HomeMy WebLinkAbout2014-130 CONT Chg Order #1 - Pilot Rock Excavation
ores^^ CONTRACT CHANGE ORDER (Page 1)
De artment
of TaensportatMn NOTICE: THIS FORM MUST BE TYPEWRITTEN
PROJECT NAME (SECTION) KEY NO. REGION CONTRACT NO.
TAP Emergency Intertie Project - Phase 1 0 3 2008-08
HIGHWAY PROJECT MANAGER AGENCY PROJECT MANAG II F.A. PROJECT NO.
Hwy 99 Jeff Bernardo Morgan Wayman !J/ NA
CONTRACTOR NAME AND MAILING ADDRESS PM (CONSULTANT OR LOCAL AGENCY) NAME AND ADDRESS CHANGE ORDER #
Jeff Bernardo
Pilot Rock Excavation, Inc. OBEC Consulting Engineers
650 E. Pine St, Ste.1028 831 Ohara Parkway
Central Point, OR 97502 Medford, OR 97504
THIS CONTRACT IS HEREBY MODIFIEITATFOrEOM?DES ;RIPTION AND LOCATION OF WORK COVERED 977RTs ORL)d):
4001A - Increase in traffic control devices.
4001 B - Add additional arrow board rental.
4001 C - Increase in labor & equipment for setup and takedown of TCD's.
4001 D - Add Traffic Control Supervisor item.
SPECIFICATIONS AND PROVISIONS -THE WORK TO BE DONE UNDER THIS ORDER IS TO BE PERFORMED, MEASURED, AND PAID FOR IN
ACCORDANCE WITH THE TERMS FOR THE ABOVE CONTRACT EXCEPT AS MODIFIED AS FOLLOWS -
4001A through 4001 D - Comply with all applicable sections of 00225 of the Oregon Standard Specifications for Construction
and Project Technical Specifications.
Additional compensation associated with this CCO will include all labor, equipment, & materials necessary to complete the
work.
Sub
PAY REM Job peSUUPTiON EST. Ott. Naar UMT PRICE AMOUNT
4001A 1 Additional Traffic Control Devices 1.00 LS $5,563.35 $5,563.35
4001 B 1 Additional Arrow Board Rental Per Month 1.00 Mo $672.75 $672.75
4001C 1 Additional Labor& Equipment for Setup and Take Down 20.00 Day 1 $244.00 $4,880.00
=Additional items listed on attached Page 2 TOTAL FROM PAGE 2 $14,850.00
ESTIMATED NET COST EFFECT OF THIS AGREEMENT ON THE CONTRACT: INCREASE
DECREASE O $25,966.10
CONTRACTOR SIGNATURE (--IS r IS NOT NECESSARY (E)PLAIN IN SUPPOR71NG DATA)
CONTRACTOR SIGNATURE MAKES THIS CONTRACT CHANGE ORDER A SUPPLEMENTAL AGREEMENT
FOR SUPPLEMENTALAGREEMENTS ONLY. Canvstlor Pbe^n4rceb ymrayvemeMMsgnnp.4aCrq ari4 Manny tlw orpWlto sw RPlev MSSUper. Work shL tM beyn ums yvu me roOfiM WtNee
eiNm seem prove4 yreut MOM msy commaxs un4erasvmu mvM. Ymrs nmro MaM n4icetasa y1e011Mnttw
p app M Neamav Nat peyn»nUmvmreenm MAe Te ey,eermnl mna4tW Nl one cm~eb mmpMUtlM lmNms4 met
4inC mW ,Mint( misLg wl m aw 4eaubM MOM coven4 by aw eyeemenL aM ^NMez an4 dscnslpN yw SbM Rom oNer mfM exup ea IuoMe4 Rman.
RECOMMENpQ$Y: E INEERING SERVICES MANAGER DATE PREPARED BY: OBEC Consulting Engineers, Inc. DATE
Pnnt G • '1"A~~a- % Print v I
Sign t Sign
REVIEWED BY. "WORKSidlREC OR DATE
Print
1 .I yljl
Sign
APPROVED BY CITY MANAGER DATE ACCEPTED BY: PILOT ROCK EXCAVATION, INC. DATE
Print nAy& KArJ+J Q/4 I1 y7 .
Sign -Ci-~- l
Offn ma : After obtaining s signature. a roe anger signs an au imits the origin rouq the Arm onager to Fns ton section
ODOT (Outaourceo): After obtaining Conbaclofs,signaturs. the Project Manger submits original to Agency PM (Door PM or Local Agency Liaison), as appropriate, who than submits through
the
Area Manger to Construction.
All Projects: Construction will distribute Nlhy signed copies to the Project Manger. Agency PM, Contractor, ano others as appropriate.
734-1169 (1-2012) Contractor. Sign all pages.
regon CONTRACT CHANGE ORDER (Page 2)
7[rlD. tment
of Transporteflon
CONTRACT N C O.:
TAP Emergency Intertie Project - Phase 1 2008-08 01
Sub
PAY REM Job OESCaWTION EST. OTV. UNIT UNR Pace MOUNT
4001D 1 Traffic Control Supervisor 22.00 Ea $675.00 $14,850.00
PAGE 2 TOTAL
$14,850.00
CONTRACTOR SIGNATURE . DATE PROJECT MANAGER OR LOCAL AGENCY LIAISON SIGNATURE DATE
734-1189 (1-2012)
n sP.,tuen WORK OR CHANGE ORDER SUPPORTING DATA (Page 1)
PROJECT NAME (SECTION) CONTRACT NO.
TAP Emergency Intertie Project - Phase 1 2008-08
HIGHWAY F.A. PROJECT NO.
Hwy 99 NA
NET EFFECT OF ORDER ON PROJECT AMOUNT CONSTRUCTION AUTH. EST. PROJECT COST WIORDER OVERRUN %
r increase r Decrease $25,966.10
ESTIMATED STARTING DATE' OR DATE WORK WAS STARTED' WORKICRANGE IS MAJOR? TO ACCOMPANY (ORDER TYPE & NUMBER)
6/2/2014 6/2/2014 r Yes C' No CCO 01
PREPARED BY DATE PREPARED BY SIGNATURE DATE
j G 41¢
Tyler Douglas - OBEC Consulting En ineers
WORK OR CHANGE HAS BEEN DISCUSSED WITH
PRINT SIGNA Title ••D''AT
Recommended6 ITT' (9
Engineering ServYes Manager
PRINT SIGNATURE Title DATE
n 1V~ ~
Reviewed B : ~~o.~kAQC l t'jtxQ Public Works Director le 14
PRINT SIGNATURE Title DAT
Approved B : pA46 KAO PK City Manager L /4~1 `f
PRINT NATURE Title DATE
Accepted By: Pilot Rock Excavation, Inc.
FOR CONTRACT CHANGE ORDERS THAT CHANGE A CONTRACT PRICE OR DETERMINE A NEW PRICE -
PM's COST ESTIMATE IS ATTACHED: ❑ Yes ❑ No, Explain below
ADDITIONAL INFORMATION THAT IS NOT INCLUDED ON ORDER (Additional Description; Who requested; Why necessary. Why cast is not a mntreclor rei
pmaiGlil tt Perlin oNtt than Slate in
FHWA that have agreed b catte d the mob: Eme 1, Ord work In
Prior aplao Esdrna ca pliers time; Signiftant
ed dispnsiort4; References to aappwting antlrtt attached uletl donenems, Including
cost eslMetes fa'EPra Work Orders" eM'FOrm Ortlero'; Why hy mraradw re rmNtta m sign). Lim all pmvlousry app ovetl averrvnc
The original plan set did not include an ODOT Traffic Control Plan(TCP). Upon award of the contract, Pilot Rock Excavation developed a
TCP and submitted it along with the ODOT Right of Way Permit per the contract. ODOT did not accept the TCP and a meeting was held
to discuss the demands of ODOT to receive a permit to work within their Right of Way. In order to meet the production schedule of the
project, Pilot Rock needed two lanes to work out of. If the contractor was to use two lanes to perform their work, ODOT was going to
require a certified Traffic Control Supervisor to design, implement and maintain the TCP. The result was increased labor and materials
above and beyond the original bid.
❑ Continued on additional sheets
734-1882 (1-2011) 'EXCEPT IN EMERGENCY SITUATIONS, THE WORK OR CHANGE MAY NOT PROCEED WITHOUT PROPER PRIOR APPROVAL(S)
WORK OR CHANGE ORDER SUPPORTING DATA (Page 2)
I Orrtgon
` ~:mN=rya REASON CODES
ACCOMPANY PROJECT NAME (SECTION) CONTRACT NO~ TO (ORDER
TAP Emergency Intertie Project - Phase 1 2008-08 CCO 01
~y TIME WORN
coo[ CODE TIRE DEMON PM
PAYREM NfaN (YIN (A K) IE or 1) (Ee 11 OESCRIPMON EST. DTY, uW UNIT Pa1CE MOUNT
Additional Traffic Control Devices
4001A 24 N F E E 1.00 LS $5,563.35 $5,563.35
Additional Arrow Board Rental Per
40018 24 N F E E Month 1.00 MO $672.75 5672.75
Additional Labor & Equipment for
4001C 24 N F E E Setup and Take Down 20.00 Day S244.00 $4,880.00
Traffic Control Supervisor
4001D 24 N F E E 22.00 Ea $675.00 $14,850.00
TOTAL $25,966.10
7342616 (1.2011)
Plot Rock Excavation, Inc.
"L.:acidiim and Pipvlirm Sprciali.'t... -
REQUEST FOR CHANGE ORDER
TAP Emergency Intertie Project- Phase 1
May 30, 2014
City of Ashland
20 E Main St.
Ashland, OR 97520
Attention: Morgan Wayman, Project Manager
Re: Additional Work Zone Traffic Control
Mr. Wayman;
The line item # 20 submitted in our proposal was $5000.00 lump sum. That amount represented the
cost of two (2) arrow boards at $1000.00 each and labor/equipment costs for setup and take down of
TCDs on a daily basis. The breakdown for the labor was two men for two hours daily for an estimated
twenty (20) days (2 x 2 x $50.00 @ hr x 20 days = $4000.00).
As a result of compliance with the current ODOT permit requirements that are in excess of the
specifications and previous ODOT approved work performed on Hwy 99, Pilot Rock Excavation will incur
additional casts and requests a contract change order for compensation.
The changes are as follows:
Additional TCDs (See Cartel Invoice attached) $4,755.00
Additional Arrow Board rental per month (See Gage it quote attached) $575.00
Additional Labor and Equipment for setup and take down
(Estimated 4 man hrs x $50.00 @ hr x 20 days) $4,000.00
TCS estimated cost (See Gage it quote attached) $13,500.00
Prime contractor Mark-up:
Subcontractor 8%x$13,500.00 $1080.00
Materials & Equipment 17%x $5330.00 $906.00
Labor 22%x$4,000.00 880.00
Total Requested Change Order Amount $25,696.00
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3981 crag Lk. Hwy. Medford, Or 97504 # OF PAGES
Fax (541) 776.9060 Phone (541) 773-2765 Om u bng this Cmw)
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ASHLAIVD DATE1.:r+ PO NUMBER
® 20 E MAIN ST. 5/27/2014 12263
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 010462 SHIP To: Ashland Public Works
PILOT ROCK EXCAVATION (541) 488-5587
650 E PINE STREET SUITE 1026 51 WINBURN WAY
CENTRAL POINT, OR 97502 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net - Dept:
Req. Del. Date: Contact: Morgan Wayman
Special Inst: Confirming? No
:.i Deri
EiL QuaM ,
Uor r. . T:.Unit Pnce::
Priced:
Project includes: Supplvinq all labor, 997,995.00
equipment and materials necessary to
construct the TAP Emergency Intertie
Project: Phase 1 - including but not
limited to the following approximate
quantities for major work items; 16
inch DIP Waterline (9,000 LF), 16 inch
Gate Valve, (5), Water Meter Vault
Assembly (1 lump,sum) and Fire Hydrant
(1 Each).
City of Ashland
Public Improvement Contract
TAP EmergencyIntertie Project- Phase
1 Effective date: May 24, 2014
Completion date: June 27, 2014
Emerqencv Procurement
Approved by Council April 22, 2014
SUBTOTAL 997 995.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 997,995.00
ASHLAND, OR 97520
' Account Number`. .`Pioject.NumLier Amount>', ;~'Account'Number , y~•s.Project:Number i " 'Amount
E 670.08.15.00.70420 E 200808.120 997 995.00
_ ~Au tum
Autho " Signature VENDOR COPY
CITY OF
ASHLAND
Council Communication
April 15, 2014, Business Meeting
Talent Ashland Phoenix Pipeline Intertie Project Update
FROM:
Michael R. Faught, Public Works Director, faughtm@ashland.or.us
SUMMARY:
The City's contract engineer for the emergency Talent, Ashland, Phoenix (TAP) project, RH2, has
estimated the cost to engineer and construct the TAP line at $4.322 million (which includes a $947,000
contingency), an increase from staff s estimate of $2.3 million. In order to keep proposed water rate
increases in line with the 2012 Water Master Plan rate structure, some water distribution capital
projects have been moved out past 2023. To meet the target project completion date of mid-August,
staff is recommending the Council grant the City Administrator contract authority in excess of
$100,000 for the construction of the emergency TAP pipeline.
In order to appropriately fund the emergency TAP project, staff recommends the Council authorize the
City Administrator to sign a $2.97 million State Revolving Fund loan document, of which $2 million is
for TAP and the remainder for pump station improvements and the Loop Reservoir water distribution
project. In addition, staff recommends the Council authorize the re-allocation of $2.4 million in bond
funds secured for construction of Park Estates to the emergency TAP project. Lastly, staff recommends
Council approval of an emergency TAP pipeline construction procurement process.
BACKGROUND AND POLICY IMPLICATIONS:
Following Council's approval to proceed with the emergency procurement process for engineering the
emergency TAP project, costs have been reevaluated and, as expected, are considerably higher than
preliminary estimates. It is expected that actual costs could be nearly $4.322 million, although that
figure includes a $947,000 contingency. The increased costs can be attributed to the expedited
schedule, increase in the construction cost index and improvements in the design to increase the
capacity from I.S to 2.3 million gallons per day (mgd).
To mitigate the increased costs, staff is pursuing low-interest loans through State of Oregon. Drinking
Water Revolving Loan program, and will defer a few planned water distribution system improvements
out past 2023.
Emergency TAP Contract Engineers Update
RH2 Engineers completed the necessary water system modeling and operational review of the Phoenix
and Talent pump stations on March 21, 2014. The City received a draft technical memorandum '
(attached) detailing system pressures, pumping issues and issues associated with construction of the
water line and pump stations within multiple jurisdictions, and included a planning level cost estimate
for TAP engineering and construction to meet the mid-August 2014 deadline. The current plan is to
Pagel of4
11FAX,
CITY OF
ASHLAND
design and construct TAP for 2.13 mgd in capacity; the system will be designed to eventually upgrade
TAPS capacity to 3 mgd in the future.
Engineering design for the TAP pipeline will occur in two phases. Phase one includes surveying and
design analysis of the existing system. Phase two includes the final design components.
Phase one began with RH2 modeling the distribution system in order to determine the feasibility of
pumping between 1.5 and 3 mgd into Ashland's distribution system and to analyze the ability of the
current reservoir and pump station in Talent to accommodate the varying pumping requirements. The
analysis also included looking into Ashland's current distribution system to determine where and how
the water would be pumped into the City's system along with the effects pumping would have on the
system.
Topographic survey data acquisition was also started in order to determine a pipe alignment for
construction. RH2 met with the Oregon Department of Transportation (ODOT), Jackson County
Planning, Oregon Health Authority, and Central Pacific Railroad to discuss location and installation of
the waterline and pump stations within their jurisdictions. In addition, site investigations were
conducted to determine appropriate areas where a portable and permanent pump station could be
located.
Phase two of the engineering design has begun with R112 working on a final design alignment, creating
specifications for bidding, right of way acquisition for pump locations and general permitting between
the effected jurisdictions. After weighing alternatives for construction procurement carefully, staff and
RH2 have concluded that bidding the project under emergency circumstances best suits the needs of
the constrained timeline associated with potential water shortages.
Emergency Construction Process
Given the need for additional water supply by mid-August, a contractor must be selected and begin
construction in early May.
To that end, staff recommends the following emergency construction procurement process (form #13
attached). To create a competitive process under emergency circumstances, staff will contact up to five
local pipeline contractors that are known to have the resources to construct TAP in the dictated
timeline. RH2 will develop appropriate bid forms along with construction specifications. Contractors
will be given two weeks to submit a bid to the City. The City will then select a contractor. This will
allow for a more flexible design process with R142 designing the first 4000 feet and subsequently
adding pipeline phases in order for the contractor to continually install pipeline.
Ashland Municipal Code 2.50.090 (H) defines emergency procurements: a public contract that is
necessary because an emergency exists meaning there are circumstances creating a substantial risk of
loss, damage, interruption of services or threat to public health, safety, welfare, or property that could
not have been reasonably foreseen and requires prompt execution of a public contract to remedy the
condition.
Staff believes, given the time frame and potential supply issues, emergency procurement of services is
appropriate. Staff and RH2 have developed appropriate findings detailing the emergency and also have
created a process that allows for competitive bidding to the maximum extent practicable.
Page 2 of 4
~r,
CITY OF
ASHLAND
In addition, this method will allow staff to follow the intent of AMC 2.50.020:
The City shall endeavor to utilize local suppliers of materials and services whenever practical and
feasible while seeking to obtain the lowest and best responsible bid, quotation or proposal.
Project History
Ashland's 1998 Water Master Plan projected that daily peak water demand would exceed the treatment
plant's capacity by 2016. At that time, the preferred solution was hooking into the City of Medford's
drinking water supply through an interagency agreement called TAP. To that end, the City entered into
a TAP agreement, invested 52.6 million to upsize the pipe from Medford to Talent and purchased Lost
Creek water rights.
The adopted 2012 water master plan recommended connectivity into the Talent Ashland Phoenix
(TAP) pipeline to provide a backup emergency water supplement for Ashland. This project was
scheduled for 2015; however, low snow fall and winter drought conditions led staff to recommend an
emergency procurement process to move planning, permitting, engineering and construction of the
emergency TAP water line from 2015 to 2014. An accelerated project schedule necessitates an
emergency procurement process.
Following the City Council's decision in 2008 to delay the TAP project with an original project cost of
$12.5 million dollars including $6.1 for construction, the City began the process of evaluating different
options to solve the peak demand issues. The new water master plan, adopted in 2012, recommends
constructing a new 2.5 mgd water treatment plant to address projected peak demand shortfalls. The
plan also identified the need for a redundant water source during droughts, toxic algae blooms,
earthquakes, fire in the watershed, and other water quality issues that could restrict our limited water
supply. The TAP project was included in the master plan for such emergencies.
http://ashland.or.us/Agendas.asp?Display=Minutes&AMID=3436
At the February 18 Council meeting, Council approved the emergency engineering procurement
process for the TAP pipeline (http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=5579)
At the March 4, 2014 meeting Public Works presented the cost options for paying the Medford Water
Commission (MWC) SDC for both options along with the water delivery agreement. These options
included whether to purchase 2.13 or 3 mgd worth of SDC's from the MW C. The 2.13 mgd represents
the amount of water the City could receive on a daily average amount over 5 months based on the
1,000 acre feet of Lost Creek water rights.
The Council approved proceeding forward with the 2.13 mgd option and staff has continued to work
with the Finance Department and economic adviser on payment strategies.
httv://ashland.or.us/Agendas.asp?Dist)lav--Minutes&AMID=5593
The TAP project consists of engineering and construction of a 16-inch, 14,000-ft. pipeline from
Ashland to Talent, where it will connect to an existing line that ends at Creel Road in Talent. The
supply will provide an additional 2.13-mgd of emergency water supply. On March 30, 2006, the City
signed an intergovernmental agreement with the City of Talent for the provision of emergency water
services. The TAP connection will be used for emergency situations, and portable pump stations will
be used as needed.
Page 3 of 4
CITY OF
ASHLAND
FISCAL IMPLICATIONS:
Staff, with the assistance of the financial advisor and the Finance Department has developed a strategy
to fund TAP at a maximum cost of $4.322 million dollars. This includes using $2.4 million by re-
allocating bond monies from the Park Estates improvement project to the TAP project. Staff has also
submitted a letter of intent to the Infrastructure Financing Authority to fund the remaining $2 million
dollars for TAP. The consulting engineer will be completing the required environmental documents to
expedite funding approval by May 9, 2014. This loan can potentially be secured at a l% interest rate
and include principal forgiveness for green infrastructure components.
STAFF RECOMMENDATION AND REOUESTED ACTION:
• Staff recommends approval of an emergency construction procurement.
• Staff recommends approving the use of restricted fund monies previously associated with Park
Estates Pump station to be used for TAP.
• Staff recommends granting the City Administrator contracting approval in excess of $100,000 for
construction of the TAP pipeline.
SUGGESTED MOTION:
1. I move to approve an emergency construction procurement of the TAP pipeline.
2. I move to approve re-obligating Park Estates Pump Station monies of 2.4 million to the TAP
project.
3. I move to grant the City Administrator contracting authority in excess of $100,000 for construction
of the TAP pipeline.
4. I move to grant the City Administrator authority to sign an State Revolving Fund loan agreement in
the amount of $2.97 million
ATTACHMENTS:
1. R142 Draft Technical Memorandum #1
2. Emergency Construction Procurement form # 13
Page 4 of 4
r,
Special City Council Meeting
April 22, 2014
Page I of 3
MINUTES FOR THE SPECIAL MEETING
ASHLAND CITY COUNCIL
April 22, 2014
Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers.
ROLL CALL
Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh were present.
NEW AND MISCELLANEOUS BUSINESS
1. Talent Ashland Phoenix Pipeline Intertie Project update
City Administrator Dave Kanner introduced a video regarding Ashland's water supply. Mandatory
conservation would not work at this time, the reservoir was full, and there was no place to store the water.
The snowpack was the lowest the area had ever seen. In previous drought years, the City supplemented
the water supply with Talent Irrigation District (TID) water. This year TID was planning to shut water
off in September because they did not have enough to sustain customers until the rains returned in the fall.
Ashland needed 1.5 million gallons a day (mgd) to meet basic needs along with another I mgd in the
streams for fish. It was possible there would not be enough water to meet basic needs and that was the
impetus in expediting the Talent Ashland Phoenix (TAP) Intertie Project.
Public Works Director Mike Faught explained Council needed to approve the emergency construction of
the TAP pipeline, using restricted fund monies associated with the Park Estates Pump station for the
project, and grant the City Administrator contracting authority in excess of $100,000 for project
construction and the ability to sign the State Revolving Loan for $2,970,000.
Jeff Ballard, the consulting engineer from RH2 explained his background and company's expertise. The .
project was aggressive and challenging and he was confident they would meet the August deadline. The
permitting process with the Rail Road, Army Corp, Oregon Department of Transportation (ODOT) and
the Oregon Health Authority (OHA) were underway. RI-12 had better defined the project since March and
established multiple options to ensure they met the target date for completion. The permit process was
the most complicated part and pipe installation the easiest to accomplish. The increase in cost was due to
• creating the engineering estimate in a short timeframe prior to having all the information. Costs also
included a 30% contingency because RH2 at that time was not confident they could complete the project
by August.
Mr. Faught explained how the price went from $2,300,000 to $4,400,000. Increasing the flow from 1.5 +
mgd to 2.13 mgd was $400,000, the Pump Station was $150,000, upgrading pipe to ductile iron cost
$250,000, the standard construction index for inflation was $210,000, and additional costs to move the
project forward as an emergency project was $325,000. Engineering Services Manager Scott Fleury
added the contract contained a $600 fine per day for liquidated damages.
Mr. Ballard explained the regional booster pump station was designed to meet the capacity of Ashland at
1.5 mgd in 2000. Because Ashland did not tie on at that time, the controls were not set up to deliver that
volume of water. They will modify the programming at the pump station to change the operation of the
four pumps located at that facility. The communication and telemetry at the location was outdated and
needed upgrading and was not included in the project due to the aggressive timeline. TAP would utilize
the Talent pump station to pump water to Ashland and would require modifications to deliver 1.5 mgd or
Special City Council Meeting
April 22, 2014
Page 2 of 3
2.13 mgd. The current lines were sufficient to carry 2.13 mgd. Capacity was directly proportional to
velocity. Two 12-inch pipes came off the Talent pump station, split, and eventually connected to 16-inch
pipeline. Even at 3 mgd the velocity was tolerable but not recommended, 2.13 mgd was fine. The City
would have to upgrade pipe on their end for 3 mgd capacity and it would be expensive. Staff wanted-
options for 3 mgd for possible upgrades in 2060.
Mr. Ballard clarified RH2 had redundant management in place to serve in Mr. Ballard's place if needed.
Kindler Stout/130 Orange Avenue/The public was not informed regarding project costs or present and
future rate increases to pay for the project. He thought the public might get behind the project after a
season of shortage. He had issue with the word "emergency." The use of the word was designed to
frighten the public and he equated it to extra costs. He urged Council not to advocate control of the water
system out of town.
Cate Hartzell/881 East Main/Explained she opposed the project for years. Climate change predictions
were being confirmed. TAP increased dependence on sources that would experience snow pack issues as
well. The Water Master Plan talked about long-term solutions involving storage and conservation. She
had issues with borrowing against capital projects and thought the $600 fine a day invited mistakes. Fear
was motivating this response.
B.G. Hicks/190 Vista Street/Provided his background in geology, water wells, and the forest service.
The City should conduct small scale testing for wells and research trapping the water that ran over the
dam. Ashland had excellent underground reservoirs. Additionally a major geological consulting firm
should be employed to do a study on wells and ground water. He questioned whether the town could
afford two full supply systems. Connecting to TAP could endanger Ashland's future use of ground water.
Ashland had the potential for water and ground water currently not understood.
Mr. Ballard explained RH2 had the experience to minimize risk for projects in expedited timeframes. Mr.
Faught added a City project manager would be involved as well. If Council did not approve the project,
they would stop the project, continue with the engineering, and move it to its scheduled time in 2015.
Several projects were postponed to cover the expedited costs for the TAP pipeline and avoid raising rates.
Staff was looking into permanent pumps and had diesel pumps secured as a back-up option. In the
unlikely event the project was not in place, staff was developing multi-department contingency plans that
included public notification, not planting new plants, and encouraging the public to do the same. Mr.
Faught clarified the City had a robust conservation plan in place but a severe drought was about
curtailment and not conservation.
Councilor Marsh/Slattery m/s to approve an emergency construction procurement of the TAP
pipeline. DISCUSSION: Councilor Marsh explained the project was about building redundancy. The
City was not obligated to purchase water. This was a way to provide multiple options for assuring the
City could provide water to the community. Councilor Slattery added this was moving a project in the
Water Master Plan up one year for sound reasons. Councilor Lemhouse agreed with Councilor Marsh
and reiterated TAP was about redundancy. Had Council moved on this six years ago the City would not
bd in the position it is today. Rates might increase but to not do something that was in the best interest of
City's public safety due to rates was a difficult call. Councilor Voisin clarified that $325,000 of project
costs was actually to pay for the water. She questioned whether the City could afford two water systems
in TAP and Reeder Reservoir. Councilor Morris responded there was only one water system with two
sources of water for the system. Roll Call Vote: Councilor Voisin, Morris, Lemhouse Slattery,
Rosenthal, and Marsh, YES. Motion passed.
Special City Council Meeting
• April 22, 2014
Page 3 of 3
Councilor Slattery/Lemhouse m/s to approve re-obligating Park Estates Pump Station monies of 2.4
million to the TAP project. Roll Call Vote: Councilor Marsh, Rosenthal, Voisin, Morris, Slattery,
and Lemhouse, YES. Motion passed.
Councilor Lemhouse/Rosenthal m/s to grant the City Administrator contracting authority in excess
of $100,000 for construction of the TAP pipeline. Roll Call Vote: Councilor Slattery, Lemhouse,
Marsh, Voisin, Morris, and Rosenthal, YES. Motion passed.
Councilor Morris/Lemhouse m/s to grant the City Administrator authority to sign a State
Revolving Fund loan agreement in the amount of $2.97 million. DISCUSSION: Councilor Rosenthal
noted the assurances provided were based on signs the project would be completed and hoped Council
would not operate this loosely going forward in other endeavors. Roll Call Vote: Councilor Marsh,
Rosenthal, Slattery, Lemhouse, Morris, and Voisin, YES. Motion passed.
ADJOURNMENT
Meeting adjourned at 8:30 p.m.
Dana Smith, Assistant to the City Recorder J h Stromberg, Mayor
Pagel/1
t ~ . C I T Y OF C!TY ~E~ n-
ASHLAND V y L NUMBER
20 E MAIN ST. 5/27/2014 12263
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 010462 SHIP TO: Ashland Public Works
PILOT ROCK EXCAVATION (541) 488-5587
650 E PINE STREET SUITE 102B 51 WINBURN WAY
CENTRAL POINT, OR 97502 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net - Dept:
Req. Del. Date: Contact: Morgan Wavman
Special Inst: Confinning? NO
".Quanti "Unit' 'Desch 'on =Unit Price:. c Ext Price
THIS ISA REVISED PURCHASE ORDER
Protect includes: Supplvinq all labor, 997,995.00
equipment and materials necessary to
construct the TAP Emergencv Intertie
Proiect: Phase 1 - including but not
limited to the following approximate
quantities for maior work items; 16
inch DIP Waterline (9,000 LF), 16 inch
Gate Valve, (5), Water Meter Vault
Assembly (1 lump sum) and Fire Hvdrant
(1 Each).
Citv of Ashland
Public Improvement Contract
TAP Emergencv Intertie Proiect - Phase
1 Effective date: May 24, 2014
Completion date: June 27, 2014
Emergencv Procurement
Approved by Council April 22, 2014
Processed change order 06106/2014 25,966.10
Change Order #01
SUBTOTAL 1 023 961.10
BILL TO: Account Payable Tax 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 1,023,961.10
ASHLAND; OR 97520
Account Number : Project Number,m:''Amount Account Numbers 1 'project Number ,~c , : Amount-
E 670.08.15.00.70420 E 200808.120 1,023,961.10
Authorise tut ~ VENDOR COPY
FORM#1o CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ,ASHLAND
Request for a Change Order
Name of Supplier/ Contractor/ Consultant: Pilot Rock Excavation, Inc. Total amounfof this
cortr'act amendment]
Purchase Order Number. 12263
Title I Description: TAP Emergency Intertie Project $ 25;966 10 ;I; k,
® Per attached contract amendment
Contract Amendment
Original contract amount $997,995.00 100 % of original contract
Total amount of previous contract amendments % of original contract
Amount of this contract amendment $25.966.10 2.60 % of original contract
TOTAL AMOUNT OF CONTRACT $1,023,961.1 102.60 % of original contract
In accordance with OAR 137-047-0800: 1) The amendment is within the scope of procurement as described in the solicitation documents, Sole Source notice or approval of Spedal
Procurement 2) The amendment is necessary to comply with a change in law that affects performance of the contract 3) The amendment results from renegotiation of the terms and
conditions, including the contract price, of a contract and the amendment is advantageous to the City of Ashland, subject to all of the following conditions: a) goods and services
to be
provided under the amended contract are the same as the goods and services to be provided under the unamended contract b) The City determines that with all things considered, the
amended contract is at least as favorable to the City as the unamended contract c) The amended contract does not have a total tens greater than allowed in the solicitation document,
contract or approval of a Special Procurement An amendment is not within the scope of the procurement if the City determines that If it had described the changes to be made by the
amendment in the procurement documents, it would likely have increased competition or affected award of contract
Contract amendment is within the scope of procurement YES X
Sourcing Method:
SMALL PROCUREMENT - Less than $5000 INVITATION TO BID or COOPERATIVE PROCUREMENT ORF or
❑ "YES", the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50
amendments s $6,000. ❑ "YES', the total amount of cumulative amendments ❑ "YES", the total amount of original contract and
❑ If *NO', amount exceeding authority requires s 25% of original contact amount or $250,000 cumulative amendments s $100K for Goods & Services, s
Council approval. Attach copy of Council whichever is less. $75K for Personal Services, <$50K for Attorney Fees.
Communication. ❑ If'NO', amount exceeding authority requires ❑ if 'NO', amount exceeding authority requires Council
❑ Exempt-Reason: Council approval. Attach copy of Council approval. Attach copy of Council Communication
PERSONAL SERVICES Communication. ❑ Exempt-' Reason:
❑ "YES", Direct appointments$35,000 ❑ Exempt-Reason:-
El If'NO' requires approval.
INTERMEDIATE PROCUREMENT SOLESOURCE EMERGENCY PROCUREMENT
Goods & Services • $5000 to $100.000 ❑ 'YES', the total amount of cumulative amendments ❑ Written Findings: Document the nature of the
Personal Services •$5000 to $75,000 925% of original contract amount or $250,000 emergency, including necessity and circumstances
❑ "YES',thetotalamountof cumulative whichever is less. requiring the contract amendment
amendments 5 25% of original contract amount ❑ If ❑ If"NO", amount exceeding authority requires ❑ Obtain direction and written approval from City
'NO', amount exceeding authority requires Council Council approval. Attach copy of Council Administrator
approval. Attach copy of Council Communication Communication - 2 If applicable, attach copy of Council Communication
❑ Exempt- Reason: ❑ Exem t-Reason: ❑ Exempt - Reasom
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑'YES', the total amount of original contract and cumulative amendments are ❑'YES', the original contract was approved by City Council.
within the amount and terms initially approved by Council as a Special Provide date approved by City Council: (Date)
Procurement If'NO', Council approval is required. Attach copy of Council Communication.
❑ If'NO', amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator.
A a cooft until Communi ton.
Project Number: 2008.08 Account Number: 670.08.15.00.704200
'Expenditure must be charged t t e appropriate punt numbers for the financials to reflect the actual expenditures accurately. Attach e, ra pages if needed.
Employee Signature: Q91 Department Head Signature: \l\ o J G /Y( !
(Totaltountofconbact-5 ,000)
City Administrator: IG~
1 (Equalro or greater than $ 5,990 or 10%)
Funds appropriated for current fiscal year. f S / NO
r Finance Direct (equaltoorg~errhan$5000) not
Comments:
Form #10- Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 6/4/2014