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HomeMy WebLinkAbout2016-062 Contract - Century West Engineering Corp Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: Century West Engineering -AS H LA N D CONTACT: Jim Pex, Project Manager 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1020 SW Emkay Drive, Suite 100, Bend, OR 97702 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: (541) 322-8962 DATE AGREEMENT PREPARED: 03/03/2016 FAX: (541) 382-2423 BEGINNING DATE: 03/07/2016 COMPLETION DATE: 12/31/2016 COMPENSATION: $22,000.00 (see attached) SERVICES TO BE PROVIDED: Provide engineering services for the design, bidding, and construction of approximately 900-feet of new 8-inch Class 52 Ductile Iron waterline. (see attached) 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 primary 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 to the extent the harm caused arises out of the negligent acts, or errors, or omissions in 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 b the negligence of City. Contract for Personal Services, Revised 06/02/2015, 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 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. Contract for Personal Services, Revised 06/02/2015, Page 2 of 5 c~. 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. 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 sign the certification attached hereto as Exhibit A and herein incorporated b reference. onsultant: City of Ashland By F~ BY _t :L Signature Department Hea 1~t u-lr~+ i1 i t h QAJ 11 C--S Print Name r Priint Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services, Revised 06/02/2015, Page 3 of 5 EXHIBIT A CERTIFICATIONSMEPRESENTATIONS: 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. t/ (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. t~ (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. G IT/, s hA Contractor (Date) Contract for Personal Services, Revised 06/0212015, Page 4 of 5 CITY OF ASHLAND9 OREGON EXHIBIT B City of Ashland T s y t k 1 1 1 1 1 1 1 1 1 1 1 WAGE 1 1 per hour effective June 30, 2015 (Increases annually every June 30 by the ~r Consumer Price Index) month working on a project or of health care, retirement, portion of business of their 401K and IRS eligible employer, if the employer has cafeteria plans (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by ➢ For all hours worked under a assistance for the projector the employee. service contract between their business from the City of employer and the City of Ashland in excess of ➢ Ashland if the contract $20,142.20. exceeds $20,142.20 or more. - ➢ If their employer is the City of ➢ For all hours worked in a Ashland including the Parks month if the employee spends and Recreation Department. 50% or more of the employee's time in that ➢ In calculating the living wage, employers may add the value ? additional For Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at rups. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF -AS H LAN D Contract for Personal Services, Revised 06/02/2015, Page 5 of 5 CITY OF ASHLAND SISKIYOU BLVD WATERLINE REPLACMENT SCOPE OF WORK February 10, 2016 GENERAL The general scope of the project is to provide engineering services for the design, bidding, and construction of approximately 900-feet of new 8-inch Class 52 Ductile Iron waterline. The proposed alignment is depicted below in Figure 1. FRv7ECT J 1 v _ shy LOCATION OF NE'VV 'WATERLINE , ' 3 t }t \ + - X J,';. J.•j'~~, `'e'1 mod' , p` 4 _ l - ~a Figure 1-Access Road Layout Engineering services for this project will be executed under the following tasks: 1. Project Management (PM) 2. Topographic and Boundary Survey (SUR) - Subconsultant 3. Design Engineering (DE) 4. Services During Bid (SDB) 5. Services During Construction (SDC) The services to be performed under each task are detailed below. February 2016 Scope of Work - 1 12403.003.01 TASK 1. Project Management (PM) - CENTURY WEST ENGINEERING CORP 1. Contract Administration - Management of the contract for services that include but not limited to monthly billings, correspondence, and miscellaneous meetings not within the regular scope of services. 2. Quality Assurance/Control (QA/QC) - Management staff will provide an independent review of the plans and specifications prior to release of the bid set. This review helps limit exposure of liability for our clients and provides verification that the plans and specifications are consistent with City's current engineering standards. CWEC shall provide the following deliverables as part of this task: • Monthly billings • QA/QC review of project deliverables ❖ Estimate for Services - $500 City of Ashland shall provide the following deliverables as part of this task: ➢ Preferred monthly billing format. TASK 2. TOPOGRAPHIC AND BOUNDARY SURVEY (SUR) - 1. Topographic and Right-of-Way Survey - A topographic survey will be performed for the road corridor. All surface features and marked underground utilities will be mapped. Existing right-of-way from the intersection of Crowson Road and Siskiyou Blvd. to 100-feet past the driveway of 2950 Siskiyou Blvd. Existing right of way will be determined from found monumentation or a combination of found and calculated points. Easements will also be shown if applicable. ❖ Estimate for Services - $4,500 (including expenses) 2. Additional survey that may be required but not shown in the scope of services for additional work that may extend up several driveways. It is requested by the surveyor that City staff provide the limits of that survey if needed prior to proceeding with this option. February 2016 Scope of Work - 2 12403.003.01 TASK 3. DESIGN ENGINEERING (DE) - CENTURY WEST ENGINERING CORP The following subtasks will be completed in performance of this task. 1. Engineering Design - Provide horizontal and vertical layout of a new 8-inch class 52 Ductile Iron Pipe within the existing asphalt shoulder. Design includes a waterline plan & profile, detail, traffic control, erosion control, and individual water connection locations. 2. Utility Coordination - Local utility providers will be contacted to coordinate utility conflicts as needed. CWEC will coordinate the design improvements and any help regarding potential conflicts the new waterline may have with existing service providers. 3. 60% Preliminary Engineering and Specifications - Based on information from site surveying, a preliminary set of plans and specifications will be prepared for review by the City. Sets will also be circulated to the following for comment: • ODOT • Utilities located in the project area The preliminary plans are anticipated to include the following sheets: • Cover Sheet • Site Plan at a scale of 1"=200' • 11x17 Project Design Sheets at a scale of 1"=30' (13 sheets) in pdf form. • Road Improvement Details • Water Details • Utility Details (as needed) The preliminary plan set will be accompanied by project specifications based on the City's template for bid documents with cost estimates for construction. A 10 business day review period is assumed for review and comment by the City and stakeholders. A meeting to discuss updates or notes from the City Review will be held prior to the start of item number 4. 4. Final Engineering and Specifications - Comments received on the preliminary plans and specifications will be reviewed with the City prior to incorporation in the final plans and specifications to produce a final set. A check set will be produced for the City to ensure all comments are addressed as directed by the City before the final, stamped set is produced. February 2016 Scope of Work - 3 12403.003.01 5. Cost Estimating - Construction costs will be estimated and updated throughout the 60% and Final design period. The project cost will be estimated based on plan quantities and unit prices bid by Contractors for similar work in the area. 6. Preparation of Bid Documents - Copies of the final plans and specifications will be produced for distribution to potential bidders. Specifications can be presented in Oregon Standards for Construction template, City of Ashland Templates, or a combination of the two. CWEC shall provide the following deliverables as part of this task: • The topographic survey and design in electronic format (AutoCAD). • Preliminary plans and specifications in pdf format. • Final bid ready plans and specifications. Two full-sized plan sets (11x17) and one electronic file in pdf format will be provided for City use. • Preliminary and final cost estimates. • 5 sets of bid ready specifications with full 11x17 drawings attached. Project documents can be electronically or manually advertised. Full electronic files in pdf format will also be provided. ❖ Estimate for Services - $13,500 (including expenses) City of Ashland shall provide the following deliverables as part of this task: ➢ Existing As-Built information in the project area. ➢ Coordination efforts with ODOT. ➢ Permits (if required). ➢ Public Outreach to affected landowners. ➢ Define limits of individual service locations and requirements within the plan set. ➢ City Standard Details in pdf or CAD format. ➢ Example Specifications from a recent waterline project with appropriate formatting in MS Word format. February 2016 Scope of Work - 4 12403.003.01 TASK 4. SERVICES DURING BIDDING CWEC will provide services during bidding to the City that will include, but are not limited to, assistance in advertisement, conducting a pre-bid meeting, answering questions during the bid process, review of bids for completeness, and recommendation for the lowest responsible bidder. The following subtasks will be completed in performance of this task. 1. Pre-Bid Meeting - CWEC will attend and conduct a pre-bid meeting if required. 2. Responses to Bidder Questions - CWEC will be available to answer questions and provide clarification to the Plans and Specifications. 3. Preparation of Addendum Items - If necessary, CWEC will produce addenda to correct or clarify the Plans and Specifications to help ensure all bids fully address the work to be completed. 4. Bid Analysis and Award Recommendation - CWEC will attend and conduct the bid opening. Bids will be collected and checked afterward to ensure bids received are responsive, and a recommendation to award the work to the lowest responsible bidder will be made. CWEC shall provide the following deliverables as part of this task: • Creation of an agenda for the pre-bid meeting, conducting the meeting, and recording the names of attendees. • A listing of questions and responses to Bidder questions. • Creation and distribution of Addenda. • Bid-opening attendance, review of bids, and recommendation of award letter. ❖ Estimate for Services - $1,000 (including expenses) February 2016 Scope of Work - S 12403.003.01 TASK S. SERVICES DURING CONSTRUCTION Services during construction will include basic support to assist the City in managing the project in an efficient manner. CWEC will provide these services to help ensure the work is completed in general conformance to the Plans and Specifications. The following subtasks will be completed in performance of this task. 1. Preconstruction Meeting Attendance - CWEC will attend and conduct a pre- construction meeting. 2. Submittal Review - CWEC will review all specifications prior to the Notice to Proceed (NTP) for the contractor. CWEC will notify the City of any changes requested by the contractor that do not meet the design or specifications of the bid package and recommend approval or denial of the request. 3. Response to RFIs - During construction, additional information may be requested by the Contractor to provide additional clarification to the work beyond the information given in the Plans and Specifications. 4. Construction Staking - TBD 5. Site Visits - During construction, periodic site visits will be made to monitor workmanship, and to track progress in order to help with review and processing of Contractor pay requests. Five site visits over a 90-day construction period are assumed. 6. Pay Request Review and Processing - Contractor pay requests will be reviewed against field observations and a recommendation of payment will be made based on actual work completed. Recommendations for Contractor payment will consist of a recommended approval letter, the Contractor invoice, and an independent tabulation of quantities and costs. 7. Record Drawings- Record drawings will be completed within 60 days after project close-out or when drawing markups are provided to the Engineer from the Contractor. CWEC shall provide the following deliverables as part of this task: • Creation of an agenda for the pre-con meeting, conducting the meeting, and recording the names of attendees. • A record of all submittals and actions taken for each. • A record of RFls and responses. • Field inspection reports for each site visit. • Recommendations for payment on each pay request received by the Contractor. • One reproducible paper copy and electronic files in pdf and AutoCAD formats. February 2016 Scope of Work - 6 12403.003.01 • Project Acceptance Letter. ❖ Estimate for Services - $2,500 (including expenses) Task Estimated No. Project Task Schedule Project Fee 1 Project Management PM 3/1/16 - 10/15/2016 $ 500.00 Topographic and Right-of- 2 Way Survey SUR 4/1/16 - 4/20/2016 $ 4,500.00 3 Design Engineering DE 5/1/16 - 7/15/2016 $ 13,500.00 60% Plans 5/1/2016 - 6/15/16 Final Submittal 6/20/16 - 7/15/16 Services During Bidding 4 SDB 7/25/16 - 8/15/16 $ 1,000.00 Services During Construction 5 SDC 9/1/16 - 10/15/16 $ 2,500.00 Total Fee $ 22,000.00 CENTURY /~//w EST February 2016 Scope of Work - 7 12403.003.01 ~ ® DATE (MM/DD/YYYY) AC6 CERTIFICATE OF LIABILITY INSURANCE 09/22/2015 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 CONTACT Willis of Oregon, Inc. NAME: FAX c/o 26 Century Blvd PHONE _(AIC.No Ext)_1-877-945-7378 (A/C,N yq-886-467 2378 P.O. Box 305191 E-MAIL ADDRESS: certificates@willis.com Nashville, TN 372305191 INSURER(S) AFFORDING COVERAGE T NAIC # INSURERA -.Travelers Indemnity Co. of America 25666 INSUREDCentury West Engineering Corporation INSURERB:Phoenix Insurance Company 25623 5331 SW Macadam Ave Ste 207 INSURERC:Travelers Indemnity Company 25658 Portland, OR 97239 INSURER D :SAIF Corporation 36196 INSURERE:Beazley Insurance Company, Inc. 37540 INSURER F : COVERAGES CERTIFICATE NUMBER:W1097684 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 ADDL SUBR POLICY EFF I POLICY EXP LTR TYPE OF INSURANCE POLICY NUMBER MM/DD/YYYY MM/DDIYYYY LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED CLAIMS-MADE ~ OCCUR PREMISES Ea occurrence) _ $ 300,000 - A MED EXP (Any one person) $ 5,000 6800279T799TIA15 10/01/2015110/01/2016 PERSONAL & ADV INJURY -1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $ 2, 000,000 PRO- 2,000,000 POLICY JECT LOC PRODUCTS - COMP/OP AGG $ OTHER: WA STOP GAP $ 1,000,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT I $ 1, 000, 000 Ea accident ANY AUTO BODILY INJURY (Pert (Per $ B ALL OWNED SCHEDULED BA0283T61115 10/01/2015 10/01/2016 BODILY INJURY (Per accident) $ AUTOS --d - X AUTOS HIRED AUTOS NON-OWNED PROPERTY DAMAGE $ X Per accident) AUTOS C X UMBRELLA LIAB X OCCUR EACH OCCURRENCE - $ 5, 000, 000 ~EXCESSLIAB CUP3583T67415 10/01/20151110/01/2016 DED RETENTI 11 AGGREGATE $ 5 000,000 X ON$1OL0100 MADE I - - - - - - $ WORKERS COMPENSATION X PER OTH- D AND EMPLOYERS' LIABILITY Y / N _ STATUTE - ER _ _ _ ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 500, 000 OFFICER/MEMBER EXCLUDED? ❑ N / A 754555 10/01/2015 10/01/2016 - " (Mandatory in NH) E L DISEASE - EA EMPLOYEE'' $ 500, 000 If yes, describe under 500, 000 DESCRIPTION OF OPERATIONS below E.L DISEASE -POLICY LIMIT $ E professional Liability V18489150101 04/15/2015 10/01/2016$2,000,000 Per Claim $2,000,000 Aggregate I DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) INFORMATIONAL PURPOSES ONLY CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Century West Engineering Corp. 5331 SW Macadam Ave Ste 207 ryV Portland, OR 97239 ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD SR ID:10210173 BATCH:Batch 171727 Page 1 / 1 CITY OF ASHLAND DATE PO NUMBER 20 E MAIN ST. 3/28/2016 13452 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 008230 SHIP TO: Ashland Public Works CENTURY WEST ENGINEERING CORP (541) 488-5587 6650 SW REDWOOD LANE SUITE#350 51 WINBURN WAY PORTLAND, OR 97224 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net 30 days Dept.: Req. Del. Date: Contact: Karl Johnson Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Provide enqineerinq services for the 22,000.00 design, biddinq and cosntruction of approximately 900 feet of new 8-inch Class 52 Ductile Iron waterline (see attached contract). Contract for Personal Services Less than $35,000 Beqinninq date: 03/07/2016 Completion date: 12/31/2016 SUBTOTAL 22 000.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 22, 000.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.18.00.70420 E 201604.100 22 000.00 VENDOR COPY AuthorizeLzy5ignature cc~ P --e - FORM #3 CITY O F ASHLAND REQUISITION Date of request: 03/14/16 Required date for delivery: ASAP Vendor Name Century West Engineering Address, City, State, Zip 1020 SW Emkay Drive. Suite 100, Bend, OR 97702 Contact Name & Telephone Number Jim Pex, Project Manager. (541) 322-8962 Fax Number (541) 382-2423 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 Lessthan $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 $5Kto $75K Contract# PERSONAL SERVICES ❑ Special Procurement Intergovemmental Agreement $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 $5Kto $75K Valid until: (Date) Description of SERVICES Total Cost Provide engineering services for the design, bidding and construction of approximately 900-feet of $22,000.00 new 8-inch Class 52 Ductile Iron waterline (see attached) Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached quote/ proposal $ Project Number 201604.100 Account Number 670.08.18.00.704200 Account Number___-__-__- Account Number___-__-__- - *Expenditure must be charged to the appropriate account numbers for the financials to accurate/yreflect the actual expenditures /TDirectork collaboration with department to approve al/hardware and software purchases. /TDirector Date Support-Yes/No Bysigningthis requisition form, / celd& that the City's public contracbngrequirements have been satisfied, Employee: Department Head: ice, (Equaltoorgreat'erTan$5,000j" Department Manager/Supervi _ City Administrator. (Equal to or greater thaann $$225,000) Funds appropriated forcurrentriscalyeac / NO 3/Z"b1~ Finance Director- (Equal to orgreaterihan s5, ooo) Date Comments- Form #3 - Requisition CITY OF ASHLAND FORM #4 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: 03-114-2016 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 2016-04. The scope of work for this project includes providing engineering services for the design, bidding and construction of approximately 900 feet of new 8-inch Class 52 Ductile Iron waterline. This work will help to reduce repeated repairs to the existing 2-inch steel waterline. The work is expected to take place in fiscal years 2016 with a budget amount of 8200, 000.00. The amount appropriated in the current Council approved budget to perform this work is SO. 00. 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 of Ashland Engineering Division does not have the adequate staff time or appropriate resources to provide the scope of service contemplated tinder 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, 3/14/2016