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HomeMy WebLinkAbout2016-102 Contract - Cascadia Consulting Group i Contract for PERSONAL SERVICES CITY OF CONSULTANT: Cascade Consulting Group Inc -AS H LA N D CONTACT: Andrea Martin, Senior Associate 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1109 First Av #400, Seattle WA 98101 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 206-449-1112 w DATE AGREEMENT PREPARED: Februa 2, 2016 FAX: 206-343-9819 i BEGINNING DATE: Februa 22, 2016 COMPLETION DATE: February 28, 2017 COMPENSATION: Not to exceed $129,900 - consistent with budget summary referenced in attached Exhibit C SERVICES TO BE PROVIDED: Climate and Energy Action plan development and associated public engagement consistent with scope of work referenced in attached Exhibit C 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 prima 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 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, $2,000,000 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 $2,000,000 for each occurrence for Bodily Injury and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000, 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 Contract for Personal Services, Revised 06/02/2015, Page 2 of 5 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. Consultant- Citeof Ashland By By Signature epartment Head Print Name Print Name ~rvy ~►.r ~1 j KI Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. G VSD A TO FORM an Ass Cay Attom -foy 2 Datis Contract for Personal Services, Revised 06/02/2015, Page 3 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. ILI / C` Contractor (Date) Contract for Personal Services, Revised 06/02/2015, Page 4 of 5 EXHIBIT B City of Ashland LIVING ALL em GE per hour effective June 30, 2015 • _ _ portion of business of their 401 K 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 assistance for the project or the employee. For all hours worked under a business from the City of service contract between their Ashland in excess of > Note: "Employee" does not employer and the City of $20,142.20. include temporary or part-time Ashland if the contract employees hired for less than exceeds $20,142.20 or more. If their employer is the City of 1040 hours in any twelve- Ashland including the Parks month period. For more For all hours worked in a and Recreation Department. details on applicability of this month if the employee spends policy, please see Ashland 50% or more of the In calculating the living wage, Municipal Code Section employee's time in that month employers may add the value 3.12.020. working on a project or of health care, retirement, 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 www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. C I T Y OF -ASH LAN D Contract for Personal Services, Revised 06/02/2015, Page 5 of 5 The consultant team of Cascadia Consulting Group and its partners Oregon Climate Change Research Institute (OCCRI) at Oregon State University, Jeff Golden of Golden Communications, Jill Simmons, and David Van't Hof will undertake the following activities to create an actionable Climate and Energy Action Plan for the City of Ashland. This scope of work consists of the following tasks, detailed below: 1. Scoping and Public Engagement Plan 2. Public Engagement 3. Mitigation Analysis and Prioritization 4. Adaptation Analysis and Prioritization S. Report and Monitoring and Evaluation (M&E) Plan 6. Project Management This task consists of two subtasks: 1) Project Scoping and Kick-off and 2) Public Engagement Plan Development. The consultant team will begin by engaging in one to two planning/scoping calls with City of Ashland staff to solidify a common understanding of the following: Project and City goals and expectations, including any overarching climate mitigation goals Final report formats and contents, including desired sectors to be covered Key stakeholders and their interests Overall breadth and depth of the planning effort, including public engagement components Following the discussion, we will prepare a revised project work plan and task-level timeline. The consultant team will present the revised work plan to the ad-hoc committee members at a kick-off meeting. The meeting will allow committee members to review and provide feedback on the project work plan, arrive at a common understanding of expectations, and share lessons learned from previous engagement efforts in order to inform the Public Engagement Plan. Based on these inputs and a review of relevant existing information and initiatives, the consultant team will complete a draft Public Engagement Plan that builds from existing knowledge to map out a plan for optimal engagement. The plan will establish outreach and communications goals and define strategies, key messages, types of stakeholders to be engaged, and anticipated outreach activities tailored for the City of Ashland. The plan will define the consultant team's level of effort as well as contributions from city of Ashland staff and the ad-hoc committee under two scenarios: 1) within budgeted resources and 2) with an expanded consultant level of effort thereby reducing the need for City in-kind support. As part of this process, the consultant team will work closely with City staff to design a series of workshops, including proposed invitees, agendas, exercises, and preparatory materials. The team will also seek to align the approach with existing City frameworks and planning processes. Based on input from the City project team, the consultant team will refine and finalize the Public Engagement Plan before the end of March. In-person, 2 to 4-hour ad-hoc committee kickoff meeting attended by Marc and Andrea; other planning meetings will be done by phone or videoconference. Kick-off meeting with relevant City staff and committee members (agenda and summary notes) k Final project work plan and timeline Draft and final Public Engagement Plan r ' As informed by the Public Engagement Plan, the consultant team will employ public engagement methods to ensure widespread, diverse stakeholder participation within the allocated budget. Options could include open houses, workshops, surveys, social media, and community ambassadors. For example, within the allocated budget, the consultant team could plan and lead the following public engagement activities: Two public forums to introduce the project, clarify our approach and opportunities for public input, and discuss findings from the mitigation and adaptation analyses Four workshops with City staff and ad-hoc committee members to review analysis findings; brainstorm and screen mitigation/adaptation strategies; review shortlisted strategies and set priorities; and present and solicit feedback on the draft final plan One open house with stations to solicit public feedback on identified actions and strategies Attendance at relevant ad-hoc committee meetings, to ensure that we remain informed of local developments and to answer questions about plan progress as needed Jeff Golden will serve as the consultant team's on-the-ground, local resource for public engagement and communications in Ashland, under the guidance of Gretchen Muller, Cascadia's public involvement specialist. Jeff Golden will help share information and will serve as a consistent presence to ensure that we understand local dynamics as they evolve. If desired by the City, the consultant team could plan and engage in additional public engagement activities for an additional fee. See the Budget section for more information. Joint determination of specific public engagement methods and schedules to be specified in the Public Engagement Plan Planning assistance and attendance of at least one City staff person at every public engagement event Planning, preparation, and implementation of public engagement events, as defined by the Public Engagement Plan Collection, compilation, and summary of all feedback/input received from community participants The consultant team will review the City's GHG inventory, anticipated to be completed in February, and position it to serve as the baseline for the mitigation component of this climate action planning effort. The consultant team will then work with the City and stakeholders during the initial planning and kickoff meetings to clarify the overarching mitigation goal, which will inform GHG reduction targets, as well as to identify Ashland's unique challenges and opportunities. The consultant team will develop a list of targets and potential implementation actions, drawing on best practices from other relevant communities. This list will focus on the sectors identified as of particular interest in the initial planning and kick-off meetings (in Task 1), as well as on the particular opportunities identified in Ashland. The consultant team will facilitate a workshop with the City and ad-hoc committee members (among the workshops listed in Task 2) to conduct an initial screening of these options to identify a shortlist of potential measures that can be analyzed in more detail and could contribute to meeting specified targets. Using a customized methodology to evaluate costs and benefits-not just financial, but also social and environmental-the consultant team will estimate the cost as well as the feasibility of shortlisted actions, as well as review other applicable City plans and polices to identify areas of alignment or potential conflict. The results of this analysis will be presented to the City project team and the public for review and discussion in the fall (among the workshops listed in Task 2). That discussion will inform the team's consolidation of final actions and targets for inclusion in the Climate and Energy Action Plan. Planning assistance of at least one City staff person for the public forum, open house, and City workshops Attendance of ad-hoc committee members and relevant City staff at workshops Assistance from City staff in compiling relevant documentation, reviewing identified actions, and addressing questions as needed regarding cost, feasibility, and alignment with City goals and priorities Summary of baseline conditions and projections, presented in graphical, narrative, and tabular format PowerPoint presentation or Word document summarizing most important challenges and opportunities to achieve Ashland's goals and targets Brief PowerPoint presentation or Word document of selected implementation actions and their evaluation against agreed-upon criteria, in tabular and graphical format, with short explanatory narratives providing additional detail The adaptation planning process will be conducted in parallel with the mitigation planning process, taking advantage of opportunities to identify measures that have both resilience-building and emissions-reduction benefits. This process will begin with an analysis of climate trend data specific to Ashland and the surrounding region. This work will be conducted by scientists at Oregon State University's Oregon Climate Change Research Institute (OCCRI). Using best available science, OCCRI will provide local information about climate trends and projections for the Rogue Valley, for readily available climate metrics such as extreme heat or daily precipitation. Sources of such information will include observed climate records from the US Historical Climate Network, Version 2; downscaled data from the CMIP5 archive, developed by OCCRI and its partners using the Multivariate Adaptive Constructed Analogs data for RCP8.5 and RCP4.5 (III /nWI( ; n~ kllc)~%li d r_.~~c t). OCCRI will provide graphs and narratives covering local, historical, current, and projected climate data in sufficient detail for setting short-, mid-, and long-range targets and to support action planning to achieve these targets. OCCRI will also contribute as appropriate to the development of science-based climate adaptation strategies. The consultant team will then develop a list of potential implementation actions, referring to best practices from other communities in the Pacific Northwest and across the country that face similar challenges. In addition to considering particular opportunities in Ashland, the consultant team will identify assets, systems, resources, and neighborhoods that are projected to be particularly vulnerable to climate change impacts. The consultant team will facilitate a workshop with the City and ad-hoc committee members (among the workshops listed in Task 2) to conduct an initial screening of these options to select a shortlist of potential measures that can be analyzed in more detail. Typical criteria used for screening at this stage include affordability, technical feasibility, flexibility, effectiveness in addressing the climate impacts of concern, and mitigation co-benefits. The consultant team will review the proposed screening criteria with the City before conducting the analysis. Based on feedback, the consultant team will further investigate costs and feasibility of the shortlisted actions, and will present the findings to the City project team and the public for review and discussion in the fall (among the workshops and forums listed in Task 2). That work will include a workshop for City staff to select among possible actions, as well as an open house with stations to collect public feedback on proposed mitigation and adaptation actions. Input from City staff regarding desired climate metrics, such as average versus extreme temperature and precipitation projections Planning assistance of at least one City staff person for the public forum, open house, and City workshops Attendance of ad-hoc committee members and relevant City staff at workshops Assistance from City staff in compiling relevant documentation, reviewing identified actions, and addressing questions as needed regarding cost, feasibility, and alignment with City goals and priorities Summary of climate trend data analysis Brief PowerPoint presentation or Word document of selected adaptation actions and their evaluation against agreed-upon criteria, in tabular and graphical format, with short explanatory narratives providing additional detail The consultant team will prepare the following reporting and final deliverables: A draft and final Climate and Energy Action Plan, which summarizes climate trend data and vulnerabilities, current emissions, target reductions, and prioritized adaptation and mitigation actions. This Plan will also refer to the goals and targets of other community partners, in the main body or in an appendix, for a comprehensive view of relevant efforts underway in Ashland. A graphics-rich implementation plan to clarify the schedule and responsible parties. x A monitoring, evaluation, and reporting plan for use by City staff, which includes metrics, methods, and tools for tracking progress against the actions in the Climate and Energy Action Plan. A four-page, visually appealing flyer, to clearly communicate Ashland's goals and planned actions to the public. At the planning and kick-off meetings in Task 1, the consultant team will work with the client and ad-hoc committee members to envision what the final Climate and Energy Action Plan document will look like and consist of. We will discuss such questions as: who are key audiences and what are their critical needs, how long the report should be, how it should be formatted, and what deliverables to include in the main report versus incorporated as attachments. The consultant team will establish expectations at this point but review and discuss these and make adjustments as appropriate before preparing the draft and final report. The consultant will provide Word and/or Adobe-based document design and production services for the Climate and Energy Action Plan and four-page flyer. These services could include development of infographics and compelling data displays, as determined through the initial report drafting process. All written work products and deliverables will undergo a rigorous quality control processes that involve editorial board review and senior- level oversight. City will provide feedback on draft Plan within two weeks Climate and Energy Action Plan will be 40-50 pages long Draft and final Climate and Energy Action Plan and accompanying implementation plan Draft and final monitoring, evaluation, and reporting plan Four-page public-facing flyer The consultant team project manager will use the DeltekT"' project management system to monitor and assess current budget and cost status for each phase and task of the project. The project manager will communicate regularly with the City project manager to ensure that work progresses according to the agreed-upon timeline and quality standards. The project manager will be available for bi-monthly check-in calls to ensure clear and consistent communication on progress. City staff will be available for check-ins as needed Bi-monthly check-in calls Monthly invoices and activity reports ESTIMATED TIMELINE AND SCHEDULE FOR COMPLETION The schedules on the following two pages summarize the consultant team's estimated timeline for completing major tasks and deliverables on this project. They are consistent with the City's target completion date of January 2017. The schedules also lists team members that are responsible for each of the tasks. Dates could be adjusted based on discussions with the City project team during the initial planning meetings. The consultant team will aim to complete the plan within 11 months of the contract start date (January 2017 if contract start date is beginning of February 2016). The schedule and work plan accounts for anticipated levels of public involvement, availability of City staff, ad-hoc committee members, and the public over the spring, summer and fall, and the consultant team members' other commitments. Once the work plan is agreed and committed to at the conclusion of scoping, it will be the project manager's responsibility to manage to that schedule. City staff and members of the ad-hoc committee will have clearly established expectations for participation, including a schedule of meetings and decision-making. The consultant team's project manager will monitor and report on progress relative to the initial plan. Any schedule or other work plan adjustments will be made in close coordination and with the approval of the client. Task-level responsibilities for the consultant team, City staff, and ad-hoc committee members are summarized in the table below. Feb - - Organize and conduct - Attend planning calls and - Committee members to March kick-off meeting kick-off meeting attend kick-off meeting - Develop final work plan & - Provide input - Provide input schedule - Approve work plan & - Develop public engagement plan engagement plan April - - Implement public - Attend relevant events - Attend events Nov engagement plan - - Assist with - Provide leadership at events, social media, implementation per plan public processes per plan presentations, etc. - Facilitate stakeholder meetings April - - Develop draft targets, - Provide relevant - Agree on goals & targets Oct strategies and actions information (GHG - Provide input on possible - Develop/apply inventory) actions methodology for decision - Decide on goals & making targets - Facilitate decision making - Provide input - Participate in meetings April - - Conduct science - Provide relevant - Attend meetings Oct assessment information - Provide input on possible - Develop draft strategies - Provide input actions & actions, and conduct - Participate in meetings analysis of shortlisted actions - Facilitate decision making Oct- - Develop draft report, - Provide input - Provide input Jan monitoring - Provide comments on - Provide comments on methodologies, & report report reporting process - Approve final report & - Approve final report & plan plan Jan - - Manage team, schedule, - Provide oversight - Provide oversight of Jan budget, & tasks - Participate in regular content and serve as - Provide monthly project check in calls sounding board reporting & invoices - Assist with maintaining - Provide leadership to - Participate in check-in schedule attain goals and maintain calls - Approve invoices schedule - Provide troubleshooting - Provide troubleshooting & problem solving & problem solving - Coordinate with ad-hoc committee a' a' s; Q, ~I ti L al ~ C' v iv o ~ .o c v c a z = X, T O N - N ti G N V a o a G _ a a °a c c ° uw o m ~ o v E E O0 x n t y Y cl I y c p c V c V ;o p a. c o ° co an o v m O. d T.i G TS G K O V p m a, Y• Z v ilt 4 U p ~ OD t'' m QI L c c G c E 3 v u~ ~ ~ ~ ti O N V w c, w G p c r t c a o Y C a' 41 01 E EI E 2! Z G p OG ~ C G C R 'r a' L' Y bG r ~1 ti _ C p p C \ G C1 co E ~ ✓ H -y hG y f G✓ ~ ~ ~ ~ 'c ~ ~ -o li a E ~ ~ n O O ccL v m T E, EI T ~I a ~ ? avo Y `I ~ ~ y Tom' a; m w a ~o al w a' m ~ ~ ~ V 111 T l_ LLI m M G = O C n c Q c Q a' E E E c E w V n v ~ C a' a a' 6 i; do r `O n o E a o an c u c oar c n m ti cEi ~ ti n Y eo 4, > c a' 7 E ~ ,o o a' v n c~ a ~ r I c ~ c s ai r m o o 70, o o c, ti ilI c C t~ ~ 2 ~ ~ ~ ~2 ` ° o G d ti V _y ! v m m n _ T T v w' t ti m ~ _ n s c G I a T C a rc ;o v o c o m _ - al o Qom.. - O ~ ti E O O: m C !0 2 2 C c r al W b OO lf-_ a Q C 16 e-1 ,p co C OD Q L ~ r V C ~ L 2 r L O T rp r0 L ~ C ~ _ W w O O ti GO i~ ~p T C .a Q~ ~ N y O C tub 2 ^ O r E d Y ~ Y Y -Y Y ~ ,I= ti 2 2 BUDGET Budget Option A: The base budget for this project is $129,900 (summarized in the "Option A" table on the following page). The key variable in this budget is the extent and cost of the public engagement process, which will not be fully determined until after Task 1 planning is complete. The budget allotted for the public engagement process is $47,070, for a base level of effort to support two public forums, one open house, and a workshop to present the plan. This budget also supports the in-person kick-off meeting and an additional mid-project workshop with the City. The budget assumes in-kind involvement by the City helping with logistics and dissemination of information. Optional Amendment: Upon written approval of the City, the consultant team could provide additional public involvement services beyond the agreed-upon fee of $47,070 to more fully satisfy public and stakeholder interests and achieve City goals. Potential additions include hiring an Ashland-based intern to provide additional local outreach and coordination, providing additional consultants at public workshops, regular attendance at ad-hoc committee meetings, and expanded community engagement. The scope of work and budget associated with this additional engagement will be mutually agreed upon in writing by the City and consultant. ' p o o o p c o 0 0 o c p o o o o p o o o o p o o p o o p o o o _ n m O~ O ~ ~D M O Q ~ Q Q O O~ ~ O rv M M N m Q D O O D O I~ N a O Q n G O ID N O N ~ Q M Q Q ~ M M M Q O~ m ^ M Q N V Q ~O V U N N w v w a w 'A po co p c o00 o c poo 0 o poooo poo po c pooo _ olo; au,~~~~ ~ rNi^N' ~ w~ Nom ci rl LLI N pooo pc ocooo poooo poooo poo poo pooo _ (B f6 N O O N h O N V O h G G O m N N ^ I/1 Q h ti N co m C N 1~ ~rnrno ~o InN rv " Q GOQ Q OO+ ^ m NM M Nm Q Om c ^ Il1N N h Q ~ m m I n O Q N ~ Q M Q Q .I M M Q m ~ N Q ~ M A O N M .y Ok N - N h N 11F N _ _ Iry to O Q P ~D ~ m M VI i(i N ID m Q M H OI O~ N N O N N Q m M O Q O~ Yl M ~f ~D m M O Q a M N M Q {p ~O N N Q f~ N N N ^ N Q C M N H N (d flo^ Q 1 L a Q1 cu O O o m m o ~°O aQ o o > > • U U oom o aNN o oQN o o - C O Q Q Ln _ to N O O co QNN O NN o O O (j7 fO O F- C to O b v C u C 'A -E Ln o N ama mN~ 0 0 0 e o N N co C C (D C f6 O CL -O Q N .w .y M lei M M M O O N m c P h .O ro m Y Y -3 V Lo ra ro > rB > O nQQ Q p o 0 0 0, mm Q) Q) a (A _ _0 0 O O r L m f9 bA (6 aOQNN°O O ° anN K Q O Y Y C In M N a L L L L 3 0 3 0 _ c c O O • o o co°~NM ° Nam o o • L 4-'+ L O m O V1 Q N Q N~N.y M`tiN~N-~ O OI In .~N.. 7h`O b co m - N to co m LL Q, -0 _0 -0 _0 C C - - m ~v fQ 01 Q M N a 0 0 0 m n m m« m N ti« O N iG ~D N Q m p I I 1 N .r OI N N M YI N M (1 N -0 m -6 • a, Y CU Y X L, X Ln m m m m0 O NrvNM a N co., a Q co 73 ,.I N m N C Ln O .N O .N • cn > v, c QJ (O QJ fo n U C V o a > M > f0 m C LLI C c u o o N O in O c c `o av n a a m m a 3 v j Q Q 4 E 3 a, r. U ti m c u~ E u " O (B O m o f a E e v O - O r,4 rq O a w 3 y ~o m ~a a °n~ c O 2 -0 Y -0 Y Ym Jo b r~uE;; Nc~c E23 ova c,~° QJ V) Q) V1 H °i o ,EF C a5 N 3 c E 0 ti° 'In c 6 A c c c E Q1 m a ro > coT,° >~c~,o w„c--~ v oa L ~ ~v3c EE 3 • E o d n Y A c •v o C v c o}J c OIL o y -;a v M b C`°vLO~ pa°v°N a.°:°~°N S~E c~°u oI c~ v1 C v1 C n L° 3 o c o 9 _v to o 10 c° c vyy ~~^"a C~cc 2Eom ~y~m (6 QJ (o QJ OI u c a w = o n o S v v v`•i a~ c E W C 'o x C cYiia ~aa30 ~l~~f ¢ .A.,U~f a tO um0 ~..¢w C n o QJ Q1 V N M ? .-r N h Q vl iG .y N M Q •Q H N M Q ~ .v ~ ~ .y N ~ .y N M ~ ~ LL ~ w•-~-, ani NniN St•1MMM avcrov CIn a~c~ nl~nn U (0 U (0 c O O ri ri a ui Io ri v * QJ OP ID: SR 2016Y) `4►C~]R° CERTIFICATE OF LIABILITY INSURANCE DAT04/1E(MM/9/2016 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 NAME: Sprague Israel Giles PHONE FAX 1501 Fourth Avenue, Suite 730 -(A/C, No, EXq:-- - A]C° No): - - Seattle, WA 98101-3225 E-MAIL ADDRESS: Robert Karl PRODUCER - CUSTOMER ID C'ASCA-1 INSURER(S) AFFORDING COVERAGE NAIC # INSURED Cascadla Consulting Group, Inc INSURER A : American States Ins Co. i 19704 1109 1 st Ave., Ste. 400 INSURER B : Seattle, WA 98101 INSURER C : 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 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 ADDLISUBR, i POLICY EFF POLICY EXP LTR TYPE OF INSURANCE WVD POLICY NUMBER MMIDDIYYYY MMIDD/YWY LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED A rX COMMERCIAL GENERAL LIABILITY X 01CH761656-9 03/19/2016 03/19/2017 PREMISES (Ea occurrence) S 1,000,00 CLAIMS-MADE Lx X J OCCUR MED EXP (Any one person) $ 10,00 - - - - I PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,00 GEN'L. AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG $ 2,000,00 JECT RO- LOC $ POLICY F- P AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) A ANY AUTO 01 CH761656-9 03/19/2016 03/1912017 - - BODILY INJURY (Per person) $ ALL OWNED AUTOS if BODILY INJURY (Per accident) $ _X SCHEDULED AUTOS PROPERTY DAMAGE X HIRED AUTOS (PER ACCIDENT) S i - X NON-OWNEDAUTOS $ I 1 ~ I$ X UMBRELLA LIAB X OCCUR EACH OCCURRENCE - $ 2,000,00 I ~ I EXCESS LIAB CLAIMS-MADE AGGREGATE $ 2,000,00 A 01SU426941-50 03/1912016 03/19/2017 - - - - - - B - DEDUCTIBLE S RETENTION 5 ERS COMPENSATION 10,000 ! I' ' WCSTATU X_ ~OTH I WORK AND EMPLOYERS' LIABILITY YIN TORY LIMITS 01CH761656-9 03/19/2016 03/19/2017 E.L. EACH ACCIDENT S 1000,00 A ANY PROPRIETOR/PARTNER/EXECUTIVE - I - - in NH) EXCLUDED ❑ N / A (MandaH) IWA STOP GAP ~ E.L._ DISEASE - EA EMPLOYEES 1,000,00 (Mandatory ry N If yes, describe under below E L DISEASE - POLICY LIMIT $ 2,000,000 DESCRIPTION OF OPERATIONS DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) The City of Ashland, Oregon, and its elected officials, officers & employees are additional insured with respects General Liability, subject to a written contract being in force. Insurance is Primary and Non Contributory. 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 ©1988-2009 ACORD CORPORATION. All rights reserved. ACORD 25 (2009/09) The ACORD name and logo are registered marks of ACORD OP ID: SR 201016 ) u CERTIFICATE OF LIABILITY INSURANCE 0 D4/19/ /26 04/19 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). CONTACT PRODUCER NAME - Sprague Israel Giles PHONE FAX - 1501 Fourth Avenue, Suite 730 (A/C,No,Ext)--_ 1(A/_C Nom ADDRESS: CA License #0192858 - Seattle, WA 98101-3225 E-MAIL Robert Karl PRODUCER CUSTOMER ID CASCA-1 - - INSURER(S) AFFORDING COVERAGE NAIC # - INSURED Cascadia Consulting Group, Inc INSURERA Darwin Select Insurance o 24319 1109 1st Ave., Ste. 400 INSURER B ; NON ADMITTED CARRIER Seattle, WA 98101 INSURER C : - INSURER D : 1 - 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 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 I ADDL SUBIR POLICY EFF POLICY EXP LIMITS LTR TYPE OF INSURANCE WVD POLICY NUMBER MM/DD/YYYY MM/DD/YYYY GENERAL LIABILITY EACH OCCURRENCE S - - - DAMAGE TO RENTED S COMMERCIAL GENERAL LIABILITY PREMISES (Ea occurrence CLAIMS-MADE [ ] OCCUR MED EXP (Any one person) S - - PERSONAL & ADV INJURY S i I f - - GENERALAGGREGATE S vE - N'L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG S 7 PRO LOC $ POLICY AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT S (Ea accident) - ANY AUTO BODILY INJURY (Per person) S ALLOWNED AUTOS BODILY INJURY Per accident S SCHEDULEDAUTOS PROPERTY DAMAGE $ - HIREDAUTOS (PER ACCIDENT) l _ - NON-OWNED AUTOS $ EACH OCCURRENCE S UMBRELLA LIAB OCCUR - - - AB l AGGREGATE S 1 EXCESS LL - ~ CLAIMS-MADE: DEDUCTIBLE - --f - - - RETENTION S S WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS' LIABILITY Y/ N _ITORY LIMITS _ i ER - E L EACH ACCIDENT S-- ANY PROPRIETOR/PARTNER/EXECUTIVE N/A OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS below A Professional Liab 0304-2934 12/17/2015 12/17/2016 'EA.CLAIM 1,000,00 $25,000 Deductible ~RETRO DATE. 12117108 Aggregate 1,000,00 DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) ***EVIDENCE 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. City of Ashland 20 East Main Street Ashland, OR 97520 AUTHORIZED REPRESENTATIVE ©1988-2009 ACORD CORPORATION. All rights reserved. ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD REPRINTED FROM 7HE F0MA..S I..IBRARY r COMMERCIAL GENERAL LIABILITY CG 76 35 02 07 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. LIABILITY PLUS ENDORSEMENT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL. LIABILITY COVERAGE PART SCHEDULE Narne of Person or Organization: Any person or organization in which you are required by written contract, agreement or permit ADDITIONAL INSURED - BY WRITTEN lease or occupy, subject to the following CONTRACT, AGREEMENT OR PERMIT, OR additional provisions: SCHEDULE (a) This insurance does not apply to any "occurrence" which takes place The following paragraph is added to WHO 15 AN after you cease to be a tenant in ENSURED (section II): any premises leased to or rented to 4. Any person or organization shown in the Sched- you; ule or for whom you are required by written con- (b) This insurance does not apply to tract, agreement or permit to provide insurance any structural alterations, new con- is an insured, subject to the following additional struction or demolition operations provisions: performed by or on behalf of the a. The contract, agreement or permit must be person or organization added as an in effect during the policy period shown in insured; the Declarations, and must have been exe- (2) Your ongoing operations for that in- cuted prior to the "bodily injury", "property sured, whether the work is performed damage", or "personal and advertising by you or for you; injury". (3) The maintenance, operation or use by b. The person or organization added as an in- you of equipment leased to you by such sured by this endorsement is an insured only person or organization, subject to the to the extent you are held liable due to: following additional provisions: (1) The ownership, maintenance or use of (a) This insurance does not apply to that part of premises you own, rent, any "occurrence" which takes place after the equipment lease expires; Includes Copyrighted Material of insurance Services Office, Inc„ with its permission. Copyright. Insurance Services, 2001 Safeco and the 5ateco lop ara recistered Iraaemarks o` Safeco Cerporafion CG 76 35 02 07 Page 1 01 4 EP REPRINTED FaoOM THE FORMS LIBRARY (b) This insurance does not apply to This exclusion applies even if the claims "bodily injury" or "property dam- against any insured allege negligence or age" arising out of the sole negli- other wrongdoing in the supervision, hiring, gence of such person or employment, training or monitoring of others organization; by that insured, if the "occurrence" which caused the "bodily injury" or "property (4) Permits issued by any state or political damage" involved the ownership, mainte- subdivision with respect to operations nance, use or entrustment to others of any performed by you or on your behalf, aircraft, "auto" or watercraft that is owned subject to the following additional pro- or operated by or rented or loaned to any in- vision; sured. This insurance does not apply to "bodily This exclusion does not apply to: injury", "property damage", or {1} A watercraft while ashore on premises "personal and advertising injury" arising out of operations performed for the state you own or rent; or municipality. (2) A watercraft you do not own that is: c. The insurance with respect to any architect, (a) Less than 52 feet long; and engineer, or surveyor added as an insured (b) Not being used to carry persons or by this endorsement does not apply to property for a charge; "bodily injury", "property damage", or "per- sonal and advertising injury" arising out of (3) Parking an "auto" on, or on the ways the rendering of or the failure to render any next to, premises you own or rent, pro- professional services by or for you, includ- vided the "auto" is not owned by or ing: rented or loaned to you or the insured; (1) The preparing, approving, or failing to (4) Liability assumed under any "insured prepare or approve maps, drawings, contract" for the ownership, mainte- opinions, reports, surveys. change or- nance or use of aircraft or watercraft; or ders, designs or specifications; and (5) "Bodily injury" or `property damage" arising out of: (2) Supervisory, inspection or engineering services. (a) the operation of machinery or equipment that is attached to, or d. This insurance does not apply to "bodily part of, a land vehicle that would injury" or "property damage" included within qualify under the definition of the "products-completed operations haz- "mobile equipment" if it were not and". subject to a compulsory or financial responsibility law or other motor ve- A person's or organization's status as an insured un- hicle insurance law in the state der this endorsement ends when your operations for where it is licensed or principally that insured are completed. garaged; or No coverage will be provided if, in the absence of this (b) the operation of any of the machin- endorsement, no liability would be imposed by law on ery or equipment listed in Paragraph f.(2) or f.(3) of the definition of you. Coverage shall be limited to the extent of your "mobile equipment". negligence or fault according to the applicable princi- ples of comparative fault. (6) An aircraft you do not own provided it is not operated by any insured. NON-OWNED WATERCRAFT AND NON-OWNED AIRCRAFT LIABILITY TENANTS' PROPERTY DAMAGE LIABILITY Exclusion g. of COVERAGE A (Section 1) is replaced VJhen a Damage To Premises Rented To You Limit is by the following: shown in the Declarations, Exclusion j. of Coverage A, Section I is replaced by the following: g. "Bodily injury" or "property damage" arising out of the ownership, maintenance, use or j. Damage To Property entrustment to others of any aircraft, "auto" "Property damage" to: or watercraft owned or operated by or rented or loaned to any insured. Use includes oper- (1) Property you own, rent, or occupy, including ation and "loading or unloading". any costs or expenses incurred by you, or Page 2 of 4 • REPRINTED FROM THE FORAMS LIBRARY any other person, organization or entity, for WHO IS AN INSURED - MANAGERS repair, replacement, enhancement, restora- tion or maintenance of such property for any The following is added to Paragraph 2.a. of WHO IS reason, including prevention of injury to a AN INSURED (Section II): person or damage to another's property; (2) Premises you sell, give away or abandon, if Paragraph (1) does not apply to executive officers; or the "property damage" arises out of any part to managers at the supervisory level or above. of those premises; SUPPLEMENTARY PAYMENTS - COVERAGES A (3) Property loaned to you; AND B - BAIL BONDS - TIME OFF FROM (4) Personal property in the care, custody or WORK control of the insured; Paragraph 1.b. of SUPPLEMENTARY PAYMENTS - (5) That particular part of real property on which COVERAGES A AND B is replaced by the following: you or any contractors or subcontractors working directly or indirectly on your behalf b. Up to $3,000 for cost of bail bonds required are performing operations, if the "property because of accidents or traffic law violations damage" arises out of those operations, or arising out of the use of any vehicle to which the Bodily Injury Liability Coverage applies. (6) That particular part of any property that must We do not have to furnish these bonds. be restored, repaired or replaced because "your work" was incorrectly performed on it. Paragraph 1.d. of SUPPLEMENTARY PAYMENTS - Paragraphs (1), (3) and (4) of this exclusion do COVERAGES A AND B is replaced by the following: not apply to "property damage" (other than d. All reasonable expenses incurred by the in- damage by fire) to premises, including the con- sured at our request to assist us in the in- tents of such premises, rented to you. A separate vestigation or defense of the claim or "suit", limit of insurance applies to Damage To Prem- including actual loss of earnings up to $500 ises Rented To You as described in Section III a day because of time off from work. - Limits Of Insurance. Paragraph (2) of this exclusion does not apply if EMPLOYEES AS INSUREDS - HEALTH CARE the premises are "your work" and were never SERVICES occupied, rented or held for rental by you. Provision 2.a.(1)(d) of WHO IS AN INSURED (Section Paragraphs (3), (4), (5) and (6) of this exclusion II) is deleted, unless excluded by separate endorse- do not apply to liability assumed under a side- ment. track agreement. Paragraph (6) of this exclusion does not apply to EXTENDED COVERAGE FOR NEWLY ACQUIRED "property damage" included in the "products- ORGANIZATIONS completed operations hazard". Provision 3.a. of WHO IS AN INSURED (Section ll) is Paragraph 6. of LIMITS OF INSURANCE (Section III) replaced by the following: is replaced by the following: a. Coverage under this provision is afforded 6. Subject to 5. above, the Damage To Premises only until the end of the policy period. Rented To You Limit is the most we will pay un- EXTENDED "PROPERTY DAMAGE" der Coverage A for damages because of "property damage" to any one premises, while Exclusion a. of COVERAGE A (Section 1) is replaced rented to you, or in the case of damage by fire, by the following: while rented to you or temporarily occupied by you with permission of the owner, a. "Bodily injury" or "property damage" expected or intended from the standpoint of the insured. The Damage To Premises Rented To You limit is the This exclusion does not apply to "bodily injury" higher of the Each Occurrence Limit shown in the or "property damage" resulting from the use of Declarations or the amount shown in the Declarations reasonable force to protect persons or property. as Damage To Premises Rented To You Limit. CG 76 35 02 07 Page 3 of 4 EP REPRINTED FROM THE FORMS LIBRARY EXTENDED DEFINITION OF BODILY INJURY interrupted only by a street, roadway, waterway, or right-of-way of a railroad. Paragraph 3. of DEFINITIONS (Section V) is replaced by the following: INCREASED MEDICAL EXPENSE LIMIT 3. "Bodily injury" means bodily injury, sickness or The Medical Expense Limit is amended to $10,000. disease sustained by a person, including mental anguish or death resulting from any of these at KNOWLEDGE OF OCCURRENCE any time. The following is added to Paragraph 2. Duties In The TRANSFER OF RIGHTS OF RECOVERY Event Of Occurrence, Offense, Claim Or Suit of The following is added to Paragraph 8- Transfer Of COMMERCIAL GENERAL LIABILITY CONDITIONS Rights Of Recovery Against Others To Us of COM- MERCIAL GENERAL LIABILITY CONDITIONS (Sec- Knowledge of an "occurrence", claim or "suit" by tion IV): your agent, servant or employee shall not in itself constitute knowledge of the named insured unless an We waive any rights of recovery we may have against officer of the named insured has received such notice any person or organization because of payments we from the agent, servant or employee. make for injury or damage arising out of your ongoing operations or "your work" done under a contract with UNINTENTIONAL FAILURE TO DISCLOSE ALL that person or organization and included in the HAZARDS "products-completed operations hazard". This waiver applies only to a person or organization for whom you The following is added to Paragraph 6. Representa- are required by written contract, agreement or permit tions of COMMERCIAL GENERAL LIABILITY CONDI- to waive these rights of recovery, TIONS (Section IV): AGGREGATE LIMITS OF INSURANCE - PER If you unintentionally fail to disclose any hazards ex- LOCATION isting at the inception date of your policy, we will not deny coverage under this Coverage Form because of For all sums which the insured becomes legally obli- such failure. However, this provision does not affect gated to pay as damages caused by "occurrences" our right to collect additional premium or exercise our under COVERAGE A (Section 1), and for all medical right of cancellation or non-renewal. expenses caused by accidents under COVERAGE C (Section 1), which can be attributed only to operations LIBERALIZATION CLAUSE at a single "location": The following paragraph is added to COMMERCIAL Paragraphs 2.a. and 2.b. of Limits of Insurance (Sec- GENERAL LIABILITY CONDITIONS (Section IV): tion III) apply separately to each of your "locations" owned by or rented to you. 10. If a revision to this Coverage Part, which would provide more coverage with no additional pre- "Location" means premises involving the same or mium, becomes effective during the policy period connecting lots, or premises whose connection is in the state shown in the Declarations, your pol- icy will automatically provide this additional cov- erage on the effective date of the revision. Page 4 of 4 Insurance CG 76 80 10 02 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED PRIMARY COVERAGE This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PANT SCHEDULE Name of Person or Organization: Any person or organization for whom you are required by written contract, agreement or permit to provide Non Contributory coverage, for your work on all jobs at all locations for the namcd person or organization. (if no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) SECTION 11 WHO IS AN INSURED is amended you. Coverage shall be limited to the extent of your to include as an additional insured the person or negligence or fault according to the applicable princi- organization shown in the Schedule subject to the ples of comparative fault. following provisions: 1 The insurance provided will not exceed the lesser of: , The additional insured is an insured but only for liability directly resulting from: a. The coverage and/or limits of this policy, or a. your ongoing operations for the additional in- b. The coverage and/or limits required by the sured whether the work is performed by you contract, agreement or permit. or for you„ or tVith respect to the insurance afforded the additional b. the general supervision of your ongoing op- insured, paragraph 4. of SECTION IV - COIlflMER- erations by the additional insured. CIAL GENERAL LIABILITY CONDITIONS is de- 2. This insurance does not apply to: leted and replaced by the following: a. "Bodily injury" or property damage" arising 4. Other Insurance out of any act or omission of, or for defects a. This insurance is primary and noncontrib- in design furnished by or for, the additional utory, and our obligations are not affected by insured or any other insurance inhere the additional in- b. "Bodily injury„ or `property damage" in- sured is the Named Insured, whether pri- cluded within the "products-completed oper- mary, excess, contingent, or on any other ations hazard." basis; however, the defense of any claim or suit" must be tendered as soon as practi- A person's or organization's status as an additional cable to all other insurers which potentially insured under this endorsement ends when your op- provide insurance for such claim or "suit". erations for that insured are completed. b. This additional provision applies only to the additional insured shown in the Schedule No coverage will be provided if, in the absence of this and the coverage provided by this endorse- endorsement, no liability would be imposed by lady on ment. Sdt-m ^d to v* ; taxis S#_=~ Commix CC, 76 fir, 10 02 EIS CITY OF ASHLAND Memo DATE: April 20, 2016 TO: Lee Tuneberg, Administrative Services Director CC: Kari Olson, Purchasing Representative FROM: Adam Hanks, Administration RE: Cascadia Consulting Services Contract The preliminary project funding for the development of a Climate and Energy Action plan was estimated and approved prior to the Council determining whether the project would be managed in house with the addition of a limited duration contract staff person or be done through a professional services contract with a consultant team. The estimate was based on the equivalent of a 0.50 FTE using the salary schedule of an associate planner wage & benefit; $60,000 for each year of the biennium for a total of $120,000. In support of the overall Climate and Energy Action Plan project, a greenhouse gas inventory for the community and City operations was also anticipated to be completed utilizing the $120,000 budget. This component of the project was solicited with an RFP process in August of 2015, with the consultant selection and contract approved by Council on September 15, 2015 with a maximum amount of $46,319. Cascadia Consulting has offered two options from their original bid. The full bid price of $129,000 includes the full scope of their proposed public engagement services. The second option is a reduced bid of $120,000, which removes one site visit by the consultant team and also reduces the number of consultant team members for the remaining site visits. Utilizing the $120,000 appropriation for the GHG inventory leaves a balance of $73,681 available for the climate and energy action plan consultant, resulting in a deficit of $55,319 (or $46,319 using the second Cascadia bid option). Staff proposes to cover this deficit by using funds currently budgeted in the Conservation program for technical assistance, energy efficiency incentives and energy efficiency loans. Recent changes to implementation practices for ductless heat pump incentives and loans make it virtually certain that these funds will be underspent in the remainder of the current budget cycle. In addition, given that City operations benefit directly from the greenhouse gas inventory, the Facilities Division has agreed to offset by $10,000 the cost of the inventory. Re-allocating the expenses associated with the GHG Inventory of $46,319 to Conservation Programs - City (690.01.06.00.610100) in the general ledger will provide the necessary funding levels in the Central Services - Administration Professional Services line item (710.01.02.00.604100) for the Cascadia contract. I can coordinate with the Accounting Division staff to make this re-allocation. City of Ashland ADMINISTRATION DEPT Tel: 541-552-2046 20 East Main St Fax: 541-488-5311 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us adam a ashland.or.us Kariann•Olson From: Kariann Olson Sent: Tuesday, April 12, 2016 10:06 AM To: Adam Hanks Cc: Kariann Olson; Lee Tuneberg Subject: Cascadia Consulting - Climate and Energy Action Plan Hello Adam, Just checking on status of the following because I have the PO ready to be signed by Lee. 1. Contract requires Legal stamp of approval 2. Need insurance certificates 3. Need memo Lee requested regarding funding this project - "Requires adjustment to stay under budget" Please let us know the ETA. Thank you. Kariann Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, Oregon 97520 Tel 541-488-5354 Fax 541-488-5320 TTY 800-735-2900 kari.olson@ashland.or.us Visit the City's web site at: www.ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me at (541) 488-5354. Thank you. i Kariann Olson From: Adam Hanks Sent: Wednesday, April 20, 2016 12:47 PM O To: Kariann Olson Cc: Lee Tuneberg Subject: RE: Cascadia Consulting - Climate and Energy Action Plan Attachments: Contract_Funding_memo.doc Kari, The GL -reallocation explanation memo is attached (hardcopy will be with the signed contract as well). The certificates have been obtained and attached to the original signed contract. The original signed contract is in Legal for them to stamp/approve. I will forward on the signed contract when I get it back from Legal. I worked with Legal at the beginning of this to ensure that I had the right contract template for the dollar amount being contracted and this is a very standard personal services contract so I anticipate it being stamped tomorrow. Please let me know if the memo needs discussion/clarification/modification. Thanks, Adam Adam Hanks Management Analyst City of Ashland - Administration & Conservation 20 East Main StIAshland,OR 97520 541-552-20461541-488-6006 (fax) adam@ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me at (541)552-2046. Thank you From: Kariann Olson Sent: Tuesday, April 12, 2016 10:06 AM To: Adam Hanks Cc: Kariann Olson; Lee Tuneberg Subject: Cascadia Consulting - Climate and Energy Action Plan Hello Adam, Just checking on status of the following because I have the PO ready to be signed by Lee. 1. Contract requires Legal stamp of approval 2. Need insurance certificates 3. Need memo Lee requested regarding funding this project - "Requires adjustment to stay under budget" Please let us know the ETA. Thank you. Kariann Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, Oregon 97520 1 Tel 541-488-5354 Fax 541-488-5320 TTY 800-735-2900 kari.)lson(@ashland.or.us Visit the City's web site at: www.ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me at (541) 488-5354. Thank you. 2 Contract for PERSONAL SERVICES CITY OF CONSULTANT: Cascade Consulting Group Inc ASHLAND CONTACT: Andrea Martin, Senior Associate 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1109 First " Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 206-449. DATE AGREEMENT PREPARED: Februa 2, 2016 FAX: 206-343-9819 BEGINNING DATE: Februa 22, 2016 COMPLETION DATE: Fe COMPENSATION: Not to exceed $129,900 - consistent with budget summs SERVICES TO BE PROVIDED: Climate and Energy Action plan development and associated public engagement consistent with scope of work referenced in attached Exhibit C 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 prima 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 ah„„o - - pct and are incorporated herein tc' y~ by this reference. e- 4-~ 2. All Costs by Consultant: Consult; LC-4i )ersonal services described p red for the proper performance above and, unless otherwise s ecifi of such service. ~r z ~J U t1 3. Qualified Work: Consultant has re, 'presents, that all personnel assigned to the work required under ce to which they will be assigned in a skilled and worker-like or bonded by the State of Oregon, are so registered, licensed 4. Completion Date: Consultant shall C, the beginning date indicated above and.complete the service by tl~ 5. Compensation: City shall pay Consi penses, the sum specified above. Payments shall be made with ntract be prematurely terminated, payments will be made fc ion. 6. Ownership of Documents: All docui tract shall be the property of City. C.- v _ c. 7. Statutory Requirements: ORS 279C 4 < c-~ e part of this contract. 8. Living Wage Requirements: If the s I ~sk ,L <t-l- ;ultant is required to comply with chapter 3.12 of the Ashland Muni tis chapter, to all employees performing work under this contract ar~~ of the service work under this contract. Consultant is also requiri__ p-, L L, iiuuce 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 b the negligence of City. Contract for Personal Services, Revised 06/02/2015, Page 1 of 5 Kariann Olson From: Kariann Olson Sent: Thursday, March 31, 2016 11:52 AM To: Lee Tuneberg Cc: Kariann Olson Subject: Adam's contract for Climate and Energy Action Plan Attachments: 201603311147.pdf Lee, I have attached a copy of the post it note I gave to Adam on 3/18. Thank you. Kariann Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, Oregon 97520 Tel 541-488-5354 Fax 541-488-5320 TTY 800-735-2900 kari.olson@ashland.or.us Visit the City's web site at: www.ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me at (541) 488-5354. Thank you. 1 Re: Cascadia Consulting Contract - Kariann Olson Page 1 of 2 Re: Cascadia Consulting Contract Kariann Olson Thu 3/10/2016 10:56 AM ):Adam Hanks <adam.hanks@ashland.or.us>; c :Kariann Olson <kari.olson@ashland.or.us>; FYI...Legal will also need to approve, stamp and sign the original copy of the contract. Thank you. Kariann Olson Purchasing Representative City of Ashland 90 N. Mountain Avenue Ashland, OR 97520 Tel: 541.488.5354 Fax: 541.488.5320 TTY: 800.735.2900 kari.olson@ashland.or.us Visit the City's web site at: www.ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me at (541) 488-5354. Thank you. From: Adam Hanks Sent: Wednesday, March 9, 2016 1:00 PM To: Kariann Olson Subject: Re: Cascadia Consulting Contract That is coming in the mail. I can get it to you as soon as it arrives Thanks Adam Sent from Outlook Mobile https://outlook.office365.com/owa/?viewmodel=ReadMessageltem&ltemlD=AAMkADI I MjJlYjU2LTg5... 3/10/2016 Re: Cascadia Consulting Contract - Kariann Olson Page 2 of 2 On Wed, Mar 9, 2016 at 12:57 PM -0800, "Kariann Olson" <kari.olson@ashland.or.us> wrote: Hello Adam, Do you have an original signed copy of the contract and insurance certificates? The copy of the contract I have is a color copy. I normally forward the PO and original signed contract to the Recorder's office. Thank you. Kariann Olson Purchasing Representative City of Ashland 90 N. Mountain Avenue Ashland, OR 97520 Tel: 541.488.5354 Fax: 541.488.5320 TTY: 800.735.2900 kari.olson@ashland.or.us Visit the City's web site at: www.ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me at (541) 488-5354. Thank you. https://outlook.office365.com/owa/?viewmodel=ReadMessageltem&ItemID=AAMkADI l MjJ1YjU2LTg5... 3/10/2016 Contract for PERSONAL SERVICES C I T Y OF CONSULTANT: Cascade Consulting Group Inc -ASH LAN D CONTACT: Andrea Martin, Senior Associate 20 East Main Street Ashland, Oregon 37520 ADDRESS: 1100 First Av #/400, Seattle WA x!8101 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 206-443-1112 K DATE AGREEMENT PREPARE[}. Fetinkmy2,2016 FAX: 206-343-9819 BEGINNING DATE: February 22, 2016 COMPLETION DATE: February 28, 2017 COMPENSATION: Not to exceed $129,300 - consistent with budget summary referenced in attached Exhibit C SERVICES TO BE PROVIDED: Climate and Energy Action plan development and associated public engagement consistent with scope of wore referenced in attached Exhibit C ADDITIONAL TERMS: Ica ti* eat o€conflict. or aepa es arnong the care t d=Krmwft, the C,y of AshW~d Cxxwact for Persoraai services wdt be pnmary and take precedence- and am exd4ibits or or agreemseits havwq redxximt ar c;aratraryr provisaam w0 be subardvate to and inhop-eLml n a manner got wil rml coryffic w The said prknasy C4 of AshL" Cam.. FINDINGS: Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Mead 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 departrnent"s plan for utilization of such personal services; (4) the undersigned consultant has specialized experience. education, training and capability sufficient to performm 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 wit 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-- I . Findings / Recitations. The Wings 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 afi 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 f assigned in a skilled and worker-r"rlce 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 specific 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 shalt be the property of City. 7_ Statutory Requirements: ORS 279C.505, 27gC_515, 279C_520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is S20,14220 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 5 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 (inckx:Lng 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 lasses. expenses, claims, subrogat , actions, costs, judgments, or ether damages, directly, solely. and p!2ximatefy caused b the negligence of City. Contract W Personal Serve. Rev 0602315, Page I of 5 10. Termination: a_ L%Aual Consent- This contract may be terminated at any time by mutual consent of both parties. b. Chips Convenience- This contract may be terminated at any time by City upon 343 stays' notice in writing and delivered by certified mail or in person- a. 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 arty 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 geld 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 wig-in 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 caged for by this contrast 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 taw or under this contract e. QMation/Liability of Parties- Termination or modification of this contract pursuit to subsections a, b, or c above shag 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, works4n-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 Subcontract Consultant shalt 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 shalt 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; mattes a general assignment for the benefit of creditors; or ceases dung 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 Convensation 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 loss than, $2,000,000 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 riot less $2,000,000 for each occurrence for Bodily Injury and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1.000,000, for each accident for Bodily Fury and Property Damage, including coverage for owned, htreed or non-owned vehicles, as applicable. e- Notice of cancellation or chan There shall be no cancellation, material change, reduction of limits or Contract for Persona; Services. Revised 061€)2W15, Page 2 of 5 intent not to renews 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 shalt famish 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, self4nsured retentions and/or self- insurance- 15- Governing Laver; Jurisdiction; Venue. This contract shall be governed and construed in accordance with the lawns of the State of Oregon without resort to any jurisdiction's conflict of levies, rules or doctrines. Any claims 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 form, 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 F 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. IT 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 E 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. nsultant- City;-of Ashland By Signature Department Head Print Name Print Name FIrf Title Date W-9 One copy of a -9 is to be submitted with the signed contract- Purchase Order No. Contract for Per wol Senoiees. Revised t 5. Page 3 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-3 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) I 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. Contractor (Date) Contract for Pers f Berm, Reprised W02 r2015, Pam 4 of 5 EXHIBIT B City of Ashland LIVING E. WAGE er hour effective June 30, 2015 €I - - portion of business of their 401 K and IRS eligible employer, if the employer has cafeteria plants (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by employee- assistance for the project or the employee_ For all hours worked under a business from the City of t between they Ashland in excess of Note: 'Employee' does not service cand t City of $20,142.20. include temporary or part-time Ashad ahlarud if the contract employees hired for ~s than exceeds ~2tt,142.2fl or more. If their employer is the City of 1040 hours in any tweltee- shlantd including the Parks month period. For more For all if the hours worked in a and Recreation Department. details on appli~iRly of this month employee spends policy, please see Ash" emp or more of the In calculating the living wage, Municipal Code Section em working o s timproject or e in that month a employers may add the value 3.12.020. of health care, retirement, Call the Ashland City Administrator°s office at 541488--6002 or write to the City Administrator, City H I¢ 24 East Main Streets Ashland, OR 57520 or visit the city's website at www.ashland.or.us. Mice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. C I T Y OF -ASHLAND Contra€ fbr Pesoma Semces, Rensed 212015, Page 5 of 5 The consultant team of Cascadia Consulting Group and its partners Oregon Climate Change Research Institute (QCCRI) at Oregon State University, Jeff Golden of Golden Communications, Jill Simmons, and David lfan`t Hof will undertake the following activities to create an actionable Climate and Energy Action Plan for the City of Ashland. This scope of work consists of the following tastes, detailed below: L Scoping and Public Engagement Plan 2. Public Engagement 3. Mitigation Analysis and Prioritization 4. Adaptation Analy-s%s and Prioritization 5. Report and Monitoring and Evaluation (M&E) Plan 6. Project Management This task consists of two subtasks: I) Project Scoping and Kick-off and 2) Public Engagement Plan Development_ The consultant team will begin by engaging in one to two planning/scoping calls with City of Ashland staff to solidify a common understanding of the following: Project and City goals and expectations, including any overarching climate mitigation goals Final report formats and contents, including desired sectors to be covered Key stakeholders and their interests Overall breadth and depth of the planning effort, including public engagement components Following the discussion, we will prepare a revised project work plan and taste-level timeline. The consultant team will present the revised work plan to the ad-hoc committee members at a kick-off meeting. The meeting will allow committee members to review and provide feedback on the project work plan, arrive at a common understanding of expectations, and share lessons learned from previous engagement efforts in order to inform the Public Engagement Plan. Based on these inputs and a review of relevant existing information and initiatives, the consultant team will complete a draft Public Engagement Plan that builds from existing knowledge to map out a plan for optimal engagement- The plan will establish outreach and communications goals and define strategies, key messages, types of stakeholders to be engaged, and anticipated outreach activities tailored for the City of Ashland- The plan will define the consultant team's level of effort as well as contributions from city of Ashland staff and the ad-hex committee under two scenarios: l) within budgeted resources and 2) with an expanded consultant level of effort thereby reducing the need for City in-kind support. As part of this process, the consultant team will work closely with City staff to design a series of workshops, including proposed invitees, agendas, exercises, and preparatory materials. The team gill also seek to align the approach with existing City frameworks and planning processes- Based on input from the City project team, the consultant team will refine and finalize the Public Engagement Plan before the end of March- In-person, 2 to 4-hour ad-hoc committee kickoff meeting attended by Marc and Andrea; other planning meetings will be done by phone or videoconference_ Kick-off meeting with relevant City staff and committee members (agenda and summary notes) f Final project work plan and timeline Draft and final Public Engagement Plan As informed by the Public Engagement Plan, the consultant team will employ public engagement methods to ensure widespread, diverse stakeholder participation within the allocated budget. Options could include open houses, workshops, surveys, social media, and community ambassadors- For example, within the allocated budget, the consultant team could plan and lead the following public engagement activities: Two public forums to introduce the project, clarify our approach and opportunities for public input, and discuss findings from the mitigation and adaptation analyses Four workshops with City staff and ad-hoc committee members to review analysis findings; brainstorm and screen mitigation/adaptation strategies; review shortlisted strategies and set priorities; and present and solicit feedback on the draft final plan One open house with stations to solicit public feedback on identified actions and strategies Attendance at relevant ad-hoc committee meetings, to ensure that we remain informed of local developments and to answer questions abort plan progress as needed Jeff Golden will serve as the consultant team's on-the-ground, local resource for public engagement and communications in Ashland, under the guidance of Gretchen Muller, Cascadia's public involvement specialist. Jeff Golden will help share information and will serve as a consistent presence to ensure that we understand local dynamics as they evolve_ If desired by the City, the consultant team could plan and engage in additional public engagement activities for an additional fee. See the Budget section for more information. Joint determination of specific public engagement methods and schedules to be specked in the Public Engagement Plan Planning assistance and attendance of at least one City staff person at every public engagement event Planning, preparation, and implementation of public engagement events, as defined by the Public Engagement Plan Collection„ compilation, and summary of all feedback/input received from community participants The consultant team will review the City's GHG inventory, anticipated to be completed in February, and position it to serve as the baseline for the mitigation component of this climate action planning effort. The consultant team will then work with the City and stakeholders during the initial planning and kickoff meetings to clarify the overarching mitigation goal, which will inform GHG reduction targets, as well as to identify Ashland~s unique challenges and opportunities- The consultant team will develop a list of targets and potential implementation actions, drawing on best practices from other relevant communities. This list will focus on the sectors identified as of particular interest in the initial planning and kick-off meetings (in Task T), as well as on the particular opportunities identified in Ashland- The consultant team will facilitate a workshop with the City and ad-hoc committee members (among the workshops listed in Task 2 to conduct an initial screening of these options to identify a shortlist of potential measures that can be analyzed in more detail and could contribute to meeting specified targets. Using a customized methodology to evaluate costs and benefits-not just financial, but also social and environmental-the consultant team will estimate the cost as well as the feasibility of shortlisted actions, as well as review other applicable City plans and polices to identify areas of alignment or potential conflict. The results of this analysis will be presented to the City project team and the public for review and discussion in the fall (among the workshops listed in Task 2). That discussion will inform the teams consolidation of final actions and targets for inclusion in the Climate and Energy Action Plan. Planning assistance of at least one City staff person for the public forum, open house, and City workshops Attendance of ad-hoc committee members and relevant City staff at workshops Assistance from City staff in compiling relevant documentation, reviewing identified actions, and addressing questions as needed regarding cast, feasibility, and alignment with City goals and priorities Summary of baseline conditions and projections, presented in graphical, narrative, and tabular format PowerPoint presentation or Ford document summarizing most important challenges and opportunities to achieve Ashland"s goals and targets grief PowerPoint presentation or Word document of selected implementation actions and their evaluation against agreed-upon criteria, in tabular and graphical format, with short explanatory narratives providing additional detail The adaptation planning process will be conducted in parallel with the mitigation planning process, taking advantage of opportunities to identify measures that have both resilience-building and emissions-reduction benefits. This process will begin with an analysis of climate trend data specific to Ashland and the surrounding region. This words wilt be conducted by scientists at Oregon State University`s Oregon Climate Change Research Institute (OCCRI). Using best available science, OCCRI will provide local information about climate trends and projections for the Rogue Valley, for readily available climate metrics such as extreme beat or daily precipitation- Sources of such information will include observed climate records from the US Historical Climate Network, version 2; downscaled data from the CMIPS archive, developed by OCCRI and its partners using the Multivariate Adaptive Constructed Analogs data for RCP&5 and RCP4.5 OCCRI will provide graphs and narratives covering local, historical, current, and projected climate data in sufficient detail for setting short-, mid-, and tang-range targets and to support action planning to achieve these targets. OCCRI will also contribute as appropriate to the development of science-based climate adaptation strategies- The consultant tearer will then develop a list of potential implementation actions, referring to best practices from other communities in the Pacific Northwest and across the country that face similar challenges. Per addition to considering particular opportunities in Ashland, the consultant team will identify assets, systems, resources, and neighborhoods that are projected to be particularly vulnerable to climate change impacts- The consultant team will facilitate a workshop with the City and ad-hoc committee members (among the workshops listed in Task 2) to conduct an initial screening of these options to select a shortlist of potential measures that can be analyzed in more detail. Typical criteria used for screening at this stage include affordability, technical feasibility, flexibility, effectiveness in addressing the climate impacts of concern, and mitigation co-benefits. The consultant team will review the proposed screening criteria with the City before conducting the analysis. Based on feedback, the consultant team will further investigate costs and feasibility of the shortlisted actions, and will present the findings to the City project team and the public for review and discussion in the fall (among the workshops and forums listed in Task 2)_ That work will include a workshop for City staff to select among possible actions, as well as an open house with stations to collect public feedback on proposed mitigation and adaptation actions. Input from City staff regarding desired climate metrics, such as average versus extreme temperature and precipitation projections Planning assistance of at least one City staff person for the public forum, open house, and City workshops Attendance of ad-hoc committee members and relevant City staff at workshops Assistance from City staff in compiling relevant documentation, reviewing identified actions, and addressing questions as needed regarding cost, feasibility, and alignment with City goals and priorities Summary of climate trend data analysis Brief PowerPoint presentation or Word document of selected adaptation actions and their evaluation against agreed-upon criteria, in tabular and graphical format, with short explanatory narratives providing additional detail The consultant team will prepare the following reporting and final deliverables- A draft and final Climate and Energy Action Plan, which summarizes climate trend data and vulnerabilities, current emissions, target reductions, and prioritized adaptation and mitigation actions. This Plan will also refer to the goals and targets of other community partners, in the main body or in an appendix, for a comprehensive view of relevant efforts underway in Ashland. A graphics-rich implementation plan to clarify the schedule and responsible parties. A monitoring, evaluation, and reporting plan for use by City staff, which includes metrics, methods, and tools for tracking progress against the actions in the Climate and Energy Action Plan. A four-page, visually appealing flyer, to clearly communicate Ashland's goals and planned actions to the public. At the planning and kick-off meetings in Task 1, the consultant team will work with the client and ad-hoc committee members to envision what the final Climate and Energy Action Plan document will look like and consist of. We will discuss such questions as: who are key audiences and what are their critical needs, how long the report should be, how it should be formatted, and what deliverables to include in the main report versus incorporated as attachments. The consultant team will establish expectations at this point but review and discuss these and make adjustments as appropriate before preparing the draft and final report. The consultant will provide Word and/or Adobe-based document design and production services for the Climate and Energy Action Plan and four-page flyer- These services could include development of in€ographics and compelling data displays, as determined through the initial report drafting process. All written work products and deliverables will undergo a rigorous quality control processes that involve editorial board review and senior- level oversight. City will provide feedback on draft Plan within two weeks Climate and Energy Action Plan will be 4f}-50 pages long Draft and final Climate and Energy Action Plan and accompanying implementation plan Draft and final monitoring, evaluation, and reporting plan Four-page public facing flyer The consultant team project manager will use the DeltekTm project management system to monitor and assess current budget and cost status for each phase and task of the project. The project manager will communicate regularly with the City project manager to ensure that work progresses according to the agreed-upon timeline and quality standards. The project manager will be available for bi-monthly check-in calls to ensure clear and consistent communication on progress. City staff will be available for check-ins as needed Bi-monthly check-in calls Monthly invokes and activity reports ESTIMATED W EL E AND SCHEDULE FOR COMPLETION The schedules on the following two pages summarize the consultant team's estimated timeline for completing major tasks and deliverables on this project. They are consistent with the Crty''s target completion date of January 2017- The schedules also lists team members that are responsible for each of the tasks. Dates could be adjusted based on discussions with the City project team during the initial planning meetings. The consultant team will aim to complete the plan within 11 months of the contract start date (January 2017 if contract start date is beginning of February 2016). The schedule and work plan accounts for anticipated levels of public involvement, availability of City staff, ad-hoc committee members, and the public over the spring, summer and fall, and the consultant team members' other commitments. Once the work plan is agreed and committed to at the conclusion of scoping, it will be the project managers responsibility to manage to that schedule- City staff and members of the ad-hoc committee will have clearly established expectations for participation, including a schedule of meetings and decision-making. The consultant team's project manager will monitor and report on progress relative to the initial plan. Any schedule or ether work plan adjustments will be made in close coordination and with the approval of the client. Task-level responsibilities for the consultant team, City staff, and ad-hoc committee members are summarized in the table below. Feb - Organize and conduct - Attend planning calls and - Committee members to March kick-off meeting kick-off meeting attend kick--oft meeting - Develop final work plan & - Provide input - Provide input schedule - App a work playa & Develop public engagement plan engagement plan Apnf, - - Implement pub 4c - A4tte ! relevant events - Attend events Nov engagement plan - - Assist with - Provide leadershi# at events, social media, implement abocv per plan public processes per plan presentations, etc Facilitate stakeholder meetings April - - Develop draft targets, - Provide relevant - Agree on goals & targets r Oct strategies and actions information (GHG - Provide input on possible - Develop/apply inventory) actions methodology for decision - Decide on goals & making targets - Facilitate decision making - Provide input - Participate in reetings April - - Conduct science - Provide relevant - Attend meetings assessment infomaation Oct - Provide input on possible - Develop draft strategies. - Provide input actions & actions, and conduct - Participate in meetings analysis of shortlisted actions - Facilitate decision making i ' Oct- - Develop draft report, - Provide input - Provide input r Jan monitoring - Provide comments on - Provide cornrnents on methodologies, & report report reporting process - Approve final report & - Approve final report & plan plan Jan - - Manage tears, schedule, - Provide oversight - Provide oversight of lags budget, & tasks - Participate in regular content and serve as - Provide rnonthly project check in calls sounding board reporting & invoices - Assist with maintaining - Provide leadership to - Participate in check-fn schedule attain goals and maintain calls - Approve invoices schedule - Provide troubleshooting - Provide troubleshooting & problem solving & problem solving Coordinate with ad-hoc committee T s Y ax :t ♦ ~ _3 m' a s c a a a G, E, co, 4 i r.. C G '47 G 6 _ d T G v Y u. vt is S' i'a Lf Z ~ d=k 4a Z y w - rv " m -Al c s nr ~ ~ z c ~ m em } v r 4r Rd LZ ,p ~ ~ 4 ~ r r ~ r c ~ lyti F. E tl t' RC ~ C C C' f. C 3 C z t c. 4J ~a ~ ~ ~ C y FF s ` i c = © - a > r~ L G 3 g F A ? f5 a a s s - c _ ~ _ ~ sz ~ 6 ¢ m E e }p s BUDGET Beget Option A: The base budget for this project is $173, (summarized in the "Option A° table on the fallowing page). The key variable in this budget is the extent and cost of the public engagement process, which will not be fully determined until after Task 1 planning is complete. The budget allotted for the public engagement process is $47,070, for a base level of effort to support two public forums, one open house, and a workshop to present the plan- This budget also supports the in-person kick-off meeting and an additional raid-project workshop with the City. The budget assumes in-kind involvement by the City helping with logistics and dissemination of information- Optional Amendment: Upon written approval of the City, the consultant team could provide additional public involvement services beyond the agreed-upon fee of $47,070 to more fully satisfy public and stakeholder interests and achieve City goals- Potential additions include hiring an Ashland-based intern to provide additional local outreach and coordination, providing additional consultants at public workshops, regular attendance at ad-hoc committee meetings, and expanded community engagement. The scope of work and budget associated with this additional engagement will be mutually agreed upon in writing by the City and consultant. per.-, p c~~-c pe c. pac a p C p'~c Q^6 ~oe~c~ pc ;r¢c_e ~ccc^ a nci Qcc- p-_ zy~;. r a e w s ~ ~ y.~: pcl. :.C oL+^-: ^,C c c QGG c.: pG C v•~ p.; y. pc c ^G C. ~ V9 fPR ~ao.~ ~ycx~c c. a.cc~c .c n rc r` n.-1 mac` o e,TT~ `.G s-^ - 4 <SC~ n . _rt ffa 'G •3-C w vt E m . .-r r c fir. c QY ft w 40 R6 ~q ! CID the ~ re w w .s C C ~e.~cn n~y~ .c °n..i-r ase~nc a b~.,cn rn.~.r C C a ' r R1 ae Q Q x C C ~ cO„ O c ~ µ o o r" < QJ CY V V S2 ~ Q. Q {ni~; ~3 "C x ccr x m CAA V C v o m .,d, : s- s. x 0 0 o c ~ n OE1 ~ C14 C C C -g ! 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Price Climate and Energy Action Plan 129,900.00 Consultinq services and associated public enqaqement process per the scope of work attached as Exhibit C to the contract. Contract for Personal Services Beqinninq date: February 22, 2016 Completion date: February 28, 2017 SUBTOTAL 129 900.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 129, 900.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 710.01.02.00.60410 129,900.00 VENDOR COPY Autho ed Signature FORM H3 CITY OF ASHLAND REQUISITION Date of request: 3/2/16 Required date for delivery: Vendor Name Cascadia Consulting Group Inc Address, City, State, Zip 1109 First Av #400, Seattle WA 98101 Contact Name & Telephone Number Andrea Martin 206-449-1112 Fax Number 206-343-9819 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 2/16/16 _(If council approval required, attach copy of CC) }G Attach co of council communication ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon Date approved by Council: ❑ Direct Award (Attach copy of council communication) 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 ❑ 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 - (Attach copy of council communication) Description of SERVICES Total Cost Consulting services for Community Climate and Energy Action Plan Development and associated $129,900 public engagement process Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached quote/proposal $129,900 Project Number------- Account Number 710.01.02.00.604100 Account Number 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, I certify that the City's public contracting requirements have been satisfied. Employee: l` Department Head: _ (Equal to or greater than $5,000) Department Manager/Supervisor: City Administrator. (Equal to or greater than $25,000) Funds appropriated for current fiscal year. YES / 0 } ti `3 Z~ ~ ~ ~ Finance Director- (Equal to or groat an S~.Ow) Date Comments: 1~❑' Form #3 - Requisition CITY OF ASHLAND Memo- DATE: April 20, 2016 TO: Lee Tuneberg, Administrative Services Director CC: Kari Olson, Purchasing Representative FROM: Adam Hanks, Administration RE: Cascadia Consulting Services Contract The preliminary project funding for the development of a Climate and Energy Action plan was estimated and approved prior to the Council determining whether the project would be managed in house with the addition of a limited duration contract staff person or be done through a professional services contract with a consultant team. The estimate was based on the equivalent of a 0.50 FTE using the salary schedule of an associate planner wage & benefit; $60,000 for each year of the biennium for a total of $120,000. In support of the overall Climate and Energy Action Plan project, a greenhouse gas inventory for the community and City operations was also anticipated to be completed utilizing the $120,000 budget. This component of the project was solicited with an RFP process in August of 2015, with the consultant selection and contract approved by Council on September 15, 2015 with a maximum amount of $46,319. Cascadia Consulting has offered two options from their original bid. The full bid price of $129,000 includes the full scope of their proposed public engagement services. The second option is a reduced bid of $120,000, which removes one site visit by the consultant team and also reduces the number of consultant team members for the remaining site visits. Utilizing the $120,000 appropriation for the GHG inventory leaves a balance of $73,681 available for the climate and energy action plan consultant, resulting in a deficit of $55,319 (or $46,319 using the second Cascadia bid option). Staff proposes to cover this deficit by using funds currently budgeted in the Conservation program for technical assistance, energy efficiency incentives and energy efficiency loans. Recent changes to implementation practices for ductless heat pump incentives and loans make it virtually certain that these funds will be underspent in the remainder of the current budget cycle. In addition, given that City operations benefit directly from the greenhouse gas inventory, the Facilities Division has agreed to offset by $10,000 the cost of the inventory. Re-allocating the expenses associated with the GHG Inventory of $46,319 to Conservation Programs - City (690.01.06.00.610100) in the general ledger will provide the necessary funding levels in the Central Services - Administration Professional Services line item (710.01.02.00.604100) for the Cascadia contract. I can coordinate with the Accounting Division staff to make this re-allocation. City of Ashland ADMINISTRATION DEPT Tel: 541-552-2046 20 East Main St Fax: 541-488-5311 ,r Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us adam@ashland.or.us CITY OF -ASHLAND Council Communication February 16, 2016, Business Meeting Climate and Energy Action Plan - Consultant Services Contract FROM: Adam Hanks, Management Analyst, Administration - adam@ashland.or.us SUMMARY A key component of the Climate and Energy Action Plan project is retaining a consultant team to guide the project plan development and public engagement process. A request for proposals was issued late last year and seven responses were received. With extensive input and review from the Climate and Energy Action Plan ad-hoc Committee and City staff, Caseadia Consulting Group was the proposer recommended by the eight-member selection panel. Staff is requesting Council, as the local contract review board, direct the City Administrator to execute the attached $129,000 contract with Caseadia Consulting Group. BACKGROUND AND POLICY IMPLICATIONS: In March of 2015, the Conservation Commission presented the Council with a proposed framework for a community climate action plan. Through the 2015-2017 budget process, $120,000 was appropriated to fund the effort. In June of 2015, a Mayor appointed Ad-Hoc Climate and Energy Action Plan committee was formed. The ad-hoc committee began meeting in the fall of 2015 with two initial priorities; coordinate efforts and outcomes with a City grant funded Climate Kick-off community event and assist City staff in the development, review and selection for the project consultant team. Climate Kick-off The Climate Kick-off was held on November 15, 2015 with a total attendance of approximately 400 community members and a menu of climate related events throughout the week leading up to the fonnal kick-off event. Preliminary results of the discussions, table brainstorming and participant feedback have been provided by the grant recipients to the ad-hoc committee for future use as the formal planning process unfolds. Consultant Selection City staff worked with the ad-hoc committee on the development of a request for proposals (RFP) for the development of the formal plan document as well as for development and implementation of a strong public engagement effort with the community. The RFP was released November 4, 2015 with submittals due December 15, 2015. A selection panel made up of six ad-hoc committee members and two City staff individually reviewed each of the seven qualified responses and followed up with a lengthy full panel group meeting to review individual results and determine the final rankings of each of the proposals. Below is a summary of the selection panel recommendation. Page I of 3 ~r, CITY OF ASHLAND Rank Proposer Points 1 Cascadia Consulting Group 1049.92 2 Michael Baker International 982.25 3 Geos Institute 979.415 4 ESA 965.97 5 Good Company 932.10 6 Perkins + Will 726.79 7 Sharpe Energy Solutions 724.75 The RFP process resulted in market based bids for services at a level to adequately complete the project as anticipated by City staff and the ad hoc committee. The bids ranged from a low of $60,000 to a high of over $300,000, with the top four ranked responses averaging just over $110,000. As part of the selection panel group deliberation, ranking averages were calculated in addition to the points calculation method and Cascadia was the top proposer using that method of evaluation selection as well. COUNCIL GOALS SUPPORTED: 22.1 Develop and implement a community climate change and energy plan FISCAL IMPLICATIONS: The preliminary project funding was estimated and approved prior to the Council determining whether the project would be managed in house with the addition of a limited duration contract staff person or be done through a professional services contract with a consultant team. The estimate was based on the equivalent of a 0.50 FTE using the salary schedule of an associate planner wage & benefit; $60,000 for each year of the biennium for a total of $120,000. In support of the overall Climate and Energy Action Plan project, a greenhouse gas inventory for the community and City operations was also anticipated to be completed utilizing the $120,000 budget. This component of the project was solicited with an RFP process in August of 2015, with the consultant selection and contract approved by Council on September 15, 2015 with a maximum amount of $46,319. Cascadia Consulting has offered two options from their original bid. The full bid price of $129,000 includes the full scope of their proposed public engagement services. The second option is a reduced bid of $120,000, which removes one site visit by the consultant team and also reduces the number of consultant team members for the remaining site visits. Utilizing the $120,000 appropriation for the GHG inventory leaves a balance of $73,681 available for the climate and energy action plan consultant, resulting in a deficit of $55,319 (or $46,319 using the second Cascadia bid option). Staff proposes to cover this deficit by using funds currently budgeted in the Conservation program for technical assistance, energy efficiency incentives and energy efficiency loans. Recent changes to implementation practices for ductless heat pump incentives and loans make it virtually certain that Page 2 of 3 191AWA CITY of -AS LA D these fiends will be underspent in the remainder of the current budget cycle. In addition, given that City operations benefit directly from the greenhouse gas inventory, the Facilities Division has agreed to offset by $10,000 the cost of the inventory. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of the contract with Cascadia Consulting Group for the Climate and Energy Action Plan. SUGGESTED MOTION: I move to authorize the City Administrator to execute a contract not to exceed $129,000 with Cascadia Consulting Group. ATTACHMENTS: Climate and Energy Action Plan - RFP November 4, 2015 Climate and Energy Action Plan - Selection Panel scoring summary Cascadia Consulting Group Inc - Proposed contract agreement Links March 16, 2015 Council Study Session - Conservation Commission report 11ttp://xNANiN7.ashIand.or.us/SfBlfilesf0'3 1615 Climate Energy Plan CC.pdf June 2, 2015 Council Business Meeting - Formation of Ad-Hoc Committee littp:,,'/«-xNiN,,.aslilaiid.or.us/SIB./files,'This-I Climate Energy Plan CC.pdf September 15, 2015 Council Business Meeting - Award of GHG Inventory contract http:l,«v\NAv.ashland.or.us/SlBlfiles0091515 GHG Inventory Contract Award CC.pdf Page 3 of 3 R~~