HomeMy WebLinkAbout2016-154 Contract - RH2 Engineering
ORIGINAL 1 PAGE NO 1 OF 28 PAGES
Contract for PERSONAL SERVICES
CITY OF CONSULTANT: RH2 Engineering, Inc.
-A5 H LAND CONTACT: Jeff Ballard, P.E.
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 22922 29th 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
S-
10. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Consultant, or at such later date as may be established by City under any of the following
conditions:
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Consultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and duty under
this contract. City by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City.
Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide
workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted
against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business
on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or
delegate duties under, the Contract.
14. Insurance. Consultant shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to
cover damages caused by error, omission or negligent acts related to the professional services to be provided
under this contract.
C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage.
Contract for Personal Services, Revised 06/02/2015, Page 2 of 5
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 change. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to
the City.
f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and
non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish
acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of
the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The
Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
3 forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
y
District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further
liability to Consultant.
Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference.
onsultant: City of'~Ashland
By By
Signature Department Head
Print Name Print Name
I
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
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 carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
vl` (2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
(6) 1 assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
Contractor (Date)
Contract for Personal Services, Revised 06/02/2015, Page 4 of 5
ORIGINAL 1 PAGE NO 5 OF 28 PAGES
CITY OF ASHLAND, OREGON
EXHIBIT B
City of Ash land
LIVING
WA 1E
• • -
=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 $209142.20. include temporary or pan-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.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., (RI-12) to provide an update to its
2012 Comprehensive 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 (W MPU) 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 Fork assumes that the WMPU project will include the work described above and that the deliverables
will be standalone documents that add to and update the existing plan. This update will not recreate or review all data in the
existing plan, nor include a review and analysis of all existing components included in the 2092 plan. Due to the nature of
the project, RH2 w411 use and rely upon existing data, materials, and information as-is unless otherwise described in this
Scope of lllork RH2's effort will be performed up to the hours included in the attached Fee Estimate. If additional
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ORIGINAL 1 PAGE NO 7 OF 28 PAGES
City of Ashland Exhibit A
Water Master Plan Update Scope of Work
~flort is needed, that will be mutually 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 project manager will coordinate communication through City's pr feet manager.
• The City will respond to requests in a timely manner.
• City Council meeting 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.
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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 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.
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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, 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 relb, on the accuracy and completeness of f any data, information, 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 diurnal curves into the hydraulic water model.
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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 (PRA
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 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 tin 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 highly variable
in nature, an initial allocation of twenty four (24) hours of a seater modeling specialist's time has been included for 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:
• 13H2's project manager Ivill coordinate communication through City's project manager.
• The City will supply needed facility information to prepare for hydraulic analyses.
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City of Ashland Exhibit A
Water Master Plan Update Scope of Work
• A twenty four (24)-hour allocation will be assumed for the water modeling specialist 1f this time needs to be adjusted
dice to unforeseen issues, R1H2 and the City will discuss amendments to this scope of f work,.
RH2 Deliverables:
• Calibrated WaterGEMSO 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 will 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 treatment/clearwell project.
• Identify possible locations for hydroelectric power generation to be analyzed in separate scope.
6
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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 distribution shall be based on estimates of future growth allocations provided b)/ 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 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 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 City will supply estimates on, futstre 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 PFID 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 WMPU.
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
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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.
Prrorztitiation and scheduling will consider other scheduled utility and transportation pr jects teased on ii formation
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)
printed version in 11-inch by 17-inch format.
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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 \XTWTJ.
R.H2 Deliverables:
0 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 WIvTU and summarize the major system characteristics and significant
changes since the previous WMPU was completed.
10.2 Briefly describe the key issues in the WNIPU.
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 (%Tl) 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.
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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 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 Revl'se the WNMU based on City review comments.
12.4 Attend one (1) meeting to present the completed %)VMPU to City staff, City Council, and the public.
12.5 Bind the final WNIl'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 W PU.
The electronic WWU will contain hyperlinks and an organizational format that will be fully functional Provide
up to five (5) copies of the electronic plan on CD format.
12.7 Submit the final WNTU to the Oregon Health Authority (OHA) drinking water division for its
review.
RH2 Deliverables:
• Up to ten (10) sets of the final WMPU in three-ring binder format and five (5) CDs containing
the WMPU 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 WNII'U 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.
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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 reconunendations for the WMPU alternatives for
increasing supply reliability in times of drought. This task will be performed in concert with Maddaus
Water Management (MWM).
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 MUM
staff work, as needed.
• The City wzll prepare a drou,ght review based on the items above. RH2 staff will then review and finalize the drought
plan from the City, including the items &-ted above. This will include a summary of drought plan cutbacks for
inclusion in the Shared Vision Model.
• The City will provide access to past modeling team and source files. Any rpeciali~ed model runs for altered hydrology
data sets would be provided by others, and climate change factors and historical hydrology would be provided to
AITI'M in requested Microsoft Excel format on a month# time step.
11
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ORIGINAL 1 PAGE NO 17 OF 28 PAGES
City of Ashland Exhibit A
Water Master Plan Update Scope of Work
• Additional data and source information (seepage and evaporation curves for reservoir, etc.) will be provided
electronically in Microsoft Excel format on a monthly time step.
• The City will supply clear explanations of how its operations work on a monthly time step for preparation of the
water balance for each alternative water supply source. This should be on the level of detail that a clear inl then
statement could be written into the Shared Vision Model macros to know when what operating decisions are made
and the monthly water supply availability far each source of suppl Assume up to three (3) sources of soppy will
be modeled. It is assumed that the Shared Vision will be focused on currenty available water supply sources. To
the extent budget allows, some very limited alternatives for future si pplies to be detailed by the City may be added
to test in the model
• MW,M' will prepare the Shared Vision Model using best available ii formation. Up to three (3) "what 'scenarios
will be tested on a multiyear (assumed up to three (3) year) scale drought that will be decided by the Cite and
presented by the City to the AWAC.
• To the extent budget is available, it is assumed the City will direct the size and monthly supply profile for 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 the allowable budget.
• The City will have primary ownership for presenting the model to the ATr/AC, with one (1) primary staff person
responsible for understanding and "driving" the model and facilitating discussions internally with MIVM in a
limited sJpport role. There will be one (1) meeting with MWW attendance of the AIIAC and/or City staff to
review the Shared Vision Model. The City will prepare a summary presentation with MWM input for each
A WA C meeting Additional meetings may be added based on allowable budget.
• Following the consensus of the Shared Vision Model outcomes, MWW will co-author one (1) electronic camera-ready
technical memorandum to KH2 for distribution. It is assumed that City staff will prepare some background and
other appropriate documentation for the text. As budget allows, MWIM will sipport documentation and
presentations. It is assumed thatpriority will be given to modeling time in Microsoft Excel as opposed to writing up
documentation.
• There will be up to two (2) meetings of the At~AC. Additional meetings may be added based on 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
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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 UOTO 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).
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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:
• KH2's project manager will coordinate communication through City s project manager and coordinate MAll4 staff
work as needed.
• City staff requested to be involved in the model process to be "hands on with the process. "It is assumed the modeling
would be a team effort between City staff and MWIM. Staff will learn to use the model under MVM guidance and
review. A clear list of DSS Model edits will be carefully tracked by the City and MWIM in Excel in the f ont of
the model, such that having two parties working in the model is a smooth organised process.
• MW U will provide training videos, a User Manual, and 195 to four (4) hours of training in two (2)-hour sessions
In addition, MWW will review with Cite staff in up to five (5) GOTO Meetings the DSS model, primari# focused
on conservation program measure design.
• Demand forecast will be input in the DSS Model by the City staff that already completed and adopted format (i. e.,
five (5)year increments), ready to be the basis of the modeling effort, and used as a DSS Model input.
• MWIM will receive the Data Collection Workbook and/or provided data and source information in Microsoft
Excel or Microsoft W1ord format, as appropriate.
• City will input billing data by customer class. This is available for the past 7 to t O years, minimum (or for as many
years back as possible, aligned with billing categories based on user classifications (i. e., single family, multi family,
commercial, etc.) provided in Excel format in the Data Collection Workbook.
• There will be up to one (7) meeting of the A VAC 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 ten (10) PowerPoint slides) for each AWIAC
meeting..Additional meetings may be added based on allowable budget.
• City will run DSS Model for up to 25 individual conservation measures with input and support by M" staf
The City will select the measures, as part of a measure screening, and provide feedback on individual measure design
(rebate value, years program is implemented, etc.)
• City will build up to three (3) conservation program alternatives to be considered (Programs A, B, and C) with
different combinations of indh dual measures with MVA4 input andpeer review. The programs have been requested
to have a possible range of savings from S percent up to 30 percent. City will conduct nrp to three (3) DSS Model
runs to incorporate feedback from MW M on preliminary model results. City will provide brief summary of
discussions or findings by City staff or.AWAC throughout the process to supportpreparing the DSS Model.
• Following the consensus of the DSS Model outcomes, City and MWI?VI siaf'will together prepare one (1) electronic
camera-ready technical memorandum io KH2 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
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ORIGINAL 1 PAGE NO 20 OF 28 PAGES
City of Ashland Exhibit A
Water Master Plan Update Scope of Work
• City and MUfM will prepare one (1) eleelronie camera-ready final tech~lical n~ernorandrtm io RH2 for distribution.
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
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ORIGINAL 1 PAGE NO 21 OF 28 WAGES
EXHIBIT
City of Ashland
Water Master Plan Update
Fee Estimate
Total Total Subconsultant Total Expense Total Cost
Descriptlon Total labor.
Hours -
Task 1 Project Management 97 $ 16,284 $ $ 407 $ 16,691
Task 2 Introduction and Existing Water S em Description 66 $ 9,523 $ $ 679 $ 10 202
Task 3 Level of Service Goals 12 $ 1604 $ $ 44 $ 1648
Task 4 Po ulatlon and Demand Projections 86 $ 12,207 $ - $ 519 $ 12 726
Task 5 Hydraulic Model Update and Calibration 145 $ 20,569 $ $ 3,229 $ 23,797
Task 6 Water system Analyses 175 $ 24,985 $ $ 3,186 $ 28,171
Task 7 Ca Ral Improvement Pro ram 80 $ 11,571 $ $ 1235 $ 121806
Task 8 Ashland Water Availability Evaluation 26 $ 4,940 $ $ 124 $ S,064
Task 9 Evaluate 'One Water' Approach 4 $ 656 S 11,S50 $ 16 $ 12,222
Task 10 Executive Summa 12 $ 1,694 $ - $ 47 $ 1,741
Task 11 a endices 7 $ 710 $ $ 30 $ 740
Task 12 Finalize, Print, and Present Draft WMPU 66 $ 8,449 $ $ 2,139 $ 10,588
Task 13 OHA Review Revisions TBD - $ - $ - $ - $ -
Task 14 Re-evaluate Financial Plan for the 2020 through 2030 Planning Period 6 $ 2,032 $ 1S,750 $ 26 $ 16,808
Task 15 Shared Vision Planning with Climate Change 4 S 655 $ 51,734 $ 16 $ 52,406
Task 16 Conservation Program Review and Cost Effectiveness Analysis 4 $ 6S6 $ 53,954 $ 16 $ S2 626
PROIECI TOTAL 74D. 115,535 $ " 130,988 $ : ;11,713 • 258,235
Z%BnVvWUWC0A1,S40%WMP 201MPSA FEE Walet Master Plan Update 20160512.xism Sn2l2016 3:16 PM
ORIGINAL 1 PAGE! NO 22 OF 28 PAGES
EXHIBIT
RI-12 ENGINEERING, INC.
2016 SCHEDULE OF RATES AND CHARGES
RATE LIST RATE UNIT
Professional 1 $129 $/hr
Professional 11 $138 $/hr
Professional ill $145 $/hr
Professional IV $155 $/hr
Professional V $164 $/hr
Professional VI $176 $/hr
Professional VII $190 $/hr
Professional Vill $199 $/hr
Professional IX $199 $/hr
Technician 1 $78 $/hr
Technician II $86 $/hr
Technician III $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 plot
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) 8.5" 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
4125!201610:20 AM
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EXHIBIT D
Scope of Work
City of Ashland
Operation and Maintenance Plan Update
May 2016
Background
R112 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.
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:
• I H2's project manager udd coordinate communication through City's project manager.
• The City mill respond to requests in a timely manner.
• Meeting attendance by KH2 staff will be limited to three (3) meetings.
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ORIGINAL 1 PAGE NO 24 OF 28 PAGES
City of Ashland Exhibit A
Operation and Maintenance Plan Update Scope of Work
RH2 Deliverables:
• Cominutucation 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 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
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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 only. This Task does not include database entry or
programming for an integrated operational plan. Information will be-prepared for rise it] a future project to i»rplement
asset management software.
• Data gathered from the system analysis srrbtasks will be utilized as-is for the database of the existing ystem
components.
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.
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ORIGINAL 1 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 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 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 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:
• Completed cross-connection control plan included in the WMPU as an appendix.
Project Schedule
RH2 will commence with planning work within two weeks' time with a completion date of
December 31, 2017.
4
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ORIGINAL 1 PAGE NO 17 OF 28 PAGES
EXHIBIT
City of Ashland
Operation and Maintenance Update
Fee Estimate
Desuiption Total
Total Labor Total Expense Total Cost
Hours .
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 405 54,888 $ 2,853 $ 57,741
Z:1BothelRDaWCOA\S4010 a M1PSA FEE 0 and M Plan Update 2016040S,Ylsm 5/1312016 8:19 AM
ORIGINAL 1 PAGE NO 28 Cpl= 28 PAGES
EXHIBIT
RH2 ENGINEERING, INC.
2016 SCHEDULE OF RATES AND CHARGES
RATE LIST RATE UNIT
Professional 1 $123 $/hr
Professional II $133 $/hr
Professional 111 $138 $/hr
Professional IV $150 $/hr
Professional V $159 $/hr
Professional Vl $170 $/hr
Professional VII $183 $/hr
Professional V111 $194 $/hr
Professional IX $194 $/hr
Technician 1 $73 $/hr
Technician 11 $80 $/hr
Technician 111 $82 $/hr
Technician 1V $89 $/hr
Administrative 1 $57 $/hr
Administrative 11 $69 $/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 rice per plot
CAD Plots - Large $25.00 price per plot
Copies (bw) 8.5" X 11" $0.09 price per cop
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 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
4n-MD 162:42 PM
CITY OF
ASHLAND
NOTICE OF TRANSMITTAL
TO: City Recorder DATE: 6-29-2016
PROJECT:
JOB NO.:
SUBJECT:
THE FOLLOWING ITEMS ARE BEING SENT TO YOU:
ENCLOSED X
UNDER SEPARATE COVER
REMARKS :
One original signature contract document for the City of Ashland water master
plan update for safe keeping. Associated with project 2015-12 (previous copy
with PO was not full original wet signature document).
Department of Public Works
By: Scott A. Fleury
Title: Engineering Services Manager
PUBLIC WORKS Tel: 541-488-5587
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashiand.or.us