support the City of Ashland and DEQ's permit renewal process, the following efforts need to be completed prior to October 2014: • Conceptual design of the new outfall to determine the outfall location, conveyance route, and discharge configuration; • Outfall mixing zone dilution study for the relocated outfall to provide DEQ with the dilution factors and outfall mixing zone characteristics necessary to determine permit limits; PAGE1 OF8 • Conceptual design of constructed wetlands or ponds capable of meeting near-field temperature limits for the new outfall; and • Identification of permits and approvals necessary to implement the outfall relocation and constructed wetland developments. Project Description The City of Ashland plans to proceed with the Outfall Relocation Project in a phased approach to first solidify the conceptual design of the facilities and support the NPDES permit renewal and secondly to proceed with the preliminary and final designs and implementation of the facilities. This project is anticipated to be conducted in the following three phases: • Phase 1a - Conceptual Design and Mixing Zone Dilution Study • Phase 1b - Preliminary Design and Permitting • Phase 2 - Final Design • Phase 3 - Construction Administration Under this scope of work, CH2M HILL will complete Phase 1a. At the completion of Phase 1a, the design will be approximately 15% complete; the alternatives analysis will be complete and major process elements, equipment and structure sizes, and major conveyance corridors will be known; the outfall mixing zone dilution study will be completed for the new outfall; and permits and approvals necessary to implement the outfall relocation and constructed wetland developments will be identified. Detailed site investigations to support facility design such as geotechnical field investigations, hydrogeologic characterization, site survey, and wetland delineation will be conducted during Phase 1b. This approach will ensure that costs for those activities are not incurred until a facilities concept has been endorsed by the necessary City and agency stakeholders, and it is determined that the DEQ and other agencies will support the project in permitting. For each major component of the project, CH2M HILL will prepare a project schedule and opinion of project costs based on the 15% design. CH2M HILL will also identify key design components that are critical or time sensitive to avoid delay or changes later in design. CH2M HILL will submit the conceptual design to DEQ for review and feedback, and will invite DEQ to participate in the design review meetings. Assumptions • Except where noted, electronic and up to five (5) hard copies of final submittals will be provided • Drawings will be prepared in AutoCAD and will be presented as half-size (11'x17') sheets • Outfall relocation to Bear Creek will be acceptable to the City, DEQ, and natural resource agency stakeholders. PAGE20F8 i pF E • In providing opinions of cost, CH2M HILL has no control over cost or prices set by 3rd parties and/or the market and therefore cannot guarantee that actual costs will not vary from our estimates. • CH2M HILL will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by City to CH2M HILL. City-Provided Information • Construction record drawings in AutoCAD format for affected facilities • Specifications and operations and maintenance data for existing facilities to be affected by planned improvements • Location of known utilities and utility easements in project areas • Geotechnical investigation reports from past WWTP designs • Digital elevation model with 2-foot contours covering project area • WWTP effluent flow, temperature, dissolved oxygen, and chemistry (metals and ammonia) data records necessary to support the outfall mixing zone dilution study and to set design criteria for facility sizing • Water quality sample results for effluent (10-12 minimum) and background Bear Creek (3-4 minimum) water quality collected to provide a minimum chemical analyses of total and dissolved metals, hardness and ammonia. City will collect and submit additional samples needed through a laboratory mutually selected by the City and CH2M HILL. Scope of Work The scope of work has been organized into seven tasks: • Task 1 - Project Definition and Alternatives Analysis • Task 2 - Natural Resources and NPDES Permitting • Task 3 - Conceptual Design and Mixing Zone Study • Task 4 - Public Outreach and Communications • Task 5 - Project Management and Quality Control Task 1. Project Definition and Alternatives Analysis Task 1.1. Project Initiation The purpose of this task is to confirm project goals and success factors, communication protocols, and key project stakeholders. Additionally, we will discuss priority issues that have been raised to date by permitting agencies, the parks commission, stakeholders, and the public, and will discuss design flows to be used for the analysis and other data to be provided by the City. This task will include one client kick-off meeting with City staff and one internal Consultant team kick-off meeting to charter the Consultant project team. Assumptions • The Client kick-off meeting will be held by conference call. The CH2M HILL project manager and key Consultant project team members will participate by phone. Deliverables t PAGE 3 0F8 i r t • Client kick-off meeting minutes. Task 1.2. Preliminary Flow, Temperature, and Dilution Analysis This task will include a preliminary flow, temperature and dilution analysis to support the alternatives analysis and project definition. Available flow and temperature data from Bear and Ashland Creeks and Ashland W WTP will be analyzed. Heat Source Wetlands (HSW) models of Glendower Pond (open water pond) and densely vegetated constructed wetlands will be developed using Ashland climatic data. Temperature results will be used to guide initial sizing of pond/wetland areas needed to meet temperature standards. The DEQ analysis of dilutions to avoid migration blockage and spawning impairment wilt be updated. Deliverables • Draft technical memorandum. Final content will be incorporated into the conceptual engineering design report. Task 1.3. Project Alternatives Definition After the field visit identified in Task 3.1 and draft completion of Task 1.2, up to four alternatives for wetland and pond development and outfall relocation and conveyance routing will be identified considering potential construction and permitting issues. Wetland and pond options that cannot meet the water quality criteria will not be considered further. For each option that can meet the water quality criteria, technical and permitting requirements and construction and maintenance issues will be outlined to assist in the evaluation of project alternatives. This information will be developed to provide the basis for discussion in the first public meeting. Deliverables • Draft technical memorandum. Final content will be incorporated into the conceptual engineering design report. Task 2. Natural Resources and NPDES Permitting Task 2.1. Preliminary Environmental and Permitting Analysis Using the selected alternative from Task 1.3, a preliminary environmental permitting analysis will be conducted to identify potential environmental constraints and approvals/ permits needed from local, state, and federal agencies (DEQ, Jackson County, USACE, USFWS, NMFS, DSL, SHPO) during Phase 2. Available information will be utilized; required approvals, permits, and Phase 2 studies will be clearly summarized; and a permitting strategy will identify opportunities for impact avoidance and potential mitigation and expected permitting timelines. Assumptions • The Consultant project permitting lead will conduct a one-half day site visit as part of Task 3.1 to identify potential resource concerns. No additional field work will be conducted in this project phase. Deliverables PAGE 4 OF 6 • Draft technical memorandum. Final content will be incorporated into the conceptual engineering design report. Task 2.2. Agency Pre-Application Meeting Following the completion of Task 1 and 3.1 and draft completion of Task 2.1, 3.2, and 3.3, the Consultant will hold a pre-application meeting with key agency staff to solicit input on the planned project elements. Anticipated participants include DEQ, USACE, DSL, ODFW, and NMFS. Results of this meeting will inform the completion of Task 2.1 and the identification of the outfall location, conveyance routes, and wetland locations to be incorporated in Task 3 and identify constraints to construction. Assumptions • One meeting with agencies will be held in Ashland • The CH2M HILL project manager, permitting lead, and one subconsultant staff will be present at the agency meeting (other project team members may attend by phone) Deliverables • Meeting minutes Task 3. Conceptual Design and Mixing Zone Study Task 3.1. Field Studies This task includes two site visits to support the site selection and conceptual design of the outfall pipeline, diffuser, and constructed wetlands and the outfall mixing zone dilution study. The first visit will be a site reconnaissance to determine outfall location, conveyance routing, and wetland options considering constructability, resource issues, operations and maintenance issues, and technical feasibility. This information will be used in developing the project alternatives under Task 1.3 to assist in agency and stakeholder support of a selected alternative. After selection of the proposed outfall location from the identified alternatives, the second visit will collect detailed riverbed bathymetry/velocity profiles at the proposed new outfall location to support the outfall mixing zone dilution study. Assumptions • Up to four technical staff covering constructability, permitting, outfall design, and wetland design will be present to conduct the first site visit (one-half day on site) • The outfall mixing zone dilution study lead and one support staff will be present to conduct data collection with the second site visit Deliverables • Draft field visit summary technical memorandum. Final content will be incorporated into the conceptual engineering design report. Task 3.2. Outfall and Diffuser Conceptual Design and Mixing Zone Dilution Study This task will develop up to two outfall relocation concepts and dilution modeling of the concepts for existing, selected planting horizon, and buddout flows at the one selected outfan location. Hydraulic modeling evaluations will be conducted to define future capacity PAGE 5 OF 8 ( needs so that outfall diffusers can be designed to accommodate full buildout. A meeting will be held with the City at the completion of the draft study to review findings and recommendations to facilitate selection of a preferred alternative. The preferred alternative will be described in the mixing zone dilution report prepared to comply with the guidance in the DEQ's Mixing Zone Internal Management Directive. Deliverables • Draft outfall dilution mixing zone dilution study. Final content will be incorporated into the conceptual engineering design report. Task 3.3. Wetland Conceptual Design This task will develop a conceptual design of constructed wetlands necessary to meet the near field temperature criteria. Major conveyance needs, routes, and sizing will be developed and hydraulic profiles will be prepared. HSW models developed under Task 1.2 will be updated with final wetland footprints and flow routing to simulate the effluent cooling. This information will be used to support the completion of the outfall mixing zone dilution study under Task 3.2 and to quantify total excess thermal load benefits (annually, by month) to complement other efforts by the City to address far field temperature impacts and thermal mitigation requirements. Deliverables Wetland conceptual design incorporated into the conceptual engineering design report Task 3.4. Conceptual Engineering Drawings The following eight (8) sheets of conceptual engineering design drawings are anticipated: • Title, index, vicinity map (1 sheet) • Overall site plan (1 sheet) • Hydraulic profile (1 sheet) • WWTP yard piping and pump station plan (1 sheet) • Outfall pipeline plan and section (1 sheet) • River outfall plan and section (1 sheet) • Constructed wetlands plan and cross sections (2 sheets) Deliverables • Drawings included within the conceptual engineering design report Task 3.5. Cost Estimate A Class 4 (+30%/-20%) cost estimate will be prepared for all major conceptual design components at the completion of the conceptual design. The cost estimate will be included within the conceptual engineering design report. Deliverables • A class 4 cost estimate included within the conceptual engineering design report PAGE 6 0F8 Task 3.6. Conceptual Engineering Design Report This task will document the results of the subtasks described above in a conceptual engineering design report suitable for submission to DEQ. Most of the sections of the report will be written as part of the corresponding subtasks, as indicated in the deliverables listed under each subtask. Report sections that will be written as part of this subtask include the executive summary, introduction, design criteria and flow projections, and project implementation plan. Other sections of the report will generally correspond to the subtasks. Deliverables Draft and final Conceptual Engineering Design Report Task 4. Public Outreach and Communications Task 4.1. Public Outreach and Communications Strategy This task will develop a public outreach and communications strategy, in concert with the City, to create an effective communication process that is transparent and inclusive. A draft communications strategy will be prepared and distributed to the City, a conference call will be held with City staff, and a final communications strategy will be documented to incorporate City comments. Detiverables • Draft and final public communications strategy memoranda Task 4.2. Community Consultation This task will include Consultant facilitation of two planned public meetings and presentation during one City Council meeting plus a contingency for two additional meetings if needed. Supporting graphic poster boards, handouts, and other materials will be prepared to facilitate information exchange. Key CH2M HILL and subconsultant team members will present project proposals for discussion and will document public comments. Assumptions • Two meetings will be held with Ashland Parks Commission, business/ property owners, and other agency stakeholders identified in the public communications strategy • Presentation at one City Council meeting • Contingency has been provided to support up to two additional meetings if needed • The CH2M HILL project manager and one subconsultant staff will be present at the public meetings and City Council meeting Deliverables • Graphic poster boards, handouts, and other materials to support public meetings • Meeting minutes from public meetings PAGE7 OF8 Task 5. Project Management and Quality Control Task 5.1. Project Management This task includes Consultant activities needed to initiate, plan, manage, and close the project. Throughout the project, the consultant project manager will maintain frequent and open communication with the City's project manager and will work closely with the City's project manager to anticipate changes in project needs. Assumptions • The level of effort assumes up to six (6) coordination meetings by phone with City staff and monthly invoices and status reports for six (6) months (May through October 2014) Deliverables • Project instructions, monthly invoices and project status reports Task 5.2. Quality Assurance/Quality Control This task includes the development of the Quality Management Plan (QMP) and reviewer time to review deliverables. This QMP will define the "work plan" for quality assurance/quality control (QA/QC), specifying who needs to review which deliverables, what their budget is for this review, and when the reviews need to be conducted. The QMP ` for this project will be succinct and will clearly define the roles and responsibilities of the € technical reviewers. Deliverables • Project Quality Management Plan Schedule A proposed project schedule is attached to this scope of work. The costs associated with this scope of work assume that the project duration will be no more than 6 months. t. PAGE 8 OF 8 s S 5 `a a5 c e - a - S S !J$ - - - - - - - - - - - - $ l - s: e~ g avy oH i c~~ c c ~.t z c a i- c ~ ~ I z c z c c l5 S S S S S S~ a S Sp S:S ~ a.~ c' F c e E~~§ e s g 8 a S E~ a~ Sa a 5 i aazr s e a'^ II14 e s sss:Es' ea S ¢y` 3 a e r Q ~ Y 8 ~ I~ E B e ~ ~ .a] ~ ~g ~ ~ E g 8 ~ E ~ 'a S ? € C xIS 9 ' E` NI: 4i~~4-.~I x$81 po~'~~$.iQ . la !ng~ g' g a x: 6 °S a - a ?g$ in a ~~g a WIN a R ~ % a a S t $ b„ A!A R $ R S Ep i jE Y _ _II ~ aag z of ~ ~ ,II a; f 9 p L jj§§'A N a ~ n 8b S.. s S Q ~ Nx„ - - - - - - - - - - - - - - - f" ~~3 3 a a~ $ 0 Fn 6ax a a F~ gin .a1 aII -IIa NT1? - - - - - - - - - - - - ~`.J {F SEA "0.3. S~ 46° F a ga$ -x•s" "a~ "sx" "sad a„uya6 5 9 E5 x x ~ ~cg 2 Xg ? F. g ed ge s: E 4°r E c ~ 5&E~~s"^'k~F 3$ .',•o"s~ "8i~ 9iF:~8 F A CERTIFICATE OF LIABILITY INSURANCE ogTE(mm/DDnvvY) 04/28/2014 THIS CERTIFICAYE 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 MARSH USA INC. NAME: 122517TH STREET, SUITE 1300 PHONE FAX _(AIC,.N9..ExD- {A/C No: DENVER, CO 80202-5534 E-MAIL ADDRESS: INSURERS AFFORDING COVERAGE NAIC N 15114-12345-5EX2P-14115 033990 INSURER A: GreenWch Insurance Company 22322 INSURED 2M HILL ENGINEERS, INSURER e : National Union Fire Ins CD Pittsburgh PA 19445 INC 20 2020 SW 4TH AVENUE, SUITE 300 INSURER c: X. Insurance America, Inc. 24554 PORTLAND, OR 97201A958 INSURER D: Zurich American Insurance Co 16535 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: SEA-002471527-01 REVISION NUMBER:2 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 rypE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LTR POLICY NUMBER MM/DD/YYYY MM/DDNYYY LIMITS GENERAL LIABILITY X EACH OCCURRENCE $ 1,500,000 A X COMMERCIAL GENERAL LIABILITY RGE500025503 - 05/0112014 05/0112015 DAMAGE TO RENTED 1,500,000 PREMISES Ea occurrence $ CLAIMS-MADE M OCCUR MED EXP Any me person) S X $500,000 SIR PERSONAL B ADV INJURY $ 1,500,000 GENERAL AGGREGATE $ 5,000,000 GENT AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG $ 5,000,000 POLICY PRO LOC $ JECT AUTOMOBILE LIABILITY X COMBI NED S INGLE LIMIT 21000,000 Ea accitlent A X ANY AUTO RAD500025403(ADS) 05/01/2014 05/0112015 BODILY INJURY (Per person) $ A ALL OWNED H SCHEDULED RAD500025603(MA) 05/0112014 0510112015 BODILY INJURY (Per amident) $ AUTOS AUTOS HIRED AUTOS NOWOWNED PROPERTY DAMAGE $ AUTOS Per accident x UMBRELLA DAB X OCCUR EACH OCCURRENCE $ 5,000,000 B EXCESS UAB CLAIMS-MADE BE 31131547 05/01/2014 0510112015 AGGREGATE $ 5,000,000 DIED RETENTIONS $ WORKERS COMPENSATION % WC STATU- OTH- AND EMPLOYERS' LIABILITY TORY I C ANY PROPRIErowPARTNERIEXECUnvE YIN RWD500025203(ADS) 05/0112014 05101/2015 1,000,000 OFFICER/MEMBER EXCLUDED? N/A E.L. EACH ACCIDENT $ C (Mandatory in NH) RWR500025303(WI) 05/0112014 05/01/2015 EL DISEASE - EA EMPLOYE $ 1,000,000 II yes, tlescn under - 1,000,000 DESCRIPTION OF OPERATIONS below E.L. DISEASE-POLICY LIMIT $ D PROFESSIONAL LIABILITY' EOC3829621-12 05/0112014 05/0112015 Each Claim 8 Aggregate $2,000,000 Each Policy Period DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) THE CITY OF ASHLAND, OREGON, AND ITS ELECTED OFFICIALS, OFFICERS AND EMPLOYEES ARE INCLUDED AS AN ADDITIONAL INSURED ON THE GENERAL LIABILITY AND AUTOMOBILE LIABILITY POLICIES AS REQUIRED BY WRITTEN CONTRACT OR AGREEMENT. COVERAGE PROVIDED BY THE ABOVE GENERAL LIABILITY POLICY SHALL BE PRIMARY AND NON-CONTRIBUTORY AND IS LIMITED TO THE LIABILITY RESULTING FROM THE NAMED INSUREDS OWNERSHIP AND/OR OPERATIONS. GENERAL LIABILITY INCLUDES CONTRACTUAL LIABILITY SUBJECT TO THE TERMS AND CONDITIONS OF THE POLICY. 'FOR PROFESSIONAL LIABILITY COVERAGE, THE AGGREGATE LIMIT IS THE TOTAL INSURANCE AVAILABLE FOR CLAIMS PRESENTED WITHIN THE POLICY PERIOD FOR ALL OPERATIONS OF THE INSURED. THE LIMIT WILL BE REDUCED BY PAYMENTS OF INDEMNITY AND EXPENSE. CERTIFICATE HOLDER CANCELLATION CITY OF ASHLAND SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE ATTN: SCOTT A. FLEURY THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 EAST MAIN STREET ACCORDANCE WITH THE POLICY PROVISIONS. ASHLAND, OR 97520 AUTHORIZED REPRESENTATIVE of Marsh USA Inc. Sharon A. Hammer CAS-ti-.- Q-~✓ rti ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD UITY REGORCER Page 1 / 1 CITY O F DATE"-:... PO NUMBER Ir® ASHLAND 20 E MAIN ST. 5/15/2014 12248 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 003853 SHIP To: Ashland Public Works CH2M HILL, INC. (541) 488-5587 M/S 64, PO BOX 4000 51 WINBURN WAY PORTLAND, OR 97208 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept: Req. Del. Date: Contact: Scott Fleury Special Inst: Confirming? No Quanti - Unit-- -r~ Description- "Unit Price Ext. Price Outfall Relocation Study - Project to 171,388.00 analyze and make recommendations towards best means to relocate the current wastewater treatment plant effluent outfall from Ashland Creek to Bear Creek - Wastewater Master Plan Project Contract for Personal Services Beqinninq date: 05/12/2014 Completion date: 06/31/2014 SUBTOTAL 171 388.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 171,388.00 ASHLAND, OR 97520 Account Number `Project Ndmbeer777- 7 `Amount Aoeount:Number • °s". •.PiojeetNumber . Amount E 675.08.19.00.70420 E 201321.100 17138800 Auth d Signatllullr j VENDOR COPY FORM#3 CITY OF A request f6r a Purchase Order ASHLAND REQUISITION Date of request: Ir rq Required date for delivery: :esAp Vendor Name GUZPA A-11t-t- cNfptN`~O'~ Xt+LL. ti Address, City, State, Zip ZozO SW Fa-.2-M AW w~TC Contact Name &Telephone Number pe¢cteKC~ o¢ - 4~2Dt_44~3 Fax Number ` ~'P.Set-l Sw~.s¢u~ P-E. #t So3/235-5~ Se3~~. -Zsm SOURCING METHOD it ❑ Exempt from Competitive Bidding ❑ Ememencv ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Witten findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written uote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5.000 {n Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: S1 Contract # El Verbal/Written quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (95,6, 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 Intemovemmental Aareement $5.000 to $75.000 ❑ Forth #g, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost ~Lx-~aa.L t7tE 4c,-( 10,1 -Stu Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST Per attached quotelproposal 1 y Q G $ Project Number I ~o'✓ Account Number Account Number b7S-o$-Iq-00- 70`(ZM Account Number___-- *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes/No By signing this requisitio n Cdy's public contracting requirements have been satisfied. Employee: Department Head: (E • up to orgreater thM15,000) Department ManagerlSupervisor: City Administrator: \ - ~ ~j~ (Equkl to or greater than $25,000) Funds appropriated for current fiscal year. tr1'ES / NO , Finance Director- (Equal to orgre than $5,000) Date Comments: Form #3 - Requisition - CITY OF FORM #12 ASHLAND REQUEST FOR BUDGET REVIEW To: Lee Tuneberg, Finance Director From: Mike Faught, Director of Public Works Date: 1/30/2014 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 BUD RIOR TO RELEASE OF ITB OR RFP: Project name and n ber:2013-70y Relocation Study Description of project: Project will analyze and make recommendations towards best means to relocation the current wastewater treatment plant effluent outfall from Ashland Creek to Bear Creek. Wastewater Master Plan Project. Amount budgeted: DEQ loan 811751 proceeds $855,938-direct reimbursable FY13 carryover $20,000 FY14 $22,000 FY15 $23,000 Account Number(s) and amounts if multiple accounts: 675.08.19.00.704200 Timeline of intended project: JanuatJ 201 d release RFP, with time frame to be developed by consultant and DEQ approval or complete project. Funds appropriated for current fiscal year: YES NO - Deparlment Head AX 1131 / ` `30 t ~Y Finance Director 61 Date Date REQUEST FOR BUDGET REVIEW UPON CONTRACT AWARD IF ACTUAL BED/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 Verify Adequate Funds Available, Page 1 of 1,1/3012014