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HomeMy WebLinkAbout2016-344 Contract - Alpine Environmental Contract for GOODS AND SERVICES less than $25,000 CITY OF CONTRACTOR: Alpine Environmental Consultants, LLC -AS H LAND CONTACT: Jonathan Williams 20 East Main Street Ashland, Oregon 97520 ADDRESS: 12208 Antioch Rd White City, OR 97503 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-944-4685 DATE AGREEMENT PREPARED: 12/19/16 FAX: BEGINNING DATE: 12/20/16 COMPLETION DATE: 12/20/18 COMPENSATION: $22,577.00 GOODS AND SERVICES TO BE PROVIDED: Concrete Pit environmental investigation, development of work plan and coordination with Oregon DEQ per the attached "exhibit C". ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Goods and 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. NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE as follows: 1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work 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. Contractor must also maintain a current City business license. 3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later than the date indicated above and start performing the work under this contract by the beginning date indicated above and complete the work by the completion date indicated above. 4. Compensation: City shall pay Contractor for the specified goods and for any work 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. Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00, unless a separate written contract is entered into by the City. 5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of City. 6. Statutory Requirements: ORS 27913.220, 27913.225, 27913.230, 27913.235, ORS Chapter 244 and ORS 670.600 are made part of this contract. 7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract is $20,283.20 or more, Contractor 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 work under this contract. Contractor is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 8. Indemnification: Contractor 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 Contractor (including but not limited to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 9. 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 Contract for Goods and Services Less than $25,000, 06/30/2016, Page 1 of 5 written notice to Contractor, 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 Contractor 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 Contractor 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 Contractor's performance of each and every obligation and duty under this contract. City by written notice to Contractor of default or breach, may at any time terminate the whole or any part of this contract if Contractor 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, Contractor shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Contractor 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 Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract. 10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. 11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises in obtaining any required subcontracts. Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any requirement of ORS 279A.110 or the administrative rules implementing the Statute. 12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 13. Assignment and Subcontracts: Contractor 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. Contractor 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. 14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. 15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a QRF if Contractor 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. 16. Insurance. Contractor 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. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 for each occurrence for Bodily Injury and Property Damage. C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. Contract for Goods and Services Less than $25,000, 06/30/2016, Page 2 of 5 d. 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 Contractor or its insurer(s) to the City. e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Workers' Compensation, required herein but only with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work under this contract. The contractor's insurance is primary and non-contributory. 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 Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance. 17. 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 Contractor 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. Contractor, 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. 18. 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. CONTRACTOR, 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. 19. 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. Contractor 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 Contractor, with no further liability to Contractor. 20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is required before any work may begin under this contract. 21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by r ference. Contr ctor: City of Ashlan By B s 12-1 ie -t (C Signature- - epartmeHead Print Name Print Name r PaA (`t Ct 1 2-1Ztl rG Title Date W-9 One copy of a W-9 is to be ubmitted with the signed contract. Purchase Order No. Contract for Goods and Services Less than $25,000, 06/30/2016, Page 3 of 5 11 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria.- (1) 1 carry out the labor or services at a location separate from my residence or is in a J specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are / purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. - V (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. Co actor (Date) Contract for Goods and Services Less than $25,000, 06/3012016, Page 4 of 5 CITY • ASHLAND, OREGON EXHIBIT B City of Ashland LIVING W E per hour-effective June 30,2016- (increases annually every June 30 by the Consumer Price Index) portion of business of their 401 K and IRS eligible employer, if the employer has cafeteria plans (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by assistance for the project or the employee. ➢ For all hours worked under a business from the City of service contract between their Ashland in excess of ➢ Note: "Employee" does not employer and the City of $20,283.20. include temporary or part-time Ashland if the contract employees hired for less than exceeds $2Q,283.2Q or more. ➢ If their employer is the City of 1040 hours in any twelve- Ashland including the Parks month period. For more ➢ Far 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 ^ASHLAN D Contract for Goods and Services Less than $25,000, 06/30/2016, Page 5 of 5 m 10- .AV Alpine Environmental Consultants, LLC 12208 Antioch Road White City, Oregon 97503 541.944.4685 jwiiliatns ualpine-env-llc.com December 19, 2016 Mr. Kevin Caldwell, Project Manager City of Ashland, Engineering Department 20 East Main Street Ashland, Oregon 97520 RE: Proposal and Cost Estimate - Concrete Pit Environmental Investigation, Drinking Water Treatment Plant for the City of Ashland, Oregon Dear Mr. Caldwell, As requested by the City of Ashland (the City), this letter proposal provides a scope of work and cost estimate for Alpine Environmental Consultants, LLC (AEC) to conduct an environmental investigation at the "Concrete Pit" located on the south side of Lithia Creek in Ashland, Oregon (the Site). The Site is under consideration as the location for one or more structures associated with the City's future drinking water treatment plant. The "Concrete Pit" was reportedly developed historically as a quarry from which granite and decomposed granite were extracted for construction projects. It has also been reported that after quarrying operations ceased, construction debris consisting primarily of concrete was disposed of at the Site. Furthermore, a former City employee stated that containers (e.g. drums) containing diesel fuel and pesticides were disposed of at the Site. Presumably these containers would have been empty at the time of disposal, but residual contaminants may still have been present and could have adversely impacted soil and/or groundwater. Should the City move forward with construction of Site structures, one or more of these structures might be frequently used by City employees. The objective of the Environmental Investigation is to collect and evaluate soil and/or groundwater data to determine if potential residual contamination associated with the alleged disposal of diesel and pesticides at the "Concrete Pit" would pose an unacceptable risk to City employees working in future structures at the Site. Should residual Site-related contamination be identified, AEC will also assist the City in characterizing potential risks that such contamination might pose to ecological receptors (e.g. fish) under a separate scope of work. 1 1 Page Alpine Environmental Consultants, LLC Mr. Kevin Caldwell December 19, 2016 PROPOSED SCOPE OF WORK The scope of work for the Environmental Investigation has been broken into the following tasks: Task 1- Project Coordination AEC will coordinate with representatives from the Oregon Department of Environmental Quality (DEQ) to better define the project objective and scope of work for the Environmental Investigation. Also covered under this task is the procurement of historical aerial photographs from the University of Oregon Map Library, and these photographs will be ordered immediately after receiving authorization to proceed. The historical aerial photographs should provide a better understanding of Site development, including the timing of excavation and filling of the "Concrete Pit." It should be noted that depending on the level of DEQ involvement, DEQ may seek compensation for their project involvement. Costs associated with potential DEQ cost recovery are not included in this scope of work and cost estimate and AEC assumes the City will be responsible for these costs. However, AEC can provide assistance in managing and coordinating this potential aspect of DEQ involvement. Task 2 - Develop Work Plan Based on discussions completed under Task 1, AEC will prepare a detailed work plan describing the objectives and scope of the Environmental Investigation, including the following: sample locations, media to be sampled, analytical methods, and data evaluation methods. On December 2, 2016, Mr. Jonathan Williams of AEC met with Mr. Kevin Caldwell of the City and visited the Site. Based on observations made during the Site visit, AEC believe the excavation of four test pits and subsequent collection of four soil and four groundwater (if present) samples is appropriate. Task 3 - Utility Locates Prior to any subsurface disturbances associated with the excavation of test pits, AEC will contact the Utility Notification Center in order to locate and trace any potential public ungrounded infrastructure of pipes, mains, and utility lines that may be present in the vicinity of the proposed test pit locations. The Utility Notification Center provides this service at no cost. Additionally, AEC will use a private locator to identify any private underground pipes, mains, or utility lines that may be located on the Site in the vicinity of proposed test pit locations. 2 Page Alpine Environmental Consultants, LLC Mr. Kevin Caldwell December 19, 2016 AEC will also schedule subcontractors and prepare all necessary equipment for field investigation activities. Task 4 - Soil and Groundwater Sampling AEC will supervise the excavation of test pits using appropriate excavation equipment operated by knowledgeable personnel from a licensed and bonded subcontractor (likely M&M Services of Medford, Oregon). AEC anticipates that four test pits will be required to meet the project objective. Three of the test pits will be in or immediately adjacent to the sidewalls of the "Concrete Pit" and will be excavated to an approximate depth of 10 feet below ground surface (bgs). The fourth test pit will be located in the swale on the south side of the road that is immediately south of the swimming reservoir, and will be excavated to an approximate depth of 5 feet bgs. Based on observations made during the Site visit of the coarse construction debris at the "Concrete Pit," AEC anticipates a mid-sized excavator will be required to excavate the test pits. AEC also anticipates that traffic control will be required during the excavation of the fourth test pit adjacent to a public road. AEC understands the City will also be retaining a geotechnical engineer, Mr. Robin Warren of Applied Geotechnical Engineering and Geologic Consulting, LLC, to evaluate the footprint of the "Concrete Pit" area for its building foundation qualities. AEC has already discussed the general scope of the Environmental Investigation with Mr. Warren, including the test pit excavation effort. AEC will communicate closely with Mr. Warren regarding the test pit excavation schedule to maximize the chances that Mr. Warren can be present during test pit excavation activities. The estimated cost for the excavation and traffic control subcontractors to complete this work is $3,036, and assumes 8 hours of time will be required at the Site for the excavation equipment and operator. Additional excavation time would be billed at $180 per hour. Based on observations made during test pit excavation, AEC personnel will collect one soil sample and one groundwater sample (if possible) from each test pit. Before and between the excavation of the test pits, excavation equipment will be cleansed using an Alconox (or similar) solution and rinsed with de-ionized water. Any re-usable sampling equipment will also be cleansed prior to each use by scrubbing with a brush and an Alconox (or similar) solution and rinsed with de-ionized water. AEC assumes the test pits will be backfilled with debris removed from the test pits and recompacted using the excavator bucket. The soil and groundwater samples will be collected and placed into appropriate laboratory- prepared sample containers, labeled with unique sample identifiers, placed in a cooler, and submitted to an Oregon-licensed analytical laboratory using standard AEC chain-of-custody protocol. 3 1 Page Alpine Environmental Consultants, LLC Mr. Kevin Caldwell December 19, 2016 Should drums or other containers potentially containing waste be identified during excavation activities, additional samples may be collected for laboratory analyses. The cost of these analyses and appropriate disposal of any wastes, hazardous or otherwise, is not included in this cost estimate. Task 5 - Laboratory Analyses The soil and groundwater samples will be submitted to Apex Labs (APEX) of Tigard, Oregon. APEX is an Oregon-certified analytical laboratory. The samples will be submitted for the following analyses on a standard 2-week turnaround time: • Diesel-range petroleum hydrocarbons (TPH-d) by DEQ Method NWTPH-Dx. • Polycyclic aromatic hydrocarbons (PAHs) by USEPA Method 8270. • Seventeen metals associated with pesticides by U.S. Environmental Protection Agency (USEPA) Method 6000 Series. These 17 metals include the following: antimony, arsenic, barium, beryllium, cadmium, chromium, cobalt, copper, lead, nickel, mercury, molybdenum, selenium, silver, thallium, vanadium, and zinc. • Chlorinated herbicides by USEPA Method 8151A, including the following: 2,4-D; 2-4-DB; 2,4,5-T; 2,4,5-TP (Silvex); Dalapon; Dicamba; Dichloroprop; Dinoseb; MCPA; and MCPP. • Organochlorine Pesticides by USEPA Method 808113, including the following: aldrin; alpha-BHC; beta-BHC; delta-BHC; gamma-BHC (lindane); gamma-Chlordane; alpha- Chlordane; Chlordane (tech); 4,4-DDD; 4,4-DDE; 4,4-DDT; Dieldrin; Endosulfan I; Endosulfan 11; Endosulfan sulfate; Endrin; Endrin aldehyde; Endrin ketone; Heptachlor; Heptachlor epoxide; Methoxychlor; and Toxaphene. • Organophosphate pesticides by USEPA Method 8270D, including the following: Azinphos methyl; Bolstar; Chlorpyrifos; Coumaphos; Demeton; Diazinon; Dichlorovs; Dimethoate; Disulfoton; Ethoprop; Fensulfothion; Ronnel; Stirophos; Tokuthion; and Trichloronate. These constituents were selected based on the alleged disposal of diesel fuel and pesticides at the "Concrete Pit." The TPH--d and PAHs analytical results will document potential impacts associated with diesel fuel and the individual constituents associated with diesel fuel. The remaining laboratory analyses are associated with pesticides, and the analyte list is consistent with DEQ's Draft Guidance for Evaluating Residual Pesticides on Lands Formerly Used for Agricultural Production dated November 2005. While the Site was not formerly used for agricultural purposes, this DEQ guidance is relevant in that provides a comprehensive list of pesticides that may have been disposed of in the "Concrete Pit." Should the number of analytes be reduced and/or the number of samples to be submitted for analyses be reduced, there will be a reduction in analytical costs. The cost of running an individual soil or groundwater sample for the entire aforementioned analytical suite is $985 per sample. 4 1 Page Alpine Environmental Consultants, LLC Mr. Kevin Caldwell December 19, 2016 Task 6 - Data Evaluation and Reporting AEC will prepare an Environmental Investigation Report which will contain a summary of the sampling activities. The report will include a description of the test pit excavation and sampling activities, analytical data tables with a comparison to applicable generic DEQ risk-based concentrations (RBCs) for occupational receptors (i.e. City employees working in future Site structures), and figures illustrating sampling locations. AEC anticipates the report will be prepared and submitted to the City within 1 week of receiving the final analytical laboratory report. Task 7 - Contingency Costs To accommodate unanticipated and minor changes in work scope, AEC has included contingency costs equal to approximately 15 percent of the budget. BUDGET AND SCHEDULE AEC's estimated cost to complete all seven tasks under the Environmental Investigation for the Site is $22,577 (see Table 1 - Estimated Project Budget), and will be conducted on a time and materials basis consistent with the attached rate sheet. Please note that approximately 49 percent of the total budget is associated with subcontractor and outside services (i.e. private utility locate, licensed driller, and analytical laboratory). The estimated cost and proposed scope of work are based on information available to AEC at this time. While AEC is confident the project objective and general scope of work described in this proposal are technically appropriate, the scope and budget may need to be modified based on input received from DEQ. 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. As we discussed last week, AEC anticipates the Environmental Investigation Report can be completed within 5 weeks of receiving your authorization to proceed. However, please note this schedule assumes it will take 2 weeks to obtain DEQ input and concurrence on the scope of work. This proposal is valid for 60 days. 5 1 Page Alpine Environmental Consultants, LLC Mr. Kevin Caldwell December 19, 2016 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 L Jonathan D. Williams, RG Senior Hydrogeologist, Principal Attachments: Table 1- Estimated Budget Rate Sheet 6 1 Page Alpine Environmental Consultants, LLC U J J U1 C (II N O 0 C) v~ \~o 110 0 0 r- U 00 t- It in 00 t- t-- t-- ID kn ~o O1 M N O ~ 14, 00 N M N O N E-y c O f is 6F4 64 Ell 00. Gn 69 &6 v w N U M `O 'No Q • M lp N 00 Q _ CO) R3 ~ "L3 N 0 Uq 6S 6g foq Gq 64 fig ~ ~ O Q U O -a 69 69 45s 64 64 bl4 C U5 m L 00rl- ° ooc°v~~ °O V L O \~o v-) d- ~o kn N O J cl, 0 &011 r) O L) Q 64 64 6R 64 64 64 61 Cd ~ ~ = N N M d' mot' oo N V~ ~ N Ul N 00 x , cd o Q o o w U x ~ i ~ o .fl w t~ > CIO bA v , U O C Q c U c V1 C~ U ~ 'b 1x O 0 cd U) ca R + p cn O a~ U r-I O U -CJ 4- 4- p r-a cd> bUA C o H v cz p C 45 O 4-1 O ~ Ll, Q~D Q U 'O +v, U U c 0 a w Q 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. ALPIN-5 OP 1D: SH DATE (MMIDD/YYYY) jL1 CERTIFICATE OF LIABILITY INSURANCE ; 05109/201 6 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this. certificate does not confer-rights to the certificate holder in lieu of such endorsement(s). PRODUCER CAMEAcT Joe Schultz Pieper Ramsdell Agency PHONE P.O. Box 596 Arc No Ext :503-397-0714 mac, No :503-397-0674 St. Helens, OR 97059 ADDRESS: Joe Schultz INSURERS AFFORDING COVERAGE ! NA_IC # INSURERA: Homeland Insurance Co of NY INSURED Alpine Environmental INSURER B : I Consultants, LLC 12208 Antioch Road INSURER C r White City, OR 97503 INSURER e INSURER E INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDi T ION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL B POLICY EFF POLICY EXP LTR TYPE OF INSURANCE S WVD POLICY NUMBER MM/DD/YYYY MM/DDrYYYY LIMITS ` A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE f $ 2,000,000 CLAIMS-MADE OCCUR X X 793-00-32-64-0002 0510712016 0510712017 PRREM SES ~ c= ence $ 50,000 j NonOwned Auto MED EXP (Any one person) $ 5,00 1 Hired Auto PERSONAL $ ADV INJURY $ 2,000,000 f GENT AGGREGATE LIMIT APPLIES PER_ GENERAL AGGREGATE $ 2,000,000. X POLICY 0 PRO- JECT LOC PRODUCTS - COMP/OP AGG $ 2,000,00 $ I OTHER: COMBINED SINGLE LIMIT AUTOMOBILE LIABILITY Ea accident $ i ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) S NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS Peraccident $ i } UMBRELLA LIAR OCCUR EACH OCCURRENCE Is EXCESS LIAR CLAIMS-MADE AGGREGATE 1 S i DEO RETENTION $ $ WORKERS COMPENSATION IPER AND EMPLOYERS' LIABILITY YIN STATUTE ER H ANY PROPRIETOR/PARTNERIEXECUTIVE ❑ E.L. EACH ACCIDENT S OFFICER/MEMBER EXCLUDED? N I A (Mandatory in NH) E-L DISEASE - EA EMPLOYE $ If yes, desa'be under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ A Pollution Liab 793-00-32-64-0002 05/07120160510712017 Limit 2,000,000 A Professional Liab 793-00-32-64-0002 0510712016 0510712017 Limit 2,000,00 t DESCRIP'nON OF OPERATIONS 1 LOCATIONS I VEHICLES IACORD 161, Additional Remarks Schedule, may be attached if more space is required) Per attached endosements OBENV GE 301, OBENV GE 319, and OBENV GE 320 - CERTIFICATE HOLDER CANCELLATION- CITYASH SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Ashland, OR, its ACCORDANCE WITH THE POLICY PROVISIONS. elected officials, officers i and employees AUTHORIZED REPRESENTATIVE 20 East Main Street Ashland, OR 97520 I - ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD 0 Purchase Order Fiscal Year 2017 Page: 1 of: 1 _ - _ _F 15 OuM_ NT-S! B City of Ashland ATTN: Accounts Payable - L 20 E. Main Purchase 484 L Ashland, OR 97520 Order # T Phone: 541/552-2010 O Email: payable@ashland.or.us V ALPINE ENVIRONMENTAL CONSULTANTS LLC H C/O Engineering Division E 12208 ANTIOCH ROAD I 51 Winburn Way N D WHITE CITY, OR 97503 P Ashland, OR 97520 O Phone: 541/488-5347 T Fax: 541/488-6006 R O Vendor Phony dumber- C dr-Fa Nurtnt~er -F e~1 ~ Ul rab - r - 13 541 944-4685 _ Kevin Caldwell Date Q~dered :vendor Iumb_er = Q_;te_egaireF_ - _ mr~ = ~n - J 01/03/2017 1331 FOB ASHLAND OR -City- Accounts Payable al! Environmental Investigation 1 Concrete Pit environmental investigation, development of work 1 $22,577.0000 $22,577.00 plan and coordination with Oregon DEQ per the attached "Exhibit C". Contract for Goods and Services less than $25,000 Beginning date: 12/20/2016 Completion date: 12/20/2018 GL SUMMARY 081900 - 704200 $22,577.00 By Date: Au_fliarized Signature - $22 577.00 FOR # CITE' F ASHLA1'-TD Date of request: 12/29/16 Required date for delivery: ASAP Vendor Name Address, City, State, Zip 12208 Antioch Rd White City Orion 97503 Contact Name & Telephone Number Jonathan Williams 541-944-4685 Fax Number NA SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached .(Attach co of council communication _(If council approval required, attach co of CC ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract # -(Attach copy of council communication) State of Washington ❑ Verbal/Written quote(s) or proposal(s) 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 ❑ Agency $5,000 to $75,000 El Form #9, Request for Approval Date original contract approved by Council: ® Less than $35,000, by direct appointment ❑ Written quote or proposal attached (Date) ❑ (3) Written proposals/written solicitation Date approved by Council: _ (Attach copy of council communication) ® Form #4, Personal Services $5K to $75K Valid until: -(Date) Description of SERVICES Total Cost Concrete Pit environmental investigation, development of work plan and $22,577.00 coordination with Oregon DEQ per the attached "exhibit C". Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ® Per attached quotelproposal $22,577.00 Project Number 2015 - 31 Account Number 670.08.19.00.704200 *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support -Yes/ No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Employee: Department Head: a ~Equ to tugreater 'Pan $5,000) Department Manager/Supervisor: City Administrator: (Egu~t to or greater an $25,000) s Funds appropriated for current fiscal year YES / NO Finance Director- (Equal to or greater than $5,000) DatO Comments: Form #3 - Requisition CITY OF ^ASHLAND FORM #4 DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to $75,000 To: Public Contracting Officer From: Mike Faught, Public Works Date: December 19, 2016 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less than $75,000, the Department Head shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the services required under the proposed contract. However, the City Attorney, the Public Contracting Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that the purposes of this chapter are upheld. Background The Public Works Department intends to investigate the potential chemical contamination of the "Concrete Pit". The Department will contract with Alpine Environmental Consultants LLC to complete the environmental investigation, coordinate with the Oregon DEQ, develop an acceptable DEQ work plan, excavate four test pits and test soil/water samples for- contamination. The cost for this is service is $22,577.00. This work is being absorbed in the Supplemental Water Treatment Plant project (42015-31), of which $14,490,900.00 is currently budgeted. Work under this contract will being in January 2017 and should be completed by March 2017. If contamination of site is confirmed, additional work by Contractor may be required necessitating contract amendments and/or a new contract. Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of City personnel to perform the services, and that the City does not have the personnel and resources to perform the services required under the proposed contract? This type of environmental investigation and sampling is specialized, requiring knowledge City Staff does not have. Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of 1, 12/29/2016