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HomeMy WebLinkAbout2016-139 Contract - RH2 Engineering ORIGINAL 1 PAGE NO 1 OF 28 PAGES Contract for PERSONAL SERVICES CITY Of CONSULTANT: RH2 Engineering, Inc. - S H LA N D CONTACT: Jeff Ballard, P.E. 20 East Main Street Ashland, Oregon 97520 ADDRESS: 22922 291' SE Ste. 210 Telephone: 541/488-6002 Bothell WA 98021 Fax: 541/488-5311 TELEPHONE: 425-951-5400 541-665-5233 DATE AGREEMENT PREPARED: 5/16/16 FAX: 425-951-5401 BEGINNING DATE: 5/23/2016 COMPLETION DATE: 12/30/2017 COMPENSATION: Not to Exceed $315,976 SERVICES TO BE PROVIDED: Reference exhibit C & D scope of work for water master plan update and operations and maintenance plan update. 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 rim City of Ashland Contract. FINDINGS: Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $20,142.20 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature to the extent the harm caused arises out of the negligent acts, or errors, or omissions in performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, or proximately caused b the negligence of City. Contract for Personal Services, Revised 06/02/2015, Page 1 of 5 AGE NO 2 OF= 98 PAGES 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 maybe terminated at anytime by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, g2,000.000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. Contract for Personal Services, Revised 06/02/2015, Page 2 of 5 ' d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, X1,000.000, or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. e. Notice of cancellation or chance. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference. Consultant: City of Ashland k ~ Y BY Signature Department Head Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with , the signed contract. Purchase Order No. Contract for Personal Services, Revised 06/02/2015, Page 3 of 5 ORIGINAL 1 PAGE NO 4 OF 28 PAGES EXHIBIT A CERTIFICATIONSIREPRESENTATIONS: 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 local 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 flour or more of the following criteria: (1) 1 cant' 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. c/ (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. Contractor (Date) Contract for Personal Services, Revised 06/02/2015, Page 4 of 5 ORIGINAL. 1 PAGE NO 5 OF 28 PAGES CITY OF ASHLAND9 OREGON EXHIBIT B City of Ash land LIVING / - / of • per hour effective June 30, 2015 (Increases annually every June 30 by the Consumer Price Index) 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 projector 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, • additional information: 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. CITY OF ASHLAND Contract for Personal Services, Revised 06/02/2015, Page 5 of 5 ORIGINAL 1 PAGE NO 6 OF 28 PAGES EXHIBIT C Scope of Work City of Ashland Water Master Plan Update May 2016 Background The City of Ashland (City) has retained RH2 Engineering, Inc., (ltH2) to provide an update to its 2012 Co»prehensive Water Plan completed by Carollo Engineers, Inc. The intent of the update is to confirm and evaluate critical water needs, specifically for the 2020 through 2030 planning period. The update will also include requirements for planning, programming, and financing improvements for the City's water system needs and demands, identify said improvements, include a comprehensive and prioritized 20-year Capital Improvement Plan, evaluate water system and engineering staffing needs, and include a specific financial plan for the recommended system and staffing needs, including a water rate model. The Water Master Plan Update (WMPU) will be completed in accordance with Oregon Administrative Rules for Public Water Systems (OAR 333, Division 61). A concerted effort will be made to evaluate the success of the in-place conservation programs and introduce concepts to achieve greater benefit of the programs. Water supply limitations need to be addressed for the upcoming 2020 to 2030 planning period. Efficiencies of equipment, options for better supply solutions, and opportunities to address known issues before drought conditions severely impact the City's water availability need to be re-analyzed based on new information. Approach This approach represents the project tease's understanding of current goals at this point in time. The approach to the work may change as the project progresses. Some of the work tasks will be completed simultaneously to expedite the project schedule. The current goal is for the work to be accomplished generally in the following order, with the realization that some tasks will have to be re-evaluated to maintain consistency within the final WMPU document. • Demand Forecasting • Hydraulic Model Calibration and System Analysis • Evaluate Expanding TAP Supply to 3.0 million gallons per day (MGD) • Analysis of Mt. Asi-land Aquifer Potential • Update Capital Improvement Plan (CIP) • Re-evaluate Financial Plan for the 2020 through 2030 Planning Period • Evaluate a "One Water" Concept The follolving Scope of Ajork assumes that the IrIMPUpri. ject will include the work described above and that the deliverables will be standalone documents that add to and update the n stiig plan. This update will not recreate or review all data in the existirgp1arJ, nor i>rclJrde a revielw and analysis of all exrding components included in the 2012 plan. Dire to the nature of the pr ject, RH2 will use and rely upon existing data, materials, and information as-is unless otherwise described in this Scope of l lork KH2's scoped fort will he performed rp to the hours included in the attached Fee Estimate. If additional 1 5/12/2016 3:13:57 Pli Z:\nothdADat\COA\S40\ICRA1P 2016\PSA SOIL Wa=lbstu Plan Updatt 201605I2.doa ORIGINAL 1 PAGE NO 7 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work or-t is needed, that w411 he muwaly determined by the Cite and RH2. RH2 will perform extra work only at the direction of the City. Task 1- Project Management Services Objective: Coordinate with City staff, consultants, and internal team to help control schedule, cost, and final deliverables for the project. This role will occur throughout all tasks within this Scope of Work and will be a key component in project completion. Approach: 1.1 Coordinate with City staff. 1.2 Coordinate with involved agencies. 1.3 Attend progress meetings. 1.4 Attend up to five (5) Ashland Water Advisory Committee (AWAC) meetings. 1.5 Attend up to three (3) City Council meetings. 1.6 Perform project administration and management tasks to help facilitate timely delivery of work products. Assumptions: • RH2's pr fecf ivanager iv ill coordinate co7)imunlcation thrarigh Ci SpTOj ~Jlana er_ • The City will respond to requests in a timely mariner. • City Council »reeirng attendance by RH2 staff will be limited to three (3) meetings. RH2 Deliverables: • Regular communication with the City's Project Manager either verbally or in writing, as required. • Updated project schedules and budgets provided monthly for project tasks. • Written communication of issues that arise during evaluations. • Preparation of scope of work amendments, as required. • AWAC and Council meeting presentation materials. Task 2 Introduction and Existing Water System Description Objective: Provide a description of the components of the existing water system. Approach: 2.1 Visit each facility with City staff to collect field information, and observe equipment layouts and existing conditions. 2.2 Describe the City's water service area and water service agreements. Include plans for expanding the current service area, if any. 2.3 Provide a brief overview of the existing water system operation. 2 5/12/16 3:13 PM ZABothe1J\D.=\CO A\S40\WNfP 2016\PSA SOW Watet 's\Gtter Plan Updnte 20160512.dom ORIGINAL 1 PAGE NO 8 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 2.4 Describe each pressure zone and existing facilities, including sources of supply, treatment plant; pressure reducing stations, pump stations, pipelines, reservoirs, interties, and telemetry and supervisory control systems. 2.5 Provide a table of water main inventory that includes total lengths, diameters, materials, and age based on available data. 2.6 Prepare color figures of the following. • Existing Water System; and • Existing System Hydraulic Profile. RH2 Deliverables: • Attendance at one (1) fatalities tour with City staff. • Descriptions and figures of existing system components for City review and comment Task 3 Level of Service Goals Objective: Review existing level of service goals, policies, and design criteria, and recommend changes to these policies, as necessary. Approach: 3.1 Review existing City standards pertaining to water system level of service, policies, and design criteria. 3.2 Recommend additional or revised policies, as necessary, so that projected future City facilities can meet minimum and acceptable design standards and criteria. 3.3 Summarize each policy and design criteria. RH2 Deliverables: • Descriptions of level of service goals, policies, and design criteria for City review and comment. Task 4 - Population and Demand Projections Objective: Review historical water use and forecast future water demands of the system. This task will be coordinated with the "Shared Vision Model" climate change analysis to avoid duplication of efforts. Approach: 4.1 Review related planning documents to provide a summary of the impacts or constraints on the water system. Identify existing and projected future land use patterns within and adjacent to the City, and the impacts on existing and planned future facilities and water sources for the water system. 4.2 Prepare a color figure of the City's land use. 4.3 Tabulate monthly totals of metered consumption for each customer class and the average number of accounts in service for each year from 2010 through 2015 based on available information provided by the City. Identify the seasonal variations in consumption for each customer class. 4.4 't'abulate ten (10) to twenty (20) of the largest water users and the total water use of each for the year 2013. 4.5 Tabulate monthly and yearly totals of water supply by source from 2010 through 2015. 3 5/12/16 3:13 Bf Z:\Bod4\Dxts\COA\s40\Wh{P 2016\PSA SOW Water Master Mn Update 20160512.dors ORIGINAL 1 PAGE NO 9 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Mork 4.6 Calculate per capita demands based on the average day demand (ADD) and water system population data from 2010 through 2015. 4.7 Calculate the number of equivalent residential units (ERUs) within the system based can the water consumption and supply data. 4.8 Identify the total amount of distribution system leakage from 2010 through 2015. 4.9 Tabulate total consumption of customers within each pressure zone based on the hydraulic model and the parcel-consumption database provided by the City. 4.10 Calculate the system ADD, peak day demand (PDD), and peak hour demand (PHD) from 2010 through 2015. 4.11 Prepare a table of general fire flow requirements of each land use classification and identify buildings with the largest fire flow requirements within the service area. 4.12 Develop 6-year and 20-year demand projections. Demand projections shall be tabulated with and without additional water use reductions from the proposed water conservation program. 4.13 Describe the basis for and results of the existing and future water demand evaluation. Document the results of the demand analysis in summary tables and the chapter text Assumptions: • RH2 is entitled to rely on the accuracy and completeness of arty data, h formation, or materials provided by ibe G* or others in relation to this work. RH2 Deliverables: • Descriptions and tables of historic and projected demand data for City review and comment. • Land use color figures in electronic PDF format and one (1) printed version in 11-inch by 17-inch format. Task 5 Hydraulic Model Update and Calibration Objective: Update and calibrate the current hydraulic model of the City's existing water system. Approach: 5.1 Update the City's existing hydraulic model with recent water system improvements. Add the locations of existing gate valves for use in developing the unidirectional flushing program. Review the model with current water system mapping to check for consistency and completeness. 5.2 Prepare a preliminary hydraulic model node diagram. Coordinate with the City to review water system facilities shown in the model. Update the model, as necessary, based on input from the City. 5.3 Update elevation data in the model and compute pipe roughness coefficients from available pipe material and age data to accomplish initial calibration. 5.4 Allocate the existing (2015) demand data among the nodes in the model using a parcel-consumption database provided by the City and customized routines. 5.5 Calculate existing (2015) and 6-year average (2010 to 2015) diurnal curves for the ADD and peak (3) three-day period using hourly tank data. Input diumal curves into the hydraulic water model. 4 5/12/16 3.13 PM 2:\Bod=1\Dat2\c0 A\S40\Vrh1P 2016\PSA SON Water A\Wter Phn Upduc 20160512.docx ORIGINAL 1 PAGE NO 10 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 5.6 Update facility data into the model for supply sources, reservoirs, and pressure reducing valve (PRY) stations. Input pump curves developed in the pump condition evaluation. Establish facility settings to reflect current settings and those to be used for the analyses. 5.7 Perform preliminary hydraulic analyses to identify locations for field pressure and hydrant flow tests, and check potential performance at each site. Prepare a template that lists field test locations and data needing to be collected at each test location. Coordinate with the City to confirm methods and recordkeeping for field tests. 5.8 Attend the hydrant flow tests to confirm that the pressure and flow test objectives ate met for the purpose of calibrating the hydraulic model. City staff will operate hydrants, valves, and other water system facilities as directed by RH2. RH2 will provide calibrated picot and pressure gauges for use during the hydrant flow tests and record the test results. Operational status of facilities will be provided by City staff (in real time or from the City's telemetry system following field testing), including flows into the system from supply sources, and reservoir levels at the start and end of the tests. 5.9 Perform hydraulic analyses to calibrate the model from the field flow and pressure test data for the purposes of steady-state and extended period hydraulic analyses. 5.10 Coordinate with the City to identify sources of inconsistencies between the field calibration data and the modeled results. Inconsistencies may be the result of unknown closed valves in the system or incorrect diameter of water main shown on system mapping or as-builts. Since this item is h&hly variable in nature, an in f1al allocahan of t1l en_o fonr (24) homs of a water nlodelilg Spel7allSt'S tulle has been included for ibis task If generally accepted industry standards for hydraulic model accuracy cannot be achieved within this initial allocation, RH2 will coordinate with the City to determine the next steps. This may include a scope amendment to assist the City in performing additional field flow tests and model calibration analyses. 5.11 Input the current land use classifications into the model and assign a general planning level fire flow requirement to each node for comparison of fire flow results. 5.12 Perform steady-state analyses in the hydraulic model to recommend new PRV and booster pump set points to refine the operation of the water system. The analyses will consider the following elements: • Energy efficiency in the water system; • Adjustments to service pressures to maintain level of service goals; • Improving fire flow system wide and, in particular, to critical service customers as identified by the City (i.e., hospitals, schools, etc.); and, • Pressure zone reconfigurations. 5.13 Coordinate with the City to discuss the results of the optimization analyses and review the feasibility of the proposed operational strategy. Assumptions: • RH2's prajecf ma»ager unll coordinate coixviunication throigh City's project manager. • The City ivill.sapply needed facility i fonnafion to preiare for hydraellic analyser 5 5/12/16 3:13 p\1 ZABodid\Data\C0A\W\n1 2016\PS A SOWW2ter Mister Pksn Update 2016O512daa ORIGINAL 1 PAGE NO 11 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work • A tlvenb► fofir (24)-hour allocation will be as amJed for the jvater modeliiig specialist. if this time greeds to be adjusted dire to sttrforeseen issues, RH2 and the City will discuss ainend»>ents to this scope of work. RH2 Deliverables: • Calibrated WaterGEMS® hydraulic water model for use in steady-state and extended period hydraulic analyses. • Coordination widz the City to review the accuracy of the hydraulic water model and the results of the optimization analyses. Task 6 Water System Analyses Objective: Evaluate each water system component to identify deficiencies and recommend improvements. Utilize the City's water system hydraulic model to perform pressure and fire flow hydraulic analyses. 6.1 Examine each of the existing pressure zones and identify areas of low and high pressures. Include a table showing each existing zone, each zones maximum and minimum service elevation, and service pressures (at static conditions). 6.2 Calculate the quantity of water supply required for the existing and projected future conditions, and compare those requirements to the system's existing supply capability. 6.3 Identt£y and describe supply facility deficiencies. 6.4 Evaluate booster pump stations and briefly describe deficiencies. 6.5 Calculate the quantity of water storage required for the existing and projected future system and compare those requirements to the existing storage capacity of the system. Storage analyses w311 be performed for the system as a whole, as well as for individual pressure zones or storage operating areas. 6.6 Identify and briefly describe storage deficiencies. 6.7 Document the hydraulic analysis criteria and hydraulic model settings for the distribution system analyses. 6.8 Using the hydraulic model of the water system, perform a steady-state hydraulic analysis of the system simulating PHD conditions with no fire flows to determine the pressures and flow distribution during this demand condition. 6.9 Perform a steady-state fire flow analysis for each node in the system while simulating PDD to determine the capability of the existing system to provide adequate flows and pressures and identify existing system deficiencies. 6.14 Perform system analyses to evaluate the following: • Expanding TAP to 3 MGD; • Providing a permanent solution for moving water from the Granite Pressure Zone to the Crowson Pressure Zone; • Removing the existing Granite tank and upsizing Crowson II; and ® Evaluating the hydraulic grade line associated with the new treatment/clearwell project. • Identify possible locations for hydroelectric power generation to be analyzed in separate scope. 6 5/12/16 3:13 Phi Z\BathcU\Daa\CO A\S40\Wra' 2316\PSA SOW Water Master Plan Update 20160512.doa • ORIGINAL 1 PAGE NO 12 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 6.11 Input future demand data into the hydraulic model's nodes using the results from the future water demand evaluation. Demand dutribv ion shall be bared on estimates of fidure growlb allocation provided by /lie City. 6.12 Input proposed water system improvements into the model based on the results of the existing system hydraulic analysis and identification of deficiencies. 6.13 Perform a steady-state fire flow analysis for each node in the system while simulating 6-year and 20-year PDD conditions to review whether the proposed improvements address existing system deficiencies and are sized properly to accommodate for anticipated growth based on meeting the City's policies and design criteria. 6.14 Prepare a table that summarizes the results of the existing and future system fire flow analyses. 6.15 Identify and describe distribution system deficiencies and the results of the hydraulic analyses. 6.16 Evaluate and identify deficiencies for the existing water main, PRV stations, interties, and telemetry and supervisory control system. 6.17 Perform= existing system and 6-year system capacity analysis to determine the unused, available system capacity expressed in ERUs. Document the criteria and results of the analyses. 6.18 Meet with City staff to discuss the system analyses, deficiencies, and recommended improvements. 6.19 Prepare color figures showing the results of the pressure and fire flow analyses. 6.20 Document the results of the system analysis in summary tables and the chapter text. Assumptions: • The Ci/y will arpply es/iviates oil fir/uregrowth ollocafioyrr. RH2 Deliverables: • Descriptions, tables, and figures of the water system analyses for City review and comment. • Attendance at one (1) meeting with City staff. • Color figures and GIS shapefiles containing the results of the existing system PIS and fire flow analyses in electronic PDF format and one (1) printed version in 11-inch by 17-inch format. Task 7 Capital Improvement Plats Objective: Describe and schedule improvements to address deficiencies identified in the water system analyses. Prepare planning-level cost estimates for each project identified. Approach: 7.1 Briefly describe water system improvements that have been completed since the last VAV1PU. 7.2 Prepare a List of proposed water system improvements. Briefly describe each group of related improvements and the purpose/benefit of the improvements. 7.3 Prepare planning-level approximate cost estimates for each improvement based on current industry prices. 7 5/12/16 3.13 Phf 7_ABotheU\Dota\COA\s40\M+1P 2016\PSA SOW Water Master Plan Update 20160512doa ORIGINAL 1 PAGE NO 13 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 7.4 Coordinate with City staff to establish criteria for prioritizing and scheduling improvements. Piiorifig,afion and schedrrliq will consider other scheduled utility and transpodfation projects bared on h f nnadon provided by the City. 7.5 Schedule improvements based on the results of the prioritization. Prepare up to two (2) modified CIP schedules based on input from the City on the results of the financial analysis. 7.6 Prepare a table of improvements that includes an improvement identification number, a brief description of each improvement, the associated cost estimate, and the scheduling of the improvements for the 20-year planning period. 7.7 Describe the criteria and procedures used for prioritizing and scheduling improvements. 7.8 Document the CIP prioritization analyses in summary tables and the chapter text. 7.9 Prepare color figures of the following: Proposed Water System Improvements; and • Proposed Improvements Hydraulic Profile. 7.10 Meet with City staff to discuss the CIP and proposed schedule of implementation. RH2 Deliverables: • Draft CIP tables and figures for City review and comment in digital format. • GIS files containing proposed water main improvements in electronic PDF format and one (1) printed version in 11-inch by 17-inch format.. • Attendance at one (1) meeting with City staff. Task 8 Ashland Water Availability Evaluation Objective: Review available precipitation, runoff, reservoir storage, and water use data to assess the predictability of water availability. Approach: 8.1 Obtain available copies of historical weather and hydrology data. Copies of data may be available from the following sources: • Water storage and water use - City of Ashland; • Stream gauge - City of Ashland, State of Oregon, US Geological Survey, US Forest Service; • Snowpack - Mt. Ashland Ski Area, Natural Resources Conservation Service; and • Weather/Climate -National Weather Service, National Oceanic Atmospheric Administration. 8.2 Compile historical information into a database for evaluation of long-term trends. Graphically analyze the data for a potential correlation between precipitation, runoff, and reservoir storage. 8.3 Prepare a summary memorandum with the evaluation results. If the data evaluation suggests a useful correlation, provide recommendations for a long-term monitoring approach to support water availability planning. RH2 Deliverables: Summary memorandum of water supply evaluation results in electronic PDF format and three (3) panted version in 11-inch by 17-inch format. 8 5/12/16 3:13 PM Z:\BotheU\Dah\CO {\S;0\W1JP 2016\P&-k SOW Water NL Wwr Plan Update 20160512dam ORIGINAL 1 PAGE NO 14 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 't'ask 9 Evaluate "One Water" Approach Objective: Evaluate "One Water" opportunities within the City and provide a framework for future "One Water" opportunities and guidance. This work will be performed in conjunction with Black & Veatch. Approach: 9.1 Prepare internal City draft of a "One Water Approach" document that engages discussion by the Ashland Water Advisory Ad Hoc Committee (AWAC). 9.2 Review comments from the AWAC meeting with City staff. 9.3 Prepare a final "One Water Guiding Principles" document for inclusion in the WMPU. R.H2 Deliverables: • Completed "One Water Guiding Principles" technical memorandum. Task 10 Executive Summary Objective: Prepare an executive summary to describe the key elements of the WMPU. Approach: 10.1 Identify the purpose of the WNiPU and summarize the major system characteristics and significant changes since the previous WMPU was completed. 10.2 Briefly describe the key issues in the WNTU. RH2 Deliverable: 0 Prepare a draft and final executive summary chapter for City review and comment. Task 11 - Appendices Objective: Prepare miscellaneous appendices for inclusion in the WMPU. Approach: 11.1 Obtain a State Environmental Policy Act (SEPA) Checklist and Determination of Non-Significance (DNS) from the City to include in the appendices. 11.2 Obtain service area and intertie agreements from the City to be included in the appendices. 11.3 Obtain copies of applicable City resolutions /ordinances to be included in the appendices. 11.4 Include copies of Water Facilities Inventory (WFI) forms. 11.5 Include copies of water right certificates and permits. 11.6 Include a copy of the most recent Consumer Confidence Report. 11.7 Include copies of water system facilities data, consistency statement checklists, and agency review comments. Deliverables: • Listed appendices for inclusion in the WMPU. 9 5/12/16 3.13 Phi Z\BothcH\Data\CO!1\S40\Va, [P 2016\PS'► SOW Water Blaster Tian Update 2016051Z.dou ORIGINAL 1 PAGE NO 15 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work Task 12 Finalize, Print, and Present Draft WMPU Objective: Prepare a final draft of the W %1PU and submit it to review agencies and adjacent water purveyors. Approach: 12.1 Develop a cover format that includes the WWU name and revision date. 12.2 Transmit electronic copies of the draft WIvTU documents to the City for review and comment. 12.3 Revise the VWU based on City review comments. 12.4 Attend one (1) meeting to present the completed WWU to City staff City Council, and the public. 12.5 Bind the final WMI'U documents and print up to ten (10) sets of the WMPU with color figures. 12.6 Create an electronic PDF document, including all chapters, appendices, and figures of the tWMPU. The electronic > U will contain hyperlinkr and an organitativnal fommY that will be fully functional Provide up to five (5) copies of the electronic plan on CD format. 12.7 Submit the final WMPU to the Oregon Health Authority (OHA) drinldng water division for its review. RH2 Deliverables: • Up to ten (10) sets of the final WI TU in three-ring binder format and five (5) CDs containing the VWU in electronic PDF format. • Attendance at one (1) meeting to present the final draft WMPU to City staff, City Council, and the public. Task 13 OHA Review Revisions At the completion of Tasks 1 through 12, the WMPU will be in a final format, ready for review by the regulatory agencies. The number of comments, number of meetings, and amount of required WMPU modifications from review by the agencies is difficult to predict. Therefore, RH2 will prepare a separate scope of work and fee estimate to address review comments, review meetings, and final WMPU modifications upon receipt of all review comments from OHA. Task 14 - Re-evaluate Financial Plan for the 2020 through 2030 Planning Period Objective: Review the financial model's consistency with the updated capital program. This work will be performed in conjunction with Hansford Economic Services. Approach: 14.1 Update the financial model, including demand projections. 14.2 Evaluate the financial model accounting for the impacts of water conservation. 14.3 Evaluate relocating the fixed costs to the base fee versus consumption. RH2 Deliverables: • Updated financial model. 10 5/12/16 3:13 PAI Z:\$athd\D=\CO?1\S40\WMP 2016\PS_A SON Watcr Mistct Plan Updatc 20160512.doa ORIGINAL 1 PAGE NO 16 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work Task 15 Shared Vision Planning with Climate Change Objective: Review past climate change planning efforts. Determine if additional planning analysis is feasible and supportive of the WMPU. Provide recommendations for the W vfPU alternatives for increasing supply reliability in times of drought. This task will be performed in concert with Maddaus Water Management (MWhM . Approach: 15.1 Review Drought Report prepared by City, including: • Summary of data and experience in current drought, and document response; • List of recommendations to adjust the City's drought plan (i.e., changes in drought cutbacks or approach); • Graph of stream flow hydrology and other data trends to document connection to conservation (long-term versus short-term emergency measures), and climate change analyses (frequency and intensity of droughts); • List of adjustments to operations from the current "Water Supply Model" as a result of how the water system functioned in 2013 through 2015 drought conditions; and • Assume a brief summary on impacts to planning efforts and any overall recommendations. 15.2 inventory the past climate change planning efforts and confirm feasibility of additional planning based on available information. 15.3 Review the Water Supply Model and past climate change modeling efforts. 15.4 Build the Shared Vision model. 15.5 Review and update the model with the most recent drought occurrences and data from the City's drought report. 15.6 Select the future plan that offers the most supply reliability based on information presented that solves the projected "shortfall," in coordination with the City. 15.7 Run model simulations that test revised or new approaches, such as new infrastructure or transfer agreements. 15.8 Present model simulations to the AWAC showing various solutions and how they function, while discussing each scenario's strengths and weaknesses. 15.9 Summarize findings in a technical memorandum. Assumptions: • RH2's project manager will coordinate communication through Ashland's project manager and coordinate MIRY! f staff )vork, as needed. • The City willprepare a drought review based on the items above. RH2 staff will then review and f nali~e the di-ought plan from the City, including the items listed above. This ivill include a svw7vary of drought plan cutbacks for inclusion in the Shared Vision Model • The City will provide access to past modeling team and source files. Auy spedali.Zed model nips for altered lydrology data sets would be provided by others, and clinlaie change factors and historical hydrology would be provided to MA'tM in requested Microsoft Excel format on a monihlb, time step. 11 5/12/16 3.13 PM 2:\aotht1\Aata\CO a\s40\W1+U' 2016\PS.A SOW Wiget 1129ter Plan Update 201605Mdom ORIGINAL 1 PAGE NO 17 OF 28 PAGES City of Ashland ExhibitA Water Master Plan Update Scope of Work • Additional data and source inormmmation (se page and evaporation rimes for reservoir, etc.) will be provided electronically in Microsoft Excel format on a monthly tulle step. • The City will sl ppy clear explanations of how its operations work on a monthly time st p for preparation of the water balance for earl) alternative water sl! hilly source. This should be on the level of detail that a clear inl then statenment could be written into the Shared fli on Model macros to know when nvbat operating decisions are made and the nnonnthy nvater siopy availability for each source of silpply. Assume np to three (3) sources of supply will be modeled It is assumed that the Shared Vision will be focused on clnnenty available water sl ppy source.. To the extent budget allows, some very limited alternatives for fimttire si pplies to be detailed by the City ma be added to test in the model • MWIM lvill prepare the Shared Vision Model using best available information. Up to three (3) "what if'scenarios will be tested on a multiyear (assumed lip to three (3) year) scale drought that will be decided by the 0, and presented by the City to the ATVAC. • To the extent budget is available, it is assumed the City will direct the site and mouthy soppy profile far any new supply alternatives to be tested in the model (i. e., source alternative). The drought plan stages, conservation level scenarios, and demand forecast will be ready for inclusion in the water balance for model The scope of the added alternatives and scenario planning will be based on ilie allowable budget • The City will have primary ownership for presenting the model to the f4TVAC, with one (1) pn7rmmary stafjperson responsible far understanding and "driving" the model and fadlitatitg discussions internally with Iv iVM in a limited support role. There will be one (1) >mmeeting n*b MWM attendance of the ATFf.AC and/or City staff to review the Shared Vision Model. The City will prepare a sunmma7ypresentation with MMM hpld for each AIYjAC meeting. Additional meetings may be added based on allowable budget • Following the consensus of the Shared Vision Model outcomes, MTVM will co-author one (1) electronic ca>mmera-ready technical memorandum to RH2 for distribution It is assumed that City staff will prepare some background and other appropriate danimentation for the text. As budget allows, MTVM will slpport documentation and presentation.. It is assumed that prioHy will be given to modeling time in Microsoft Excel as opposed to lvtYting rip documentation. • There will be l!p to two (2) meetings of the AWAC. Additional meetings maybe added bared an allowable budget. Provided by City: • Following the comment period, the City will prepare one (1) set of consolidated comments and clear direction for updates to the final technical memorandum. • The City will provide access to past modeling team and source files. Any specialized model runs for altered hydrology data sets would be provided by others. RH2 Deliverables: • Following the comment period, RH2 will prepare one (1) set of consolidated comments and clear direction for updates to the final technical memorandum. 12 5/12/16 3:13 PA1 2:\Bathell\Dat3\CO A\S40\WA1P 2016\PS.A SOW R'ntcr Nbster Plan Updau 20160512 doct ORIGINAL. 1 PAGE NO 18 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work MWM Deliverables: • Data requests. • Brief summary of findings and approach to preparing Shared Vision Model. • Shared Vision Model to simulate scenarios building on output from Water Supply Model. • Draft sections and/or review comments on draft and final technical memorandums in camera-ready electronic format. • MWM will participate in up to five (5) one-hour GOTO meetings to discuss and present to City staff how the model functions and seek input on the design of the model. • Following the consensus of the Shared Vision Model outcomes, MWM will co-author one (1) electronic camera-ready technical memorandum to RH2 for distribution. MWM will prepare one (1) electronic camera-ready final technical memorandum to RH2 for distribudon to the City. • A.WA.C presentation materials associated with climate change analyses. • Draft and final technical memorandum in camera-ready electronic format Task 16 - Conservation Program Review and Cost Effectiveness Analysis Objective: Review past conservation efforts. Prepare a cost effectiveness analysis. Recommend shifts in conservation program efforts as warranted by findings and input from City staff and the AWAC. This information will support the update needed for 2018 Water Management and Conservation Plan that will be finalized in the year 2023. This task will be performed in concert with Maddaus Water Management (MWM). Approach: 16.1 Review conservation program recent efforts and billing information 16.2 Prepare a "Water Use Data Sheet" to benchmark historical use and agree on "base year" for more normalized planning (non-recession and non-drought baseline, commonly 2007 and 2008). 16.3 City staff will review and screen from library database of measures into a list of an assumed up to 25 measures to be modeled with MWM input. MWM will auto populate the DSS model with measures selected once approved by management and/or discussed with AWAC as determined by the City. 16.4 Review list developed with City staff and AWAC (Conservation/Drought Meeting 1). 16.5 Work with City to prepare cost effectiveness analysis using Decision Support System for Least Cost Planning (DSS Model) and inputted Demand Forecast already pre-approved by the City, as well as the approved measure list from meeting. Based on training by MWM, City staff will complete the data input for peer review by MWM. 16.6 Design future conservation goals (5 percent up to 30 percent) with the City using DSS Model "three program scenarios" (i.e., current 5 percent, cost effective program, and another program of City's choosing). 13 5/12/16 313114Ni ZABothc11\Data\C0a\S40\1«1P 2016\PS'f SOW Water Master Pkn Update 20160512doa ORIGINAL 1 PAGE NO 19 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 16.7 Present findings for buy-in (Conservation/Drought Meeting 2). 16.8 Summarize findings in technical memorandum. 16.9 Train City on model and prepare technical memorandum in support of Ashland's Water Management and Conservation Plan due to the state in 2018. Assumptions: • RH2's pr ject manager will coordinate communication thmr(gh City's pr~ect manager and coordinate MII7M staff work as needed. • City staf 'requested to be involved in the model process to be "hands on with the process: ".It u assumed the modeling would be a team ffoa befiveen City staff and ABM. Staff will learn to use the model vnderMTY/Mguidance and review. A clear list of DSS Model edits will be canfrrlly tracked by The City and MIM in Excel in the f ~nrt of the model, such that having two parties working in the model it a smooth organized process. • AOFM will provide training videos, a User Manual, and irp to four (4) honrs of training in two (2)-honr sessions. In addition, A4WM will review with City staff in rp to five (S) GDTD Meetings the DSS nnadel, primany1 focused on conservation program measure design. • Demand forecast will be h pia in the DSS Model by the City staff that already completed and adopted format i.e., five (S)year increments), ready to be the basis of the modeling effort, and used as a DSS Model input. • MTFM will receive the Data Collection TT/orkbook and/orprovided data and source infonuation in Microsoft Excel or Microsoft Word format, as apbrotriate. • City will input billing data by customer class This is available for the past 7 to 10years, minimum (orfor as many years back as possible, aligned with billing categories based on user classifications (ie., single family, multi famil commercial, etc.) pro tided in Excel fonvat in the Data Collection Workbook. • There well be irp to one (1) meeting of the AWAC with MWIM in attendance, in addition to the kick-off meeting planned to review the DSS Model results, and present and receive comments on the draft technical memorandum. • City will prepare one (1) brief summary presentation (less than fell (10) PowerPoint slides) for each ATY/AC meeting Additional meetings j* be added based on allowable budget. • City will rrnr DSS Model for rip to 25 individual conservation measures with irprd and srpport by MTF/M staff. The City willselect the measures, aspart of a nreasure screening, andpmvide feedback on individualmeasure design (rebate value, years program is implemented, etc.) grams A, B, and CJ with • City will build rip to three (3) conservation program alternatives to be considered (Pro different combinations of individual measures with MW-M input and peer review. The programs have been requested to have a possible range of savings f aw 5 .percent rp to 30 percent: City will conduct to to three (3) DSS Model urns to incorporate feedback from MIYfM on preli»rinary model results City will provide brief summay of discussions or findings by City rta orAT 1 AC throughow the process to ss pport preparing the DSS Model. • Following the consensus of the DSS Model outcomes, City and MWM staff will togetherprepare one (1) electronic camera-ready technical memorandum to RH2 for distribution. • Following the comment period, City will prepare one (1) set of consolidated comments and clear direction for updates to the final technical memorandum. 14 5112116 3:13 PAi Z:\BotheA\Dat3\C0A\Sa0\Wh1P 2(116\PS-A socv Mter Afutet Phn Update 20160512_d= ORIGINAL 1 PAGE NO 20 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work • Ctty mid N1 AW IvIIl irepaf~' olle (11 eledronic cazuera-ready final fechiiiial vienjoPwiduzi lo RH-2 for disiiib»tim. MWM Deliverables: • Data Collection Workbook in MS Excel for City staff completion. • DSS Model to provide cost effectiveness findings and recommended program. • DSS Model user manual and training videos. Live training via GoTo Meeting for staff also available if desired. • Review comments and draft sections, draft and final technical memorandums in camera-ready electronic format. Project Schedule RH2 will commence with planning work within two weeks' time with a completion date of December 31, 2017. 15 5/12/16113 PA{ Z\Bntltell\D2t2\COA\S40\WMP 203 6\PS.1 SOW Water Master Plan Updatt 20160512.dc= ORIGINAL 1 PAGE NO 21 OF 28 PAGES EXHIBIT City of Ashland Water Master Plan Update Fee Estimate s Desaiptlan Total t36or Tnul SuhmnsUttan!' 'Total Exporse Total Cast Task 1 Project Management 97 $ 36,264 S - S 407 S 16 691 Talk 2 Introduction and Existing Water S em Dqc# tion 66 $ 9,S23 S - S 679 S 10 02 Task 3 Level of Service Goals 12 S 1604 $ S 441$ 64$ Task 4 Population and Demand Pro salons 66 $ 12,207-16 - S 519 S 1 726 Task S Hydraulic Made] Update and Calibration 345 $ 20 566 S - $ 3,229 23 T97 Task6 Waters emAnat es 175 S 24,9x5 $ - $ 3,186 $ 28,171 Task 7 Capital Improvement Proram 80 S 11,571 S $ 1,2351$ 12,806 Task 6 Ashland Water Avallabili Evaluallon 26 $ 4,9w0 S S 121 $ S 064 Task 9 Evaluate 'One Wster' Approach 4 $ "S S 11,Ss0 $ 16 $ 12 Task 10 Executive summary 12 3 I X94 S - $ 47 S 3 741 Talk 11 A endlees 7 5 717 - S 301S 740 Task 12 Finalize, Print, and Present Draft WMPU 66 $ a,449 5 - S 2,139 S 1 BB Tatk 13 OHA Ravlaw Revisions (ITU) S - $ - S -Is Task 14 Re-evaluate financial Pian for the 2010 through 2030 Plannin Period 6 S 16032 $ 15,7501$ 26 $ 16AC-8 Task 15 Shared Vision Ptannin with Climate change 4 S 656 S 51.731 $ 161 $ 52.106 Task 16 Conservatlon Prom Review and Cast Effectiveness Analysis 4 S 656 $ 51,9S4 S 16 $ S2,62-61 PR0JECTT0TAI::, _ 79D 4$';!: 115;535 130,988 3,713' ::258.235 2-%WV ettQaU%C0A%4M11'1201 CPSA FEZ Waut U"t" Pun UKtitc 2vien 2.tua snarzolssae Pu ORIGINAL 1 PAGE NO 22 OF 28 PAGES EXHIBIT RH2 ENGINEERING, INC. 2016 SCHEDULE OF RATES AND CHARGES RATE LIST RATE UNIT Professional 1 $129 $/hr Professional 11 $138 $/hr Professional 111 $145 $/hr Professional IV $155 $/hr Professional V $164 $/hr Professional VI $176 $/hr Professional V11 $190 $/hr Professional Vill $199 $/hr Professional IX $199 $/hr Technician 1 $78 $/hr Technician II $86 $/hr Technician 111 $87 $/hr Technician 1V $93 $/hr Administrative 1 $63 $/hr Administrative 11 $74 $/hr Administrative 111 $90 $/hr Administrative IV $107 $/hr Administrative V $128 $/hr CAD/GIS System $27.50 $/hr CAD Plots - Half Size $2.50 rice per lot CAD Plots - Full Size $10.00 price per plot CAD Plots - Large $25.00 price per plot Copies (bw) 8.5" X 11" $0.09 price per copy Copies (bw) 8.5" X 14" $0.14 price per copy Copies (bw) 11" X 17" $0.20 price per copy Copies (color) 8.5" X li" $0.90 price per copy Copies (color) 8.5" X 14" $1.20 price per copy Copies (color) 11" X 17" $2.00 price per copy Technology Charge 2.50% % of Direct Labor price per mile Mileage $0.540 (or Current IRS Rate) Subconsultants 15% Cost + Outside Services at cost 4WVM16LOMAM ORIGINAL 1 PAGE NO 23 OF 28 PAGES EXHIBIT D Scope of Work City of Ashland Operation and Maintenance Plan Update May 2016 Background RH2 Engineering, Inc., (RH2) has been retained by the City of Ashland (City) to analyze and update the existing Operation and Maintenance Plan. The intent of the update is to provide validation for and continued evaluation of the City's water operations. The scope xvill include an evaluation of water system maintenance programs, current maintenance reporting and schedules, and staffing requirements. A concerted effort will be made to evaluate the efficiencies of equipment, water system operational options for efficient functionality, and opportunities to address known maintenance issues to predict and schedule maintenance, replacement, and funding options prior to imminent failure of equipment. Approach Collect existing data from the City for the facilities, and perform assessments on the equipment data, staffing requirements, recordkeeping, and in-place programs, such as fire hydrant and pump station maintenance. The project goal is to produce an operational document identifying system efficiencies, budget expectations, maintenance schedules and recordkeeping, in an effort to improve operation of the water system. This approach represents the project team's understanding and goals at this point in time and may change as the project progresses. Task 1- Project Management Services Objective: Project management and coordination with City staff, consultants, and internal team to help control schedule, cost, and final deliverables for the project. This role will occur throughout all tasks within this scope and will be a key component in project completion. Approach: 1.1 Coordinate with City staff. 1.2 Coordinate with involved agencies. 1.3 Attend progress meetings. 1.4 Complete project contract administration and management tasks to facilitate timely delivery of work products. Assumptions: RH2's jimject manager will coordinate conr.,nsrnicatiou through City's p»jest manager. The City will respond to requests in a timely »ranner. Meeting attendance by RH2 staff will be limited to Three (3) meetiy~gs 1 5/13/20168:14:37 Alf Z:\Bothell\Daa\COA\S40\O & NIVSA SOW Operation and N12intenance Phn Updacc 20160404.dom ORIGINAL 1 PAGE NO 24 OF 28 PAGES City of Ashland Exhibit A Operation and Maintenance Plan Update Scope of Work RH2 Deliverables: • Communication with the City's Project Manager either verbally or in writing, as requested. • Updated project schedules and budgets provided weekly for project tasks. • Written communication of issues that may arise during evaluations. • Preparation of scope of work amendments, as requested. Task 2 - Water System Operational Planning Objective: Draft guidance about system maintenance, including, flushing, testing, backflow prevention, and staffing. Create 2 document to update and track maintenance of the water system, including, but not limited to, pipes, valves, hydrants, pump stations, pressure reducing valves (PRVs), and reservoirs meeting the requirements of the Oregon Health Authority. Approach: 2.1 Review existing data from the City for each facility in the water system. 2.2 Meet with City staff to discuss concerns for each element of the plan and the facilities. 2.3 Evaluate the fire hydrant maintenance and replacement program. 2.4 Review the pump station maintenance and replacement program. 2.5 Evaluate the flushing program in conjunction with unidirectional flushing task. 2.6 Assess the valve maintenance. 2.7 Examine water quality monitoring plans. 2.8 Review procedures and recordkeeping program. 2.9 Review and modify list of major equipment, supplies, and chemicals utilized in the water system. 2.10 Evaluate financial impacts of a radio-read program. Include level of service impacts and upgrade costs of equipment. 2.11 Comment on the general impacts and effects of changing water quality requirements regarding operational and maintenance responsibilities. 2.12 Identify procedures for keeping and compiling records and reports. Provide a general list of .records on file and identify where they are kept. 2.13 Evaluate staffing requirements and document recommendations. 2.14 Identify operational and maintenance improvements. 2.15 Prepare a draft operational plan. 2.16 Review the draft operational plan with the City and review comments from the City staff. 2.17 Prepare final operational plan document. 2 5/13/16 8:16 l1~1 ZABothe111Dat;AC0_ VW\0 do NUSA SOW operation and Maintmance Plan Updbtc 20160401.dacs ORIGINAL 1 PAGE NO 25 OF 28 PAGES City of Ashland Exhibit A Operation and Maintenance Plan Update Scope of Work Assumptions: • Task 2 is a data-collection and direction-setting task onb This Task does not include database entry or progravuving for an integrated operational~ilan. I~o~»atiou will beprepr~red for Vise in a f1durepr ject to ivt~plement asset management sofhvare. • Data gathered from Me syste»l analysis subtasks will be ntiliVd as is for the database of the existing rystem cot»ponents. Provided by City: Background information, including: • Staff assignments and workload. • Operational and maintenance guidance documents. • Current cross-connection guidelines. • List of concerns and known issues within the City's water system. • System equipment list, including model numbers and year installed for pumps, PRVs and reservoirs. RH2 Deliverables: • Outline of items to be included in the operational plan. • Draft operational plan. • Final operational plan. Task 3 Unidirectional Flushing Program Objective: Create a unidirectional flushing program for the City. Approach: 3.1 Perform hydraulic analyses in conjunction with the master plan update to determine the minimum pressures and maximum flushing velocity experienced with the City's existing flushing program. 3.2 Coordinate with the City to identify the goals for the updated unidirectional flushing program, including maximum velocity, sensitive customers, and areas of concern. 3.3 Recommend improvements to the existing unidirectional flushing program per the established goals and to reduce flushing velocities, flushing time, and dirty water complaints. 3.4 Develop field map books showing flushing hydrant, closed valve, and flushing velocities for each hydrant flushing location. RH2 Deliverables: • Unidirectional flushing program field map books. 3 5/13/16 8:16 !X1 7ABnthrU\Dz=\C0A\S40\O & L%S\PS-a SOW Opp dan and Nbinun=ce Plan Updsre 20160404.dnu ORIGINAL 1 PAGE NO 26 OF 28 PAGES City of Ashland Exhibit A Operation and Maintenance Plan Update Scope of Work 'T'ask 4 Cross-connection Control Plan Objective: Document the City's existing cross-connection control plan. Approach: 4.1 Review the City's existing cross-connection control ordinance and developed programs. Evaluate the documents and incorporate elements into the WMPU necessary for consistency with Oregon Administrative Rule (OAR) Chapter 333, Division 61, Section 0070 regulations. 4.2 Describe the consequences for failing to comply with the cross-connection control ordinance. 4.3 Document the responsibility of each City department for implementing the program and then relationship with one another and with outside agencies. 4.4 Identify the primary and back-up staff positions delegated to the responsibility of organizing and implementing the cross-connection control program. 4.5 Document procedures for prioritizing and conducting surveys of existing facilities to identify existing and potential cross-connections. 4.6 Document guidelines for assessing the degree of hazard and the selection of the appropriate backflow assemblies. 4.7 Describe the recordkeeping system requirements for the cross-connection control plan. Recommend possible options to increase efficiency and reduce cost. 4.8 Describe the methods or processes that will. provide information. (public education, etc.) regarding the cross-connection control program to the existing and potential future system customers. 4.9 Document procedures for responding to backflow incidents. RH2 Deliverables: a Completed cross-connection control plan included in the WMPU as an appendix. Project Schedule RH2 will commcnce with planning work within two weeks' time with a completion date of December 31, 2017. 4 5/13/16 &-16.W ZABothcli\Mta\CU A\S40\O & N(NPSA SOa' Operadaa and It-antenance Plan Update s0160404.dae ORIGINAL 1 PAGE NO 27 OF 28 PAGES EXHIBIT City of Ashland Operation and Maintenance Update Fee Estimate + Description - w.yaurs ; Total Labor Total Expense Total Cost Task 1 Project Management Services 23 $ 3,797 $ 171 $ 3,968 Task 2 Water System Operational Planning 272 $ 36,294 $ 1,146 $ 37 440 Task 3 Unidirectional Flushing Program 76 $ 10,111 $ 1,419 $ 11,530 Task 4 Cross-connection Control Plan 34 $ 4,686 $ 117 $ 4,803 PROJECT TOTAL, 54;888 $7 - 2;853 $ . `.57,741 2:Ir3alhc1ADatu%C.0A154010 s KPSA FEE 0 and M Plan Updcte 20160405.xlsm 611=16 8:19 AM ORIGINAL 1 PAGE NO 28 OF 28 PAGES EXHIBIT RH2 ENGINEERING, INC. 2016 SCHEDULE OF RATES AND CHARGES RATE LIST RATE UNIT Professional 1 $123 $/hr Professional 11 $133 $/hr Professional 111 $138 $/hr Professional IV $150 $/hr Professional V $159 $/hr Professional VI $170 $/hr Professional V11 $183 $/hr Professional VIII $194 $/hr Professional IX $194 $/hr Technician 1 $73 $/hr Technician li $80 $/hr Technician Ill $82 $/hr Technician IV $89 $/hr Administrative 1 $57 $/hr Administrative 11 $69 $/hr Administrative 111 $85 $/hr Administrative IV $101 $/hr Administrative V $122 Mr CAD/GIS System $27.50 $/hr CAD Plots - Half Size $2.50 price per plot CAD Plots - Full Size $10.00 rice per plot CAD Plots - Large $25.00 price per plot Copies (bw) 8.5" X 11" $0.09 price per copy Copies (bw) 8.5" X 14" $0.14 price per copy Copies (bw) 11" X 17" $0.20 price per copy Copies (color) 8.5" X 11" $0.90 price per copy Copies (color) 8.5" X 14" $1.20 price per ca y Copies (color) 11" X 17" $2.00 price per cop Technology Charge 2.50% % of Direct Labor price per mile Mileage $0.540 (or Current IRS Rate) Subconsultants 15% Cost + Outside Services at cost 4115!20162:52 PM ` Contract for PERSONAL SERVICESNAL 2 PAGE NO 1 OF 28 PAGES CITY OF CONSULTANT: RH2 Engineering, Inc. -AS H LAND CONTACT: Jeff Ballard, P.E. 20 East Main Street Ashland, Oregon 97520 ADDRESS: 22922 291h SE Ste. 210 Telephone: 541/488-6002 Bothell WA 98021 Fax: 541/488-5311 TELEPHONE: 425-951-5400 541-665-5233 DATE AGREEMENT PREPARED: 5/16/16 FAX: 425-951-5401 BEGINNING DATE: 5/23/2016 COMPLETION DATE: 12/30/2017 COMPENSATION: Not to Exceed $315,976 SERVICES TO BE PROVIDED: Reference exhibit C & D scope of work for water master plan update and operations and maintenance plan update. ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said primary City of Ashland Contract. FINDINGS: Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $20,142.20 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature to the extent the harm caused arises out of the negligent acts, or errors, or omissions in performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, or proximately caused b the negligence of City. Contract for Personal Services, Revised 06/02/2015, Page 1 of 5 lVA2OF2R RAGES 10. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. CitVs 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: L 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. L Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. Contract for Personal Services, Revised 06/02/2015, Page 2 of 5 d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, ~1 000,000, or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. e. Notice of cancellation or chance. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incor orated b reference. onsultant: City of Ashland By e-4~ By Signature Department 1 jead 141,e e ~..Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services, Revised 06/02/2015, Page 3 of 5 ORIGINAL 2 PAGE NO 4 OF 28 PAGES 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 local 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 cant' 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. L/ (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. Contractor (Date) Contract for Personal Services, Revised 06/02/2015, Page 4 of 5 ORIGINAL 2 PAGE NO 5 OF 28 PAGES . CITY OF ASHLAND9 OREGON EXHIBIT B City of Ashland LIVING 9. #Is WA E • per hour effective June 30, 2015 (Increases annually every June 30 by the ~r Consumer Price Index) 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 projector 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, additional For Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashiand.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND Contract for Personal Services, Revised 06/02/2015, Page 5 of 5 ORIGINAL 2 PAGE NO fi OF 28 PAGES EXHIBIT C Scope of Work City of Ashland Water Master Plan Update May 2015 Background The City of Ashland (City) has retained RH2 Engineering, Inc., (RI-i2) to provide on update to its 2012 Cot»prehnnsix IllaierPlan completed by Carollo Engineers, Inc. The intent of the update is to confirm and evaluate critical water needs, specifically for the 2020 through 2030 planning period. The update will also include requirements for planning, programming, and financing improvements for the City's water system needs and demands, identify said improvements, include a comprehensive and prioritized 20-year Capital Improvement Plan, evaluate water system and engineering staffing needs, and include a specific financial plan for the recommended system and staffing needs, including a water rate model. The Water Master Plan Update (WMPU) will be completed in accordance with Oregon Administrative Rules for Public Water Systems (OAR 333, Division 61). A concerted effort will be made to evaluate the success of the in-place conservation programs and introduce concepts to achieve greater benefit of the programs. Water supply limitations need to be addressed for the upcoming 2020 to 2030 planning period. Efficiencies of equipment, options for better supply solutions, and opportunities to address known issues before drought conditions severely impact the City's water availability need to be re-analyzed based on new information. Approach This approach represents the project team's understanding of current goals at this point in time. The approach to the work may-change as the project progresses. Some of the work tasks will be completed simultaneously to expedite the project schedule. The current goal is for the work to be accomplished generally in the following order, with the realization that some tasks will have to be re-evaluated to maintain consistency within the final WMPU document. • Demand Forecasting • Hydraulic Model Calibration and System Analysis • Evaluate Expanding TAP Supply to 3.0 million gallons per day (MGD) • Analysis of Mt. Ashland Aquifer Potential • Update Capital Improvement Plan (CIP) • Re-evaluate Financial Plan for the 2020 through 2030 Planning Period • Evaluate a "One Water" Concept The following Scope of Work assltives that the tFAPUproject ivill iuchrde the work described above and that the deliverables w411 be standalone documents that add to and iodate the existinb plan. This update will not recreate or review all data in the exixthg plan, nor include a review and anal#sis of all existing components included in the 2012 plan. Due to the nature of the pT Jett, RH2 will rise and my rrpan existing data, materials, and i~ fomiahon as-is unless otherwise described in this Scope of lVork. AH2's scoped effort will bepeformed rip to the hours included in the attadhed Fee Estimate. If additional 1 5/12/2016 3:13:57 PAf Z:\BOdrcII\nna\CO A\540\n'hJP 201 APSA SOIL Watct \sa.ttr Fbn Updart 20160512.docz ORIGINAL 2 PAGE NO 7 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work effort is needed, that will be nrninally determined by the City and RH2. RH2 willper, form extra work only at the diIvclion of f the City. 'T'ask 1-- Project Management Services Objective: Coordinate with City staff, consultants, and internal team to help control schedule, cost, and final deliverables for the project. This role will occur throughout all tasks within this Scope of Work and will be a key component in project completion. Approach: 1.1 Coordinate with City staff 1.2 Coordinate with involved agencies. 1.3 Attend progress meetings. 1.4 Attend up to five (5) Ashland Water Advisory Committee (AWAC) meetings. 1.5 Attend up to three (3) City Council meetings. 1.6 Perform project administration and management tasks to help facilitate timely delivery of work products. Assumptions: * RH2's pr jest >narrager will coordinate co»rmunication throngh City's praject manager. • The City will respond to reguesis in a timed manner. • City Canncil meeting attendance by RH2.riaff will be limited to three (33) rneeiings. RI42 Deliverables: • Regular communication with the City's Project Manager either verbally or in writing, as required. • Updated project schedules and budgets provided monthly for project tasks. • Written communication of issues that arise during evaluations. • Preparation of scope of work amendments, as required. • AWAC and Council meeting presentation materials. Task 2 Introduction and Existing Water System Description Objective: Provide a description of the components of the existing water system. Approach: 2.1 Visit each facility with City staff to collect field information, and observe equipment layouts and existing conditions. 2.2 Describe the City's water service area and water service agreements. Include plans for expanding the current service area, if any. 2.3 Provide a brief overview of the existing water system operation. 2 5/12/16 3:13 P\i ZABothell\Daa\CO AWD\XXfNfP 2016\PSA SOW Water Master Plan Update 20160512.doct ORIGINAL 2 PAGE NO 8 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 2.4 Describe each pressure zone and existing facilities, including sources of supply, treatment plant, pressure reducing stations, pump stations, pipelines, reservoirs, interties, and telemetry and supervisory control systems. 2.5 Provide a table of water main inventory that includes total lengths, diameters, materials, and age based on available data. 2.6 Prepare color figures of the following: • Existing Water System; and • Existing System Hydraulic Profile. RH2 Deliverables: • Attendance at one (1) facilities tour with City staff. • Descriptions and figures of existing system components for City review and comment. Task 3 - Level of Service Goals Objective: Review existing level of service goals, policies, and design criteria, and recommend changes to these policies, as necessary. Approach: 3.1 Review existing City standards pertaining to water system level of service, policies, and design criteria. 3.2 Recommend additional or revised policies, as necessary, so that projected future City facilities can meet minimum and acceptable design standards and criteria. 3.3 Summarize each policy and design criteria. RH2 Deliverables: * Descriptions of level of service goals, policies, and design criteria for City review and comment. Task 4 - Population and Demand Projections Objective: Review historical water use and forecast future water demands of the system. This task will be coordinated with the "Shared Vision Model" climate change analysis to avoid duplication of efforts. Approach: 4.1 Review related planning documents to provide a summary of the impacts or constraints on the water system. Identify existing and projected future land use pattems within and adjacent to the City, and the impacts on existing and planned future facilities and water sources for the water system. 4.2 Prepare a color figure of the City's land use. 4.3 Tabulate monthly totals of metered consumption for each customer class and the average number of accounts in service for each year from 2010 through 2015 based on available information pro-tided by the City. Identify the seasonal variations in consumption for each customer class. 4.4 Tabulate ten (10) to twenty (20) of the largest water users and the total water use of each for the year 2013. 4.5 Tabulate monthly and yearly totals of water supply by source from 2010 through 2015. 3 5/12/16 113 Phi Z\Bodull\Data\CO S\S#O\W?,iP 201APS_A SON Witcr Almrr Mn Updatc 20160512dorz ORIGINAL 2 PAGE NO 9 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 4.6 Calculate per capita demands based on the average day demand (ADD) and water system population data from 2010 through 2015. 4.7 Calculate the number of equivalent residential units (ERUs) within the system based on the water consumption and supply data. 4.8 Identify the total amount of distribution system leakage from 2010 through 2015. 4.9 Tabulate total consumption of customers within each pressure zone based on the hydraulic model and the parcel-consumption database provided by the City. 4.10 Calculate the system .ADD, peals day demand (PDD), and peak hour demand (PHD) from 2010 through 2015. 4.11 Prepare a table of general fire flow requirements of each land use classification and identify buildings with the largest fire flow requirements within the service area. 4.12 Develop 6-year and 20-year demand projections. Demand projections shall be tabulated with and without additional water use reductions from the proposed water conservation program. 4.13 Describe the basis for and results of the existing and future water demand evaluation. Document the results of the demand analysis in summary tables and the chapter text Assumptions: • RH2 is entitled to rely on the accuracy and completeness of a y data, ii!ormatxon, or materials provided by the City or others in relation to this work. RH2 Deliverables: • Descriptions and tables of historic and projected demand data for City review and comment. Land use color figures in electronic PDF format and one (1) printed version in 11-inch by 17-inch format. Task 5 - Hydraulic Model Update and Calibration Objective: Update and calibrate the current hydraulic model of the City's existing water system. Approach: 5.1 Update the City's existing hydraulic model with recent water system improvements. Add the locations of existing gate valves for use in developing the unidirectional flushing program. Review the model with current water system mapping to check for consistency and completeness. 5.2 Prepare a preliminary hydraulic model node diagram. Coordinate with the City to review water system facilities shown in the model. Update the model, as necessary, based on input from the City. 5.3 Update elevation data in the model and compute pipe roughness coefficients from available pipe material and age data to accomplish initial calibration. 5.4 Allocate the existing (2015) demand data among the nodes in the model using a parcel-consumption database provided by the City and customized routines. 5.5 Calculate existing (2015) and 6-year average (2010 to 2015) diurnal curves for the ADD and peak (3) three-day period using hourly tank data. Input diumal curves into the hydraulic water model. 4 5/12/16 3:13 PM 7_:\BoJkei\Data\COA\Sd0\V%rt fP?U14\PSA SOW Watu )laator Pion Update 20160512docc ORIGINAL 2 PAGE NO 10 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 5.6 Update facility data into the model for supply sources, reservoirs, and pressure reducing valve (PRV) stations. Input pump curves developed in the pump condition evaluation. Establish facility settings to reflect current settings and those to be used for the analyses. 5.7 Perform preliminary hydraulic analyses to identify locations for field pressure and hydrant flow tests, and check potential performance at each site. Prepare a template that lists field test locations and data needing to be collected at each test location. Coordinate with the City to confusn methods and recordkeeping for field tests. 5.8 Attend the hydrant flow tests to confirm that the pressure and flow test objectives are met for the purpose of calibrating the hydraulic model. City staff will operate hydrants, valves, and other water system facilities as directed by RH2. RH2 will provide calibrated pitot and pressure gauges for use during the hydrant flow tests and record the test results. Operational status of facilities will be provided by City staff (in real time or from the City's telemetry system following field testing), including flows into the system from supply sources, and reservoir levels at the start and end of the tests. 5.9 Perform hydraulic analyses to calibrate the model from the field flow and pressure test data for the purposes of steady-state and extended period hydraulic analyses. 5.10 Coordinate with the City to identify sources of inconsistencies between the field calibration data and the modeled results. Inconsistencies may be the result of unknown closed valves in the system or incorrect diameter of water main shown on system mapping or as-bunts. Since this item is highly vari able to nature, all initial allocation of tmvny fovr (24) horns of a water nJodeliq sfieaiakrt's time has been induded far this task. If generally accepted industry standards for hydraulic model accuracy cannot be achieved within this initial allocation, RH2 will coordinate with the City to determine the next steps. This may include a scope amendment to assist the City in performing additional field flow tests and model calibration analyses. 5.11 Input the current land use classifications into the model and assign a general planning level fire flow requirement to each node for comparison of fire flow results. 5.12 Perform steady-state analyses in the hydraulic model to recommend new PRV and booster pump set points to refine the operation of the water system. The analyses will consider the following elements: • Energy efficiency in the water system; • Adjustments to service pressures to maintain level of service goals; • improving fire flow system wide and, in particular, to critical service customers as identified by the City (i.e., hospitals, schools, etc.); and, • Pressure zone reconfigurations. 5.13 Coordinate with the City to discuss the results of the optimization analyses and review the feasibility of the proposed operational strategy. Assumptions. • RH2' project manager will coordinate comminu-ation Aro:gh 00 jbinject manager. ' The City will s: ply needed facility inomiation to prebare for hydraulic analyses. 5 5/12/16 3:13 PAf ZABndA\Dat3\C03\S401t'Cr fP 1016\PS3 SOW Watrr Master P6n Ugdatc 201605Mdocr ORIGINAL 2 PAGE NO 11 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work • A h2)ejrty four (24)-hoirr allocation will be assumed. for the water ,,ijadeliug . hecialist. If this tinle needs i© be odjrrsted dJte to uiforeseen issues, RZ and the City will discuss a» vendments to this scope of hark RH2 Deliverables: • Calibrated WaterGEMS' hydraulic water model for use in steady-state and extended period hydraulic analyses. • Coordination with the City to review the accuracy of the hydraulic water model and the results of the optimization analyses. Task 6 Water System Analyses Objective: Evaluate each water system component to identify deficiencies and recommend improvements. Utilize the City's water system hydraulic model to perform pressure and fire flow hydraulic analyses. 6.1 Examine each of the existing pressure zones and identify areas of low and high pressures. Include a table showing each existing zone, each zones maximum and minimum service elevation, and service pressures (at static conditions). 6.2 Calculate the quantity of water supply required for the existing and projected future conditions, and compare those requirements to the system's existing supply capability. 6.3 Identify and describe supply facility deficiencies. 6.4 Evaluate booster pump stations and briefly describe deficiencies. 6.5 Calculate the quantity of water storage required for the existing and projected future system and compare those requirements to the existing storage capacity of the system. Storage analyses xvill be performed for the system as a whole, as well as for individual pressure zones or storage operating areas. 6.6 Identify and briefly describe storage deficiencies. 6.7 Document the hydraulic analysis criteria and hydraulic model settings for the distribution system analyses. 6.8 Using the hydraulic model of the water system, perform a steady-state hydraulic analysis of the system simulating PHD conditions with no fire flows to determine the pressures and flow distribution during this demand condition. 6.9 Perform a steady-state fire flow analysis for each node in the system while simulating PDD to determine the capability of the existing system to provide adequate flows and pressures and identify existing system deficiencies. 6.10 Perform system analyses to evaluate the following: • Expanding TAP to 3 MGD; • Providing a permanent solution for moving water from the Granite Pressure Zone to the Crowson Pressure Zone; • Removing the existing Granite tank and upsizing Crowson II; and • Evaluating the hydraulic grade line associated with the new treatmerit/clearwell project • Identify possible locations for hydroelectric power generation to be analyzed in separate scope. 6 5/12/16 3:13 PM Z:\BotheII\Das2\coA\S40\WhfP 201AP&A SOW Water Muter Plan update 20160512.docs ORIGINAL 2 PAGE NO 12 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 6.11 input future demand data into die hydraulic model's nodes using the results from die future water demand evaluation. De.,vand distriNition sliall be based on estimates of f rture growfli allocafions provided by the City. 6.12 Input proposed water system improvements into the model based on the results of the existing system hydraulic analysis and identification of deficiencies. 6.13 Perform a steady-state fire flow analysis for each node in the system while simulating 6-year and 20-year PDD conditions to review whether the proposed improvements address existing system deficiencies and are sized properly to accommodate for anticipated growdi based on meeting the City's policies and design criteria. 6.14 Prepare a table that summarizes the results of the existing and future system fire flow analyses. 6.15 Identify and describe distribution system deficiencies and the results of the hydraulic analyses. 6.16 Evaluate and identify deficiencies for the existing water main, PRV stations, interties, and telemetry and supervisory control system. 6.17 Perform an existing system and 6 -year system capacity analysis to determine the unused, available system capacity expressed in ERUs. Document the criteria and results of the analyses. 6.18 Meet with City staff to discuss the system analyses, deficiencies, and recommended improvements. 6.19 Prepare color figures showing the results of the pressure and fire flow analyses. 6.20 Document the results of the system analysis in summary tables and the chapter text. Assumptions: • The Ciy will supply estimates on fictun growth allocations. RH2 Deliverables: • Descriptions, tables, and figures of the water system analyses for City review and comment. • Attendance at one (1) meeting with City staff. • Color figures and GIS shapefiles containing the results of the existing system PED and fire flow analyses in electronic PDF format and one (1) printed version in 11-inch by 17-inch format. Task 7 - Capital Improvement Plan Objective: Describe and schedule improvements to address deficiencies identified in the water system analyses. Prepare planning-level cost estimates for each project identified. Approach: 7.1 Briefly describe water system improvements that have been completed since the last WMI'U. 7.2 Prepare a list of proposed water system improvements. Briefly describe each group of related improvements and the purpose/benefit of the improvements. 7.3 Prepare planning-level approximate cost estimates for each improvement based on current industry prices. 7 5/12/16 3:13 PNI ZABathdl\Dam\CoA\540\WMP 201APSA SOW Water \iaster Plan Update 20160512.doc= ORIGINAL 2 PAGE NO 13 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 7.4 Coordinate with City staff to establish criteria for prioritizing and scheduling improvements. Pi oiiiitation and scheduliq will consider other scheduled x liiy and transportation proo'ecis based on inorn-ration provided by the City. 7.5 Schedule improvements based on the results of the prioritization. Prepare up to two (2) modified CIP schcdules based on input from the City on the results of the financial analysis. 7.6 Prepare a table of improvements that includes an improvement identification number, a brief description of each improvement, the associated cost estimate, and the scheduling of the improvements for the 20-year planning period. 7.7 Describe the criteria and procedures used for prioritizing and scheduling improvements. 7.8 Document the CIP prioritization analyses in surnmary tables and the chapter text 7.9 Prepare color figures of the following: • Proposed Water System Improvements; and • Proposed Improvements Hydraulic Profile. 7.10 Meet with City staff to discuss the CIP and proposed schedule of implementation. RH2 Deliverables: • Draft CIP tables and figures for City review and comment in digital format. • GIS files containing proposed water main improvements in electronic PDF format and one (1) printed version in 11-inch by 17-inch format.. • Attendance at one (1) meeting with City staff. Task 8 Ashland Water Availability Evaluation Objective: Review available precipitation, runoff, reservoir storage, and water use data to assess the predictability of water availability. Approach: 8.1 Obtain available copies of historical weather and hydrology data. Copies of data may be available from the following sources: • Water storage and water use - City of Ashland; • Stream gauge - City of Ashland, State of Oregon, US Geological Survey, US Forest Service; • Snowpack - Mt. Ashland Ski Area, Natural Resources Conservation Service; and • Weather/Climate -National Weather Service, National Oceanic Atmospheric Administration. 8.2 Compile historical information into a database for evaluation of long-term trends. Graphically analyze the data for a potential correlation between precipitation, runoff, and reservoir storage. 8.3 Prepare a summary memorandum with the evaluation results. If the data evaluation suggests a useful correlation, provide recommendations for a long-term monitoring approach to support water availability planning. RH2 Deliverables: Summary memorandum of water supply evaluation results in electronic PDF format and three (3) printed version in 11-inch by 17-inch format. 8 5/12/16 3:131',M Z_\BathcV\rhta\CO A\S40\R11iP 2016\PLA SON Watcr Blaster Plan Update 20160512dae ORIGINAL 2 PAGE NO 14 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work Task 9 - Evaluate "One Water" Approach Objective: Evaluate "One Water" opportunities within the City and provide a framework for future "One Water" opportunities and guidance. This work will be performed in conjunction with Black & Veatch. Approach: 9.1 Prepare internal City draft of a "One Water Approach" document that engages discussion by the Ashland Water Advisory Ad Hoc Committee (AWAC). 9.2 Review comments from the AWAC meeting with City staff. 9.3 Prepare a final "One Water Guiding Principles" document for inclusion in the WNTIJ. RH2 Deliverables: • Completed "One Water Guiding Principles" technical memorandum. Task 10 Executive Summary Objective: Prepare an executive summary to describe the key elements of the WMPU. Approach: 10.1 Identify the purpose of the WMTU and summarize the major system characteristics and significant changes since the previous WNMU was completed. 10.2 Briefly describe the key issues in the WMPU. RH2 Deliverable: • Prepare a draft and final executive summary chapter for City review and comment. Task 11-- Appendices Objective: Prepare miscellaneous appendices for inclusion in the WMPU. Approach: 11.1 Obtain a State Environmental Policy Act (SEPA) Checklist and Determination of Non-Significance (DNS) from the City to include in the appendices.. 11.2 Obtain service area and intertie agreements from the City to be included in the appendices. 11.3 Obtain copies of applicable City resolutions /ordinances to be included in the appendices. 11.4 Include copies of Water Facilities Inventory (WFI) forms. 11.5 Include copies of water right certificates and permits. 11.6 Include a copy of the most recent Consumer Confidence Report. 11.7 Include copies of water system facilities data, consistency statement checklists, and agency review comments. Deliverables: • Listed appendices for inclusion in the WMPU. 9 5/12/16 3:13 PNI Z:\Bod%d1\D=\co A\S40\Wh P 2016\PSA SOW Water N& Lsmr Plan Update 20160512docc ORIGINAL 2 PAGE NO 15 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work Task 12 Finalize, Print, and Present Draft WMPU Objective: Prepare a final draft of the WMPU and submit it to review agencies and adjacent water purveyors. Approach: 12.1 Develop a cover format that includes the WMPU name and revision date. 12.2 Transmit electronic copies of the draft WMI'U documents to the City for review and comment. 12.3 Revise the WMPU based on City review comments. 12.4 Attend one (1) meeting to present the completed WMPU to City staff, City Council, and the public. 12.5 Bind the final WMPU documents and print up to ten (10) sets of the WIVTU with color figures. 12.6 Create an electronic PDF document, including all chapters, appendices, and figures of the WMPU. The electronic IVMPfT will contain hyperlinkr and an oganiZational fornrat that will be frilly fungi ionol Provide up to five (5) copies of the electronic plan on CD format. 12.7 Submit the final WMPU to the Oregon Health Authority (OHA) dHnldng water division for its review. RFI2 Deliverables: • Up to ten (10) sets of the final W TU in three-ring binder format and five (5) CDs containing the WWU in electronic PDF format. • Attendance at one (1) meeting to present the final draft WN TU to City staff, City Council, and the public- Task 13 - OHA Review Revisions At the completion of Tasks 1 through 12, the WMPU will be its a final format, ready for review by the regulatory agencies. The number of comments, number of meetings, and amount of required WMPU modifications from review by the agencies is difficult to predict. Therefore, RH2 will prepare a separate scope of work and fee estimate to address review comments, review meetings, and final WMPU modifications upon receipt of all review comments from OHA. Task 14 _ Re--evaluate Financial Plan for the 2020 through 2030 Planning Period Objective: Review the financial model's consistency with the updated capital program. This work will be performed in conjunction with Hansford Economic Services. Approach: 14.1 Update the financial model, including demand projections. 14.2 Evaluate the financial model accounting for the impacts of water conservation. 14.3 Evaluate relocating the fixed costs to the base fee versus consumption. R142 Deliverables: • Updated financial model. 10 5/12/16 3:13 7'A{ Z:\$odtcb'%Dara\C0?l\S40\WhfP 2016\PS.a, SOW Water 1~bstcr Plan Updatc 20160512dot= • ORIGINAL 2 PAGE NO 16 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work Task 15 Shared Vision Planning with Climate Change Objective: Review past climate change planning efforts. Determine if additional planning analysis is feasible and supportive of the WMPU. Provide recommendations for the WMPU alternatives for increasing supply reliability in times of drought. This task will be performed in concert with Maddaus Water Management (MOAN). Approach: 15.1 Review Drought Report prepared by City, including: • Summary of data and experience in current drought, and document response; • List of recommendations to adjust the City's drought plan (i.e., changes in drought cutbacks or approach); • Graph of stream flow hydrology and other data trends to document connection to conservation (long-term versus short-term emergency measures), and climate change analyses (frequency and intensity of droughts); • List of adjustments to operations from the current "Water Supply Model" as a result of how the water system functioned in 2013 through 2015 drought conditions; and • Assume a-brief summary on impacts to planning efforts and any overall recommendations. 15.2 Inventory the past climate change planning efforts and confirm feasibility of additional planning based on available information. 15.3 Review the Water Supply Model and past climate change modeling efforts. 15.4 Build the Shared Vision model. 15.5 Review and update the model with the most recent drought occurrences and data from the City's drought report. 15.6 Select the future plan that offers the most supply reliability based on information presented that solves the projected "shortfall," in coordination with the City. 15.7 Run model simulations that test revised or new approaches, such as new infrastructure or transfer agreements. 15.8 Present model simulations to the AWAC showing various solutions and how they function, while discussing each scenario's strengths and weaknesses. 15.9 Summarize findings in a technical memorandum. Assumptions: • RH2's projject iilanager will roonl'inate eovizvInicahon ibrovgh Ashland's project manager and coordinate MIVM staff murk, as deeded. The City n0prepare a drought review based on the items above. RH2 staff willthen review andfihalge the d~vght plan from the City, including the items listed above. This lvill include a simmay of droright plan cutbacks for inclusion in the Shand Virion Model. • The Ci~v will prornde access to past nJOdelin g team and source filer. Aiy *eciali.Zed model runs for altered hydrology data sets would be provided by others, and cliviate change factors and historical 1~)ldrology would be provided to MiF'M in requested Microsoft Excel forwat on a monthly time step. 11 5/12/16 3:13 PM 7-\H0thell\D2b\C0A\S40\W1fP 201 APSA SOW !Cater lhstrr Plan Update 20160512daer ORIGINAL 2 PAGE NO 17 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work • Additional data and source hyotmation (seepage and evaporation climes for reservoir, etc.) will be provided electronically in Microsoft Excel format on a monthly time step. • The City will dopy clear explanations of how its operations work on a monthly time step for preparation of the water balance for each alternative water ssrpply source. This shorsld be on the level of detail that a clear inl then siate»rent could be written into the Shared Vision Model macros to know when what operating decisions are made and the >nouthy water slippy availability far each source of slppy. Assume ip to three (3) sources of supply will be modeled. It is asslmied that the Shared Vision will be forused on currency available water supply sources. To the extent budget allows, some very limited alternatives for fidnre sipplies to be detailed by the City may, be added to test in the model. • MIM will prepare the Shared Vision Model using best available information. Up to three (3) "what f" scenarios will be tested on a multiyear (assrmred io to three (3)_year) scale drought that will be decided by the Ciy and presented by the City to the ATVAC. • To the extent budget is available, it is assumed the City will direct the si.Ze and months srpplyprofile for my new slcpply alternatives to be tested in the model (i.e., source alternative). The drought plan stages, conservation level scenarios, and demand forecast will be ready for inclusion in the water balance for model The scope the added alternatives and scenario planning will be based on the allowable budget • The City will have primary ownership forpresenting the model to the .AWAC, with one (1) pmmy staf person responsible for understanding and "driving" the model and facilitating discussions internally with MIl'jM in a limited support role. There will be one (1) meeting with MT//M attendance of the AUIPAC andl or City staff to review the Shared Vision Model. The City will prepare a summary presentation with MWIM in put for each AZY/,ACmeeiing. Additional meetings relay be added based on allowable budget. • Following the consensus of the Shared Vision Model outromes, MIIrM will co-author one (1) electronic camera-ready ground and technical memorandum to FH2 for distribution. It is assumed that City staff will prepare some back ocher appropriate donimentation for the text..As budget allows, MWM will .rapport dociunentation and presentations. It is assumed that priority will begiven to modeling tinge in Microsoft Excel as opposed to writing Jp dommentation. • There will be rip to two (2) meetings of the AlY/AC Additional meetings may be added based on allowable b:idget. Provided by City: • Following the comment period, the City will prepare one (1) set of consolidated comments and clear direction for updates to the final technical memorandum. • The City will provide access to past modeling team and source files. Any specialized model runs for altered hydrology data sets would be provided by others. RH2 Deliverables: • Following the comment: period, RH2 will prepare one (1) set of consolidated comments and clear direction for updates to the final technical memorandum. 12 5112/16 3:13 P11 ZABotha\Daa\cQ a\S40\W1,CP 2016\PIA SOW Watct Master Plus Update 20160512.dom ORIGINAL 2 PAGE NO 18 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work MWM Deliverables: • Data requests. • Brief summary of findings and approach to preparing Shared Vision Model. • Shared Vision Model to simulate scenarios building on output from Water Supply Model. • Draft sections and/or review comments on draft and final technical memorandums in camera-ready electronic format. • MWM will participate in up to five (5) one-hour GOTO meetings to discuss and present to City staff how the model functions and seek input on the design of the model. • Following the consensus of the Shared Vision Model outcomes, MWM will co-author one (1) electronic camera-ready technical memorandum to RH2 for distribution. • MWM will prepare one (1) electronic camera-ready final technical memorandum to RH2 for distribution to the City. • AWAC presentation materials associated with climate change analyses. • Draft and final technical memorandum in camera-ready electronic format Task 16 - Conservation Program Review and Cost Effectiveness Analysis Objective: Review past conservation efforts. Prepare a cost effectiveness analysis. Recommend shifts in conservation program efforts as warranted by findings and input from City staff and the AWAC. This information will support the update needed for 2018 Water Management and Conservation Plan that will be finalized in the year 2023. This task will be performed in concert with Maddaus Water Management Approach: 16.1 Review conservation program recent efforts and billing information 16.2 Prepare a "Water Use Data Sheet" to benchmark historical use and agree on "base year" for more normalized planning (non-recession and non-drought baseline, commonly 2007 and 2008). 16.3 City staff will review and screen from library database of measures into a list of an assumed up to 25 measures to be modeled with MWM input. MWM will auto populate the DSS model with measures selected once approved by management and/or discussed with AWAC as determined by the City. 16.4 Review list developed with City staff and AWAC (Conservation/Drought Meeting 1). 16.5 Work with City to prepare cost effectiveness analysis using Decision Support System for Least Cost Planning (DSS Model) and inputted Demand Forecast already pre-approved by the City, as well as the approved measure list from meeting. Based on training by MWM, City staff will complete the data input for peer review by MWM. 16.6 Design future conservation goals (5 percent up to 30 percent) with the City using DSS Model "three program scenarios" (i.e., current 5 percent, cost effective program, and another program of City's choosing). 13 5/12/16 3:13 P1i ZA13athcH\Data\C0A\Si01WN9 201 APS.A SOW Water Afasler Mn Update 7016051 Zdaea ORIGINAL 2 PAGE NO 19 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work 16.7 Present findings for buy-in (Conservation/Drought Meeting 2). 16.8 Summarize findings in technical memorandum. 16.9 Train City on model and prepare technical memorandum in support of Ashland's Water Management and Conservation Plan due to the state in 2018. Assumptions: • kI-I2'spr>??jectroanager will coordinate communication through City spTo, jest manager and coordinate MWIM staff work as needed. • City staff requested to be involved in the model process to he "hands on with the process "It is assumed the modeling mould be a team effort between City staff and t1fflM. Staff will learn to use the model underMWMguidance and review. A clear list of DSS Model edits will be carefully tracked by the City and MWM in Excel in the f opt of the model, such that having two parlies working in the model is a smooth ogani{ed prruesr. MWM will provide training videos, a User Manual, and q to four (4) hours of training in tavo (2)-holtr sessions • In addition, MWM will review with City staff in rp to five (S) GOTO Meetings the DSS model, pr imari# focused on conservation program measure design. • Dervand forecast will be input in the DSS Model by the City staff that already completed mid adopted format (i.e., five (S)year increments), ready to be the basis of the modeling fforl, and used as a DSS Model rrput • MWM will receive the Data Collection Workbook andl or provided data and source infonvaiion in Miamoft Excel or Microsoft Word format, as appropriate. • City will hpxt billing data by citstomer class. This is available for the past 7 to 10 years, 7JI1111111rlDl (OrfoT as many years back as possible, aligned with billing categories based on user classifications (i e., single family, multi fancily, commercial, etc.) provided in Excel fon»at in the Data Collection Workbook. • 'T'here will be ip to one (1) meeting of the AWAC with MWM in attendance, in addition to the kick-off meeting planned to review the DSS Model results, andpresent and receim comments on the draft technical rilemoranditm. • City will prepare one (1) brief simimary presentation (less than ten (10) PowerPoint slides) for each AWAC meeting Additional meetings may be added based on allowable budget. • 0y will nin DSS Model for up to ZS individual conservation measures ivith input and sipport by MIY/M staff. The City will select the measures, as part of a measure screening, and provide feedback on individual measure design (rebate value, years program is iniplernented, etc.) • City will build rp to three (3) consemation program altenratives to be considered (Programs 1I, B, and C) with different combinations of individual measures with M`UW it put and peer review. The programs have been requested to have a possible range of savings from S percent ip to 30 percent: City will conduct rrp to three (3) DSS Mode! erns to incorporate feedback from MWM on preliminary model results. City will provide brief summay of discussions or findings by City staff orAWAC throughout the process to ssrpportprepai*g the DSS Model. • Following the consensus of the DSS Model outcomes, City and M ,-M staff wdl togetherprepare one (1) electronic camera-ready technical memorandum to RH2 for distribution. • Eollorviug the comment period, City will prepare one (1) set of consolidated comments and clear direction for updates to the final techtrical memorandum. 14 5/12/16 3:13 PAf Z:\BothcH\Dau\CO.A\S40\WN1P 2016\PSA SONG Water Aiaster Plan Update 20160512.docx ORIGINAL 2 PAGE NO 20 OF 28 PAGES City of Ashland Exhibit A Water Master Plan Update Scope of Work • Cio a»d MIl'7l tl will prepa» rite (1) tlecirvnie camera-ready fiiial fechtrical »re,,,7orn»dirtn to RH2 for dtstrib,,itioi1. NTWM Deliverables: • Data Collection Workbook in MS Excel for City staff completion. • DSS Model to provide cost effectiveness findings and recommended program. • DSS Model user manual and training videos. Live training via GoTo Meeting for staff also available if desired. • Review comments and draft sections, draft and final technical memorandums in camera-ready electronic format. Project Schedule RH2 wits commence with planning work within two weeks' time with a completion date of December 31, 2017. 15 5/12/16 3.131'M ZABa:hd 1\Data\COA\S40\WhfP 2016\PSA SOW Wattr INCutu Plan Update 20160512 docs ORIGINAL 2 PAGE NO 21 OF 28 PAGES EXHIBIT City of Ashland Water Master Plan Update Pee Estimate Oescdptldn atai. 7etal t alxir Tota] Subasnullsant 7ata! Eri at Total C t ' - . Hours :.y . Task i Prefect Mane ement 97 S 16.284 S S 407 $ 1 691 Task 2 lntraductlan and Esistin2 Water S em Description 66 F$7 9,S231$ $ - S 679 S Ifl 1D2 Task 3 Level of Service Goals 12 S 1604 $ S 44 S 1,648 Task 4 Population and Dernand Projections 86 $ 12,207 $ - 5 S191$ 1 72b Task 5 N draulk Model Update and ralibmilon 145 S 20 568 S $ 3'.1291S 23,797 Task 6 Waters em Analysts 175 S 24,9151$ - $ 3,1861S 28.171 Task? Capital improvement Program 80 $ 12,57115 $ 1 5 S ll,ilfl5 Tasktl Ashland WaterA Evatuatlan 26 $ 4,940$ S 124 S 564 Task 9 Evaluate `One Water- Approach 4 S 656 $ 11.550 $ 16 S 12 222 Task 10 Eracutive Summary 1 12 $ 1,04 S - S 47 $ 17,41 tasks: A endlces 7 S 710$ - S 30 $ 740 Task 12 Finallse Print and Present Draft WMPU ES 3 8,449 S - $ 2.139 S 10 a8 Task 13 OHA Review Revisiaas D S - S - S Task 14 Re-evaluate Financial Plan for the 2020 through 2030 Planning Period 6 S 1,03215 35.7501 5 26 1$ 16 8 Task 15 Shared Vision Plannin with Climate Change 4 $ 556 S 91,734 S 16 $ 52AN Task 16 Conservation Prom Ravlaw and Cost Eflectiveness Analysis d S 656 $ 51 s4 $ is Is 52,Q6 I ;PROJECTTOTAL ;'.790 ;$;s'-'115;535 ' 13i1,9B$ 1,713 $ .;-_:258;235 Z19n tntt1UU1CAAZr40AWIIa 2616%PSA FEE V)zw U"L--t PUm l/pdtk 2011=12slsm S/12I2aii ~:1a AL ORIGINAL 2 PAGE NO 22 OF 28 PAGES EXHIBIT RH2 ENGINEERING, INC. 2016 SCHEDULE OF RATES AND CHARGES RATE LIST RATE UNIT Professional 1 $129 $/hr Professional 11 $138 $/hr Professional 111 $145 $/hr Professional IV $155 $/hr Professional V $164 $/hr Professional VI $176 $/hr Professional VI1 $190 $/hr Professional Vill $199 $/hr Professional IX $199 $/hr Technician 1 $78 $/hr Technician 11 $86 $/hr Technician 111 $87 $/hr Technician IV $93 $/hr Administrative 1 $63 $/hr Administrative 11 $74 $/hr Administrative 111 $90 $/hr Administrative IV $107 $/hr Administrative V $128 $/hr CAD/GlS System $27.50 $/hr CAD Plots - Half Size $2.50 rice per lot CAD Plots - Full Size $10.00 price per plot CAD Plots - Large $25.00 price per plot Copies (bw) 8.5" X 11" $0.09 price per copy Copies (bw) 8.5" X 14" $0.14 price per copy Copies (bw) 11" X 17" $0.20 price per copy Copies (color) 8.5" X 11" $0.90 price per copy Copies (color) 8.S" X 14" $1.20 price per copy Copies (color) 11" X 17" $2.00 price per copy Technology Charge 2.50% % of Direct labor price per mile Mileage $0.540 (or Current IRS Rate) Subconsultants 15% Cost + Outside Services at cost 4nsrna~e~aso nit ORIGINAL 2 PAGE NO 23 OF 28 PAGES f EXHIBIT D Scope of Work City of Ashland Operation and Maintenance Plan Update May 2016 Background RH2 Engineering, Inc., (RH2) has been retained by the City of Ashland (City) to analyze and update the existing Operation and Maintenance Plan. The intent of the update is to provide validation for and continued evaluation of the City's water operations. The scope will include an evaluation of water system maintenance programs, current maintenance reporting and schedules, and staffing requirements. A concerted effort will be made to evaluate the efficiencies of equipment, water system operational options for efficient functionality, and opportunities to address known maintenance issues to predict and schedule maintenance, replacement, and funding options prior to imminent failure of equipment. Approach Collect existing data from the City for the facilities, and perform assessments on the equipment data, staffing requirements, recordkeeping, and in-place programs, such as fire hydrant and pump station maintenance. The project goal is to produce an operational document identifying system efficiencies, budget expectations, maintenance schedules and recordkeeping, in an effort to improve operation of the water system. This approach represents the project team's understanding and goals at this point in time and may change as the project progresses. 'ask 1 - Project Management Services Objective: Project management and coordination with City staff, consultants, and internal team to help control schedule, cost, and final deliverables for the project. This role will occur throughout all tasks within this scope and will be a key component in project completion. Approach: 1.1 Coordinate with City staff. 1.2 Coordinate with involved agencies. 1.3 Attend progress meetings. 1.4 Complete project contract administration and management tasks to facilitate timely delivery of work products. Assumptions: • RH2's project manager will coordinate conrfnrntication thrargh City's pro jest manager. • The City will respond to regriestr iii a time!} manner. • .Meett>Ig attendaijce by RH2 staff will be 1zmited to three (3) meetings. 5/33/2016 8:1637 AM Z:\Bathdt\D2ta\C0A\540`0 & ;11\PSA SOW Opemrion aad ? flinm=ncc Pha vp&m 20160404.dotx ORIGINAL 2 PAGE NO 24 OF 28 PAGES City of Ashland Exhibit A Operation and Maintenance Plan Update Scope of Work RH2 Deliverables: Communication with the City's Project Manager either verbally or in writing, as requested. • Updated project schedules and budgets provided weekly for project tasks. • Written communication of issues that may arise during evaluations. * Preparation of scope of work amendments, as requested. 'ask 2 - Water System Operational Planning Objective: Draft guidance about system maintenance, including, flushing, testing, backflow prevention, and staffing. Create a document to update and track maintenance of the water system, including, but not limited to, pipes, valves, hydrants, pump stations, pressure reducing valves (PRVs), and reservoirs meeting the requirements of the Oregon Health Authority. Approach: 2.1 Review existing data from the City for each facility in the water system. 2.2 Meet with City staff to discuss concerns for each element of the plan and the facilities. 2.3 Evaluate the fire hydrant maintenance and replacement program. 2.4 Review the pump station maintenance and replacement program. 2.5 Evaluate the flushing program in conjunction with unidirectional flushing task. 2.6 Assess the valve maintenance. 2.7 Examine water quality monitoring plans. 2.8 Review procedures and recordkeeping program. 2.9 Review and modify list of major equipment, supplies, and chemicals utilized in the water system. 2.10 Evaluate financial impacts of a radio-read program. Include level of service impacts and upgrade costs of equipment. 2.11 Comment on the general impacts and effects of changing water quality requirements regarding operational and maintenance responsibilities. 2.12 Identify procedures for keeping and compiling records and reports. Provide a general list of records on file and identify where they are kept- 2.13 Evaluate staffing requirements and document recommendations. 2.14 Identify operational and maintenance improvements. 2.15 Prepare a draft operational plan. 2.16 Review the draft operational plan with the City and review comments from the City staff. 2.17 Prepare final operational plan document. 2 5/13/16 8:16 01 Z:\Bothdl\Dat2\C0 A\S40\0 & Af\PSA SOW operation and Abinunwet Plan Update 201614D4.doa ORIGINAL 2 PAGE NO 25 OF 28 PAGES City of Ashland Exhibit A Operation and Maintenance Plan Update Scope of Work Assumptions: • Task 2 is a data-collection and direction-settiig task onlb! This Task does not inchide database enty ar prngranrmiror an integrated operatio»al. plan. Ii formation will be prepared for use hi a f~rt~rre raject to in ilernent asset r»anagement softpvare. • Data gathered fivnl the system analysis subtasks ivill be rrtili{ed as-is for the database of the existing system ronnponents. Provided by City: Background information, including: • Staff assignments and workload. • Operational and maintenance guidance documents. • Current cross-connection guidelines. • List of concerns and known issues within the City's water system. • System equipment list, including model numbers and year installed fox pumps, PRVs and reservoirs. RH2 Deliverables: • Outline of items to be included in the operational plan. • Draft operational plan. • Final operational plan. 'T'ask 3 Unidirectional Flushing Program Objective: Create a unidirectional flushing program for the City. Approach: 3.1 Perform hydraulic analyses in conjunction with the master plan update to determine the minimum pressures and maximum flushing velocity experienced with the City's existing flushing program. 3.2 Coordinate with the City to identify the goals for the updated unidirectional flushing program, including maximum velocity, sensitive customers, and areas of concern. 3.3 Recommend improvements to the existing unidirectional flushing program per the established goals and to reduce flushing velocities, flushing time, and dirty water complaints. 3.4 Develop field map books showing flushing hydrant, closed valve, and flushing velocities for each hydrant flushing location. RH2 Deliverables: • Unidirectional flushing program field map books. 5/13/16 8:16.W 7:\Bodu➢\D to\CO A\540\O & M\PSA SOT Operation and Maintenance Plan Update 20160404.doa ORIGINAL 2 PAGE NO 26 OF 28 PAGES City of Ashland Exhibit A Operation and Maintenance Plan Update Scope of Work Task 4 - Cross-connection Control Plan Objective: Document the City's existing cross-connection control plan. Approach: 4.1 Review the City's existing cross-connection control ordinance and developed programs. Evaluate the documents and incorporate elements into the XVWU necessary for consistency with Oregon Administrative Rule (OAR) Chapter 333, Division 61, Section 0070 regulations. 4.2 Describe the consequences for failing to comply with the cross-connection control ordinance. 4.3 Document the responsibility of each City department for implementing the program and their relationship with one another and with outside agencies. 4.4 Identify the primary and back-up staff positions delegated to the responsibility of organizing and implementing the cross-connection control program. 4.5 Document procedures for prioritizing and conducting surveys of existing facilities to identify existing and potential cross-connections. 4.6 Document guidelines for assessing the degree of hazard and the selection of the appropriate backflow assemblies. 4.7 Describe the recordkceping system requirements for the cross-connection control plan. Recommend possible options to increase efficiency and reduce cost. 4.8 Describe the methods or processes that will provide information (public education) etc.) regarding the cross-connection control program to the existing and potential future system customers. 4.9 Document procedures for responding to backflow incidents. RH2 Deliverables- a Completed cross-connection control plan included in the WNTU as an appendix. Project Schedule RH2 will commence with planning work within two weeks' time with a completion date of December 31, 2017. 4 5/13/16 8:16 :IN[ Z:\4od~a\1)a=\C0A\S40\0 a R[\PSA SOW Operation and 7l[aintm2ncc P12n Updam 20160404.doa ORIGINAL 2 PAGE NO 27 OF 28 PAGES EXHIBIT City of Ashland Operation and Maintenance Update Fee Estimate tal Ti Oesulptton Total Labor Total Expense. Total CASt Task 1 Project Management Services 23 $ 3,797 $ 171 $ 3,968 Task 2 Water System operational Planning 272 $ 36,294 $ 1,146 $ 37,440 Task 3 Unidirectional Flushing Program 76 $ 10,111 $ 1,419 $ 11,530 Task 4 Cross-connection Control Plan 34 $ 4,686 $ 117 $ 4,803 54,888 __'2,853 $ :.57,741 P.RI?JECT TOTAL, . :'40$: 7-U3athnllkDat8\[:OA1S4010 A ASWSA FEE 0 and M Plan Update 20160405.xism filia 0IG BA@ AM ORIGINAL 2 PAGE NO 28 OF 28 PAGES EXHIBIT RH2 ENGINEERING, INC. 2016 SCHEDULE OF RATES AND CHARGES RATE LIST RATE UNIT Professional 1 $123 $/hr Professional li $133 $/hr Professional iii $138 $/hr Professional IV $150 $/hr Professional V $159 $/hr Professional VI $170 $/hr Professional V11 $183 $/hr Professional Vlli $194 $/hr Professional IX $194 $/hr Technician 1 $73 $/hr Technician li $80 $/hr Technician 111 $82 $/hr Technician IV $89 $/hr Administrative 1 $57 $/hr Administrative 11 $59 $/hr Administrative 111 $85 $/hr Administrative IV $101 $/hr Administrative V $122 $/hr CAD/GIS System $27.50 $/hr CAD Plots - Half Size $2.50 price per plot CAD Plots - Full Size $10.00 price per plot CAD Plots - Large $25.00 price per plot Copies (bw) 85" X 11" $0.09 price per co Copies (bw) 85" X 14" $0.14 price per copy Copies (bw) 11" X 17" $0.20 price per copy Copies (color) 8.5" X 11" $0.90 price per copy Copies (color) 8.5" X 14" $1.20 price per copy Copies (color) 11" X 17" $2.00 price per cop Technology Charge 2.50% % of Direct Labor price per mile Mileage $0.540 (or Current IRS Rate) Subconsuitants 15% Cost + Outside Services at cost 4nSaB162:42 eM RH2 ENGINEERING, INC. ALA ' 3523 Arrowhead Drive Suite 200 Letter of Transmittal E N C: I N F E R S Medford, OR 97504 _ _ p p _ P L A~N N E R S 541.665.523 or 800. /^720.0052 S C I E N T 1ST S Fax: 541.665.5266 DATE: 6/03/16 JOB NO.: COA S40 ATTENTION: Mike Faught, Public Works Director TO: ENGINEERING DEPARTMENT RE: Water Master Plan Contract CITY OF ASHLAND 20 E. MAIN STREET ASHLAND OR 97520 Sent Via: US,l!lail WE ARE SENDING YOU THE FOLLOWING: X Attached Under Separate Cover Via: Shop Drawings Prints Plans Samples Specifications Copy of Letter Change Order Submittals CONTENTS: COPIES DATE NO. DESCRIPTION 2 6/03/16 28 pgs/ea Original contract for the Water Master Plan Update Project THESE ARE TRANSMITTED AS CHECKED BELOW: For approval Approved as submitted Resubmit copies for approval For your use Approved as noted Submit copies for distribution As requested Returned for corrections Return corrected prints For your information X Signature: For review and comment For bids due: Prints returned after loan to us REMARKS: Please find attached two (2) original contracts for the above referenced project. Please sign both originals and send one (1) original to: RI-12 Engineering, Inc. 22722 29`h Drive SE, Ste. 210 Bothell WA 98021 If you have any questions, contact me. COPY TO: File SIGNED: 6/3/2016 2:221'11 Z:ABothdl\l-)ata\CO- \s40\WNti) 2016V"Trans to COA rc Watcr Master Plan Contract for signatUre 20160603.docs Kariann Olson From: Miranda Iwamoto Sent: Tuesday, June 21, 2016 1:12 PM To: Scott Fleury; Kariann Olson; Tami Campos; Lee Tuneberg Subject: RE: Water Master Plan - RI-12 contract Thanks Scott. It's entered. Miranda From: Scott Fleury Sent: Tuesday, June 21, 2016 12:35 PM To: Miranda Iwamoto; Kariann Olson; Tami Campos; Lee Tuneberg Subject: RE: Water Master Plan - RH2 contract project accounting attached. Scott A. Fleury, Engineering Services Manager City of Ashland, Public Works 20 East Main Street, Ashland OR 97520 (541) 552-2412, TTY 800-735-2900 Fax: (541) 488-6006 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) 552-2412. Thank you. From: Miranda Iwamoto Sent: Tuesday, June 21, 2016 11:21 AM To: Kariann Olson; Tami Campos; Lee Tuneberg; Scott Fleury Subject: RE: Water Master Plan - RH2 contract I will. Thanks! From: Kariann Olson Sent: Tuesday, June 21, 2016 11:18 AM To: Tami Campos; Miranda Iwamoto; Lee Tuneberg; Scott Fleury Subject: RE: Water Master Plan - RH2 contract Please let me know when the project number has been entered so I can finish entering the P0. Thank you. Kariann Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, Oregon 97520 Tel 541-488-5354 1 Fax 541-488-5320 TTY 800-735-2900 kar.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: Tami Campos Sent: Tuesday, June 21, 2016 11:06 AM To: Miranda Iwamoto <miranda.iwamoto ashland.or.us>; Lee Tuneberg <lee.tuneberg@ashland.or.us>; Kariann Olson <kari.olson ashland.or.us>; Scott Fleury <scott.fleur ashland.or.us> Subject: RE: Water Master Plan - RH2 contract Right? O Administrative Supervisor City of Ashland, Public Works Department 20 East Main Street, Ashland, OR 97520 541-552-2420 Fax: 541-488-6006, TTY: 1-800-735-2900 Like Public Works on Facebook for updates and information! Like Ashland Water Conservation on Facebook for updates and information! This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retentit>rt if yc:~cr have received this message in error, please contact me of 541-552-2427. Thank you. From: Miranda Iwamoto Sent: Tuesday, June 21, 2016 11:06 AM To: Lee Tuneberg; Kariann Olson; Scott Fleury; Tami Campos Subject: RE: Water Master Plan - RH2 contract On a somewhat unrelated note, I'm happy to see that PW is using some of the SDC money. U Thanks, Miranda From: Lee Tuneberg Sent: Tuesday, June 21, 2016 11:03 AM To: Kariann Olson; Miranda Iwamoto; Scott Fleury; Tami Campos Subject: RE: Water Master Plan - RH2 contract OK. I must be remembering something else. Hard to confirm without the documents. From: Kariann Olson Sent: Tuesday, June 21, 2016 11:03 AM To: Lee Tuneberg; Miranda Iwamoto; Scott Fleury; Tami Campos Subject: RE: Water Master Plan - RH2 contract 2 Codig 670 08 18 00 704 200 $57,741.00 670 08 38 00 704200 $258,235.00 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. From: Lee Tuneberg Sent: Tuesday, June 21, 2016 11:01 AM To: Miranda Iwamoto <miranda.iwamoto ashland.or.us>; Kariann Olson <kari.olson ashland.or.us>; Scott Fleury <scott.fleury@ashland.or.us>; Tami Campos <tami.camoos@ashland.or.us> Subject: RE: Water Master Plan - RH2 contract Or 601400? From: Lee Tuneberg Sent: Tuesday, June 21, 2016 11:00 AM To: Miranda Iwamoto; Kariann Olson; Scott Fleury; Tami Campos Subject: RE: Water Master Plan - RH2 contract One question. Is the coding still to 704200 or did it get changed to 604100? From: Miranda Iwamoto Sent: Tuesday, June 21, 2016 10:56 AM To: Lee Tuneberg; Kariann Olson; Scott Fleury; Tami Campos Subject: RE: Water Master Plan - RH2 contract Hi Scott, I think I need a project accounting worksheet. Although it might not be eligible as a fixed asset, it sounds like it's going to 704200, and therefore, we should track it. What do you think? Kari will need me to enter the project number before she can move forward. Thanks, Miranda From: Lee Tuneberg Sent: Tuesday, June 21, 2016 10:49 AM To: Kariann Olson; Scott Fleury; Tami Campos 3 Cc: Miranda Iwamoto Subject: RE: Water Master Plan - RH2 contract My head is spinning! From: Kariann Olson Sent: Tuesday, June 21, 2016 10:44 AM To: Scott Fleury; Tami Campos; Lee Tuneberg Cc: Miranda Iwamoto; Kariann Olson Subject: RE: Water Master Plan - RH2 contract Will do. 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.olsonf@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: Scott Fleury Sent: Tuesday, June 21, 2016 10:42 AM To: Tami Campos <tami.campos ashland.or.us>; Lee Tuneberg <Iee.tuneberg@ashland.or.us>; Kariann Olson <kari.olson@ashland.or.us> Subject: RE: Water Master Plan - RH2 contract The project number is 2015-12. the fund is SDC and not capital so it is not tracked the same through finance. Thanks, Scott A. Fleury, Engineering Services Manager City of Ashland, Public Works 20 East Main Street, Ashland OR 97520 (541) 552-2412, TTY 800-7 35-2900 Fax: X541)_. 88-6006 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 5 52- 2412. Thank you. 4 On Tue. Jun 21, 2016 at 10:40 AM -0700, "Tami Campos" <tarni.cam osnc ashland.or.us> wrote: I will need to wait for Scott to get in the office to check with him on whether or not he has requested this which it sounds like he hasn't yet. He should be here within the next 30 minutes or so. Thank you o Administrative Supervisor City of Ashland, Public Works Department 20 East Main Street, Ashland, OR 97520 541-552-2420 Fax: 541-488-6006, TTY: 1-800-735-2900 Like Public Works on Facebook for updates and information! lb-I'Like Ashland Water Conservation on Facebook for updates and information! This einoil transrnis.sion is official business of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and reterrticrn. l)"ou have received this mce scn,le in errc)r, please contact me at 541-552-2427. Thank You. From: Kariann Olson Sent: Tuesday, June 21, 2016 10:37 AM To: Lee Tuneberg; Tami Campos Subject: RE: Water Master Plan - RH2 contract Yes, I am entering the PO now...but there is no project number. I just called Miranda to see if a project number is required. "The rule pretty much is if it is being charged to 704.200 a project number is required." Please advise. 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 I<ari..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. 5 From: Lee ~Funeberg Sent: Tuesday, June 21, 2016 10:12 AM To: Kariann Olson <kari.olson ashland.or.us>; Tami Campos <tami.campos @ashland.or.us> Subject: RE: Water Master Plan - RH2 contract Please proceed with issuing the PO. If you bring it all to me I will get Dave Lohman to sign and I will also sign as the Acting CA which I am. From: Kariann Olson Sent: Tuesday, June 21, 2016 10:01 AM To: Lee Tuneberg; Tami Campos Cc: Kariann Olson Subject: RE: Water Master Plan - RH2 contract Two more things... 1. This cContract does not appear to have been reviewed as to form by Legal. All contracts that exceed the amounts of the City standard contract amounts (G& S contract less than $25K and PS contract less than $35K) require Legal review (preferably Legal sign off directly on the contract, not attached emails). 2. Dave Kanner has signed the copies of the contract. Per Dave Kanner's written orders, he is the only person with authority to sign contracts exceeding $25K. If someone who doesn't have authority signs contract, it is an unauthorized purchase. Just a heads up... I have updated the living wage verbiage on the City standard contracts (G&S less than $25K and PS less than $35K). So best to use new versions of City standard contracts from this point forward. Contracts are updated every year about this time with any changes/updates to living wage. Also, added some verbiage that pertains to insurance per Legal. 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.olsonf@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: Kariann Olson Sent: Tuesday, June 21, 2016 9:13 AM To: Lee Tuneberg <Iee.tunebergCc?ashland.or.us>; Tami Campos <tami.campos ashland.or.us> 6 Cc: Karianq Olson <kari.olson@ashland.or.us> Subject: RE: Water Master Plan - RH2 contract I have the PO request. There are two copies of the contract attached, only need "one" original signed copy of the contract to be included with the PO request. Unfortunately, both copies of the contract are "copies" of the signed contract, not an original signed copy. Tami, do you know the whereabouts of the original signed contract? 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.olsonpashland.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: Lee Tuneberg Sent: Tuesday, June 21, 2016 9:06 AM To: Tami Campos <tami.cam os ashland.or.us> Cc: Diana Shiplet <Diana.Shi let ashland.or.us>; Kariann Olson <kari.olson ashland.or.us> Subject: RE: Water Master Plan - RH2 contract Tami: Yes, I saw this. DK sent it down to verify budget and I traded multiple emails with MF before I signed it off and sent it back to DK. I will see if it is in the PO works. lee From: Tami Campos Sent: Tuesday, June 21, 2016 8:59 AM To: Lee Tuneberg Subject: FW: Water Master Plan - RH2 contract Hi Lee, Have you received this contract yet? Thank you, Administrat.i.ve Supervisor City of Ashland, Public Works Department 20 East Main Street, Ashland, OR 97520 541-552-2420 Fax: 541-488-6006, TTY: 1-800-735-2900 Like Public Works on Facebook for updates and information! NK Like Ashland Water Conservation on Facebook for updates and information! phis en'.rail tronsmi=,) 00 11 z; official laErsir~~~s s of the City of Ashland, and it is subject to Oregon Public Records law for disclosure and retention. Il' you h(.rve received this rrses~,oge in error, pleose contact me of 541-552-2427. Thank you. From: Diana Shiplet Sent: Tuesday, June 21, 2016 8:25 AM To: Tami Campos Subject: RE: Water Master Plan - RH2 contract He's signed all contracts that have come across his desk. I suspect that this is the one he had me walk to Lee after Dave finished it. -Diana Diana Shiplet, Executive Assistant City of Ashland, Administration Department 20 East Main Street, Ashland, OR 97520 541-552-2100 or 541-488-6002, TTY 800-735-2900 This email transmission is official business of the City of Ashland, and is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me. Thank you. From: Tami Campos Sent: Monday, June 20, 2016 2:48 PM To: Diana Shiplet Subject: Water Master Plan - RH2 contract Hi Diana, I sent over a contract to be signed by Dave about a week and a half ago, it was for $315,976. Do you recall seeing it? Thank you, Administrative Supervisor City of Ashland, Public Works Department 20 East Main Street, Ashland, OR 97520 541-552-2420 Fax: 541-488-6006, TTY: 1-800-735-2900 4 Like Public Works on Facebook for updates and information! 6 Like Ashland Water Conservation on Facebook for updates and information! This email tronsroission is off E iol business of the City of Ashland, and it is subject to Oregon Public Records law for disclosr_rre and retention, if you have received this n~esscrcle in error, please contact me ot.541-552-2427. Thank you. 8 Page 1 / 1 CITY OF 20 ~S H LAN D E PO NUMBER ST. 6/21 /2016 13576 E MAIN ASHLAND, OR 97 97520 (541) 488-5300 VENDOR: 018543 SHIP TO: Ashland Public Works RI-12 ENGINEERING, INC (541) 488-5587 22722 29TH DRIVE SE 51 WINBURN WAY SUITE 210 ASHLAND, OR 97520 BOTHELL, WA 98021 FOB Point: Ashland, Oregon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Mike Faught Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price Water Master Plan 315,976.00 Update operations and maintenance plan Contract for Personal Services Beginning date: 05/23/2016 Completion date: 12/30/2017 SUBTOTAL 315 976.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 315,976.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.18.00.70420 E 201512.100 57,741,00 E 670.08.38.00.70420 E 201512.100 258 235.00 Auth ized Signature VENDOR COPY FORM #3 CITY OF ASHLAND REQUISITION Date of request: 06/10/2016 Required date for delivery: ASAP Vendor Name Address, City, State, Zip ?2q?? ?qth SF StP 210 RnthPlll, WA g80?1 Contact Name & Telephone Number 541-665-5233 IPff Ballard Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached - Attach co of council communication _(If council approval required, attach co of CC ❑ Small Procurement Cooperative Procurement ® Request for Proposal (Copies on file) El State of Oregon Less than $5,000 Date approved by Council: 05/03/2016 ❑ Direct Award Contract # ❑ Verbal/Written quote(s) or proposal(s) X (Attach copy of council communication) ❑ 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 Water Master Plan Update and operations and maintenance plan update. $315,976 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST $315,976 ❑ Per attached quote/proposal Project Number Account Number 670.08.38.00.704200 2 5 "Y ;z- 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, 1 certi that the City's public contracting requirements have been satisfied. Employee: Department Head:-'7 4 rL G r G (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 / ONO, r Finance Di ector- (Equal to or greater than $5,000) Date Comments: ® 7 Form #3 - Requisition CITY OF ^ASHLAND NOTICE OF TRANSMITTAL TO: Dave Kanner DATE: 6/10/16 PROJECT: Water Master Plan JOB NO.: SUBJECT: Contract signature THE FOLLOWING ITEMS ARE BEING SENT TO YOU: ENCLOSED X UNDER SEPARATE COVER REMARKS : Dave, Please sign the two (2) copies of the contract and return to me. Thank you, By: Tami De Mille-Campos Title: Administrative Supervisor Department of Public Works PUBLIC WORKS Tel: 541-488-5587 20 E. Main Street Fax: 541-488-6006 Ashland, Ore on 97520 TTY: 800-735-2900 www.ashland.or.us /a CITY OF FORM 912 ASHLAND REQUEST FOR BUDGET REVIEW To: Lee Tuneberg, Finance Director From: Michael R. Faught Date: 2-18-2016 Re: Request for Budget Review to Verify Adequate Funds Available In accordance with AMC 2.50.080(A) for Formal Processes, the Finance Director must sign off that there are appropriate funds for the project before the project is put out for bids. (Note: The department is to request by memo a budget review to the Finance Director to ensure adequate funds are available prior to releasing the Invitation to Bid (ITB) or Request for Proposal (RFP). If the amount of the successful bid or proposal exceeds the initial amount approved as a result of the budget review, the department is to request by memo another budget review to ensure adequate funds are available for the additional amount prior to the department requesting approval from the City Council to award and execute the intended public contract.) REQUEST FOR BUDGET REVIEW PRIOR TO RELEASE OF ITB OR RFP: Project name and number: 2015-12 Water Master Plan Update Description of project: Project entails updating 2012 adopted water master plan and focusing on the 2020-2030 planning period. Project also calls for development of a water distribution operations and maintenance plan that will be funded directly from the distribution budget. Amount budgeted: $150, 000 (SDC-670-08.38.) Account Number(s) and amounts if multiple accounts: SDC-670-08.38.00.604100 Water Master Plan Water Distribution 670.08.18.00.604100 O&MPlan Timeline of intended project: (Beginning/completion dates) 3/1/16-12/31/2017 y Funds appropriated for current fiscal year: YES / NO Department Head Finance Director Date Date REQUEST FOR BUDGET REVIEW UPON CONTRACT AWARD IF ACTUAL BID/PROPOSAL EXCEEDS THE INITIAL AMOUNT APPROVED ABOVE PRIOR TO RELEASING ITB OR RFP: Actual amount of bid/proposal: Funds appropriated for current fiscal year: (YE S NO epartment Head ~ 6P/ / ~ ! 1 Finance Director Date Date d*-,A,g 3 Form #12 - Request for Budget Review to Verify Adequate Funds Available, Page 1 of 1, 2/18/2016 CITY OF ASHLAND Council Communication May 3, 2016, Business Meeting Award of a Professional Services Contract in Excess of $75,000 for the Water Master Plan Update FROM: Michael R. Faught, Director of Public Works, Public Works Mike.Faught@ashland.or.us SUMMARY This is a professional services contract with RH2 Engineers for the Water Master Plan update. Public Works staff previously advertised a formal qualifications based selection proposal for the Water Master Plan update. Staff has vetted potential consultants and now recommends entering into a professional services contract with RH2 Engineers. The Council acts as the local contract review board for formally solicited consultant services. If the contract is approved, staff will work with the Ashland Water Advisory Committee (AWAC) and the consultant to generate a plan update for the 2020-2030 time period. BACKGROUND AND POLICY IMPLICATIONS: As previously discussed with the Council, Public Works staff recommends updating significant infrastructure plans every five years. The previous Comprehensive Water Master Plan was adopted in April of 2012 and in order to have a plan adopted in 2017, staff must start the project now. Staff budgeted in the FYI 6/17 biennium to conduct a master plan update. At the January 19, 2016, Council meeting, the Council approved the reformation of the Ashland Water Advisory Committee (AWAC) to recommend a final plan that is tailored to meet Ashland's needs. AWAC is the citizen body that worked diligently for two years in the development of the previous plan. Staff expects to complete the new plan update within 18 months. Request for Proposal On November 3, 2015, a qualifications based selection proposal for professional services for the Water Master Plan update was advertised on the Oregon Procurement Information Network (ORPIN), in the Daily Journal of Commerce, the Mail Tribune, and posted on the City's website. This solicitation document was developed internally by staff and approved by the Legal Department prior to release. A qualifications selection process entails selecting a consultant solely on their qualifications to perform the proposal's scope of work. Once a consultant is selected, a final scope and associated fee is developed. In addition to updating the master plan the RFP required a separate scope for development of a unified operations and maintenance plan (O&M). The City has needed to unify existing O&M documents into one specific living document that can support all operation activities for the distribution system. These activities include, hydrant testing, system flushing, cross connection control, valve maintenance and critical information regarding the distribution system. Page 1 of 4 ILAII CITY OF ASHLAND On December 1, 2015, the City of Ashland received six (6) proposals to provide engineering services for the development of the Ashland Water Master Plan update and O&M plan. An approval team of Mike Faught, Director of Public Works; Scott Fleury, Engineering Services Manager; Steve Walker; Water Distribution Supervisor; and Julie Smitherman, Conservation Analyst, completed a comprehensive review of the proposals on December 17, 2015. Each proposal was scored in accordance with the criteria listed in the Request for Proposal document. Scoring was conducted individually and independently by each team member with the scores totaled to determine the top ranked firm. The results of the scoring are as follows: CONSULTANT TOTAL SCORE RANK Civil West 381 1 RI-12 Engineers 357 2 Keller Associates 351 3 AECOM 328 4 Carollo 313 5 MWH 250 6 Criteria Maximum Score Responsiveness 15 Related Project Experience 25 Project Understanding and Approach 30 Project Team and Resources 30 TOTAL 100 Points After initial scoring was completed Public Works staff decided it was best to move forward with an interview of the top two consultant firms as allowed in the selection process. Interviews were scheduled with Civil West on January 12, 2016, and RI-13 January 13, 2016. Civil West was allotted three bonus points for being the highest ranked proposer. The interview team was identical to the team that graded the paper proposals from all consultants. Each interview lasted approximately four and a half hours and each consultant team was provided discussion topics in advance of the interview. The results of the interview scoring are as follows: CONSULTANT TOTAL SCORE RANK RI-12 35.5 1 Civil West 23.75 2 Staff then entered into scope and fee negotiations with RH2. Staff met with RI-12 and their team on January 27, 2016, to begin primary negotiations for the project. Through several combined meetings between staff, AWAC and RH2 a final scope and fee was developed. Primary scope items include a focused look at the 2020 to 2030 planning period along with critical analysis of a "one water" concept (an integrated approach that evaluates all potential water sources including snow pack, surface water, Page 2 of 4 ILAII CITY OF ASHLAND groundwater, water conservation, wastewater recycling, storm water runoff, and dry weather urban runoff), demand forecasting, expansion of TAP to 3.0 MGD, updated capital improvement plan and a financial plan for 2020-2023. In addition to the primary scope items list above, RH2 presented City staff with a conservation cost benefit analysis and climate change water supply software models developed by Maddaus Water Management at an additional cost of $105,032. These tools can be utilized during the master plan update process and by City staff in perpetuity. A demonstration of the software was presented before AWAC in order for the committee to understand its capabilities and discuss whether or not to recommend including them in the master plan update. After the demonstration AWAC recommended inclusion of the software packages as part of the update. The "Climate Change Water Supply Simulation Model" developed by Maddaus (costs $52,406) will aid the City on understanding how to increase future water supply availability and lessen climate change effects in preparations for future droughts. As we know and have recently experienced, water supply impacts for our region from climate change are forecasted to be more intense and more frequent. When fully developed the tool will help test which new supply alternatives represent the best investment to help reduce future shortfalls. The tool uses a water balance of forecasted user demand compared with current and future supplies to test decisions under different climate condition scenarios. AWAC will provide feedback and input into the model development. The model can also be used in real-time to help understand the current conditions we face as we respond to each year's water supply conditions. The "Decision Support System for Least Cost Planning Model" (DSS Model) developed by Maddaus (cost $52,626), will present a detailed look at cost effectiveness of various conservation programs the City currently employs along with potential additional programs. This information can then be used to determine what represents the best financial investment for the City with respect to conservation programs and capital improvements. The benefits of everyday water efficiency and conservation by residents and businesses can help defer, delay or downsize expensive new capital investments and save now on energy and chemicals, allowing the City to maximize funds rehabilitation and refurbishing existing infrastructure. The benefits extend beyond water to aid in energy efficiency, reduction of greenhouse gases, and minimizing wastewater treatment, which in turn helps all the residents of the community. AWAC will provide feedback and input into the modeling process. The model can also be used real-time in the staff decision making process and for tracking conservation progress. It will also support the adoption of a conservation program by the City needed for the state-required update to the Water Resources Conservation and Management Plan to be completed in 2017. COUNCIL GOALS SUPPORTED: 21.3 Re-examine and review master plans and SDCs on a regular basis 2. Promote effective citizen communication and engagement 2.2 Engage boards and commissions in supporting the strategic plan. 4. Evaluate real property and facility assets to strategically support city mission and goals Page 3 of 4 LA11 CITY OF ASHLAND FISCAL IMPLICATIONS: The negotiated costs for the RH2 contract are as follows: 1. Water Master Plan Update $153,203 2. Maddaus Software Models $105,032 3. O&M Plan $57,741 Total $315,976 Funds to support the complete project are appropriated in the current biennium. The master plan and associated software program would use allocated SDC monies, while the O&M plan would use allocated monies from the water distribution fund. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends the Council approve a professional services contract with RH2 for the Water Master Plan Update and development of a comprehensive O&M plan document. SUGGESTED MOTION: Move to approve a professional services contract with RH2 in the amount of $315,976 for the Water Master Plan Update, Maddaus software models and Operations and Maintenance Plan. ATTACHMENTS: 1. RH2 Water Master Plan Update/O&M Plan scope of work 2. Qualifications Based Selection Proposal 3. RH2 proposal submittal Page 4 of 4 ~r