HomeMy WebLinkAbout2016-198 Contract - Alpine Environmental Consultants
Contract for Personal Services less than $35,000.00
CITY OF CONSULTANT: Alpine Environmental Consultants, LLC
ASHLAND CONTACT: Johnathan Williams
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 12208 Antioch Road White City, OR 97503
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: 541-944-4685
DATE AGREEMENT PREPARED: 07/11/2016 EMAIL: jilliams@alpine-env-Ilc.com
BEGINNING DATE: 07/11/2016 COMPLETION DATE: 12/31/2017
COMPENSATION: See exhibit C; not to exceed $34,800
SERVICES TO BE PROVIDED: Provide wetland mitigation design services in support of oxidation ditch
construction at the wastewater treatment plant as per exhibit C.
ADDITIONAL TERMS:
In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take
precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a
manner that will not conflict with the said rims City of Ashland Contract.
FINDINGS:
Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and
determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor
resources to perform the services; (3) the statement of work represents the department's plan for utilization of such
personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient
to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints
provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein
is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
follows:
1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance
of such service.
3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel
assigned to the work required under this contract are fully qualified to perform the service to which they will be
assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded.
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified
above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely
terminated, payments will be made for work completed and accepted to date of termination.
6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
City.
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is $20,283.20 or more, Consultant is required to comply
with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees
performing work under this contract and to any Subcontractor who performs 50% or more of the service work under
this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees.
9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not
limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services
attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations,
actions, costs, judgments, or other damages, directly, solely, and proximately caused b the negligence of City.
Contract for Personal Services less than $35,000.00, Page 1 of 5
10. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Consultant, or at such later date as may be established by City under any of the following
conditions.-
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Consultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and duty under
this contract. City by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City.
Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide
workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted
against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business
on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or
delegate duties under, the Contract.
14. Insurance. Consultant shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$250,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to
cover damages caused by error, omission or negligent acts related to the professional services to be provided
under this contract.
C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage.
d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$100,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage,
Contract for Personal Services less than $35,000.00, Page 2 of 5
including coverage for owned, hired or non-owned vehicles, as applicable.
e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to
the City.
f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional
Liability and Workers' Compensation, 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 refere ce.
ons taut: City of Ashland
1P U6_ T I I W) - -
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By
Signature Department Head
J 0 IVLY~ tl AJA5 `yeti i T~c~t~; rl' 17N\f i<40- r J~
Print Name Print Name
Title Date
W-9 One copy of a W-9 is to be submitted with
J
the signed contract. Purchase Order No.
Contract for Personal Services less than $35,000.00, Page 3 of 5
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
X (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.
X (2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
X (3) Telephone listing is used for the business separate from the personal residence listing.
X (4) Labor or services are performed only pursuant to written contracts.
X (5) Labor or services are performed for two or more different persons within a period of one
year.
X (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.
b
C tractor (Date)
Contract for Personal Services less than $35,000.00, Page 4 of 5
CITY OF ASHLAND, OREGON
EXHIBIT B
City of Ashland
below ---LIVING
ALL employers described
comply
of Ashland laws regulating
payment of a
per hour effective June 30, 2016
a rEm
(Increases annually every June 30 by the
Consumer Price Index)
/r
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 $20,283.20. include temporary or part-time
Ashland if the contract employees hired for less than
exceeds $20,283.20 or more. ➢ If their employer is the City of 1040 hours in any twelve-
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,
For 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 less than $35,000.00, Page 5 of 5
EXHIBIT C
Alpine Environmental Consultants, LLC
12208 Antioch Road
bite C,it\. ()re<(on 97503
41.944.4685
c alpine-env-11c.conl
July 7, 2016
Mr. Scott A. Fleury, Engineering Services Manager
City of Ashland, Public Works
20 East Main Street
Ashland, OR 97520
RE: Proposal and Cost Estimate to Provide Wetland Mitigation Design Services in Support of
Oxidation Ditch Construction at the Wastewater Treatment Plant
Dear Mr. Fleury,
As requested, this letter proposal provides a scope of work and cost estimate for Alpine
Environmental Consultants, LLC (AEC) to provide the City of Ashland (City) with ongoing
wetland-related environmental services for the City's Wastewater Treatment Plant (WWTP),
where a third oxidation ditch will be constructed. On April 4, 2016, DSL concurred with the
wetland delineation prepared by AEC and received by DSL on August 7, 2015 (WD #2015-0369).
Because the City's preferred construction alternative for the third oxidation ditch will require
filling of a portion of a delineated wetland, the City will need to complete mitigation in
preparation for future development. Wetland-related environmental services described in this
proposal address the following: mitigation wetland design; preparing the Joint Permit
Application (JPA) to be submitted to the U.S. Army Corps of Engineers (USACE) and the Oregon
Division of State Lands (DSL); assisting the City in preparing bid specifications for the mitigation
wetland; and project coordination with personnel from the City, various regulatory agencies,
and other project-related contractors (e.g. Keller Associates, Inc.).
Background
Subsequent to gaining concurrence from DSL, AEC personnel coordinated with you, Mr. Rob
Lobdell of DSL, Mr. Benny Dean of the USACE, and Mr. James Bledsoe of Keller Associates, Inc.
(Keller) to evaluate various alternatives for construction of the third oxidation ditch. In
addition, AEC personnel met with you and/or Mr. Mike Morrison, Jr. at the WWTP to discuss
the proposed approach for mitigation wetland design with Mr. Dean and Mr. Lobdell.
1 1 Page Alpine Environmental Consultants, LLC
Mr. Scott Fleury
July 7, 2016
These on-site meetings were followed by email communications with DSL and USACE
identifying various alternatives. In emails from both DSL and USACE, these agencies provided
general concurrence with the preliminary alternatives analysis approach and the preliminary
approach for mitigation wetland design.
It should be noted that AEC identified the presence of recent fill in the delineated wetland at
the WWTP. During their review of the wetland delineation report, DSL concurred this is a case
of recent fill and has requested this recent fill be removed. This issue was discussed with DSL
and USACE personnel during their site visits, and removal of this recent fill with the delineated
wetland is addressed in this proposal.
SCOPE OF WORK
The scope of work is based on the general concurrence already received from DSL and USACE
for mitigation wetland design, and consists of the following tasks:
Task 1 - Initial Design and Alternatives Analysis Scoping
Under this task, AEC has and will continue to coordinate with you and personnel from DSL,
USACE, and Keller to develop an initial design for the compensatory wetland mitigation (CWM).
The estimated cost to complete Task 1 is $4,000 and includes professional labor, travel, and per
diem costs.
Task 2 - Wetland Mitigation Design
Under this task, AEC will develop a Compensatory Wetland Mitigation Plan (CWMP) that details
the necessary requirements for completing on-site wetland mitigation. AEC will continue to
negotiate with the DSL and partnering firms or agencies to define a mutually agreeable
strategy. AEC will then prepare a conceptual CWMP building upon the on-site meetings that
were held earlier this year with DSL and USACE personnel. A letter of intent/understanding will
be prepared, outlining the agreed upon strategy and obligations of all parties for approval by
the partnering agencies. A CWMP will then be prepared and will include the following
elements:
• CWMP Overview. This serves as an executive summary of the CWMP and will include
the ecological goals and objectives, the general CWMP concept including how
replacement is achieved, the mitigation site acreage by methods of mitigation proposed,
proposed Hydrogeomorphic and Cowardin classification for each method, and a
summary of the proposed losses and gains of wetland functions and values. In
Hydrogeomorphic classifications wetlands are characterized by their landscape position,
how water moves through the system, and by extension how wetlands influence water
quality, groundwater, habitat, and biodiversity. Primary ranks are: Riverine,
2 page Alpine Environmental Consultants, LLC
Mr. Scott Fleury
July 7, 2016
Depressional, Mineral Soil Flats, Organic Soil Flats, Slope, Lacustrine Fringe, and
Estuarine Fringe. Units are defined by the source and direction of moving water. The
Cowardin classification primary ranks wetland and deepwater systems into Marine,
Estuarine, Riverine, Lacustrine, and Palustrine. Units are further defined by hydrology,
substrate, and structure of dominant vegetation such as aquatic bed, emergent
herbaceous, moss-lichen, scrub-shrub, or forested.
• CWM Site Ownership and Location Information. This section will identify the CWM
landowner and provide a copy of the legal agreement that grants permission to conduct
the CWM at the selected location and the commitment of the landowner to provide
long-term protection.
• Description of How the CWM Addresses the Principal Objectives. How the proposed
CWM addresses each of the principal objectives in the CWMP.
• CWM Existing Site Conditions. This section describes the site's pre-mitigation condition
and what resources are available that support the site being used for CWM.
• Functions and Values Assessment Rationale for Method Used. The rationale for the
selection of the functions and values assessment methodology will be discussed. A
summary table will be presented tabulating expected gains and losses and explanations
for any predicted function or value losses and how those losses may be ameliorated or
otherwise mitigated for.
• CWM Construction Maps and Drawings. This section provides the proposed schedule
for work on the CWM site. It will contain scaled site plans that show the boundary of
the project, existing and proposed wetland boundaries, the location and width of
buffers, existing contours and water levels, construction access and staging areas, and a
plant list for each wetland habitat type.
• Monitoring Plan Proposed Performance Standards. Practical and repeatable measures
of success in meeting the projects ecological goals and objectives are outlined here. A
timeline will be prepared for the achievement of each performance standard.
• Long-term Protection and Financial Security Instruments. This section describes the
type of protection instrument that will be in place for the CWM site.
The estimated cost to complete Task 2 is $12,000 and includes professional labor, travel, and
per diem costs. This cost assumes that one round of comments will be received from DSL
and/or USACE, and these comments will be reviewed and folded into a revised CWMP. Should
the City require design and construction specifications that are more detailed to support
issuance of a public bid for contractors, this cost is captured under Task 4.
3 1 Page Alpine Environmental Consultants, LLC
Mr. Scott Fleury
July 7, 2016
Task 3 - Prepare JPA
Once the CWMP has been agreed to by all parties, AEC will complete the JPA. The JPA will then
be submitted to DSL and USACE with the final CWMP attached.
The estimated cost to complete Task 3 is $2,000.
Task 4 - Prepare Bid Specifications
The design sheets for the mitigation wetland provided in the CWMP will be of adequate detail
to attain the approval of DSL and the USACE. However, AEC anticipates additional design
details will be needed to develop engineering bid documents. Under this task, AEC will develop
more detailed design sheets for the mitigation wetland, as well as specific construction and
planting methods that contractors can reference in their bids to construct the mitigation
wetland.
The estimated cost to complete Task 4 is $4,000.
Task 5 - As-Built Plans and Report
Once the CWM wetland construction is completed, as-built plans must be drawn up and a
report submitted to the DSL and USACE. The as-built report looks similar to an amended
CWMP and must contain the following:
• Dates of implementation (including completion date);
• Description of any deviations from the original plan;
• Description of any problems encountered during construction and what was done to
correct them;
• Description of erosion and sediment controls;
• Protective measures implemented in compliance with the 401 Water Quality
Certification;
• A list of any follow-up actions needed, with a schedule;
• Plan sheets/drawings showing the as-built conditions; and
• Photos to document baseline conditions.
The estimated cost to complete Task 5 is $5,000. This estimated includes GPS mapping and full
documentation and justification of modifications.
4 1 P a g e Alpine Environmental Consultants, LLC
Mr. Scott Fleury
July 7, 2016
Task 6 - Project Coordination and Management
AEC already has and will continue to coordinate with representatives from one or more of the
following entities: the City, DSL, USACE, Oregon Department of Fish and Wildlife (ODFW), the
Oregon Department of Environmental Quality (DEQ), the Oregon Department of Agriculture
(ODA), and Keller. AEC anticipates periodic meetings or calls may be needed during the course
of the wetland mitigation project. AEC will coordinate additional meetings or calls with the
various entities, as needed, to address specific issues that arise during the project.
The estimated cost to complete Task 6 is $2,000. This estimated cost includes professional
labor costs for calls and/or meetings.
ASSUMPTIONS AND ITEMS NOT INCLUDED IN SCOPE OF WORK
• The City has the legal right to access all parcels where the wetland mitigation work shall
occur.
• A certified land survey of parcel boundaries and/or delineated WoUS/WoS boundaries
will not be required to support the wetland mitigation work.
• The City of Ashland will, at their expense, survey the CWM site at a 6-inch resolution,
which is necessary to better identify grades within the footprint of the mitigation
wetland.
• Occasionally DSL, USACE, or other agency personnel will request a field visit with the
wetland consultant during the course of the mitigation effort. In the event a field
meeting is requested, AEC will prepare for and attend a field verification of the
mitigation effort with relevant regulatory agencies. AEC's role during the field review
will be to describe and justify the field work being undertaken and answer technical
questions.
• Environmental surveys (e.g. Threatened and Endangered Species surveys), beyond those
specifically listed above.
• Mitigation bank credits. Credits, if required, to be paid by others.
• Other regulatory requirements including, but not limited to, State Historic Preservation
Office archeological survey sign-off, Oregon Department of Environmental Quality (DEQ)
National Pollutant Discharge Elimination System permit, DEQ Water Quality
Certification, or United States Fish and Wildlife Service Environmental Site Assessment
consultation, or local agency permits.
• Construction of the mitigation wetland will require quality assurance oversight. The full
scope and effort required for that oversight will not be known until an approved CWMP
is in place and the contractor's plan of action is known. In addition, on-site wetland
monitoring and reporting, and progress reports (if any), will be required over a 5-year
5 P a g e Alpine Environmental Consultants, LLC
Mr. Scott Fleury
July 7, 2016
wetland monitoring period. The cost of completing these efforts will be captured under
a separate construction administration contract.
The items listed above may be added as Additional Services, to be invoiced according to AEC's
Standard Rate Sheet (Attached). Additional Services will not be conducted without prior
written authorization from the City.
PROJECT TEAM
The project will be managed by Jonathan Williams, RG, Senior Hydrogeologist. Mr. Donald
Martin, PWS (Professional Wetland Scientist), will complete the majority of the design, field
work, and reporting. Additional project support will be provided as necessary by Ms. Antonela
Vadan, RG, Senior Geologist. Both Mr. Williams and Ms. Vadan live in the Medford area and
have worked together for more than 5 years on numerous projects in southern Oregon. Mr.
Martin is based in Eugene, and he has worked with Mr. Williams on various projects throughout
the Pacific Northwest for more than 9 years. This work has included wetland delineation
projects, wetland mitigation projects, and development of constructed wetlands for improving
water quality, all within the Rogue Valley area.
BUDGET AND SCHEDULE
AEC's estimated cost to complete the wetland-related work is $29,000. To account for
potential scope of work changes associated with unanticipated requests from the various
Agencies involved in the project, a 20 percent contingency fee has been added to the estimated
budget of $29,000, bringing the total budget with contingency costs to $34,800. Project work
will be conducted on a time and materials basis consistent with the attached Rate Sheet.
Charges for work that are not part of the proposed scope of work are not included in the
budget estimate. The estimated cost and proposed scope of work are based on information
available to AEC at this time. If conditions change, unforeseen circumstances are encountered,
or work efforts are redirected, the cost estimate may require modification.
AEC can begin work on this project immediately after receiving your authorization to proceed.
AEC anticipates the draft CWMP can be submitted to DSL and USACE within 3 months of
receiving your authorization to proceed. AEC anticipates the JPA and the final CWMP can be
submitted with 2 weeks of receiving comments from DSL and USACE on the draft CWM Plan.
This proposal is valid for 60 days.
6 1 P a g e Alpine Environmental Consultants, LLC
Mr. Scott Fleury
July 7, 2016
1 look forward to talking with you more about this opportunity. Please feel free to contact me at
541-944-4685 or jwilliams@alpine-enc-Ilc.com if you have any questions about our proposal.
Sincerely,
Alpine Environmental Consultants, LLC
Jonathan D. Williams, RG
Senior Hydrogeologist, Principal
Attachments:
AEC Rate Sheet
7 1 P a g e Alpine Environmental Consultants, LLC
ALPINE ENVIRONMENTAL CONSULTANTS, LLC
CONFIDENTIAL BUSINESS INFORMATION
Southern Oregon and Northern California Rates
SCHEDULE OF PROFESSIONAL FEES AND EXPENSE CHARGES
January 1, 2016 through December 31, 2016
Labor Rates
Billing Title Hourly Rate
Principal, Senior Scientist $145
Senior Engineer $135
Environmental Specialist/Geologist II $115
Environmental Specialist/Geologist 1 $95
Environmental Technician $90
CAD/GIS Analyst $85
Administrative Assistant $55
Equipment Fees and Expense Charges
Item Fee
Mileage Rate IRS Rate
Off-Road Vehicle (4X4) $35 per day
Other Field Equipment Varies by Equipment
Black and White Copies $0.15 per page
Color Copies $0.75/$1.00 per page
Handling Charge for Subcontractors 5%
Rental Vehicles Rental Cost plus fuel and 15%
Expert Witness Testimony
Deposition and Trial testimony, 200% of the hourly rates plus expenses.
Preparation time, 150% of the hourly rates plus expenses.
Purchase Order
Fiscal Year 2017 Page: 1 of: 1
KISNUMSE:R-lU1UST MREAE = ' AI
INVOICES PACKA-GF- AN]D-SHIPPING PAPERS.
B City of Ashland
I ATTN: AP
L 20 E. Main Purchase 34
L Ashland, OR 97520 Order #
T
O Delivery must be made within doors of
specified destination.
S
V ALPINE ENVIRONMENTAL, CONSULTANTS LLC
E 12208 ANTIOCH ROAD H C/O Wastwater Treatment Plant
N P 1195 Oak Street
D WHITE CITY, OR 97503
O Ashland, OR 97520
T
R O
_ ~l;ncfr-?hr~e Nur Vendor Fax ,Number Requisjfion Nurriber De(larery ReFn_ _
541 944-4685 TAMI DEMILLE CAMPOS
_Qrd-e~_._ ndor Number _ I7aeequired Freight Method/Terms Departm>±ntsn` -
07/19/2016 1331 FOB ASHLAND OR Cit Accounts Payable
Dr A-fiQr~lPar-No QTY_ U _ _Unit-Fri tec #ed_-Pr~oe u
DESIGN SERVICES
The Above Purchase Order Number Must Appear On All
Correspondence - Packing Sheets And Bills Of Lading
1 Provide wetland mitigation design services in support of oxidation 1.0 $34,800.00 $34,800.00
ditch construction at the wastewater treatment plant as per exhibit
C.
Contract for Personal Services Less than $35,000.
Beginning: 07/11/16
Completion: 12/31/17
GL Account: $34,800.00
GL SUMMARY
081900 - 704200 $34,800.00
Y:
Authorized Signature
By: -7
Authorized Signature PO:Tatal - - $34,800.00
FORM #3 CITY OF
ASHLAND
REQUISITION Date of request: 07/11/2016
Required date for delivery: ASAP
Vendor Name Alpine Environmental Consultants, LLC
Address, City, State, Zip 12208 Antioch Road White City, OR 97503
Contact Name & Telephone Number Johnathan Williams 541-944-4685
Fax Number
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ EmergencX
❑ 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
Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
Date approved by Council:
❑ Direct Award Contract #
❑ Verbal/Written quote(s) or proposal(s) -(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 El 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
Provide wetland mitigation design services in support of oxidation $343800
ditch construction at the wastewater treatment plant as per exhibit C.
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached quotelproposal $34,800
Project Number 2013-20 Account Number 675.08.19.00.704200
- - -
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:
/T Director Date Support -Yes /No
By signing this requisition form, I certify that the City's public contracting requirements have been satisfied,
S
Employee: omxz wy -w"w Department Head: 1_ - -
( qual to or greater than $5,000)
Department Manager/Supervisor: City Administrator:
(~jual to or greater than $25,000)
Funds appropriated for current fiscal year ES' / NO
Finance Director- (Equal to r greater than $5, 000) Date
Comments:
Form #3 - Requisition