HomeMy WebLinkAbout2014-133 Contract - OBEC Consulting Engineers
Contract for PERSONAL SERVICES
CITY OF CONSULTANT: OBEC Consulting Engineers, Inc.
ASHLAND CONTACT: Jeff Bernardo, P. E. (Medford Office)
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 920 Country Club Rd, Suite 1008, Eugene, OR
Telephone: 541/488-6002 97401-6089
Fax: 541/488-5311
TELEPHONE: 541-774-5590 (Medford)
DATE AGREEMENT PREPARED: 5/28/2014 FAX: 541-774-5591
BEGINNING DATE: 6/1/2014 COMPLETION DATE: 6/1/2015
COMPENSATION: $79,953.00
SERVICES TO BE PROVIDED: Design of new 15-Inch Sanitary Sewer along A Street from 151 St. to 7` St.
PWE: Project # 2013-17
ADDITIONAL TERMS:
FINDINGS:
Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and
determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor
resources to perform the services; (3) the statement of work represents the department's plan for utilization of such
personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient
to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints
provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein
is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
follows:
1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance
of such service.
3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel
assigned to the work required under this contract are fully qualified to perform the service to which they will be
assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded.
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified
above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely
terminated, payments will be made for work completed and accepted to date of termination.
6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
City.
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is $19,825 or more, Consultant is required to comply with
chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees
performing work under this contract and to any Subcontractor who performs 50% or more of the service work under
this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees.
9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the 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:
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a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Consultant, or at such later date as may be established by City under any of the following
conditions:
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Consultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and duty under
this contract. City by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City.
Consultant shall have the complete responsibility for the, performance of this contract. Consultant shall provide
workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract, its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted
against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business
on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or
delegate duties under, the Contract.
14. Insurance. Consultant shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $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,
including coverage for owned, hired or non-owned vehicles, as applicable.
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e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or
igtent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to
the City.
f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and
non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish
acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of
the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The
Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further
liability to Consultant.
Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference.
onsultant: City of Ashland
By '&,464W Wivllk~~ By
Signature Departmen ead
Sv v~ 'M ~ c k rt-f~ 0. F9
Print Name Print Name
V't ce-- Pstd lo ls-h y
Title Date
W-9 One copy of a W-9 is to be submitted with 2 T
the signed contract. Purchase Order No.
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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.
6-2-1
Contract ®r (Date)
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'i
I t CONSULTING
ENGINEERS
EUGENE, OR May 8, 2014
Corporate Office
541 .683 6090
LIKE OSWEGO, OR Morgan Wayman
503.620.6103 City of Ashland Engineering Department
SALEM, OR 51 Winburn Way
503.5894100 Ashland, OR 97520
MEDFORD, OR
541.774.5590 RE: A Street 15-inch Sewer Main
VANCOUVER, WA OBEC Job No. 649-13
360.314.2391
w .obec.com Dear Morgan:
Thank you for considering OBEC Consulting Engineers for your A Street Sewer Project. Based
upon our understanding of the project, we have prepared the following scope of services along
with the attached breakdown of costs for this project.
Proied Understanding
We understand that approximately 2,200 feet of existing 12-inch sewer pipe in the southbound
travel lone of A Street needs to be upsized to a 15-inch pipe between 1 st and 7th Streets. The
existing sewer is approximately 10 feet deep, and there are eight existing manholes and more
than 50 service laterals within the project limits. Several other underground utilities cross and/or
parallel the existing sewer main, including domestic water and storm sewer. There is reportedly
stratified shallow bedrock in the area, and it has been noted that the existing pavement within the
project limits is generally in very poor condition.
The close proximity of several Ashland businesses and residences will be the most critical factor to
overcome for this project. In order to avoid inconvenience for the public, our team must carefully
coordinate and mitigate construction impacts to traffic flow, on-street parking, utility services, and
business access.
Our proposed detailed scope of services for the design phase is as follows:
Task 1 Proied Management and Quality Assurance
The purpose of this task is to 1) provide overall task management and project coordination with
the City of Ashland as well as to manage OBEC Engineering staff and subconsultants assigned to
the project, and 2) provide Quality Assurance Reviews for each major deliverable.
OBEC will be responsible for the following project management tasks:
• Schedule, coordinate, and supervise project work
• Maintain communications and coordination with City staff and subconsultants
• Produce monthly invoices and progress reports
Morgan Wayman Gb~~(/L7M~
May 8, 2014 it It EPAASULT
Page 2 `
• Attend up to three (3) meetings with City to review deliverables and/or coordinate
ongoing design efforts and discuss results
OBEC will be responsible for providing an independent senior-level Quality Assurance Review of
major deliverables, including:
■ Preliminary Design Memo and attachments
• Advance (90%) Plans, Specifications, and Cost Estimate
• Final (100%) Plans, Specifications, and Cost Estimate
Task 2 Public Involvement
OBEC will develop and lead a public involvement process to inform and seek feedback from
businesses and residents on A Street within the project limits. In cooperation with the City, OBEC
will perform the following public involvement services-
• Develop presentation materials appropriate for public meetings
• Attend and participate in conducting public meetings and workshops with local businesses
and residents
• Document feedback from businesses and residents to be incorporated into the design as
agreed to by the City
• Schedule and attend one-on-one follow-up meetings with businesses most severely
impacted by construction
It is assumed that City staff will provide a suitable location for all public meetings and advertise
them as appropriate.
Task 3 Control Network Topographic Survey and Monument Recovery
OBEC shall provide all surveying and mapping needs for the Project. OBEC will establish a
control network and provide topographic surveying, Centerline Resolution, Horizontal Control, and
Monument Recovery Survey. This is an English unit project. All Consultant deliverables must be
reviewed and approved by OBEC's Professional Land Surveyor (PLS), registered in the state of
Oregon.
Consultant shall establish horizontal and vertical control network points according to City
standards, and set survey control points to tie (survey) found monuments within the Project limits.
The horizontal datum used by the Consultant must be the Oregon Coordinate Reference System -
Grants Pass-Ashland Zone, based on the NAD83 (2011) Epoch 2010 datum. The vertical datum
used by Consultant must be City of Ashland NGVD 29(56). Consultant shall establish primary
geodetic control monuments, (such as 5/8-inch iron rod with plastic cap or other permanent
markers) and maintain line of sight throughout the entire Project limits. These control monuments
must be placed in locations by Consultant, such that they can be utilized during construction.
Morgan Woymon CogU11MG
May 8, 2014 t ENGINEERS
Page 3 `
Consultant shall run digital level loops to control points that are utilized in preparing the Digital
Terrain Model (DTM). Strategic points used to develop survey DTM in non-critical areas must be
no more than one (1) "shot" out from a network control point.
The Control network must be shown on the Horizontal Control and Recovery Survey filed with the
County Surveyor. OBEC shall perform a topographic survey for proposed realigned sanitary
sewer or other areas where Consultant's design engineers request information.
OBEC will provide survey and mapping for this Project as follows:
• Establish survey control for the project
• Call for utility locates within project boundaries
• Provide topographic survey as need to complete project base mapping
• Conduct Monument Recovery
• Prepare base mapping
OBEC shall provide labor, equipment, and materials to perform a search of survey records on file
with County and City to perpetuate the location of monuments that may be disturbed or
destroyed during a future construction project. Consultant shall research deeds and surveys of
record, including but not necessarily limited to property surveys, county road surveys, original
county road resolutions, section corner surveys, and DLC surveys. OBEC shall provide tax assessor
maps, property deed search, and copies of all pertinent documents to the County.
OBEC shall survey found property corners, Government Corners, other survey monuments,
property line fences and lines of occupation within the limits of the Project. OBEC shall provide at
least one (1) PLSS comer tie.
OBEC shall keep copies of the research data collected such as surveys, deeds, assessors' maps,
county road maps, government corner surveys, etc., in the Project file.
Task 4 Ground Penetratina Radar Subsurface Investigation
(To be performed by Geometrix Northwest)
Consultant shall perform approximately 2,200 linear feet of underground mapping along A
Street using ground penetrating radar (GPR) technology for the purpose of determining the depth
of bedrodc and identifiable utilities within the street section. The vertical accuracy of GPR data
shall be OS feet. Data shall be provided as 3D poly lines within a CAD file produced in the
project coordinate system.
Task 5 Utility Coordination
OBEC shall identify and locate all utilities within the project limits, initiate contacts with utilities,
and coordinate relocations needed for construction of the Project. This work includes, but is not
limited to, coordinating and collecting utility-provided three-dimensional location of any
1 '
Morgan Wayman i CUNSULIING
May 8, 2014 ENGINEERS
Page 4 `
underground utilities that may be in conflict with the Project work, and coordinating with the utility
owners to resolve those potential conflicts.
OBEC shall schedule, attend and document on-site meetings with potentially affected utilities. The
meetings shall be conducted on the Project site after impacts have been identified. For budgeting
purposes, attendance at a maximum of two (2) site meetings is anticipated, each of which may
last up to two (2) hours including travel time.
For each private utility found in potential conflict with the proposed design, OBEC shall prepare a'
Utility Conflict Notification Letter informing the utility of the potential conflict and the need to
relocate/adjust the utility facility and required timing of relocation. OBEC shall work with each
private utility to verify a relocation plan that is not in conflict with the Project. Once OBEC has
confirmed the relocation plan with each utility, a riming Requirements Letter will be sent to the
affected utility. When Consultant has made proper arrangements with each utility owner to either
clear the right-of-way of their utility facilities prior to construction or for relocation to occur during
construction so as to not delay the contractor, OBEC shall provide the City with a written summary.
Task 6 Prepare Preliminary Design Plans and Memo
OBEC and Civil West will evaluate existing conditions, opportunities, and constraints to determine
the most feasible and cost-effective design solution(s) for replacing and upsizing the existing
12-inch sewer main in A Street to a new 15-inch main. Consultant team shall consider the logistics
of establishing manhole connections, service laterals, and construction staging when evaluating
design options.
Consultant shall produce preliminary plan drawings reflecting the proposed design to a 30%
level of detail. Consultant shall also prepare a preliminary engineer's cost estimate for up to two
(2) design alternatives to be considered for final design.
Consultant shall prepare a preliminary design memo report to present existing conditions, present
alternatives, and recommend the most feasible solution(s). This memo shall be accompanied by
the preliminary drawings and engineer's cost estimate(s). The memo will be reviewed by the City,
and the City will provide written review comments, as necessary.
Task 7 Prepare Advance (90%) Plans Specs & Cost Estimate
OBEC will prepare and submit Advance (90"/0) contract plans for review by City Staff. City
feedback from the preliminary design memo will be incorporated into the Advance Plans. OBEC
will incorporate City of Ashland standards into the drawing set, as needed. Project elements will
include the realignment of sanitary sewer mainline improvements, roadway restoration elements,
and temporary traffic control plans. All plan sheets will be produced in 1 1 " x 17" format and
submitted on paper and electronically for review.
Morgan Wayman caysuuwc
May 8, 2014 ENGINEERS
Page 5
qft~
OBEC shall prepare draft specifications and special provisions for review and comment by City
Staff. Specifications shall conform to the 2008 Oregon Standard Specifications for Construction
and City of Ashland Standards.
OBEC shall calculate detailed construction quantities and generate a detailed Engineers Cost
Estimate to accompany the Advance Plans for review by City Staff.
According to OBEC policy and procedures, OBEC shall conduct detailed QC checking of all
design deliverables and quantities prepared and submitted to the City. Documentation of this
discipline-specific checking will be kept in OBEC's project files and will be available to the City of
Ashland upon request.
Task 8 Prepare Final Plans. Specs & Cost Estimate
OBEC will prepare and submit final contract documents for the purposes of bidding. City
feedback from the Advance Plans will be incorporated into the final plans, specifications, and cost
estimate. All plan sheets will be produced in 1 1" x 17" format and submitted on mylar film.
OBEC shall prepare final specifications and special provisions for the purposes of bidding.
Specifications shall conform to the 2008 Oregon Standard Specifications for Construction and
City of Ashland Standards. OBEC shall also tabulate the final detailed construction quantities and
generate a detailed Engineer's Cost Estimate to accompany the final plans.
According to OBEC policy and procedures, OBEC shall conduct final QC checking of the final
deliverables and quantities prepared and submitted to the City. Documentation of this internal
review will be kept in OBEC's project files and will be available to the City of Ashland upon
request.
It is assumed that the City of Ashland will utilize the specification and bid item information
provided by the Consultant to prepare the final advertisement and bidding booklets for the
purpose of public bidding. The City will advertise the project, accept bids, and award the
construction contract(s).
Task 9 Bidding Assistance
OBEC shall assist the City of Ashland during the bidding process by answering contractor
questions and preparing addenda, as necessary. OBEC will also conduct one pre-bid meeting to
ensure that contractor(s) understand all project requirements. The City of Ashland will be
responsible for advertisement and receipt of all bids. OBEC will assist the City with evaluation of
bids, if requested.
Morgan Wayman CONSULTING
ENGNfERS
May 8, 2014 01h,
Page 6 Estimated Fee
OBEC proposes to perform this scope of services on a time-and-materials basis for a cost not to
exceed $79,953, as shown in the attached spreadsheet of estimated labor costs and expenses.
These costs are in accordance with and based upon OBEC's 2013 Standard Billing Rates, also
attached.
We hope that this proposal provides you with the information you require at this time. We look
forward to working with you on this project.
Sincerely,
C(~~ear--
Jeff Bernardo, PE
Senior Project Manager
JRB/vks
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CERTIFICATE OF LIABILITY INSURANCE
O6/04I2014
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ft) must be endorsed. H SUBROGATION IS WANED, 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 endomomen a .
PRODUCER Phone: 800.338-1391 NAME T
ACECIMARSH Fax: 888.621-3173 1E
701 Market St, Ste. 1100 uc No:
SL Louis, MO 63101 E~UL
mss.
Jeff B. Connelly
me:08EC- 0 1
NSUM S AFFOROING COVERAGE UK $
SISUREO OBEC Consulting Engineers NSURERA: Hartford Insurance Company 22357
920 Country Club Road
Eugene, OR 97401-2231 NSGRER:
NSURERC C:
INSURER D:
NSURER E
S ER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWfTHSTANDNG 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.
IL TYPE OF NSURANCE
POLICY NUMBER M"DfYYYYI LaeRS
GENERAL UABLLRY EACH OCCUtRENCE 3 2,000,00
A X COMMERCIAL GENERAL Lu urY 84SBWPA4036 0312012014 0312012015 PREMISES Ee oca ,Y.e $ 2,000,00
CLAIMS MADE a OCCUR MED EXP " on $ 10,00
PERSONAL 6 ADV INJURY $ 2,000.00
PROF. UABILrfY EXCLUDED GENERALAGGREGATE S 6,000,00
GENLAGGREGATEIJMIT APPLIES PER PRODUCTS-COMPIOPAGG S 4,000,0
POLICY X PR6 IOC $
AUTOMOBAE LIASUM COMBINEDSINGLEUINT $ 2,000,00
A X ANY AUTO IRAUEGPF0127 0312012014 0312012015 (Ea ewdre
ALLOWNEDAUTOS BOOIIY INJURY (PAr Perron) S
BCOILY INNRY (PW ecadenU s
SCHEDULED AUTOS
PROPERTY MMADE
HIREDAUTOS IPr AO.idwd) 3
NON-OWNEDAUTOS 3
i
X 11Y°Q .tom X OCCUR EACHOCCURRENCE $ 6,000,0
EXCESS WB CLAW/ ADE AGGREGATE S 6.000,00
A 4XHGYH1723 03/20/2016 0312012015
DEDUCTIBLE s
s
X RETENnON 10,000
WOIMERSCOWENSATON X WCSTATU- 0TH
AND EMPLOYERS' 11AINUTY
A ANY PROPRIEmRIPARTNERIEXECUTNE Y!❑N VVBGBJ0746 0312012014 0312012016 ELEACHACCIDEW 3 1,000,00
OMCERNEMBER EXCLUO NIA
(IAuuI9 ryM Nlq E.L. DISEASE - EA EMPLOY S 1,000,00
tl )q, desciW under
DE PoPnON OF OPEMTgNS twloe E.L DISEASE-POLCY LIMIT S 1.000.00
DESCWPnM OF OPEMnONS I LOCAT 3I VEHICLES VM h ACORD 101, AddMoml Ibnonot $CWUM, i(m M WM a r fmd)
RE: DESIGN OF A NEW 15-INCE SANITARY SEWER ALONG A STREET FOR 1ST ST. TO 7TH
ST. (FINE: PROJECT #2013-17). WHEN REQUIRED BY WRITTEN CONTRACT THE CITY OF
ASHLAND, OREGON AND ITS ELECTED OFFICIALS, OFFICERS AND EMPLOYEES ARE
INCLUDED AS ADDITIONAL INSURED AND INSURANCE IS PRIMARY 6 NON-CONTRIBUTORY
EXCEPT UMBRELLA TO ANY OTHER INSURANCE CARRIED. GLAI
CERTIFICATE HOLDER CANCELLATION
CITYOFA
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.
MORGAN WAYMAN
20 EAST MAIN STREET AuTNOR¢EO/RIEPRESENraTrvE
ASHLAND, OR 97620
01988-2009 ACORD CORPORATION. All rights reserved.
ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD
POLICY NUMBER: 84SBWPA4035 BUSINESS LIABILITY COVERAGE
INSURED: OBEC Consulting Engineers
ADDITIONAL COVERAGES BY WRITTEN CONTRACT, AGREEMENT
OR PERMIT
This is a summary of the Coverage provided under the following:
BUSINESS LIABILITY COVERAGE FORM SS 00 08
WHO IS AN INSURED (Section C) states that the following is also an additional insured:
Additional Insured by Contract, Agreement or Permit
Any person or organization is an additional insured when you have agreed, in a written contract, written
agreement or because of a permit issued by a state or political subdivision, that such person or
organization be added as an additional insured on your policy, provided the injury or damage occurs
subsequent to the executive of the contract or agreement, or the issuance of the permit.
A person or organization is an additional insured under the provision only for that period of time required
by the contract, agreement or permit.
With respect to the insurance afforded to the additional insured, this insurance does not apply to:
"Bodily injury', 'property damage' or 'personal and advertising injury' arising out of the rendering of, or
failure to render, any professional architectural, engineering or surveying services, including:
(a) The preparing, approving, or failure to prepare or approve, maps, shop drawings, opinions,
reports, surveys, field orders, change orders, designs or drawings and specification: or
(b) Supervisory, inspection, architectural or engineering activities.
Primary and Non-Contributory to Other Insurance When Required by Contract
If you have agreed in a written contract, written agreement or permit that this insurance is primary and
non-contributory with the additional insured's own insurance, this insurance is primary and we will not
seek contribution from that other insurance.
Waiver of Subrogation
If you have waived any rights of recovery against any person or organization for all or part of any
payment, including Supplementary Payments, we have made under this Coverage Part, we also waive
that right, provided you waived your rights of recovery against such person or organization in a contract,
agreement or permit that was executed prior to the injury or damage.
Rev 5.13
Client: 331197 OBECCONE
ACORD. CERTIFICATE OF LIABILITY INSURANCE 1 DATE (MMIDDIYYYY)
610312014
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: N the certificate holder is an ADDITIONAL INSURED, the policy(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 endomement(s). -
PRODUCER
NAME:
Kibble 8 Prentice, a USI Co PR WIN',, .206 441,6300 610.362.8528
601 Union Street Suite 1000 E-INLL I•certrequest~KAkPeom.com
ADDRESS: pi.certrequest@kpcom.com
WA 98101 INSURER(S) AFFORDING COVERAGE NARC0
INSURERA: Hudson Insurance Company 25054
INSURED INSURER B :
OBEC Consulting Engineers, Inc.
920 Country Club Rd, #100B INSURER C:
Eugene, OR 97401 INSURER D:
INSURER E
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITIONOF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS.
tr9EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTp TYPE OF INSURANCE A UB POLICY NUMBER MWDCY EFF MCY E%P UNITS
INSR GENERAL UASAJIY EACH OCCURRENCE S
COMMERCIAL GENERAL LDSIUTY E Eo~w,EO S
CWMS-MADE ❑OCCUR MED EXp (ArW . $ piwwrI) PERSONALSADVIIUURY s
GENERAL AGGREGATE S
GENL AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMPATP AGG S
WUCY PRO- LOC S
AUTOMOBILE UABarn NED SING UWT
er
ANY AUTO BODILY INJURY(PN pwwM $
ALL ONNED SCHEDULED
AUTOS AUTOS BODILY INJURY (PereNORlq S
NON HIREDAUTOS AAMOSVa~D PROPERTY AI E S
i
UMaRELLA LU1B HOCCUR EACH OCCURRENCE S
EXCESS LAB CIAIMS-MADE AGGREGATE s
DED RETENTIONS S
WORKERS COMPENSATION NC STATLL OTH-
ANDEMPLOYERTUASIUTY YIN
ANYFEMIEIMBERIEXQTUOEO~•/ECVRVE❑ NIA E1. FJ,CH ACCIDENT $
(Ma IIftq M NN) E.L DISEASE - EA EMPLOYEE S
II yyeeiA, dnalpe Miner
DESCRIPTION OF OPERATIONS bbx E.L. pBEABE - POLICY LIMIT f
A Professional AEE7264303 912512013 0912512014 $5,000,000 per claim
Liability $5,000,000 annl aggr.
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (AIaM, ACORD 101, AddmonM RMnaee acN Y mom epee le reROeed)
RE: Design of a New 16-Inch Sanitary Sewer along A Street from 1st St to 7th St. (PWE: Project #2013.17)
CERTIFICATE HOLDER CANCELLATION
City of Ashland SHOULD ANY OF THE ABOVE DESCRBED POLICIES BE CANCELLED BEFORE
Attn: Morgan Wayman ACCORDANCE WITH THE POLICY PROVISIONS.
20 East Main Street
Ashland, OR 97520 AUTHORUED REPRESENTATIVE
~f
®1988-2010 ACORD CORPORATION. All rights reserved.
ACORD 25 (2010105) 1 off The ACORD name and logo are registered marks of ACORD
#S126224731M10935677 MXTJU
CITY OF CITY RECORDER Page 1 / 1
ASHLAND PO NUMBER"
20 E MAIN ST. 6/10/2014 12294
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 010507 SHIP To: Ashland Public Works
OBEC CONSULTING ENGINEERS (541) 488-5587
920 COUNTRY CLUB ROAD 51 WINBURN WAY
SUITE 100B ASHLAND, OR 97520
EUGENE, OR 97401-6089
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Morgan Wayman
Special Inst: Confirming? No
Ext'.Price
Design a new 15 inch sanitary sewer 79,953.00
along A Street from 1st to 7th Street
to replace existing undersized and
deteriorating 12 inch sanitary sewer.
Contract for Personal Services
Beginning date: 06/01/2014
Completion date: 06/0112015
79 953.00
BILL To: Account Payable SUBTOTAL
TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 79,953.00
ASHLAND, OR 97520
7 Account Numbir. '.'Prdect':Number ` ,%Amount
1 =>ACCOUnt?Number. s>y-:_v Project'Numbei- 'Amount E 675.08.38.00.70420 E 201317.100 79 953.00
Auth P ed Slg at VENDOR COPY
FORM#3 CITY OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: 61642014
Required date for delivery: ,6/1212014
Vendor Name OBE Concidting Fngineprs Inr.
Address, City, State, Zip 920 Country Club Rd.. Suite 1008 Eugene Oregon 97401-6089
Contact Name & Telephone Number Jeff Bernardo, P.E. (541-774-5590 - Medford Office)
Fax Number
(541-7745591)
SOURCING METHOD
❑ Exemptfrom Competitive Bidding ❑ Ememencv
❑ Reason for exemption: ❑ Invitation to Bid (Copies on Ole) ❑ Form #13, Written 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 ® Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council:5/20/2014 Contract #
❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract If
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100.000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Intergovernmental Aareement
$5.000 to $75.000 ❑ Form #9, 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
PiK
Design a new 15-Inch Sanitary Sewer along A Street; from 1st Street to Th Street to replace
" f t s ! 't ` r
existing undersized and deteriorating 12-Inch Sanitary Sewer. $,79,953 00 , , ;
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
® Per attached quotelproposal {;UT '
1r$ "u r'~r 114:`
Project Number: 2013.17 Account Number: 675.08.38.00.704200
'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with departm o approve all hardware and software purchases:
IT Director Date S p s 0
By signing this requisiti n form, I certify t he City's public contracting requirements have been satisfied.
Employee: Department Head: G I(, l
~ (Equal tno e)~
Department Ma er/Supervisor: City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current rrscal year.., / NO
Finance Director- (Equal to o g aterthan $5,000) Date
Comments:
Form #3 - Requisition
CITY OF
FORM #12 4S H LAN D
REQUEST FOR BUDGET REVIEW
To: Lee Ttmeberg, Finance Director
From: Mike Faught
Date: Oclober 29, 2013
Re: Request for Budget Review to Verify Adequate Funds Available
In accordance with AMC 2.50.080(A) for Formal Processes, the Finance Director must sign off that there are appropriate funds
for the project before the project is put out for bids. (Note: The department is to request by memo a budget review to the
Finance Director to ensure adequate funds are available prior to releasing the Invitation to Bid (ITB) or Request for Proposal
(RFP). If the amount of the successful bid or proposal exceeds the initial amount approved as a result of the budget review, the
department is to request by memo another budget review to ensure adequate funds are available for the additional amount prior
to the department requesting approval from the City Council to award and execute the intended public contract.)
REQUEST FOR BUDGET REVIEW PRIOR TO RELEASE OF ITB OR RFP:
Project Name: 2013-17: A St. / Railroad Interceptors; Sanitary Sewer Improvements
Description ofproject.• Design and construct combined sanitary sewer improvements as
recommended in the current Waste Water Master Plan and established by Kellcr Associates as
Priorities 1D and 1E.
Waste Water Collections _675.08.17. O:Z0420b= $_682 IlOt00-
SDC Improvements ;675.0838.00.204200-5=237700:00_=°=
TOTAL BUDGET (combined) _532000:00-
Amount budgeted: (see above)
I
Account Number(s) and amounts if multiple accounts: (See above)
Timeline of intended project: S re tover FY's 14, and 15
Funds appropriated for current fiscal year: 1 NO
Department Head
~D/2g/~3 ~ /4 3l /3
Finance Director Date
Date
REQUEST FOR BUDGET REVIEW UPON CONTRACT AWARD IF ACTUAL
BID/PROPOSAL EXCEEDS THE INITIAL AMOUNT APPROVED ABOVE PRIOR TO
RELEASING ITB OR RFP:
Actual amount of bid/proposal: $
Funds appropriated for current fiscal year: YES / NO
Department Head
Finance Director Date
Date
Form #12-Request for Budget Review to Verify Adequate Funds Available, Page 1 of 1,10/2912013