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2017-153 Contract - Keller Associates
ContractforPERSONAL SERVICES CITY o ~ CONSULTANT: Keller Associates Inc. ~1.SHLAND CONTACT: James Bledsoe, P.E. 20 East Main Street Ashland, Oregon 97520 ADDRESS: 131 SW 5th Ave, Suite A Telephone: 5411488-6002 Meridian, Idaho 83642 Fax: 5411488-5311 TELEPHONE: 208-288-1992 DATE AGREEMENT PREPARED: June 1, 2017 FAX: 208-288-1999 BEGINNING DATE: June 21st, 2017 When executed b Cit Council~__,_ COMPLETION DATE: Janua 17th, 2018 COMPENSATION: Not to exceed $98,508.00 SERVICES TO BE PROVIDED: Final Engineering, Permitting and Bidding services necessary for the improvement of the Terrace Street Pump Station. See attached "Exhibit D"for scope of work, budget and schedule. The Consultant shall perform the work using the standards of care, skill and diligence normally provided by a professional in the performance of such services in respect to similar work and shall comply will all applicable codes and standards. Consultant shall sign and abide by the attached "Exhibit C"; Contract Clauses for contracts with Professional Services Contractors for projects funded by Safe Drinking Water financing. 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. Work under this contract is funded by the federal Safe Drinking Water Revolvin Loan Fund throw h Business Oregon and a partnership of Local and/or Private Funds. 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 far 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 banded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract b}~ 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. Pa~iments small be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $20,142.20 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen b all emplo ees. Contract for Personal Services, Revised 0610212015, Page 1 of 9 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}, ar damage (including loss or destruction} to property, of whatsoever nature to the extent the harm caused arises out of the negligent acts, or errors, or omissions in performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract}. Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, casts, judgments, or other damages, directly, solely, or proximately caused by the negligence of City. 10. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of bath 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 beheld 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 ar 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. Obli~ationlLiability 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 Dontractor 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 far 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 obiig~ation it awes under the Contract; its QRF status pursuant to the QRF P,-ules or loses any license, certificate ar 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 againsi 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, ar ..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 Liabilit insurance with a combined sin le limit, or the a uivalent, of not less than Contract for Personal Services, Revised 0610212015, Page 2 of 9 2 000 000 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 2 000 000 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 1000 000, for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverages) without 30 days' written notice from the Consultant or its insurer(s) to the City. f. Additional InsuredlCertificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suitor proceeding (collectively, "the claim") between the City (andlor 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 HEISHE 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. Contract for Personal Services, Revised 0610212015, Page 3 of 9 Consultant: City of Ashland By By Signature Department Head ~o T~ L, TA ~l N ~ ~ ~ S Print Name Print Name ~ ~s e ~ ~ Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services, Revised 0610212015, Page 4 of 9 EXI~lBIT A CERTIFICATIONSIREPRESENTATIONS: 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 underthe Contract shall be performed in accordance with local professional standards, and (d} Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) I 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 forthe 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. X (5) Labor or services are performed for two or more different persons within a period of one year. (6) !assume financial responsibility for defective workmanship orfor 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 (ate) Contracf for Personal Services, Revised 06/0212015, Page 5 of 9 ~ ~ ~ ~ ~ ~ EXHIBIT B ~ o s an . , . , . , . , . , . . , - 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 ormore 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 orpart-time Ashland if the contract employees hired for less than exceeds $24,283.20 or more. ➢ If their employer is the City of 1040 hours in any twelve- Ashlandincluding 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, Pv~unicipal Gade Section employee's time in that month employers may add the value 3,12.020. working on a project or of health care, retirement, r Call the Ashland City Administrator's office at 54~-4~8-6002 cr Yrrite to the City Administrator, City Hall, 20 East Main Street, Ashland; OR 9720 or-visit the-city's-website at www.ashiand.or.us. Notice to Employers; This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ~,SHLAND Contract for Personal Services, Revised 0610212015, Page 6 of 9 "EXHIBIT C" Contract Clauses for contracts with Professional Services Contractors for projects funded by Safe Drinking Water financing SAM Registration and DUNS number are required for all entities that enter into direct contracts with the recipients of Safe Drinking Water Revolving Loan funds SAM Registration: htt : ww.sam.~ov/portal/public/SAM/ DUNS Number R~' 838285500 NOTE: The SAM registration expires annually and must be kept active Keller Associates until the SDWRLF ra'ect is closed Language to be included verbatim in contracts according to any accompanying instructions 1. Source of Funds Work under this contract is funded by the federal Safe Drinking Water Revolving Loan Fund through the Oregon Business Development Department and a partnership of Local and/or Private Funds. Whistleblower (language to be included in all construction contracts and subcontracts) "Contractor receiving SDWRLF funds shall under or through this contract to, post notice of the rights and remedies provided to whistleblowers under No FearAct Pub. L.107-174.29 CFR § 1614.703 (d)." 3 Non Discrimination "The contractor shall not discriminate on the basis of race, color, national origin or sex in the performance of this contract. The contractor shall carry out applicable requirements of 40 CFR part 33 in the award and administration of contracts awarded under EPA financial assistance agreements. Failure by the contractor to carry out these requ-irements is a material breach of this contract which may result in the termination of this contract or other legally available remedies." 4. Termination for Cause and for Convenience & Breach of Contract (language to be included in all -construction contracts and subcontracts in excess of $10,000:) "Contractor shall address terminationfor cause and for convenience, including the manner by which it will be effected and the basis for settlement. In addition, contractor shall address administrative, contractual, or legal remedies in instances where cantra-ctors violate or breach contract terms, and provide for such sanctions and penalties as appropriate." Contract for Personal Services, Revised 0610212015, Page 7 of 9 5. Intellectual Property {language to be included in all contracts:) "Contractor hereby grants to the U.S. E.P.A, a royalty-free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government purposes, any intellectual property developed underthis contract. Contractor shall secure from third parties the same license in the name of the U.S. E.P.A. regarding any intellectual property developed by third parties as subcontractors to perform this project, or developed under contract with the Contractor specifically to enable Contractor's obligations related to this project." 6. Inspections; Information {language to be included in all construction contracts and subcontracts:) "Contractor shall permit, and cause its subcontractors to allow the City of Ashland, the State of Oregon, the federal government and any party designated by them to: (1) Examine, visit and inspect, at any and all reasonable times, the property, if any, constituting the Project. (2) Inspect and make copies of any accounts, books and records, including, without limitation, its records regarding receipts, disbursement, contracts, and any other matters relating to the Project, and to its financial standing, and shall supply such reports and information as reasonably requested. (3) Interview any officer ar employee of the Contractor, or its subcontractors, regarding the Project. Contractor shall retain all records related to the Project for three years after final payments are made and any pending matters are closed." 7. Environmental and Natural Resource Laws (include the following language in all contracts and subcontracts in excess of $100,000:) "Contractor shall comply with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857{h)), section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR part 15). 8. Procurement of Recovered Materials (include the following language in all contracts and subcontracts in excess of $10,000:) "Contractor must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, including procurement of recovered materials in a manner designated in guidelines of the Environmental. Protection Agency (EPA) at 40 CFR part 247." Prohibition on the Use of Federal Funds for. lobbying (Certification Regarding Eobbying form follows, for any contracts in excess of $100,000) (form fc!-lows) CERTIFICATION REGARDING LOBBYING (Awards to Contractors and Subcontractors in excess of $100,OOOj The undersigned certifies, to the best of his or her knowledge and belief, that: Contract for Personal Services, Revised 0610212015, Page 8 of 9 (1? No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer ar employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federa) grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for al! subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite far making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Signed Title ~2~s,aENr K c~.lr~ c,~t7, ~c . Date 6 ~ 2~~~ Contract for Personal Services, Revised 06102/2015, Page 9 of 9 ~ associates Exhibit D TERRACE STREET PUMPSTATION UPGRADE Stage 2 --Final Engineering, Permitting, and Bidding Services Date: April 27, 2017 Owner: City of Ashland Engineer: Keller Associates, Inc. Project Number: 2015-31(KA# 217004-001} BACKGROUND The existing Terrace Street Pump Station requires a major upgrade to be considered a reliable backup raw water supply source to the City's new water treatment plant. As part of the upgrade, the pump station will need to be able to deliver water to the new treatment plant at a site and elevation to be determined. A predesign for the pump station has been completed as part of Stage 1. Now the City desires to proceed with Stage 2, which includes final design, permitting, and bid-phase services forthe facility upgrades identified in the predesign report, which include: converting the existing dry pit into additional wet well storage volume, replacing the existing pumps with new vertical turbine pumps, minor modifications to the existing concrete structure, replacing electrical equipment, incorporating provisions for sodium permanganate chemical feed from 55 gallon drums, a manual transfer switch for connection to a portable generator (generator not a part of this scope), and enclosing the pump and electrical in a new building. Services to be completed by the Consultant are described below. The scope and budget of these services assumes that the Park Estates Pump Station and Terrace Street Pump Station projects will be bid together and awarded to a single contractor. Task 1-Project Management and Meetings Consultant Reseonsibilities: Provide the following additional services: 1.1 Provide general project management for the design and bidding phase services, including contract administration, monthly invoicing, progress reports, and internal project administration. Progress reports will describe services campleted for each task, and identify needs for additional information, reviews, or changes to the scope, schedule, and budget (if applicable). 1.2 Participate in two additional project meetings with City staff during the design phase. These are anticipated to include progress meetings at the 60% and 90% design phases. These meetings are anticipated to be coordinated with the water treatment plant (WTP) and reservoir meetings for project efficiencies, or completed via conference call. Assumptions: 1.3 Project management budget isbased on a final design phase of four months. Engineering .Solutions, Satisfied Clients... Bend • Clarkston • Idaho Falls • Meridian • Pocatello • Rock Sorinas • Roseville • Salem Task 2 -Final Design Consultant Responsibilities: 2.1 Assist the City inpre-purchasing the pumps. This process will include preparation of apre-purchase documents, solicitation of bids, review of bids, recommendation for award, and corresponding submittal reviews. 2.2 Provide 60% and 90% plans for City review. Final design to include site civil, mechanical, structural, architectural, electrical, instrumentation, and demolition, 2.3 Prepare contract documents, technical specifications, and construction sequencing approach. Work with the City to identify construction constraints and other special provisions. 2.4 Utilize the services of Portland Engineering Inc. (PEI) to provide SCADA control design and bidding portion of the services described in Exhibit 1. 2.5 Prepare bid schedule and engineer's opinion of probable cost. 2.6 Submit plans to IFA and Oregon Health Authority for review and approval. 2.7 Submit to Ashland Building department for review and respond to comments. 2.8 Respond to any comments, and prepare final stamped plans and drawings. City Responsibilities: 2.9 Provide timely review and input on 60% and 90% design drawings. 2.10 Provide legal and risk management review of contract documents, including pre-purchase documents. 2.11 Pay for agency review fees. Assumptions: 2.12 Consultant will not need to attend any pre-purchase meetings or corresponding bid opening meetings. 2.13 Contract documents to utilize EJCDC contract documents and general conditions. 2.14 Final design will not deviate substantively from City-approved predesign concept. 2.15 Erosion, stormwater, and traffic control plans shall be by the contractor, as well as all trade permits (e.g. building). 2.16 Wark excludes any modifications to the existing trash rake system. 2.17 Consultant will complete work within the engineering standard of care, making reasonable efforts to compare and check data provided by others, identifying where additional field work or investigations 217004-001 Page 2 may be warranted, and identifying where additional field work may be warranted, including requirements for the Contractor to field verify critical elements prior to construction. 2.18 Budget assumes six hard copies (11x17} of 60% and 90% plan sets, and four hard copies (11x17) of the final plans and specifications. Deliverables: 2.19 Provide hard copies and one PDF copy of the 60%, 90%, and final plan and specifications. Task 3 -Bidding Consultant Responsibilities: 3.1 Distribute advertisement to plan rooms. 3.2 Distribute bid documents and maintain planholders list. 3.3 Attend prebid meeting. 3.4 Respond to contractor's questions. Issue up to three addenda. 3.S Review bid results and provide recommendation for award. City Responsibilities: 3.6 Pay for advertisement costs. 3.7 Attend prebid meeting; provide forum for meeting. 3.8 Conduct the bid opening and provide bid results to Consultant. Prepare staff report and present recommendation to award to the City council. 3.9 Provide legal review and handle any bid protests. Assumptions: 3.10 Budget assumes one bid process and award to a single general contractor. 3.11 Preparing storm water pollution prevention plans (SWPPP) and traffic control plans will be the responsibility of the contractor. Deliverables: 3.12 Plan h~4der's list, pre-bid meeting agenda, addenda to plans and specifications, bid summary, and 217004-001 Page 3 recommendation far award. Task 4 -Additional Services Consultant shall complete other additional services listed below: 4.1 Permitting and environmental support services, including conditional use permit support services. These services will be provided on a time and materials basis. 4.2 Additional services as required by the City of Ashland in performance of approved scope of services. These services are to be completed as authorized by City staff. SCHEDULE Consultant intends to complete final design services within 110 days of receiving a notice to proceed. This schedule assumes a seven calendar day turn-around on City reviews of the 60% and 90% submittals. Bidding and award are anticipated to be completed over a one month period and will occur concurrent to agency review/approval. COMPENSATION SCHEDULE The total authorized compensation amount is $98,508. A breakdown of anticipated expenses is illustrated in the following table. While individual task budgets may be exceeded, the total amount will not be exceeded without authorization from the City. Task Description Budget 1 Project Management and Meetings $8,930 2 Final Design $73,268 3 Bidding $6,640 4 Additional Services $9,670 TOTAL $98,508 217004-001 Page 4 PROPOSa~ The City of Ashland has requested final design and construction phase services from Keller Associates on the replacement of the Park Estates Pump Station. Preliminary understanding of this project indicates new booster pumps, standby power generation and a new building structure will be located at or near the existing site adjacent to the existing Crowson Water Reservoir. Portland Engineering, Inc. (PEI) proposes to subcontract with Keller Associates for Instrumentation and Control Design as well as Construction Phase Integration and Startup Support. The new Pump Station will house a new SCADA RTU communicating with the WTP via UHF radio. The controls (PLC/HMI} and radio will be new and specified by PEI to current industry standards. A new MTU will be installed and integrated at the WTP. PROPOSED SCADA DESIGN, INTEGRATION & STARTUP SERVICES PEI proposes to work with Keller Associates as asub-consultant on the project design concentrating on the SCADA and instrumentation requirements. PEI's proposed Scope of Services is as follows: • Discovery and review of the existing control system, I/O and instruments and document the current control configuration at the site. • Computer-based Radio Survey if required. • UHF license management • Prepare detailed Local Control Panel /RTU design drawings with a complete Bill of Materials. • Prepare detailed MTU design drawings with a complete Bill of Materials. • Prepare detailed I/O wiring diagrams associated with the control system. • Design review of Keller Associates' 60% and 90% plans and specifications and provide edits and additions with regard to the SCADA design on: o Control strategy development. o Conduit and wiring schedules relating to the control system. o Control Valves. o Instruments. o Division 17 specifications. • Deliver PEI prepared (signed and stamped)100% design documentation for the Local Control Panel and control system wiring diagrams. • Construction Phase Services: o Bid support including responses to bidder's questions relating to control scope of work. o Submittal review ofcontrol-system components. o Factory testing review of the contractor completed local Control Panel assumes local Production... Portland or Medford). • Meetings and eorresponder-,ce with Keller Associates-and the City of Ashland as required to complete the design services scope of work. • Complete Local PLC and HMI programming. • Complete Remote {WTP) PLC and HMI programming. • Onsite Installation, Startup and Testing Support for the Contractor(s). Keller Associates - C~~ E~~ri; caiates ~'S t~~al~ce~ne~t i (PEI r w 0 000 OOOO~M~Q~~00 CO~ONk10 -.:000 ~ t~(BM rN fOMOrNOOd'(D InM~lnl(f~ hOh O Mu~O CONf~(DhMmtflr WN '-(0(Ahd't0 (DO(0 O ~ CO 07 ~tAh~~-(fYNfRM 69fArM~(0 st~O) O ~ fA 64 r N 69 69 fA d} f!~ h (fl fH Lf! d9 69 E9 Q1 h aSfl~ ~gl ~ , v3 ~ to - cp r ~ O to N t~ _ N O ~ = z , ~'(an~nseua , . C ~ d09 FA E9 t!i - ER v ~ 8uiaaatxBu~ P11elt~~, ~ ~ ~ u~ . ~ ~ ~ 000 `0000 ON~A N~~' mU)OIA~AM ::000 t0 O h~DM '-cDCOM O~NO70~d'O ,.~l1Md'd'~flM .:hOh M M MAO) d0Nh00hO0)111•-OJfA •-cDCOOd'01 c0000 M ch 'V' O d' Oi d' ~1 h Vi ~ 59 N 69 m N3 1A r N ~ to sP ~ 0 M M s~so~ .I2~a~ ~ ~ ut u, N eA ~ v~ co ~ ~ ~ yr cA rn rn 53•~ N F- ,'SIIIQH .Ia~~ co Cl O~ N O O tD ~ u) O ~n co N h 00 N A M N N N NM(0 p7rNst(0 r r ~ N '~l ~ V' ~ U J tOn ~ O 4 O O O S4Sp~ ~I~ N N r N v O ~ F- tA to to EA to 69 IU~UIq ~ tDMO (D NNrr r~' Mr0 : d' 'C ij ~~_L,PIa~~ j ~~rJ ~ O pOp ~ N N r N N N ~ O M r ~ ~eaulfiU~ ~~.t5'' ~ ~D (D OJ ~ I~ ~ ~ 00 00 r O . M N to M M N v ~ O 0 JaaU1bU~ ]UQ~Q1Cj 'r r r N N N d' O d' ~ '~f N (p V d' N lp ' t/j Q M. ~ ' ~ ae a ~ub ue~ ~ ` III p 8'~ O ODrN,.N~ r N ~ M M O ~ x ' z 1aau~6u~ ~e~nj~tul5 :~s j~ax~a we ` Q ' O OO~NIA~ r M V ~ O ~ O ~ O NV'(0tt~ N NN N N O N aa6~ue~y u~isap $ ~~~8 ~~8 ~ O ~ N N N ~ O O (r0 aaaU~6u~;uaugeaa ~ ' jazu~ p~n~q ~aaip8u~ N O N N m o o h ~ b a ~a0$pa~g Sef,U~ ~ O cN- m N N N N N N r r r Ci r v M r~ ~t 'Q O ~ ~aBeaeW aa~o~d r a° N 1 0. LZ; 261~1~~ U(Ieu1~ t~G~ Ni N N O O ' O N a~~i ~ ~ _ ~ - . ~ _ _ u d y N N N ~ m (0 (0 tU W b, I- f- f- F- ~ G. , . m Q O U = ~ NI ro~ m v ~ ~ c N ~ ~ U '13 C m Rf ~ 41 ~ E C d m N 0 J U1 N U c C . t m E 0 ~ .J N y d '0 ~ N ~ C W ~ ~ NI ~,,,,W ~ ~aE 'mr~•a•H~~~~aa~ N E~.n ~~c ~ ~ ~ ~u ~a~v~~.~paa,c c~,oo~a~ o o ~ .a L ~ A7 C1 4. o o O C 'O N 't3 ~ E N~ ` ~ O v 0 ~ ~ O O O a U o R j ~ ~ is ~ 41 d II d~ m Q Q~ a d C9 LL lL` d c0 a1 r fA (A U ~ fD LL. ~ Q m Q. (Y 4: Q d Q d r U 0 C rN rN Md:InlOhCO rNfh~tn `rN Q ~ ~ ter`- NNN NNNNNN MMMMMM ~'V'~ o ~ F- W r. i 1 KELIASS-01 A ~ C~~iTI~'ICATE ~F LIABILITY [NSURANC~ o2~a212417 THIS CERTIFiGoATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFk~iB NO RiCNTB UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFiRMATIV®„Y OR NEQATNELY AIEI~Np, ExTEND OR ALTER THE COVERAf~ AFFORDED BY THE POUCI69 ' BELOW. TNIS CERTIFlCATE Op INSURANCE DOES NOT CONST1Tir1'E A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTNORI~ED REPRESENTATIVE 0R PRODUCER, AND Tt{E CERTIFICATE NOLpER. IMPORTANT. IP tits cerNAcate holder le ~In ADDITIONAL INSURED, the p~licy(Ilae) must have ADDITIONAL INSUREtl provlslans or be endarsed. If BUBROOATION IS WAIVED, subject to the terms and cor►dlSans of the pallcy, certel>a pallcles may require an endorsement. A statement on this certlBcata des not confer rI hta to the certificate holder In Ileu of such endanemen s . ' PRODUCER ~ , The Hartwell CarporatlOn H ~'""'~"m~'°°'"~" p!t PO Box 400 A~~o : (208 459.1676 c No. 208 45+1194 Caldwell, ID 83806 . nanc h~heriwellcar .GOm . N9tl N C NACif ~T vei n Co of 6`$fiB INauR~D e e emni C 266 • KeflarAssaciakse, Inc, I s c:T vel CaSU and ure 311 1S1 SW 6th Av®, Ste A I;u ~ ecia Insurance Co. 8T8$S Igeridlan, iD 88642 WSU F: cQVE ~ I T , TMIS 18 TO CERTIFY THAT THE POLICIES OF IlVBURANGE tl8'TED BELOWHAVE BEEN ISSUED TO THE IN5URED NAMEq ABOVE FOR THE POLICY PI`R10p INDICATi;A• NOTWITHSTANDING ANY RE4UIREMENT, TERM OR CONOtT10N OF ANY CONTRACT OR OTHr:R DOCUMENT VNTH RESPECT TO WHICH THIS CERTlPIGATE MAY BE 133U® OR MAY PERTAIN, THE INSURANCE AFFORpED BY THE POkICIES pESCRIBf;D HEREIN IS 3UBJIwCTTO ALL THE TERMS, Q(CLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED SY PAID CLAIMS. INSR 1YA@ OF INSURANCE ADO UB POLICY NUIdI~L'R POIJ POLICY JDtP LIN~T9 ~ X COMMERCIAL ®~NERAL LIABILITY C 1,000,000 . cLAl~as•t~At~rM 0 OCCUR x 6$D~iH98395Z 12!0112016 12l01!?A17 1,0 ,Q00 X CG0381 on 10,000 ` 9,000,000 a lA(301'i~A LI~IITAP(P~S PER, E TE 2,000,000 , . POKY t.r.J J LJ ~ p T , 2,000,000 PA R; B AUTOMQBIIELIA8ILITY ~ ~ u~►R 1,000,000 • X AppN~~YAggUro SS u~EO ~ BA•7877L488 1210112018 12JOU2017 a or,on ~ . A~UTOB ONLY AUl O Y I e ONLY AUTOS ONLY P e E ' X C X ul~aR~ua uAB X Ot~l1R 4,044, 44 ~ • eXCesa wul ctA►~le•MAD>» CUp'•88611(178 12l01lZ418 12101!2017 A 4,000,000 Duo X Rr~rrloN ~ 14,400 C wnRlc~a c~p ~1 qqN AND EMPLpYERB LILI"I'Y X Aeav ~pr~:wwrawC~~DeRuriv~ ' ' NIA UR•$Y22YQ81 12!0112016 1;10112097 1, 0, 00 l"J 0oo,o0a b' dibe un 0 ,000,000 d ro on a 8 9 0 09 ac a m ,000,000 p $100,000 deductible DPR9809212 1210112016 12f011Z097 Aggregate 2,000,000 tIESCRIPTION OP OPERRAA110NS t LOCATIONS! VENICLEB (ACORO 10t, Additlonai Remarks Sahadulo, mAy be attached Ef mare apace b requlrcd) C T SHOULD ANY OF THE AgOVB D6SCRIBIfYD POLlGIEB 8C CANCELLED 8&C:ORE ' City of Ashland, Public Warka THE EXPIRATION DATE THEREOF', NOTICE WILL DE DELNEREp IN 20 E Mafn Street AGCaRhANCE WITH THE POLICY PROVISIONS. Asftlend, OR 91620 AUTHORGC~O RBPREeEPJTATIU@ ACORD 25 (2418103# ®1888.2015 ACORD CORPORA?ION, All rights reserved, The ACORD name and laga are registered marks ofACORD 1 1 COMMERCIAL GENERAL LIABILITY TMiS ~NDt~RS~I~ENT ~MANGES TNI~ AQLiCY. PLEAS READ IT CARI~FULLY. ~ T AITIO►I~ ~NSRp ~ ~ T, NlR SU11~R~ This endorsement modrFes insurance provided under the following; COMMERCIAL GENERAL LIABILITY CaVERAGE PART 1. The following is added to SECTION tl -WHO iS h. This insurance does not apply to "bodily AN INSURED: injury" or "property damage" caused by "your Any person or organization that you agree in a work" and included in the "products- "written contract requiring insurance" to include as completed operations hazard" unless the an additional insured on this Coverage Part, but: "written contract requiring insurance" a. Onl with res ect to liabllit for "both in"u specitically requires you to provide such y p y ~ ~ ~ coverage for that additional insured, and then "property damage" ar "personal injury°; artd the insurance prodded to the additional b. If, and only to the extent that, the Injury or insured applies only to such "bodily injury" ar damage is caused by acts ar omissions of "property damage" that occurs before the end you or your subcontractor in the performance of the period of time for which the "written of "your world' to which the "written contract contact requiring insurance" requires you to requiring insurance" applies, or in connection provide such coverage or the end of the ' with premises owned by or rented to you, policy period, whichever is earlier. The person or organization does not qualify as an The following is added to Paragraph 4.a. of ~ additional insured: SECTION IV - CQMMERCtAL GENERAL e. W'ti h respect to the independent acts or LtILI'N C4NDiTtQNS; omissions of such person or arganlzation; or The insurance provided to the additional insured d. For "bodily injury", "property damage" or is excess over any valid and collectible other "persona! injury" for which such person ar msurance, whether primary, excess, contingent or . organization has assumed (lability in a on any other basis, that is available to the s contract or agreement. additional insured far a Loss ws cover, However, if you spec~caily agree in the '~ritten contract The insurance provided to such additional insured requiring insurance" that this insurance provided is limited as follows; to the additional insured under this Coverage Part e. This insurance does not apply on any basis to must apply an a primary basis ar a primary and any person or organization far which non"contribut°ry basis, this insurance is primary coverage as an additional insured spec~catly to other insurance available to the additional Is added by another endorsement to this insured which cavern that person or organizations Coverage Part, as a named insured far such loss, and we will not f. This insurance does not apply to the share with the other insurance, provided that: rendering of or failure to render any (1a The bodily mJury" or "property damage" for "professional services", which coverage is sought occurs; and g. In the event that the Limits of Insurance of the The "Personal injury" fior which coverage is Coverage Part shown in the C?eclaratlans sought arises out of an offense committed; exceed the limits of liability required by the after you have signed that "written contract "written contract requiring Insurance°, the requiring insurance", But this insurance provided insurance provided to the additional insured to the additional insured still is excess over valid shall be limited to the limits of liability required and collectible other insurance, whether primary, by that "vuritten contract requiring insurance", excess, contingent or on any other basis, that is This endorsement does not increase the available to the additional insured when that limn of insurance described in Section III ~ person or organization is an additional insured Llmlts Of Insurance. under any other insurance, , CG I~3 810915 6► 20t5 The Trove{era Indemnity Company. Alf rights reserved, Rage 1 of 2 lncdudea the cepyiighted matorlel of Insurance Serolcea 4fflce, Inc,, wllh Its parmisslan . i i r I COMMERCIAL GEN~RAI~ LIABILITY ' i i i l 3, The following is added io Paragraph Transfer The following definition is added to the 4f Rights Of Recovery Against Others To Us, DEFINI'f1ONS Section: of SECTION !V - COMMER~ClAl. GENERAI. "UVritten contract requiring insurance" means that t,IABIUTY C®NDITI4NS; part of any written contract under which you are ! We waive any right of recovery we may have required to include a person or arganizatian as an I against any person ar organization because of additional insured on this Coverage Part, payments we make for "badi(y injury", "property provided that the ''badily injury" and "proper~yy damage" or "personal injury" arising aut of "yaur damage° occurs and the "personal injury" is work" performed by you, or on yaur behalf, done caused by an offense committed: under a "written contract requiring insurance" wkh that persan or organization, We waive this right a. After you have signed that written contract; only where you have agreed to do sa as part of b. While that part of the written contract is in the "written coniaact requiring insurance" with effect; and i such person ar organization signed by you before, and in effect when, the "badlly injury" or c. 9efore the end of the policy period. i i "property damage" occurs, or the "personal injury"' j offense is committed. I i 1 f i Page ~ Of 2 ~ 2015 The Travelers Indemnity Company, Ali rights reserved. CG D~ 81 091 S Includes the aopyr{ghted material of Insurance Services Q((Ipe, lnG., with its perrnlsstart 1 i CQMMERClAL AUTO fiHiS ENDQRSE~iENT CHANCES THE fa01.fCY. ALEASE READ IT CAREf~ULLY. U~ AUTO XTNIN NDSNfN Thls endorsement modifi®s insurance provided under the following; EUSINESS AUTQ COVERAGE FARM GENERAL DESCRIPTION OF COVERAQE ~ This endorsement broadens coverage, However, coverage for any injury, damage or medical expen$es described in any of the provisions of this endorsement may be excluded or limited by anoth®r endorsement to the Coverage Part, and then®cav®rage broadening previsions da not apply to the extent that coverage is exduded or limited by such an endorsement. The following listing is a general cover- age descrlgtianonly, Llmitatians and exciusians may ap~y to these cover~es, Read ali the provisions of this en- dorsementand the rest of your policy carefully tp determine rights, duties, and what is and is not coverod~ A. SROAD F®RM NAMED INSURED H. HiRED AUTO PHYSICAL QAMAGE LOSS OF ®LANKET ADDITIONAL. INSURED USE INCREASED LiMIT G, EMPLOYEE NiRED AUTO I. PHYSICAL DAMAGE TRANSPORTATION EXPENSES INCREASED LIMIT D. EMPL®YEES AS INSURED .J, pERSQNAL PRORERTY ' E. SUPPI.ENiE~tTARY PAYMENTS _ INCREASEp K, AtR~AGs t,iMiTS L. NOTICE AND KN®WLEDGE OP ACCIDENT C1R P. HIRED AUTO - LIMITEp WpRLDWiDE COV- LOSS ERAGE •-INDEMNITY BASIS M. BLANKET WAIVER +Ddx SUBR06ATtQ►N G. WAIVER aF DEDUCT'IDLE ~ QLaSS N. UNINTENTIONAL ERRORS OR 4MI5SIONS PROUISioNs ~ A. BROAD FORM NAMED INSURED this insurance applies and only to the extent that The following is added to Paragraph A.i., Wha is person or organization qualifies as an 'insured" An Insured, of SECTION ll -COVERED AUTOS under the 1Nho is An insured provision contained R LIASILtTY COVERAGE: in Section Ii. Any organization you newly acquire or farm dur- C• EMPL-OYES HIRED AUTO p ing the policy period over which you maintain 1. The following is added to Paragraph A.1,, 4 SQ~O or mare ownership int®cest and that is not Who is An Insured, of SECTION II - CO►V- separately insured for Business Auto Coverage, AUTOS LtABIt.tTY COVERAt3E: Coverage under this provision Is afforded only un• An "employee" of yours is an "insured" while til the t80th day after you acquire or form the arp operating an "auto" hired oc rented under a ganization ar the end of the policy parted, wh+ch• contract or agreement in an ~ "employee's" P ever is earlier, name, with your permission, white performing BLANKET ADD1TiONAI INSURED duties related to the conduct of your bust- neSS. The tagowing is added to Paragraph c, in A.7., The fallowing replaces Paragraph b. in 8.6,, Who Is An Insured, of BEGTIC►N iI -COVERED Other insurance, of SECTION N BUSip ~ AUTOS LIABILITY CQVERAGE; NESS AUTO CONDITIONS; Any person or organlxation who is required under b. For Hired Auto Physical Damage Cover- a written contract or agreement between you and age, the fallowing are deemed to be cov- that person or organization, that is signed and aced "autos" you own, executed by you before the "bodil in u " or "property damage" ocGUrs and that yis in effect C1 j e t or barow~ fan o" you lease, hire, ,ad during the policy period, to be named es an addl- (2f Any covered "auto"hired or rented by tionai insured is an "insured" far Covered Autos your "employee" under a centred in t.iabiUty Goverage, but only far damages to which an "employee's" name, with your CA T3 53 0~ 'i ~ ~ 2016 The Travelara IndemnUy Company. All rights reserved, Page 10f 4 Includes copyrighted matar~l at Insurance &otvic~ ONice, Inc, wilh its permission, oae~aa t tt 1 CCIMME~CIA1• AUTQ permission. while perfs~rming duties (a} With respect to any claim made ar "suit" related to the conduct of your bust- brought outside the United States of Hess. America, the territories and possessions Howev®r, any "auto" that is based, hired,. of the United States of America, Puerto rented or borrowed with a driver is Hat a Rico and Canada: covered "auto". (i~ Yqu must arrange la defend the "in• D. EMPL®YEES AS INSURED eared" against, and investigate or set• . Ile any such claim or "suit" and keep The following is added to Paragraph A.1., tNha Is us advised of all proceedings and ac- An Insured, of SECTION II - C~VEREQ AUTOS lions. LIA®ILITY COVERAGE: (ii) Neither you nor any other involved Any "employee" of yours is an "insured" while us- "insured" wilt make any settlement ing a covered "auto" you darn own, hire or barrow without our consenl, in your business ar your personal affairs. SUPPLEMENTARY PAYMENTS INCREASED (iii) We may, at our discretion, participate LIMITS in defending the "insured" against, or in the settlement of, any claim or . 1. The following replaces Paragraph A.2.a.(2), "suit". . of SECTION II -COVERED AUTOS LIA81~- ITY COVERA®E: (ivy We will reimburse the "insured" far sums that the "insured" legally must (2) Up to 33,OOD for cast of bail bonds (in• pay as damages because of "bodily chiding bonds for related traffic taw viola- injury" or "property damage" to which lions) required because of an °accident" this insurance applies, that the "in• wa cover. We do not have to famish eared" pays with our consent, but these bonds. only up to the limit described in Para- 2. The fallowing replac+s Paragraph A.z.a.(a), graph C., limits of Insurance, of of SECTION II -COVERED AUT®S LIABII.- SECTION tt -COVERED AUTOS ITY COVERAGE, LIABILITY COVERAGE. {4) All reasonable ®xpenses incurred by the (v) We will reimburse the "insured" for "insured" at our request, including actual the reasonable expenses incurred toss of earnings up to $500 a day be- with our consent for your investiga• cause of time off from work, flan of such claims and your defense of the "insured" against any such P. HIRED AUTO - ~.IMITED WORT-DtnfIDE COV- hsuit", but only up to and included ERAGE - INDEMNITY BASIS within the limit described in Para- The following replaces Subparagraph 1$1 in Para- graph C,, Limits ~f insurance, of graph 8.7., Policy Perind, Coverage Territory, SECTION I) - COVEREC? AUTOS of SECTION IV - auslNESS AUTO CONDI- LiA91LITY CQVERA©E, and not in TIONS; addition to such limit, Our duty to (5) Anywhere in the world, except ar~y country or make such payments ends when we jurisdiction white any trade sanction, em- have used up the applicable limit of bargo, or similar regulation imposed by the insurance in payments for damages, United States of America spplfes to and pro- settlements ar defense expenses. habits the transaction of business with or (b~ This insurance is excess over any valid within such country or jurisdiction, for Coves and collectible oth®r insurance available Bred Autos Liability Coverage for any covered to the "insured" whether primary, excess, auto that you tease, hire, rent or borrow contingent or on any other basis, without a driver for a period of 30 days or less and that is Hat an "sofa" you lease, hire, rent (c) This insurance is not a substitute for re• or borrow from any of your "employees", gaited ar compulsory insurance in any partners {if you are a partnership, members country outside the United States, its ter- {if you are a limited liability company) or rilories and possessions, Puerto Rico and members of their households. Canada, Page ~ of 4 ~ ~015'rha Travelers Indemnity Company, All nghts res@rved. CA T3 53 4216 includes capyri~hled material of Insurance Services Qrrice, Inc v~th Its permission. COMMERCIAL AUTO . r. You agree to maintain all required ar (2} In or on your covered "auto", campulsary insurance In any such caun- This average applies only in the event of a tote! t u to the minimum limits re aired b rY P q y theft of year covered "autou, . local law, Yaur !allure to comply with Na deductibles apply tv this Personal Property ampulsory insurance requirements will GpVerage. not invalidate the coverage afforded by this policy, but we will only be liable to the K. AIRBAGS same ext®nt +a~ wauid have beort liable The following is added to Paragraph 8.3., Exclu- had you complied wish the compulsory In- mans, of SECTION III -PHYSICAL DAMAGE suranGe requirements. COIIERAGt:; (d~ N is understand that wa are not an admit- Exclusion 3.a, doss not apply to "lasso to one or led ar authorized insurer outside the mere airbags in a covered "auto" you awn that in- United States of America, its territories flats due to a cause alher than a cause of aloes" and passions, Puerto Rico and Can_ set forth in Paragraphs A.1,b. and A.1.c., but aria, INe assume no responsibility for the only: famishing of certificates of insurance, ar a, if that "sofa" is a caversd "sofa" far Gompre- for compliance in any way with the laws pensive Coverage under this policy; of other countries relating to Insuranoe. b. The airbags are not covered under any war- G. WAIVER ®F DEDUCTIBLE -GLASS ranty; and Tha following is added to Paragraph Q., Deducts- c. The airbags were not intentianaliy inflated. ble, of SECTION i!I _ PHYSICAL DAMAGE INe will pay up to a maximum of $1,000 for any C®VERAGE: one "ions". No deductible for a cavern "auto" will apply to N®TiCE AND KNQWLEDGE OP ACCIDENT OR glass damage if the glass fs repaired rather than LOSS replaced' The fallowing is added to Paragraph A.2.a., of H. HIRED AUTO PHYSICAL. DAMAGE t.CISB OF SECTION IV DUSlNEB►S AUTQ CQNDITIONS: USE - INCREASEa LIMIT Your duty to give us or our authorized representa- The following replaces the last sentence of Para- Live prompt notice of the "accid+mnt° or °loss" ap- ' graph A,4.b., t,asx Of Use Expenses, of SEC- plies only when the "accident" or "lass" Is known TiON ill _ PHYSICAL DAMAGE COVERAGE: ta: ~ However, the mast we wail pay for any expanses (a) You {if you era an indlvidual~; tar loss of use Is~~$5S per day, to a maximum of (b~ A partner (If you are a partnership}; . $76Q far any one accident . {c~ A member (if you are a limited liability com~ I. PHYSICAL DAMAGE Ti~AN3PORTATIaN pony); t~XPENBES -INCREASED LIMIT (dy An executive officer, director or insurance The following replaces the fast sentence in Para- manager (lt you aro a carporatlan or other or- " graph A.~4.$., Transportation Expenses, of ganlzalion); or SECTION l!I PHYSICAL DAMAGE COVER- (e1 Any °emplayae" authorized by you to glue no- AGE: tics of the uacCidantu ar °ioss". We will pay up to S50 per day to ~a maximum of M, BLANKET WAIVER OF 8U8RAGATtON $1,500 far temporary transportation expense in- The following repleccs Paragraph A.a., Transfer curved by you because of the total theft of a cov- Of Rights Of Recovery Against ethers Ta Us, Brad "autou of the private passenger type, of 3ECTi0N IV _ BUSINESS AUTO CONDI- d, PERSONAL PROPERTY TIONS: ° The following is added to Paragraph A,4., Cover- 6. Transfer Of Rights Qf Recovery Against age Ex~nsions, of SECTION Iii PHYSICAL. Others To Us DAMAGE COVERAGE; We waive any right of recovery we may have • Personal Property against any person or organization to the ex- tent required of you by a written contract We wi11 pay up to $dQQ far "loss" is wearing cep- signed and executed prior to any "accident" pare! and ether personal property which is: p ~ a „ or loss , rovided that the accident or loss (4} owned by an "insured";and arises auk of operations contemplated by CA T3 53 11213 ®2015 The Trave~ere Indemnity ~ampany. All rights reeervod, Page 3 of ~ includes copyrighted material of Inswranae Servlaes Qr~ae, (na, with its perml~lan, aoa~e3 cpa~M~RC~a~ aura such contrail. The waiver applies only to the The unintentional omission of, of uninlentiona! person or organization r~esignated in such error in, any information given by you shall not contract, prejudice your rights under this insurance. Now- N, UNINTENTIONAL ERRaRS QR OMIS8IANS ever this provision does not affect our right to col- The following is added io Paragraph 8.~,, cora• 1ect additional premium or exercise our right of cealment, Misrapresantatiaa, 4r praud, of cancellation ornon-renewal. SECTI~9N IV 8U8►NESB AUTQ CONDfTIONS: Page A pf 4 ~ 2015 Tha 'rrav®iera ~ndemn~ty Company, All rlghta r~erved~ GA T~ 53 0~ 15 Inciadss capyriphted material of insurance Sorvxns ONice,Inc with its permisslan, e Order Purchas ~~~~~~a Fiscal Year 2017 Page: 1 of: 1 ~~~~-..~==PILL---~`~~~1~llM~~II'~= B City of Ashland I L ATTN: Accounts Payable Purchase 20 E. Main 8 5 8 L Ashland, OR 97520 Order # T Phone: 5411552-2010 O Email: payable@ashland.or.us V H CIO Engineering Division E KELLER ASSOCIATES, INC I 51 Winburn Way D 131 SW 5TH AVE, STE A P Ashland, OR 9755347 O MERIDIAN, ID 83642 Phone. 5411488 R ~ Fax:5411488-6006 _ - . _ _er~ - ~~n~ . Vendor_Phon~Numb~r _ _1l~ndQr~a~L~um~~~ ~~ts~ ~ - 208 288-1992 Kevin Caldwell _ _ _ _ _Qate_Qrd~red _ Vendor Number _ ~a~e ~qui~e~_ __----=-re - - _ - : _____~~7~~~.~ ~atiQn 0613012017 875 _ FOB ASHLAND ORINET30 Cit Accounts Pa able _ _ _ _ _ Item#_ : = _ - --..~.....:__..-Qes~~~~~~t.~,~.___.__ ~ - - ~ = ~ ~ _ ~xfe_nde~~Rne~= Phase 2 Terrace Street Pump St 1 Final engineerin ,permitting and bidding services for the Terrace 1 $98,508.0000 $98,508.00 Street Pump Sta~ion per the attached scope of work. Contract for Personal Services Less than $35,000 Beginning date: June 21, 2017 Completion date: January 17, 2018 . Project Account: E-201201-100 GL SUMMARY 081900 704200 $98,508 00 a ~ ~ ~ B , C Date: - _ $98,508.00 i i+hnri~crl . nnati ira ~ ~ ~ F{~~~~~ .CITY C)F _J . _ _ _ ~ 1 ~I ~.S ~ r _ - k r -x - K - - c REQUISITION Date of request: ~un~ 21, 2017 Required date for delivery: ASAP Vendor Name ~pfii~r A~~n~,3ta~l Address, City, State, Zlp 131 SW 5z~ Ave, S~~ite A Meridian, I~ 33F~? Contact Name & Telephone Number Fax;Number James BI_ eds~e, P.E, 208-2$8-1992 SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emer enc ❑ Reason for exemption; ❑ Invitation to Bid (Copies an file) ❑ Farm #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Councii: ❑ Written quote or proposal .attached ❑ Written uate or ro asal attached Attach co of council communication _ If council a royal re wired, attach co of CC ❑ Small Procurement ~ Cooperative Procurement Less than $5,000 ®Request for Proposal (Copies on file} ❑ State of Cregan ❑ Direct Award Date approved by Council: 612QI2017 Contract # ❑ Verbal/Written quotes} or proposals} (Attach copy of council communication} State of Washington intermediate Procurement ❑ Sale Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3}Written quotes and solicitation attached ❑ Farm #4, Personal Services $5K to $75K Contract # PERSONAI. SERVICES ❑ Special Procurement IntergavernmentalAgnement $5,000 to $75 400 ❑ Farm #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council ❑ (3}Written proposaislwritten 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 Finai Engineering, Permitting and Bidding services for the Terrace Street Pump Station $98,548.4 ANTE} per the attached scope of work, Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ® Per attached ~}aotelproposal $ Project Number.201b~y Account Number 081900 ~ 704200 *Expenditure musf be charged to the appropriate account numbers for the financials fo accurately reflect fhe actual expenditures, IT Director in callabaratr`on with department to approve all hardware .and saffware purchases: fT Director ~t~ate Support -Yes / Ida By signing this requisition ~for.!~, I certify That the Cify's public contracfing requirements have ~bee~n safe#ed. M Em to ee: y .De artment Head: pY p y~;,t ~ qua(to an $5,000) DepartmentManagerlSuperviso r- City Administrator: ~ (Equal or greater than-$25,400) G __:~.v _ ~ Funds a ra rioted for current fiscal ear: ~ / Np , ~ ~ ~ ~ pp p Y i=ina ce-Di star- ~ rgreaterthan$5,DOOj Date Comments. ~~f ~ 1'S l'~ : ~'c~ ~ r n C7 Council Business Meetin ~ ~ Title: Award of two Professional Services Contracts in excess of $75,000 for Final Design of Pump Stations From: Scott A. Fleury Engineering Services Manager Scott.fleury anashland.or.us Summary: This is an award of contracts for professional engineering services with Keller Associates. The contracts are for stage two, development of the final engineering plans and specifications associated with the Park Estates and Terrace St. pump station improvements. Council previously awarded preliminary engineering design contracts for these projects along with the Water Treatment Plant/Crowson II reservoir proj ects. The final design contract for the Water Treatment Plant/Crowson II reservoir will be presented before Council at a date to be determined. The Council acts as the local contract review and approval board for formally solicited consultant services. Approval of the contracts will authorize staff to move forward with final engineering per the approved scope of services. Actions, Options, or Potential Motions: Move to approve a professional services contract with Keller Associates in the amount of $144,195 for final engineering associated with Park Estates pump station improvements. Move to approve a professional services contract with Keller Associates in the amount of $98,508 for final engineering associated with Terrace St. pump station improvements. Note: Staff has separated the Keller Associates contracts per project for improved tracking of invoicing in order to facilitate the loan reimbursement process with the Infrastructure Finance Authority (IFA). Staff Recommendation: Staff recommends Council approval of the professional services contract with Keller Associates for final engineering for Park Estates Pump Station and Terrace St. Pump Station Improvements. Resource Requirements: Funds to support the complete project are allocated in the current biennium and will be budgeted accordingly in the FY 18119 biennium. The negotiated costs for the Keller Associates final engineering contracts are as follows: 1. Final engineering Park Estates Pump Station $144,195 2. Final engineering Terrace St. Pump Station $98,508* Total $242,703 ~`If approved all contracts will be on a time and materials not to exceed amount, per task as authorized by the City. Page 1 of 2 ~ i T Y ~ F H LA N ~ The City has a low interest loan from the IFA for $3,511,027 with $1,078,02b remaining to fund improvements to Terrace St. and Park Estates pump stations. This funding must be expensed by January of 2018 in order to stay in compliance with. the loan requirements. The remaining funds for construction are budgeted in the FY18/19 capital improvement program. Policies, Plans and Goals Supported: The projects presented above represent the development and subsequent Council approval of the 2012 Comprehensive Water Master Plan Update. The water master plan update was the culmination of a multiyear effort between Carollo Engineers, AWAC and city staff. Council Goals: 22. Prepare for the impact of climate change on the community. Administrative Goals: 30. Deliver timely life-cycle capital improvements. Background and Additional Information: The preliminary design contracts for the Terrace St, and Park Estates Pump Station Improvements were awarded to Keller Associates by the City Council at the March 21, 2017 regular business meeting, reference attachment 3, Council Communication. Since contract award City staff and Keller Associates have conducted multiple workshop style meetings with staff in addition to site visits. These workshops and site visits have led to the development of final predesign reports for each pump station improvement and now staff and Keller are ready to proceed forward with final engineering. The final engineering scope of services for pump station improvements includes development of engineering plans and specifications in order to proceed with the construction phase. In addition the scope also covers bidding assistance for the project and support to the City for pre- purchasingthe pumps for the stations as they have the longest lead time. The preliminary engineering has also been reviewed by RH2 and they concur with staff's recommendation with respect to final engineering for the pump station improvements. As required by the Infrastructure Financing Authority Loan (IFA) staff has forwarded all contract and scope documents to the City's regional loan coordinator for review and approval. The regional coordinator has approved all contract and scope documents referenced as attachments to this staff report. Attachments: 1. Keller Associates Park Estates Pump Station Improvements Scope and Fee 2. Keller Associates Terrace St. Pump Station Improvements Scope and Fee 3. March 21, 2017 Council Communication 4. Keller Associates Progress Reports Page 2 of 2 CITY O F L~