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HomeMy WebLinkAbout2016-256 CONT Chg Order #1 - Roxy Ann Rock CITY OF ^ASHLAND Parks and Recreation Commission CONTRACT CHANGE ORDER NO. 1 PROJECT: North Mountain Culvert Repair DATE: 09/14/16 LOCATION: North Mountain at Beach Creek PROJECT NO.: 85 CONTRACTOR: Roxy Ann Rock, PO Box 4488, Medford, OR 97501 You are requested to perform the following described work upon receipt of an approved copy of this document or as described by the Engineer: Item No. Description uantit Unit Price IF- Amount . Item #1 Place additional rip rap in oveflow channel $ 2,919.00 Place CI 100 rip rap, 6"-0 jaw run % fabric to stabilize unsuitable $ 3,616.65 Item #2 foundation Item #3 Construct underlay curtain drain $ 2,352.81 Item #4 Replace the existing culvert with new 30" diam HDPE culvert $ 18,951.80 Extra rip rap to armor outflow channel due to realignment of new $ 5,530.00 Item #5 culvert Item #6 Construct'deadman anchor' at inlet of new pipe $ 2,058.00 Total this Change Order $ 35,428.26 Previous Change Order $ - Original Contract Total $ 79,179.50 Revised Contract Total $ 114,607.76 PERCENT CHANGE OF ORIGINAL CONTRACT 44.7% This document shall become an amendment to the contract and all provisions of the contract will apply. Recommended By: P of t i(Agnak Date Approved By. L H~ U- r y; i< t Parks Director Date Accepted By: Roxy Ann Rock Contractor resentative Date Ashland Parks and Recreatioi Tel: 541-488-5340 340 S. Pioneer M Ashland, Oregon 97520 TTY: 800-735-2900 Nv w.ashland.or.us Wparks\Capital Projects\000085 North Mountain Culvert Repair\85 N Mountain Park\Roxy Ann Contract Documents\Change Order No. 1 Roxy Ann bob- 'e'lf lj, PO BOX 4488 Medford, OR. 97501 Ashland Parks and Recreation Commission 13 September 2016 Attention: Jeff McFarland 1195 East Main St. Ashland, OR 97520 Ref: North Mountain Park Culvert Repair (Project No. 000085) (L-6) Jeff: Per our field discussion today please find the following a recap of the outstanding change order requests (COR) listed in order of acceptance. • COR #01 Place additional rip rap in Overflow Channel o Labor, equipment, material & P&O provide in previous documentation Total amt. $ 2,919.00 • COR #02 Place Cl 100 Rip Rap, 6"-0 Jaw Run % Fabric to stabilize unsuitable foundation o Labor, equipment, material & P&O provide in previous documentation • Total amt. $ 3,616.65 • COR #03 Construct underlay curtain drain o Labor, equipment, material & P&O provide in previous documentation ■ Total amt. $ 2,352.83 • COR #04 Replace the existing culvert with new 30" dia. HDPE Culvert o Labor, equipment, material & P&O provide in previous documentation ■ Total amt. $ 18,951.80 • COR #05 Extra rip rap to armor outflow channel due to realignment of new culvert o 76 tons @ $72.75 per ton including labor, equipment and material to place in channel • Total amt. $ 5,530.00 • COR #06 Construct `deadman anchor` at inlet of new pipe o Labor, equipment and material including pumping cost ■ Total amt. $ 2,058.00 • Total change order amount including all deductive items $ 35,428.26 • The original contract amount $ 79,179.50 o The revised contract total amount $114,607.76 Thank you for your past and ongoing prompt and professional support in the execution of this contract. Sincerely., F r• c . ,1 fv An George Const do Manager Roxy Ann Rock, Inc. (541) 944-5507 N GG M 5AIU 6109 02-5154-01 Geotechnical Consulting August 29, 2016 MEMO TO: Bruce Dickens/Ashland Parks FROM: Bill Galli, P.E., G.E. CC: Jeffrey McFarland/Ashland Parks SUBJECT: PROPOSED CHANGE DUE TO NEW INFORMATION NORTH MOUNTAIN PARK SLIDEICULVERT REPAIR ASHLAND, OREGON Repair of a slope and culvert failure at the south end of North Mountain Park is currently underway. As part of this work the contractor sealed off and diverted water away that was flowing through the culvert. As a result our Project Engineer (along with Parks staff and the Contractor) were able to get a very good view inside the culvert. What was found was that much of the existing culvert's invert was rotted away. Portions of the culvert invert on one side were raised and rotated slightly inward. This is significantly different than what was assumed prior to the mitigation design when water was still flowing through the culvert obscuring this large amount of damage. Safety. In its current condition the culvert is not safe for entrance by workmen. Therefore, the interior repairs shown on the current mitigation plan must be changed. In our professional opinion, personnel must not be allowed to enter this rotted out culvert. Alternate Mitigation. The current mitigation plan calls for removal of the damaged end portion of the culvert and replacement and extension of the culvert with new sections. At this point, with the new information, we recommend the portion of the existing culvert to be removed and replaced encompass the entire culvert. This is best accomplished utilizing open cut methods to remove the failed culvert, prepare the subgrade and install the new culvert. Hydraulics. It appears that a 30-inch diameter High Density Polyethylene (HDPE) culvert would be cheaper to use as the replacement than the current 36-inch diameter Corrugated Metal Pipe (CMP). Computations for flow through pipes, discounting entrance and exit losses (which both will have to contend with), are as follows: 36" CMP Full Flow Capacity; 62.9cfs 30: HDPE Full Flow Capacity; 76.9cfs 612 NW Third Street, Grants Pass, Oregon 97526 - Phone (541) 955-1611- Fax (541) 955-8150 02-5154-01 Page 2 The reason the HDPE capacity is higher is due to the much lower roughness value that is used in the flow equation (smooth interior versus corrugated interior). Therefore, utilizing a 30-inch diameter HDPE culvert will actually increase the carrying capacity of the culvert. This meets the requirements of the City of Ashland, ODFW and the CORPS for such culvert replacements. All current permits still apply. Culvert Installation. In order to install the new culvert sections and not adversely impact the pedestrian bridge, the following course of action should be taken. I . Place false work beneath the west end of the bridge just east of the west abutment. Wedge tight to help relieve full load on the current abutment. Install sway bracing on the false work to keep it stable. 2. Excavate down to pipe subgrade removing the old pipe and the disturbed soil beneath (1 foot maximum). 3. Slope excavations in a manner to keep them stable. This would normally be at l H: IV or flatter. 4. Bottom of excavation to be 3 feet wider than the new pipe to allow for compaction beside the pipe. 5. Install pipe bedding and pipe on slightly new alignment to the west. 6. Backfill alongside the pipe and to 18 inches above the pipe with 3/4-inch or I - inch minus crushed rock compacted to 95% of ASTM D-698 (Standard Proctor). 7. Install a full "seepage collar" around upstream end of pipe, 6 to 8 feet downstream of the current head wall. 8. Seepage collar to be a 8-inch wide concrete collar extending at least 24 inches above and below the pipe and to 24 inches on each side of the pipe. Use No. 4 reinforcing steel at 8 inches on center on all sides (minimum 3 bars) including 45° angle bars at all 4 comers (sketch to follow). 9. Backfill remainder of excavation with spoils taken from the excavation to place the pipe. Compact to 98% of ASTM D-698. 10. New culvert may extend to slightly longer length 5 to 10 feet) due to its new orientation (slightly west). 11. Shape west stream bank to accommodate pipe and rip rap protection on channel bottom and channel sides. 5154mem Proposed Change Due to New Info.docx The Galli Group a2-5 1 54-01 Page 3 Note: Care must be taken to protect workmen at all times in this deep excavation. These old fill materials may not be compacted as well as they would be on newer embankments. This can make them more susceptible to sloughing and failure. Trench boxes will likely be needed to protect workmen. The engineer and the City of Ashland, while providing comments on excavation safety, are not responsible for any portion of the construction site safety, including excavation safety. This is at all times the general contractor's responsibility, who must follow all local, state and federal safety regulations. This Memo shall be considered as an integral part of our Remedial Construction Plans and Specifications, submitted to the City of Ashland Parks Department, dated July 6, 2016. Respectfully Submitted, THE GALLI GROUPp PR GEOTECHNICAL CONSULTING G 1 N e '~3r F O G 12 William F. Galli, P.E., G.E. is, N• Senior Principal Engineer 'I-AA4 F. EXPIRES: 5154mem Proposed Change Due to New lnfo.doex The Galli Group Jeff McFarland From: Bill Galli <bgalli@galligroup.com> Sent: Wednesday, August 31, 2016 1:50 PM To: Jeff McFarland Cc: Bruce Dickens; Andy George; Mel Galli III Subject: Additional items, North Mountain Park Culvert Repair 5154 A couple items that were in my memo or discussed early on the 30th, that the contractor had no knowledge of when he submitted his revised costs, are as follows: 1. Need a water stop around the pipe about 6 to 8 feet downstream of the headwall, as described in the Memo. 2. Need a concrete deadman about 12" thick upstream of the headwall. The end of the pipe would be cast into this for added longitudinal restraint of the pipe. 3. Realigning the pipe somewhat to the west allows the pipe to be longer and its outfall end aligns better with the stream channel (45° instead of 75°). However, this extends it farther downstream. Therefore, this area will need added rip rap to protect a larger portion of the channel. Respectfully, Bill Gall[, P.E., G.E. Senior Principal The Galli Group Geotechnical Consulting 612 NW Third Street Grants Pass, OR Ph: (541) 955-1611 FX: (541) 955-8150 Ashland Parks and Recreation Commission North Mountain park Culvert Repair Project No. 000085 Additional Costs Estimates (Verbal estimates per conversation Parks Staff had with Roxy Ann Rock on 8-31-2016 addressing: Prepared by Jeffrey McFarland, Open Space and Outer Parks Supervisor 9-1-2016 (1) Galli Memo item No. 11 calling for extra rip-rap to armor outflow for $5,530.00 (2) Galli Email item No. 2 calling for installation of new deadman at upstream end of pipe and headwall for $2,058.00 PO Box 4488 Medford, OR. 97501 31-Aug-16 Ashland Parks and Recreation Commission 1195 East Main Street Ashland, OR 97520 REF: North Mountain Culvert Repair Project #000085 (L-4) Cost Proposal #01 ATTN: Jeff McFarland Mr. McFarland: Please find enclosed a copy of our cost proposal work sheet per the Galli letter 02-5154-01 of 29 August 2016 with the exception of item No. 11 which is an unknown quantity and will need to be addressed on a time and material bases per the engineer's direction. Upon the 'City's' signing of the change order, please contact me and I can schedule the required equipment and material deliveries. `hank you i r shepherding the approval and signing of the required documents for an accelerated contract performance perj66`a An )Ls rge Co cti Manager F 541- 4-5507-Phone 541-535-6051-Fax a better way@ieffnet. org OR Lic #203142 CA Lic #426558 t0 S~ ❑ ~ N ~ ~ m O Q U [9 O N N F~ V N ~ Op OD \ ~ O d N ~ N N ~ N QQ a W pj I eh ~ a ~ ~ y r ~ ~ m ~ ~ I ~ M v ~ N 1A 4 N 7 O N N N ~ ~ a ~ ~ N U OF M ONO i N N ~ i N O I ~ N N N (W N ~ N M W t0 b A ~ O1 0 M m OD CO ~ m N N m ~ ~ 7 ~ N y~ N N IA /H ,S$8~~~88$$g88$8$,g ~ m~8,88 ~ So'~~~oSn~8S~~8~ ~ ~ o, aY ~~~s~~~~~o~~~~~~~m ~~s~~ ~~~~~gN~~~~~~~~ ~Y~ F m ri cn cv ~ sn ~ E c > m E 'i f9NFRfA691AtAiHfAtAf9fAEAHifAtR(AtA tAfA69NtAfA fA69tA69fA(flFRd3fRfAN6969fRNf9 Y! 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On (n CD (n t!) 0 '.11. r-r N OJ NN+)a N) OD 0) 0 O O O CD Csi O s O Q n w D o;o lo x o x o z} o;u 0 CD (P (P (P 0 -1 2: b N ! c 'u v CD D ~ 0 o oOo° O o C) o O o 0 rn cy, 0 Cn D O m 0 -69 -69 -69 -COI to m c 's 0 cO 0' N .A+. -th. .h C TI o r- 0 ~ n - tD 0') C) co w o a o CL) w I Ca O w 0<(D Q 14- CD ~ m ° O t!~ m L 4*0 p O o rn m W ~G9 - 'D 169 -69 Gq 40 <0 -69 64 -60 > " K) 0 -.x K (A) CJ3 w . ~ w -A -69 rn ~ ~ i ~ ! a) , -CA rn -w co -CA o cn cn • O p to -A O O o o N p o w O!O'O OWN O -N, c N N opo o C) o o o 0 O o0ocn~0CDo000-zi oDoo O 4 N o) CO O O O w -1 O w 0 N 0 0 0 N 0 0 ~ CITY OF ASHLAND Council Communication September 6 2016, Business Meeting Change Order Exceeding 25% - North Mountain Culvert Repair Project No. 85 FROM: Jeffrey McFarland, Open Space and Outer Parks Supervisor, Parks and Recreation Department, j eff.mcfarland@ashland.or.us SUMMARY The North Mountain Park culvert repair project is underway and much of the project work has been performed. The Contractor, Roxy Ann Rock, is working to accomplish completion of the in-channel part of the project before the Sept. 15, 2016 deadline (end of this year's in-water work period). The contracted engineering firm, the Galli Group, is requiring changes due to new information for the culvert repair in Beach Creek. This is for two reasons: 1) previously unforeseeable safety concerns with degraded conditions within the culvert pipe making it unsafe to work in; and 2) unstable soil conditions requiring over-excavation and additional materials to stabilize subsurface layer and creek embankments. The original bid for the work was $79,179.50. The change order for $35,428.98, a 45% increase over the original price. BACKGROUND AND POLICY IMPLICATIONS: During the spring of 2016, there was partial culvert failure and slope failure along Beach Creek at upper North Mountain Park. Parks contracted with the Galli Group, to provide a solution to embankment and culvert failure. Due to previously unforeseeable safety concerns within the culvert pipe the project engineer has determined that it is unsafe for workmen to perform repairs inside the existing culvert pipe. Therefore, the Galli Group is requiring replacement of the entire culvert pipe rather than the repair of the existing culvert. The additional costs for labor and materials to replace the culvert mean the project costs will exceed 25% of the original bid amount. Approval of this change order by the City Council, will enable the contractor to proceed with the work required by the Project Engineer, and complete the permitted part of the work in the Beach Creek channel by the deadline of Sept. 15, 2016 (during the in-water wort: period for this year). COUNCIL GOALS SUPPORTED: NA FISCAL IMPLICATIONS: The cost of the project will exceed 25% of original contract bid due to an increase in materials and labor to complete the project as designed by the Galli Group Engineering. As a result of either cancelled, postponed or reprioritized projects in the 2015-127 CIP Plan, Parks will be able to cover the increase in cost within the current CIP budget. A total of $115,000 has been allocated to this project from the CIP fund. Original contract bid amount = $79,179.50 Page l of 2 ~r CITY OF ASHLAND Additional requested amount for change orders = $35,428.98 Percentage of increased change order above original contract amount = 45% STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of this change order. In-water work permit deadline for completion of project work in the stream channel is September 15, 2016. SUGGESTED MOTION: I move approval of a change order in excess of 25% for the Beach Creek culvert replacement project. ATTACHMENTS: • Memo outlining changes due to new information dated August 29, 2016 from Bill Galli, The Galli Group. • Email from Bill Galli, dated August 31, 2016 requiring installation of new deadman at upstream end of pipe and headwall. • Letter from Roxy Ann Rock dated August 31, 2016 referencing Galli Memo and cost proposal 01. • Estimate sheet showing verbal estimates (per conversation with RAR on 8-31-16) for (1) Engineer Memo Item No. 11 for extra rip-rap to armor outflow for $5,530.00 (2) installation of new concrete deadman at upstream end of pipe and headwall for $2,058.00) Page 2 of 2 pity of Ashland, Oregon - Agendas And Minutes Page 1 of 6 CITY OF ASHLAND Search... Back C!t'v ;f A~t;!arC+ Orfi'tt.~=,`,, / _Y C, a r, City Council - Minutes View Agenda ` Tuesday, September 06, 2016 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL September 6,, 2016 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 8:15 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Lemhouse, Rosenthal, and Marsh were present. Councilor Seffinger was absent. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Forest Lands, Housing and Human Services, Tree, Historic, and Public Arts Commissions. APPROVAL OF MINUTES The minutes of the Study Session of August 15, 2016 and Business Meeting of August 16, 2016 were approved as presented. SPECIAL PRESENTATIONS & AWARDS City Administrator Dave Kanner announced September 15, 2016 at 1:00 p.m. in Council Chambers, Ashland would host the League of Oregon Cities (LOC) City Hall Day. The LOC's legislative priorities for the 2017 session included property tax reform, PERS reform, recreational immunity, and transportation funding. Mr. Kanner thought the community would be interested in discussing affordable housing and homeless services. PUBLIC FORUM:- Held during the Study Session prior to this meeting. CONSENT AGENDA 1. Minutes of boards, commissions, and committees 2. Approval of a liquor license application for David Jesser dba The Culinarium at 270 E Main Street 3. Approval of a resolution titled, "A resolution revising the financial management policies and accounting methodologies and repealing Resolution No. 2016-024" 4. Change order exceeding 25% - North Mountain Culvert Repair project No. 85 http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=6429 9/14/2016 City of Ashland, Oregon - Agendas And Minutes Page 2 of 6 Councilor Rosenthal pulled Consent Agenda item #4 for discussion. Jeff McFarland, the open space/outer parks supervisor for the Parks and Recreation Department provided background on the pedestrian bridge in North Mountain Park currently under repair. They received an additional two-week extension for the in-water work permit originally targeted for September 15, 2016. Parkas Superintendent Bruce Dickens further explained closing the area was a risk management decision due to the steep drop-offs next to the trail. The Contract Change Order would cover the repair of damage to the culvert discovered after diverting water flow under the bridge. Repair work would create a 50-year fix. Councilor Rosenthal/Voisin m/s to approve the Consent Agenda. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS - None UNFINISHED BUSINESS 1. Continuation of Grandview Drive discussion Public Works Director Mike Faught explained staff continued to recommend leaving the non-permitted guardrail in place, as recommended by the traffic engineer and supported by the engineering staff. They proposed constructing a shared road facility that extended just past the guardrail and included the following: • A 3' refuge on the guardrail site; • An 18' paved section; • A 3' refuge on the uphill side; • Reduced speed limit to 15 mph; • Installation of two speed indicator signs; • Make the Skycrest Drive and Grandview Drive intersection a 4-way stop; • Leave the non-permitted guardrail in place as recommended by both the traffic engineer and Construction Engineering Consultants, Inc. (CEC) If approved, the City would require the property owners to submit a right of way permit application that would include negotiations for the property owner's financial responsibility for the shared road project. The estimated cost was $127,200 and included a 30% contingency. City staff could construct everything except the 4-foot retaining walls in Phase 1. Survey work for Phase 2 was recently completed. Engineering work for Phase 2 was currently 3 to 6 months out. Another element of Phase 2 was re-profiling the 18-foot section of roadway. The increased costs were due to shifting the road towards the bank. Tom Bradley/612 Iowa Street/Wanted to see drawings before Council committed to the plans. City Administrator Dave Kanner responded the road improvement plan and the cross section drawings were in the Council Packet and available on the City website since September 1, 2016. Courtney Burkholder/124 Manzanita Street/She and her husband purchased the lot at 320 Grandview. The negative opinions from people opposing the guardrail in the local media disturbed her. The guardrail was necessary and she supported the shared road project. The public was vilifying the Ali's for trying to protect their family and doing something that benefited the neighborhood. She asked Council to represent those in support of the guardrail. Matt Burkholder/124 Manzanita Street/Spoke at the July Council meeting in support of the guardrail and the shared road project. City experts and engineers stated and restated the guardrail needed to remain for the safety of everyone that utilized Grandview Drive. A majority of citizens who attended a recent Grandview meeting http://www.ashland.or.us/Agendas.asp?Display-Minutes&AMID-6429 9/14/2016 City of Ashland, Oregon - Agendas And Minutes Page 3 of 6 supported the guardrail and the shared road plan. He questioned why Council had not voted to retain the guardrail and proceed with the shared road project, and wondered if those aggressively opposing the project had caused that delay. Katie Ali/340 Grandview Drive/Thanked City staff for their plan to make Grandview Drive a shared road. She urged Council to approve the shared road project. The need to improve Grandview Drive was now and not later. She wanted her children and her neighbor's children to travel the road safely. Shahrzad Sheibani/111 Sunnyview Street/Represented the East Village Homeowners Association. The road was dangerous and not safe. She took issue that the road was originally "grandfathered" and the City would not have actually installed a guardrail. She noted previous accidents, one that involved her, the dangers of driving at night, and in inclement weather. Mona McArdle/352 Grandview Drive/Supported the continued improvement of Grandview Drive, noted prior accidents on the property, and how some were not documented. The guardrail created a distinctive edge to the road. She supported the four way stop, reduction in speed and flashing signs. Carlos Reichenshammer/64 North Pioneer Street/Appreciated the testimony others provided and agreed with the necessity of a shared road and the guardrail. He expressed his gratitude to the Mayor, Council, and City staff for their time and efforts to analyze the different views. Mr. Faught explained the project to transition Grandview Drive to a shared road was not in the current Capital Improvement Plan (CIP). Staff was planning to recommend the project during the next CIP process. The project would involve the full length of the street. The Public Works Department would pay $130,000 for the first phase with savings from the slurry seal project. The remaining would come from other street funds. The only potential "payback" was the negotiations with the property owners in terms of their shared costs of the project regarding the permit application. Engineering Services Manager Scott Fleury clarified the Transportation Commission was updated, a public hearing was held, but the Commission had not reviewed the final plan. Mr. Faught further clarified the Transportation Commission had a prior concern regarding the four way stop however, Kim Parducci, the traffic engineer from Southern Oregon Transportation reviewed the current status and recommended the four way stop based on the activity occurring now. Councilor Marsh/Morris m/s to approve the submitted plan for improving Grandview Drive to the shared road standards with final approved engineering drawings. DISCUSSION: Councilor Marsh explained it was Council's job to set aside the accusations, the recriminations, and determine how to make Grandview Drive as safe as reasonable, quickly, and in an economic manner. Councilor Morris agreed with Councilor Marsh and commented he had never seen a public hearing for an encroachment permit. This proposal was probably the best solution given the current standards and actions the City could take. Councilor Rosenthal would oppose the motion on the principle that project management by duress was not conducive for sound funding decisions. It seemed more reasonable to consider the project during the budget process as part of the Capital Improvement Plan. Using slurry seal funds made him question the budgeting process and allocation for that project. The guardrail had disproportionately influenced the consideration and "painted" Council into a corner. However, he did not fault the property owner or contractor. Councilor Voisin had difficulty that a subcontractor could change the priority on the list of shared roads. Installing a non-permitted guardrail should not drive the decision on which road became shared. She wanted a better inspection of the guardrail to determine its viability. She thought the project was "piece meal" and should be done all at once and not in phases. http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=6429 9/14/2016 pity of Ashland, Oregon - Agendas And Minutes Page 4 of 6 Councilor Lemhouse observed the situation put people against each other due to a subcontractor not following the right procedures. This is not how the City should conduct business. It was a difficult issue with valid points on both sides. He had to consider what was the best path going forward and thought this alternative was better than the original proposal. Roll Call Vote: Councilor Morris, Lemhouse, and Marsh, YES; Councilor Voisin and Rosenthal, NO. Motion passed 3-2. NEW AND MISCELLANEOUS BUSINESS (Noce) ORDINANCES RESOLUTIONS AND CONTRACTS 1. Approval of first and second reading by title only of an ordinance titled, "An ordinance requiring the City of Ashland to produce 10 percent of the electricity used in the city from new, local, and clean resource by the year 2020 and declared to take effect on its passage" City Administrator Dave Kanner explained the ordinance was a result of an initiative petition titled, "Shall Ashland produce 10% of electricity used in the City by year 2020 from new, local, and clean sources?" The petition gathered enough signatures to qualify for the ballot. It came before Council at which point there were three choices to take. One option was take no action and allow the initiative to go to the ballot in November. For the second option, Council could take no action on the initiative and submit an alternative ordinance to the ballot. However, time did not permit this option. The third option and the one Council chose adopted the ordinance instead of sending it to the ballot. Due to election deadlines, Council needed to adopt the ordinance on first and second reading with an emergency clause at this meeting and have it go into effect immediately. Under election law, Council had to adopt the ordinance as written and make no changes. Jeff Sharpe/553 Fordyce Street/Read from a document submitted into the record supporting the ordinance. Joseph Kauth/One Corral #3/Expressed concern this would result in a field of solar panels and impact local residents and wildlife. Another concern was solar reflection increasing the heat generated through the urban island effect. He preferred solar panels on buildings. James Stephens/640 Oak Street/Noted he had met with the Mayor to discuss possible ways to move Ashland into the sustainable energy economy. He supported electric powered transportation and vehicles and went on to describe how the ordinance would benefit Ashland. Louise Shawkat/870 Cambridge StreeVRead from a document submitted into the record that supported the ordinance. Philip Westergaard/462 Williamson Way/Expressed his support for the proposed ordinance and noted other communities that were now capable of being independent from the grid. Allie Rosenbluth/730 Liberty Street/Represented Rogue Climate who supported Council adopting the ordinance. The ordinance needed to benefit the local community, build jobs in Ashland, and have the lowest environmental impact possible that did not raise utility rates for the most vulnerable citizens. Andrew Kubik/1251 Munson Drive/Of the 200 people he spoke to while gathering petition signatures, 75% to 80% supported the ordinance. Most were surprised the City produced only 2% of the electrical energy through clean, local sources. The majority thought the 10% by 2020 was conservative while some challenged the sense of urgency. Dave Helmich/468 Williamson Way/Read from a document he submitted into the record regarding discussion items for Council and the City to consider regarding the ordinance. http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=6429 9/14/2016 City of Ashland, Oregon - Agendas And Minutes Page 5 of 6 Jesse Sharpe/107 Lincoln Street/Provided his credentials, supported the ordinance, and urged Council to make it effective at this meeting. This was a key point of transition in the country and world as a whole. Councilor Lemhouse/Voisin m/s to approve first reading of ordinance of an ordinance titled, "An ordinance requiring the City of Ashland to produce 10 percent of the electricity used in the city from new, local, and clean resource by the year 2020 and declared to take effect on its passage," move to second reading. DISCUSSION: Councilor Lemhouse looked forward to seeing what the Climate and Energy Action Plan ad hoc Committee would produce. Councilor Voisin added the ordinance was an innovative way of going into the future in terms of energy. Councilor Rosenthal thought it was an aggressive move and dovetailed with the current Climate Energy Action Plan. Council would provide more definition and specificity to the ordinance. He gladly supported the motion. Councilor Morris talked to Mr. Kanner about altering the language regarding energy security and greenhouse gases but would support the motion. Roll Call Vote: Councilor Voisin, Lemhouse, Marsh, Rosenthal, and Morris, YES. Motion approved. Councilor Voisin/Marsh m/s to approve Ordinance #3134 with the emergency clause to adopt the ordinance effective immediately. DISCUSSION: Councilor Marsh noted climate change was actually an emergency and this was an acknowledgement. Mayor Stromberg thought the timing coincided with the Climate and Energy Action Plan ad hoc Committee's forthcoming recommendation. Roll Cali Vote: Councilor Voisin, Lemhouse, Marsh, Rosenthal, and Morris, YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS City Administrator Dave Kanner reviewed items on the Look Ahead. Mr. Kanner noted the upcoming National Citizen Survey and suggested one of the questions ask community and businesses their perception,on the efforts made this year to address downtown behavior. Councilor Voisin wanted homeless citizens surveyed to determine the effect the ordinance had on them. Mr. Kanner thought the people targeted by the ordinances were lawbreakers and the vast majority of the homeless did not break the law. Staff might be able to quantify that by reviewing court records. Councilor Voisin did not agree and thought many of the citizens attending court were homeless and now displaced due to the ordinances. City Attorney Dave Lohman clarified court records would not designate who was homeless or identify people's financial capabilities. Councilor Marsh thought the survey information, citation data generated from the new ordinances, and information from homeless advocates would help determine whether the changes worked. Councilor Voisin would contact homeless service agencies for data. City Recorder Barbara Christensen announced the annual Oregon Association of Municipal Recorders Conference would occur September 21 through the 23. Approximately 100 recorders from Oregon, Alaska and parts of California would attend. Councilor Voisin reported the Band Committee would present a "wish list" for repairs to the band shell in Lithia Park. She went on to note Ashland Daily Tidings reporter Julie Akins would start a Tour for Humanity to understand homelessness and travel the 1-5 corridor from Seattle to Los Angeles hoping to interview 200 people. Councilor Lemhouse congratulated the School Board and the community for their efforts on the new playing field. ADJOURNMENT OF BUSINESS MEETING Meeting adjourned at 10:07 p.m. http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=Ei429 9/14/2016 City of Ashland, Oregon - Agendas And Minutes Page 6 of 6 Barbara Christensen, City Recorder John Stromberg, Mayor Printer Friendly Version Amr-O Leal Living with Climate & Fire Danger Election Air Quality ',,I, i ,,i Deer & Energy Level Information Inif0 Wildlife Action Plan a. is Extreme get details learn more learn more learn more Pay Your Utility Bill Connect to AFN Request Conservation Evaluation Proposals, Bids, Notifications v tj oil R9 Request Building Inspection Apply for Building Permits Apply for Other Permits, Licenses Register for Recreation Preagrarns MORE POPULAR PACES CITY COMMISSIONS CONNECT SHARE EMAIL UPDATES ;Email Address Videos AFN Governance Structure ad hoc t Committee - What Do You Think? Airport Commission Services Ashland Water Advisory Ad-Hoc DC YOU `NOW A S ARR ? Citizen Programs Committee Applications, Permit... Band Board Council Business Bee City USA Subcommittee - City Municipal Code Building Appeals Board Document Center Citizens' Budget Committee US NOW Doing Business with Climate & Energy Action Plan ad hoc Committee Name !Phone or Email - - Map Center Conservation Commission Question or Comment Taxes Downtown Beautification Web Links Improvement ad hoc Committee Snow Plow Map Downtown Parking Management and Circulation Ad Hoc Advisory Committee Open City Hall Forest Lands Commission Type the text„ Flood Protection Inf... x 0 Historic Commission Archived City Record... Housing and Human Services Commission © City of Ashland / Sitemap / Site by Project A ALL COMMISSION PAGES http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=6429 9/14/2016 Purchase Order Fiscal Year 2017 Page: 1 of: 1 ~S Ree 1 1 I TAP' 0W L B Ashland Parks Commission THT, ATTN: Accounts Payable L 20 E. Main Purchase Q L Ashland, OR 97520 Order # V `"t' T O E BOXY ANN ROCK H PO BOX 4459 1 D MEDFORD, OR 97501 P See Shipping Information Below O T R O L.J Ve~-ido Ptia a Numbe ~en o Fa mqe Re ; DOUR 4 ? u,T MWIM OWNS A - ~ i , 541 601-7451 OUR M. Michael Black _08!17/2016 1756 FOB ASHLAND OR Parks Accounts Payable M # IteN r s.._' PZR OW ~ txa il _1t7iCl~,a' uur Repair North Mountain Culvert The Above Purchase Order Number Must Appear On All Correspondence - Packing Sheets And Bills Of Lading 1 Repair North Mountain Culvert 1.0 $79,179.50 $79,179.50 City of Ashland Public Improvement Contract Beginning date: 08108/2016 Completion date: 09115/2016 GL Account: $79,179.50 Ship To: C/o Lithia Park Shop 310 Granite Street Ashland, OR 97520 Phone: 541/488-5340 Fax: 541/488-5314 GL SUMMARY 123000 - 704200 $79,179.50 " i By:~ 'r Date: Authorized Signa re Eel $79,179.50 Purchase Order d. Fiscal Year 2017 Page: 1 of: 1 B Ashland Parks Commission - - L ATTN: Accounts Payable Purchase L 20 E. Main Q Ashland, OR 97520 Order # 84 T Phone: 541/552-2010 O Email: payable@ashland.or.us V S C/O Parks Department E BOXY ANN ROCK H Admin Office N PO BOX 4459 1 340 South Pioneer D MEDFORD, OR 97501 P Ashland, OR 97520 O T Phone; 541/488-5340 R O Fax: 541/488-5314 - - Vend6r PhonsN mber_- \6 _Num- EE °I Id d 541 601-7451 Michael Black Qateder6 _VendQ~J~I~arY%b~r ate°F egnir _ s =J [ - - - - - 08/17/2016 1756 FOB ASHLAND OR Parks Accounts Pa able Repair North Mountain Culvert 1 Repair North Mountain Culvert 1 $79,179.5000 $79,179.50 City of Ashland Public Improvement Contract Beginning date: 08/08/2016 Completion date: 09/15/2016 Ship To: C/O Lithia Park Shop 310 Granite Street Ashland, OR 97520 Phone: 541/488-5340 Fax: 541/488-5314 2 ADDED: Processed change order 09/19/2016 1 $35,428.2600 $35,428.26 Change Order NO. 1 - $35,428.26 Project #000085.100 Approved by Council September 6, 2016 Ship To: C/O Parks Department Admin Office 340 South Pioneer Ashland, OR 97520 Phone: 541/488-5340 Fax: 541/488-5314 GL SUMMARY 123000 - 704200 $114,607.76 By: Date: i 2 Authorized Signatur r = _ - - $114 607.76 FORM #10] CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM PASHLAND Request for a Change Order Name of Supplier 1 Contractor I Consultant: Roxy Ann Rock Total amount of this contract amendment: Purchase Order Number: 84 Title I Description: North Mountain Culvert Repair $ 35,428.26 ® Per attached contract amendment Contract Amendment Original contract amount $ 79,179.50 100 % of original contract Total amount of previous contract amendments 0 % of original contract Amount of this contract amendment 35,428.26 44.7 % of original contract TOTAL AMOUNT OF CONTRACT $ 114,607.76 144.7 % of original contract In accordance with OAR 137-047-0800: 1) The amendment is within the scope of procurement as described in the solicitation documents, Sole Source notice or approval of Special Procurement. 2) The amendment is necessary to comply with a change in law that affects performance of the contract. 3) The amendment results from renegotiation of the terms and conditions, including the contract price, of a contract and the amendment is advantageous to the City of Ashland, subject to all of the following conditions: a) goods and services to be provided under the amended contract are the same as the goods and services to be provided under the unamended contract; b) The City determines that, with all things considered, the amended contract is at least as favorable to the City as the unamended contract; c) The amended contract does not have a total term greater than allowed in the solicitation document, contract or approval of a Special Procurement. An amendment is not within the scope of the procurement if the City determines that if it had described the changes to be made by the amendment in the procurement documents, it would likely have increased competition or affected award of contract. Contract amendment is within the scope of procurement: YES NO* X (If "NO", requires Council approval / Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT - Less than $5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT, QRF or ❑ "YES", the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments :5 $6,000. ❑ "YES", the total amount of cumulative amendments ❑ "YES", the total amount of original contract and ❑ If "NO", amount exceeding authority requires 25% of original contract amount or $250,000 cumulative amendments $100K for Goods & Services, :5 Council approval. Attach copy of Council whichever is less. $75K for Personal Services, < $50K for Attorney Fees. Communication. ❑ If "NO", amount exceeding authority requires ❑ If "NO", amount exceeding authority requires Council ❑ Exempt - Reason: Council approval. Attach copy of Council approval. Attach copy of Council Communication. PERSONAL SERVICES Communication. ❑ Exempt- Reason: ❑ "YES", Direct appointment s $35,000 ❑ Exempt- Reason: ❑ If "NO", requires approval. INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods & Services - $5,000 to $100,000 ❑ "YES", the total amount of cumulative amendments ❑ Written Findings: Document the nature of the Personal Services - $5,000 to $75,000 25% of original contract amount or $250,000 emergency, including necessity and circumstances ❑ "YES", the total amount of cumulative whichever is less. requiring the contract amendment amendments 25% of original contract amount. ® If ❑ If "NO", amount exceeding authority requires ❑ Obtain direction and written approval from City "NO", amount exceeding authority requires Council Council approval. Attach copy of Council Administrator approval. Attach copy of Council Communication. Communication. ❑ If applicable, attach copy of Council Communication ❑ Exempt -Reason: ❑ Exempt -Reason: ❑ Exempt - Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑ "YES", the total amount of original contract and cumulative amendments are ❑ "YES", the original contract was approved by City Council. within the amount and terms initially approved by Council as a Special Provide date approved by City Council: (Date) Procurement. If "NO", Council approval is required. Attach copy of Council Communication. ❑ If "NO", amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. Attach co of Council Communication. Project Number: 000085 Account Number 123000.7042001411.12.00.00.704200 Account Number _ _ _ - _ _ - - - *Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures a urately. Attach extra ftoges if needed. Employee Signature: `Department Head Si ature: (Total amount of contract 2: $5,000) City Administrator: (Equal or greater than $ ,000 r 1051o) Funds appropriated for current fiscal year ' YES 7 NO Finance Director (Equal to orgrea (erthan $5,000) e Commdnts: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 9/14/2016