HomeMy WebLinkAbout2017-036 Contract - Stantec Consulting Service
Contract for Personal Services less than $35,000.00
CITY OF CONSULTANT: Stantec Consulting Service Inc.
-AS H LA N D CONTACT: Rebekah Brooks
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 4100 19411 Street SW, Suite 400: Lynnwood WA.
Telephone: 541/488-6002 98036-4613
Fax: 541/488-5311 TELEPHONE: (206) 667-0555
DATE AGREEMENT PREPARED: 2/3/2017 EMAIL: rebekah.brooks@stantec.com
BEGINNING DATE: 2/13/2017 COMPLETION DATE: 12/31/2017
COMPENSATION: Not to exceed $17,500.00.
SERVICES TO BE PROVIDED: Develop construction drawings for the wetland mitigation project at the
Emigrant Creek property (Gun Club). Per attached proposal/scope of work.
ADDITIONAL TERMS:
In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take
precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a
manner that will not conflict with the said primary City of Ashland Contract.
FINDINGS:
Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and
determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor
resources to perform the services; (3) the statement of work represents the department's plan for utilization of such
personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient
to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints
provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein
is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
follows:
1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance
of such service.
3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel
assigned to the work required under this contract are fully qualified to perform the service to which they will be
assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded.
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified
above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely
terminated, payments will be made for work completed and accepted to date of termination.
6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
City.
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is $20,283.20 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 by 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
i
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 incorporated by reference.
Consultant: City of Ashland
By
Signatu a Department ea
_y
Print Name Print Name
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No.
Contract for Personal Services 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:
(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.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
f (5) Labor or services are performed for two or more different persons within a period of one
year.
(6) 1 assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
Contractor (Date)
Contract for Personal Services less than $35,000.00, Page 4 of 5
CITY OF ASHLAND, OREGON
EXHIBIT B
City of Ash land
LIVING
per hour effective June 30, 2016
(Increases annually every June 30 by the
R Consumer Price Index)
portion of business of their 401 K and IRS eligible
employer, if the employer has cafeteria plans (including
ten or more employees, and childcare) benefits to the
has received financial amount of wages received by
assistance for the projector the employee.
➢ For all hours worked under a business from the City of
service contract between their Ashland in excess of ➢ Note: "Employee" does not
employer and the City of $20,283.20. 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-
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
December 23, 2016
Attention: Michael Morrison
City of Ashland
Public Works
90 N. Mountain Ave, Ashland, OR 97520
Reference: Lithia Springs Wetland Mitigation Construction Plan Set
Dear Mike,
As requested, this letter provides the City of Ashland (City) with Stantec Consulting Services Inc.'s
(Stantec's) scope of work and cost estimate for preparation of a set of construction plans for the
Lithia Springs wetland mitigation project. The scope of work is based on the information included
in the Joint Permit Application and associated attachments, including the Compensatory Wetland
Mitigation Plan (CWMP), submitted by Stantec to the Oregon Department of State Lands and US
Army Corps of Engineers initially on April 12, 2016 and with revisions on October 6, 2016.
Stantec will provide four drawings (plans) to direct the construction effort for the planned wetland
mitigation project. Each plan will illustrate a construction element of the project and will provide
the necessary details to promote project bidding and construction. The preliminary design for this
project is demonstrated in Figures 5 and 6 of the agency approved CWMP. The contents of these
figures will be expanded to provide added details.
Deliverables for each of the plans are described as Tasks 1 through 4 below. An additional
deliverable (Task 5) includes a spreadsheet for estimating construction costs, which can be useful
to the City if soliciting multiple contractor bids for the wetland construction. The deliverables will
be submitted via electronic files in AutoCad (or equivalent), Excel, Word, and Adobe formats, as
appropriate. The construction plans will be stamped by a Professional Engineer with Oregon
credentials. The wetlands design will be overseen by a Professional Wetland Scientist with
construction experience. We plan to hold a kick-off meeting and two review sessions at critical
points in the planning process utilizing internet meeting tools so we may share computer screens
and discuss design progress and details along the way.
Task 1. Base Grading Detail - This plan would provide appropriate details to a contractor for the
grading necessary for wetland construction, including cross-sections, and incorporate accurate
topographic survey data. (This does not include grading for soil removal that would be required
for the remedial action in the shotfall zone, as you may want to use a separate contractor that is
more familiar with lead reclamation for that purpose. Also, the level of precision required for the
Qe'
December 23, 2016
Michael Morrison
Page 2 of 8
Reference: Lithia Springs Wetland Mitigation Construction Plan Set
soil removal required for the remedial action is not as critical as for the wetland construction.) Our
proposal assumes the City will contract directly with a local surveyor to obtain accurate
topographic conditions for the project area. This is important for accurately estimating the
excavation volume.
We have also assumed site dewatering will not be necessary. However, a note will be added to
the plan set stating a recommendation that the contractor have a pump and associated flex
piping available to utilize if shallow groundwater is encountered during construction. Additionally,
we will develop the plans with call-outs for construction planning to prevent adjacent surface
water sources from entering the construction areas until it is desired to do so.
This plan will include any recommended soil amendments to facilitate plant growth and survival.
The site is known to have very gravelly soils and areas where hard pan from mineral precipitation is
present at the surface. Amending the mitigation area with some organic material will promote
mitigation success. Soil mix specification will be called out on the drawings.
Task 2. Berm & Overflow Detail - This plan would provide detail on water controls for wetland
construction and connection to Emigrant Creek. As we discussed, there are some alternatives to
consider at this stage. For example, modifying the preliminary berm location, configuration and
shape would assist with site construction by containing any shallow groundwater encountered but
also increase the wetland function and value by increasing habitat complexity.
This task will include one internet meeting/work session with the City to review this option and
make final decisions prior to preparing the water control features details. These details will include
berm position, shape side slopes, width, and any necessary erosion protection to prevent scour
under flowing water conditions.
Task 3. Temporary Erosion and Sediment Controls - This plan will provide details on construction
best management practices (BMPs) as well as identification of the staging areas, construction
access points, and dust control procedures, in accordance with the requirements of the Oregon
Department of Environmental Quality. In doing so, this plan can also be used for the NPDES 1200-
C permit application, as is required as part of the permit application package.
Task 4. Planting Palette - This plan will provide the current plant selection illustration in a drawing
consistent with the grading plan. The plant species (Table 4 of the approved CWMP) will be cross-
checked with availability and a final plant species list will be compiled. Plant spacing and
December 23, 2016
Michael Morrison
Page 3 of 8
Reference: Lithia Springs Wetland Mitigation Construction Plan Set
location within the mitigation area will be defined with symbols associated with each species to
be installed. General planting notes will be included to guide proper installation of the plant
materials by the contractor.
Task 5. Estimate of Construction Cost - A spreadsheet of line item units, volumes, and materials will
be prepared for your planning purposes. Please note, we are not proposing to prepare detailed
construction bid specifications. It is our plan to prepare relatively simple construction plans with
appropriate notes and directions to allow construction to proceed with an experienced earthwork
contractor. The cost estimate spreadsheet will be helpful in selecting a contractor if the City
solicits multiple bids.
Stantec's estimate for the complete set of grading plans and cost estimate is $17,500 and will be
provided on a time and materials basis. Stantec's professional services terms and conditions and
billing rates are provided in Attachments 1 and 2. The billing rates may be adjusted if work
progresses into 2018.
The estimated cost and proposed scope of work are based on information available to Stantec at
this time. If conditions change, unforeseen circumstances are encountered, or work efforts are
redirected, the cost estimate may require modification. Charges for work that are not part of the
proposed scope of work are not included in the budget estimate. Cost assumptions and items
specifically not included within the scope of work are listed below.
Cost Assumptions
The following assumptions are incorporated into this proposal:
• The scope of services will not vary substantially from the agency approved CWMP.
• Three meetings will be held with the City at critical times during plan preparation. The
meetings will be conducted by telephone/internet and will not require travel to Ashland.
• Certified land survey of property boundaries, topography, and/or delineated WoUS/WoS
boundaries, including wetlands are not included with this proposal.
• Agency field visits are not included.
• Contractor selection, construction visits or observation are not included.
• Post construction verification and "as-built" plan preparation is not included.
• Permit application preparation (except as noted above under Task 3) and application or
permit fees are not included.
• Other regulatory requirements including, but not limited to, State Historic Preservation Office
(SHPO) archeological survey sign-off, Oregon Department of Environmental Quality (DEQ)
December 23, 2016
Michael Morrison
Page 4 of 8
Reference: Lithia Springs Wetland Mitigation Construction Plan Set
Toxic:s Cleanup Program, DEQ National Pollutant Discharge Elimination System (NPDES) permit,
DEQ Water Quality Certification, or United States Fish and Wildlife Service Environmental Site
Assessment consultation, or local agency permits is not included.
The items listed above may be added as Additional Services, as requested by the City. Any
additional services will not be conducted without prior written authorization from the City.
We will proceed upon receipt of your approval of this proposal. We will schedule a kick-off
internet meeting to review the work scope, discuss any new information, coordinate the site survey
effort for seamless data transfer between the selected surveyor and Stantec, and set the work
production schedule. Our work should be complete in 4 weeks from the kick-off meeting.
We know that the project is at a critical juncture. We believe that it's extremely important for the
success of the project that the engineering drawings are done to the level of detail that can be
followed easily by a construction contractor and will maximize the project success. Our intention is
to also make this set of plans as compatible with other site earthwork as possible to facilitate soil
use from this excavation on other portions of the property if applicable.
We appreciate the working relationship developed between the City of Ashland and Stantec and
look forward to building an even stronger bond with the City in the future. Thank you again for this
opportunity. Please contact us with any questions and we will respond as soon as possible.
Regards,
Stantec Consulting Services Inc.
r
Rebekah Brooks, RG Wayne Wright, PWS, C-FP
Sr. Associate Hydrogeologist Principal Scientist
Phone: (206) 494-5028 Phone: (425) 614-6594
Rebekah.brooks@stantec.com Wayne.wright@stantec.com
December 23, 2016
Michael Morrison
Page 5 of 8
Reference: Lithia Springs Wetland Mitigation Construction Plan Set
By signing the following page, City of Ashland (the "Client") authorizes Stantec to proceed with
the services described herein and in accordance with Stantec's Professional Services Terms and
Cond Lions (provided as Attachment 1). The Client acknowledges that it has read and agrees to
be bound by the terms of this proposal and cost estimate included herein. All documents
prepared under the scope of work to be delivered by Stantec to the City, if this proposal is
accepted, will be for the sole use of the City.
This proposal and Professional Services Terms and Conditions are accepted and agreed on the
day of 2017.
Per: City of Ashland, Oregon
Client Name
Contact Name & Title Signature
Attachments:
1 - Professional Services Terms and Conditions
2 - 2017 Billing Rates
Transmittal
Stantec Consulting Services Inc.
4100 - 1941h Street SW, Suite 400
Stantec Lynnwood WA 98036-4613
Tel: (206) 667-0555 I Fax: (206) 667-0554
www.stantec.com
To: From: Rebekah Brooks
Company: City of Ashland, Oregon ❑ For Your Information
Address: r^,:El For Your Approval
❑ For Your Review
~x As Requested
Phone: (541) 552-2325
Date: February 17, 2017
.
t fir l.tt~a rins
Reference: W i
Attachment(s):
Type File Name ocu$rnenl Dc.,e
City of Ashland Contract for Personal Services less than
1 Contract $35,000, lithia Springs Wetland Mitigation Construction February 3, 2017
Drawings
Comments:
Could you please email us the fully executed agreement for our records? Thanks so much. We look
forward to the next phase of the project.
1= or~sx~~+ E ICc
V, i
Phone: (206) 494-5028
Email:
Design with community in mind
Purchase Order
Fiscal Year 2017 Page: 1 of: 1
L 1'
B City of Ashland
ATTN: Accounts Payable NEMP~?;i~luh, l
L 20 E. Main Purchase L Ashland, OR 97520 Order # 578
T Phone: 541/552-2010
O Email: payable@ashland.or.us
V . STANTEC CONSULTING SERVICES H C/O Public Works - Operations
E 13980 COLLECTIONS CENTER DRIVE I 90 North Mountain Ave.
N
D CHICAGO, IL 60693 P Ashland, OR 97520
O T FPhone: ax:541/552-232953
R O
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Date O d _ afe e u ed !9;, , ; n ~{£„!Q,,'~:, ! f~ . a
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FOB ASHLAND OR
Item#
50 SAM1911M X 1010M W OR City Accounts ic Ea°ct noe
Des t tea /Pd
are t Z 9
d
Wetlands Mitigation.Plan
1 Develop construction drawings for the wetlands mitigation projects 1 $17,500.0000 $17,500.00
based on the previously developed and recently approved
wetlands mitigation plan. Not to exceed $17,500.00
Contract for Personal Services Less than $35,000
Beginning date: 02/13/2017
Completion date: 12/31/2017
Project Account:
,
GL SUMMARY
082400 - 704200 $17,500.00
,
Date:
Authori ~d ignature
~ ~ ! !Hy,~ii $179500.00
FORM #3 CITY OF
v ASHLAND
REQUISITION Date of request: 2/3/2017
Required date for delivery:
Vendor Name Stantec Consulting Services Inc.
Address, City, State, zip 4100194th Street SW, Suite 400; Lynnwood WA 98036-4613
Contact Name & Telephone Number Rebekah Brooks: (425) 977-4994 ext. 101 Fax: (425) 449-4097
Fax Number
SOURCING METHOD
® Exempt from Competitive Bidding ❑ Emergency
® Reason for exemption:('-s.., I 4 )'cz>,- ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
® AMC 2.50 120 LL(3) w-r~ 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 -(Attach copy of council communication) Contract #
❑ Verbal/ Written quote(s) or proposal(s) ❑ 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 F1 Special Procurement Intergovernmental Agreement
$5,000 to $75,000 ❑ Agency
❑ Form #9, Request for Approval
❑ 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
Develop constructible drawings for the wetlands mitigation projects based on the previously
developed and recently approved wetlands mitigation plan. (Memo Attached) 75500.00
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached quote/proposal $
Project Number _ _ _ _ _ _ - _ _ _ Account Number 410.08.24.00.704200
*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: n ;
/ (Equal to or greater than $5,000)
Department Manager/Supervisor: City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year YES / NO 1
Finance Dire Or (Equal to or greater than $5,000) ate
Comments:
Form #3 - Requisition
CITY OF
^,S H LA N D
Me o
TO: Public Contracting Officer
FROM: Mike Morrison - Public Works Superintendent
DATE: 2/3/2017
RE: Continuation of Work - Gun Club
The Public Works Department has recently received approval of our wetlands mitigation project at the
Gun Club property from the DSL (Department of State Lands). Since 2008, we've conducted several
studies and investigations into environmental conditions at the Gun Club property, leading to the
conclusion that the environmentally responsible course of action is to move the wetlands on the property
that have lead contamination from shooting activities. This plan has had several hurdles to overcome
from regulatory agencies and there was no guarantee our plan would be approved. We worked with an
environmental consulting firm, Stantec Consulting Services, to develop a wetlands mitigation plan. That
plan was developed and submitted to the DSL with the hope and expectation of approval but with no
guarantee this would happen.
We did receive approval for this plan so now it's time to develop construction documents so the plan can
become a reality. These plans will be used by a construction contractor to construct what has been
approved in the mitigation plan. The construction portion of this plan is expected to go out to bid later
this spring. This is drawing development is a continuation of the remedial action project and should be
completed by the same contractor, as they are acutely aware of the conditions of the property and the
plan they have developed. Construction plans were not a part of the original mitigation plan
development due to the uncertainty of gaining DSL approval for this project. If approval had been
guaranteed, plan development would have been included but because the likelihood of plan rejection, or
plan modification, construction drawings were not a part of the original project scope of work.
I LA