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HomeMy WebLinkAbout2015-066 Contract - Civil West Engineering Service Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: Civil West Engineering Services, Inc. ASHLAND CONTACT: Garrett Pallo, PE 20 East Main Street Ashland, Oregon 97520 ADDRESS: 486 'E' Street, Coos Bay, OR - 97420 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-266-8601 DATE AGREEMENT PREPARED: March 10, 2015 FAX: N/A BEGINNING DATE: March 23, 2015 COMPLETION DATE: December 31, 2016 COMPENSATION: $14,968.00 SERVICES TO BE PROVIDED: Professional peer review of consultant design/specifications for the TAP Permanent Pump Station Project - PWE Project Number; 2008-08 ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said rims City of Ashland Contract. 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 $20,142.20 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 proximate) caused b the negligence of City. Contract for Personal Services, Revised 07/08/2014, Page 1 of 5 10. Termination: 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 Liabilitv 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. d. Automobile Liabilitv 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 07/08/2014, Page 2 of 5 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. 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 si n t ertification attached hereto as Exhibit A and herein incorporated by reference. onsultant: City of Ashland By By e' 4~X Signature Departmen Head 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 07/08/2014, 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. Z (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. 4~~; 3 - I ~ - (S CIonsLj~ a (Date) Contract for Personal Services, Revised 07/08/2014, Page 4 of 5 Rogue Valley Office Coos Bay Office 10558 Hwy 62, Ste. D 486 'E' Street CIVII~I \ ~ /est Eagle Point, OR 97524 Coos Bay, OR 97420 ~r 541-326-4828 541-266-8601 Engineering Services, Inc. Newport Office 609 SW Hurbert Street www.civilwest.com Newport, OR 97366 541-264-7040 PROPOSED SCOPE OF SERVICES Date: March 5, 2015 City Work Order Number: To: Mr. Morgan Wayman, Project Manager, City of Ashland From: Garrett Pallo, PE, President, Civil West Engineering Services, Inc. RE: Peer Review Services - RH2 TAP Booster Pump Station Civil West Project Number: 1003-004 Within this document, we will summarize and describe the services and support we propose to provide to the City of Ashland for peer review services for the TAP Booster Pump Station design which is being undertaken by RH2 Engineering. Background Summary The City of Ashland has recently undertaken an ambitious project to extend a waterline from Talent to deliver MWC water to the City of Ashland as a backup, secondary, or auxiliary water supply. As part of this project, a major booster pump station must be constructed to provide the flow and head necessary to make the new water supply compatible with the existing conditions and demands of the City of Ashland. The City of Ashland wishes to utilize a peer review process on a number of upcoming projects. The TAP Booster Station project will be the first project under this new review method to provide for quality control, outside party review, value engineering, and other benefits aimed at provide the highest quality products and services to the City.. The purpose of the peer review process is many-fold and will vary from project to project. However, common elements of the peer review services are expected to include the following: • Review designs to confirm that they meet the City standards and planning criteria for a given project. • Discuss potential value engineering concepts with the design engineers to provide the best value and highest quality on City projects. • Act as a liaison with city engineering staff and operational staff during the peer review to confirm that they are in agreement with the details of the design. (However, it is assumed that the design consultant will have had their own coordination with city staff during their design efforts.) • Have an open and professional dialogue with the design engineer and provide support, insight, and other expertise to facilitate their design and the overall success and quality of the project. • The purpose of the peer review is not to tell the design engineer how to do their work or to mandate design considerations. Rather, the purpose is to ensure the City's goals are met and that the design engineer has the input and feedback they need to be successful with their project. 1 City of Ashland -Peer Review Support -RH2 TAP Booster Pump Station -Engineering Scope of Services • For this project, it is anticipated that peer reviews will take place at the 60% and 90% completion stages of the project though other coordination and communication is likely throughout the project. Peer review support is intended to expand the resources and capabilities of the City's engineering department and ensure quality projects are undertaken on City infrastructure. The peer reviewer will not take on the responsibility for the design or any part of liability for the project. The reviewer shall work closely with the City and the design engineer to ensure the highest quality product is the end result of this process. Part A: Scope of Work The following tasks are expected to be undertaken as part of this peer review effort. Additional tasks are also listed for tasks that may be desired by the City as additional service items. The City will be able to request these, and other services, as they determine them to be necessary or desired. 1. Task 1- Project Management and Administration - Any successful project or engineering effort must include a measure of project management and administration to ensure that the project moves effectively from beginning to end and that the desired results are met. This task will include an allowance of hours for project management, organization, coordination, and general administration efforts. 2. Task 2 - Kickoff Meeting - Due to the nature of this assignment, it is recommended that this process begin with a kickoff meeting that will be attended by key individuals from the City, RH2, and Civil West. The purpose of this meeting will be to review the project, anticipated project schedule, and other elements of the project. We will also discuss the process of the peer review, the means of communication, and what is anticipated to be part of each design review submittal. 3. Task 3 - 60% Submittal Peer Review - Under this task, we will perform a peer review of the 60% submittal from RH2. Our review will include consideration of City standards, master planning or preliminary planning criteria, general design elements, potential value engineering options, and other review activities. It is recognized that this will not be a "final" review and that spelling, line type, drafting issues, and other issues will be more critical in the next (90%) review. The deliverable of the 60% review will be a review memorandum written to the City and RH2. The review memorandum will include two columns. The left column will describe the point of review including location in the plan set, or general description of the point. In the right column, we will include a short narrative or commentary on the issue. This may include just a recommendation, comment, or other notation to the designer. The memorandum will be intended to be easy for all parties (City, Civil West, and RH2) to reference and discuss. 4. Task 4 - 90% Submittal Peer Review - Under this task, we will perform a peer review of the 90% (or near final) submittal from RH2. Our review will cover the issues and points discussed in the 60% review plus new design elements. This review will include consideration of spellings, notes, details, line types, and other design elements critical to a final plan set. In addition to the technical design issues, we will assist the design engineer in identifying design quality issues so that they are prepared to take the project to its 100% stage. The deliverable for this task will also include a review memorandum. 5. Task 5 - Peer Review Meetings - While not a requirement, we propose to include an allowance of hours for holding face-to-face peer review meetings where the key players from the City, RH2 and Civil West will come together to discuss the design submittal and its associated review. While a written review memorandum is necessary, a live meeting can accomplish more as the project participants come together to discuss the design and review findings. We would anticipate new thoughts, directions, and ideas to result from a peer review meeting that will transcend the review itself. 2 City of Ashland - Peer Review Support - RH2 TAP Booster Pump Station - Engineering Scope of Services 6. Task 6 -Project Reimbursable Expenses -This task will include a modest allowance for reimbursable expenses including reproduction, mileage, postage and other costs. Potential Additional Service Items There are a number of potential additional tasks and services that the City may wish to add to this peer review process. We will, of course, provide any support or service requested by the City. The following tasks are potential additional service items that may be desired. 1. Task AS1- Review of Final Technical Memorandum -The project includes a detailed technical memorandum to be completed near the end of the design process. The purpose of this memo will be to provide detailed information on the background, need, technical details, and a summary of the final design. This task will include a review of the technical memorandum if so desired by the City. 2. Task AS2 - Additional Meetings - If additional meetings are desired, other than the 60 and 90 percent review meetings in the main scope, this task would provide an allowance for attending and participating in additional project review meetings. If other additional tasks are desired, we will work with the City to amend this scope of services. Part B: Engineering Staff Available for this Project It is important that Civil West provide efficient and effective service to the City on this project. It is also important that the City have consistent and reliable support throughout the project. With that in mind, we are committing the following to this review process. 1. Garrett Pallo, PE - Our President and Firm Principal will lead this peer review process. He will manage the project, direct the resources of the firm, participate in the review process, and attend the review meetings. 2. James Parmenter, PE - James will be leading our team from our new office location in the Rogue Valley. James is a mechanical engineer with extensive experience in design of booster pump stations and related facilities. As a local resource, his ability to respond quickly and efficiently will be key on this project. James will participate in the reviews, meetings, and will develop the review memorandums. 3. Jerek Hodge, PE -Derek is a highly qualified electrical engineer with expertise in line power, controls, telemetry, and related design issues. Jerek will participate in the review process with regard to electrical, controls, and related project elements. He will be available for project meetings, if desired. The above staff are available and are planned to participate on this project. We have additional staff resources and expertise that can be brought to bear on the review effort if that is determined to be necessary or desired. Part C: Fee Proposal We have made an attempt to estimate the level of effort, scope, and amount of hours that may be required for each task described above. Based upon our understanding of the City's intent for this review, and our experience on similar efforts in the past, we believe the hours estimated should be adequate. Based on the staffing that we have assigned to this project, their billing rates, and the estimated hours for each task, we have developed a budget for this proposed scope of services. The attached worksheet, Exhibit A, provides the detailed breakdown of how this budget was developed. The summary below indicates the proposed 3 City of Ashland -Peer Review Support - RH2 TAP Booster Pump Station -Engineering Scope of Services engineering costs for each task along with the allowances proposed for the additional service items that could be provided upon request by the City. Task Summary of Proposed Engineering Budget: Budget 1 Project Management & Coordination $1,120.00 2 Kickoff Meeting $792.00 3 60% Submittal Peer Review $3,846.00 4 90% Submittal Peer Review $3,846.00 5 Peer Review Meetings $1,072.00 6 Reimbursables $500.00 Total Proposed Budget (Base Project) $11,176.00 AS1 Review of Final Technical Memorandum $2,236.00 AS2 Additional Meetings Allowance $1,556.00 Total Proposed Budget with Additional Service Items $14,968.00 The project would be billed on a time and materials basis, utilizing the budgets above as a gauge for the level of effort and resources available for each task, unless modified under the direction of the City. Conclusion We are prepared to begin this work immediately and would look forward to scheduling a kickoff meeting with the City and RH2 to begin this peer review process. We look forward to showing how this process can be productive and will help the City secure the highest quality finished product. Please let me know if you have any questions. Sincerely, Civil West Engineering Services, Inc. J. Garrett Pallo, PE President 4 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o p 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O (O (O fV O ffpp f(pp O cp t{pp (O (O lV M N V N t0 (O tG N M In O! O Q Q o V Q M M A N dD N M N N to ~J N A M ~O W M LO EO ~O 10 O N (O N ~O N to to H <9 f9 H t9 fA M !9 t9 t9 M h K c F- O N W O N N a0 N% OJ N V V a0 N A N N F = C w W O o p o O O o O m a o oN oy o 0 o c o o~ o. 3 w w w u, w y co) G 7 N R O u o 0 0 0 0 0 0 0 0 U 3 u 7 N O c m _ C O Li u o 0 0 0 0 0 0 0 c 0 o- w c - U al G c L O W c y~ o 0 0 0 0 0 0 0 W F m C O G b o 0 0 0 0 0 0 0 Q G W b9 Q d O V C Q C N O O V' N N V N N O O V O N CO aW» L X W o0 O N N 7 N m N N W N N N O m V R V O C co a g y, o. ami °o C C O of N N N N N V N N N N V V N R O a w b9 m is is m ie m w w F F F F F F F Y Y Y Y Y Y Y Y A R A R W A A f f H f f ~ F- OI E E c m O O m R w x m C m N O O O U 0 E O m Of m m O C p ~ - ~ a E E c c a m a m ~ m a m a m m c m w 4 O C A N O O y O ° `c v 3 a `o a `o w w E p ow m m c E m~ E rn m q a o ; O z E •w j m c c o oa u m m ° r m m o N 3 3 rn m a' U L o E a s c gem mm m c 2 E m o E 3 a CL 1 Q E Y j a m m y m d m m m D o F E m c c N a w C c o Z m c x m c a 4' co c m o u E a' a a m a> m a> m > v ami m `o `o a %a m .o `m N mm o m `m a s a m o 3 m L p m m r m m y co m e o E L a w> " a Q d N a 0 Y a a a a a a a om rn H a a Q o O c a y' r t0 N 0 a M m V f0 N t0 fp 0 N lp S] w 0 AC CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DDIYYYY) 3/11/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsements . TACT PRODUCER NAME : Michael J Hall & Company Michael J Hall & Company PHONE AX A/C No Hall & Company E-MAIL 19660 10th Ave NE ADDRESS: Poulsbo WA 98370 INSURERS AFFORDING COVERAGE NAIC N INSURERA:RLI INSURANCE COMPANY 3056 INSURED INSURER B : A IN INSURANCE COMPANY I 51 Civil West Engineering Services Inc INSURER C : dba IENGA of Southwest Oregon 486 E Street INSURER D Coos Bay OR 97420 INSURER E : INSURER F COVERAGES CERTIFICATE NUMBER: 763139200 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDLSUBR POLICY EFF POLICY EXP LTR INSR WVD POLICY NUMBER MM/DD/YYYY MM/DD/YYYY LIMITS A GENERAL LIABILITY PSB0003294 /1/2014 /1/2015 EACH OCCURRENCE $2,000,000 X COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED PREMISES Ea occurrence $1,000,000 CLAIMS-MADE OCCUR MED EXP (Any one person) $10,000 X OCP/BFPD/XCU PERSONAL & ADV INJURY $2,000,000 X Separation Insds GENERAL AGGREGATE $4,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $4,000,000 POLICY X PRO- LOC $ AUTOMOBILE LIABILITY COMBINED 9nT9Cr[nJIT_ Ea accident ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS Per accident A X UMBRELLA LIAB HOCCUR PSE0003058 /1/2014 /1/2015 EACH OCCURRENCE $2,000,000 EXCESS LIAB CLAIMS-MADE AGGREGATE $2,000,000 DED RETENTION $ $ WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS' LIABILITY YIN TORY LIMITS ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N / A (Mandatory In NH) E.L. DISEASE - EA EMPLOYE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ B Professional Liab;Claims Made AED6895440815 /1/2014 /1/2015 $2,000,000 Per Claim $2,000,000 Aggregate DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) Certificate Holder(s) is/are an Additional Insured on the Commercial General Liability and Auto Liability when required by written contract or agreement regarding activities by or on behalf of the Named Insured. The Commercial General Liability insurance is primary insurance and any other insurance maintained by the Additional Insured shall be excess only and non-contributing with this insurance. A waiver of subrogation applies to the Commercial General Liability, Auto Liability & Umbrella / Excess Liability in favor of the Additional Insured. Project: Professional Peer Review of Consultant Design/Specifications for the TAP Permanent Pump Station Project- PWE 2008-08 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS. 20 East Main Street Ashland OR 97520 AUTHORIZED REPRESENTATIVE ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD DIDD/ ACORDTM CERTIFICATE OF LIABILITY INSURANCE 3/11/2015 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION The Millward Agency, Inc. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 11142 N Highland Blvd #300 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR Highland UT, 84003 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC # INSURED INSURER A: Enumclaw Civil West Engineering Services, Inc. INSURER B: 486 E Street INSURER C: Coos Bay OR, 97420 INSURER D: INSURER E: COVERAGES 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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR DD' POLICY EFFECTIVE POLICY EXPIRATION LIMITS POLICY NUMBER DATE (MMIDD[YYI GENERAL LIABILITY EACH OCCURRENCE $ DAMAGET RENTED COMMERCIAL GENERAL LIABILITY PREMISES Ea occurence $ CLAIMS MADE r I OCCUR MED EXP (Any one person) $ PERSONAL&ADV INJURY $ GENERALAGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OPAGG $ LIJEC PRO LOC POLICY A AUTOMOBILE LIABILITY COMBINED SINGLE INGLE LIMIT $ 1000000 ANYAUTO (Ea accident) ALLOWNEDAUTOS BODILY INJURY SCHEDULED AUTOS BAP000403300 08/01/2014 08/01/2015 (Per person) HIREDAUTOS BODILY INJURY $ NON-OWNED AUTOS (Per accident) R PROPERTY DAMAGE $ (Per accident) GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $ OCCUR CLAIMS MADE AGGREGATE $ R DEDUCTIBLE RETENTION $ $ WORKERS COMPENSATION AND WC STATU- OTH- TORY LIMITS ER EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? E.L. DISEASE - EA EMPLOYEE $ If yes, describe under SPECIAL PROVISIONS below E.L. DISEASE - POLICY LIMIT $ OTHER DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT/ SPECIAL PROVISIONS This Certificate verifies that coverage is currently in force. *Except for 10-Day Notice of Cancellation for Non-Payment of Premium. CERTIFICATE HOLDER CANCELLATION City of Ashland SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION 20 East Main Street DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL DAYS WRITTEN _31r _ Ashland, OR 97520 NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AU P TATIVE M oli A ACORD 25 (2001/08) © ACORD CORPORATION 1988 Aco CERTIFICATE OF LIABILITY INSURANCE °ATE'MM,°°'""Y, 3/11/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s . PRODUCER CONTA T Tina Eck NAME: Huggins Ins. of COOS Bay PHONE (541)269-1103 F (541)269-2381 .445 Elrod Ave E-MAIL tins@hugginsinsurancw.com A ass. PO BOX 1019 INSURER(S) AFFORDING COVERAGE NAIC 0 Coos Bay OR 97420-0223 INSURERA:SAIF Corporation INSURED INSURER B Civil West Engineering Services, Inc. INSURER C: 486 E Street INSURER D: INSURER I-: Coos Bay OR 97420 INSURER F, COVERAGES CERTIFICATE NUMBER:CL1531104372 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED" OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. R TYPE OF INSURANCE A SUER D POLICY NUMBER POLICY EFF POLICDDIYYYYI Y EXP LIMITS GENERAL LIABILITY EACH OCCURRENCE $ A TED COMMERCIAL GENERAL LIABILITY PREMISES a occurrence) $ CLAIMS-MADE 7 OCCUR MED EXP (Any one person $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ POLICY PRO- .15CT F-1 LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) $ HIRED AUTOS NON-OWNED PROPERTY DAMAGE $ AUTOS 1 q $ UMBRELLA UAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ A WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE YIN 36954 /01/2014 /01/2015 E.L. EACH ACCIDENT $ 1 000 000 OFFICER/MEMBER EXCLUDED? 0 N/A (Mandatory in NH) E.L. DISEASE - EA EMPLOYE $ ' .1 000 000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT S 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) s i - CERTIFICATE HOLDER CANCELLATION 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. I 20 E MAIN STREET ASHLAND, OR 97520 AUTHORIZED REPRESENTATIVE i ACORD 25 (2010/05) ©1988-2010 ACORD CORPORATION. All rights reserved. INS025 poiom).o1 The ACORD name and logo are registered marks of ACORD Page 1 / 1 CITY OF Rj' j 6 6 . DATE PO NUMBER ASHLAND 20 E MAIN ST. 3/26/2015 12796 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 018505 SHIP To: Ashland Public Works CIVIL WEST ENGINEERING SERVICE (541) 488-5587 486 E STREET 51 WINBURN WAY COOS BAY, OR 97420 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Morgan Wayman Special Inst: Confirming? No Quanti Unit Description Unit Price Ext. Price Professional peer review of consultant 14,968.00 design/specifications for the TAP permanent pump station proiect. Contract for Personal Services Beqinninq date: March 23, 2015 Completion date: December 31, 2016 SUBTOTAL 14 968.00 BILL To: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 14,968.00 ASHLAND, OR 97520 Account Number - Project Number Amount Account Number Project Number Amount E 670.08.15.00.70420 E 200808.999 14 968.00 Authorize~-Signature VENDOR COPY de' 5~~ -7 CORM #3 CITY OF ~C 0? it JvA D REQUISITION D e of recueue~ ~Itz is Required date for delivery: mw Vendor Name G.ly~c. ~~~sr t4cc~tEEZItsS• SI~ti0CFS kk(_ Address, City, State, Zip (~A~ZczC~'R' Pa ~-(-o P• E. S41- Ztte -moo( Contact Name & Telephone Number 4 Sc¢EE r oa,s Q~pa,/ . b~ ~t74Z~ Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote 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: Contract # ❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100.000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5.000 to $75.000 ❑ Form #9, Request for Approval ❑ Agency E 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) I Description of SERVICES Total Cost tz~~lt24J t~~ ~vvr~ a~FiZO~ $ VV166. of Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST Per attached quotelproposal $ Project Number -ZC*S_- O$ Account Number___-__-__- - Account Number 0:)-096 67-co- 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 requisition form, 1 certify that th 's public contracting requirements have been satisfied. Employee:/ Department Head: JL_Q /l~ (Equal to or re -$5,000) Department Ma rlSupervisor- City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal years Finance Director- (Equal to ~gre than $5,000) Date Comments: Form #3 - Requisition CITY OF FORM #4 ASHLAND DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to $75,000 To: Dave Kanner, Public Contracting Officer From: Michael R. Faught-Director of Public Works- Date: 3-23-2015 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less than $75,000, the Department Head shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the services required under the proposed contract. However, the City Attorney, the Public Contracting Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that the purposes of this chapter are upheld. Background The Department of Public Works intent is to contract with a private consultant the appropriate scope of services developed for project number 2008-08; Professional Peer Review of Plans and Specification for TAP Permanent Pump Station The scope of work for this project is associated with an approved master plan capital improvement project. The work will include but is not limited to, (See attached Scope of Services) The work is expected to take place in fiscal year 2015 - 2016 with a not to exceed budget amount of $14,968. 00. The amount appropriated in the current Council approved budget to perform this work is 4.4 Million Dollars. Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of City personnel to perform the services, and that the City does not have the personnel and resources to perform the services required under the proposed contract? The City ofAshland Engineering Division does not have the adequate staff time or appropriate resources to provide the scope of service contemplated under this contract. In addition, no other Department in the City has the resources or technical knowledge to complete the work associated with this Personal Services Contract. Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of 1, 3/26/2015