HomeMy WebLinkAbout2017-154 Contract - Keller Associates
ContractforPERSONAL SERVICES
CITY O F CONSULTANT: Keller Associates (nc.
~S H LA N D B dsoe P.E.
CONTACT. James le ,
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 131 SW 5th Ave, Suite A
Telephone: 5411488-6002 Meridian,ldaho 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 by Cit Council) COMPLETION DATE: Janua 17th, 2018
COMPENSATION: Not to exceed $144,195.00
SERVICES TO BE PROVIDED: Final Engineering, Permitting and Bidding services necessary for the
replacement of the Park Estates 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.
ADDIT{ONAL TERMS:
In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract far 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 contracf is funded by the federal Safe Drinking Water
Revolvin Loan Fund through Business Oregon and a artnershi 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 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 1 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, anal 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
at;ove and complete the service by the completion date indicated above.
5. Co~npens-ation: City shall pay Consultant for service performed, including costs and expenses, the sum specified
above. Payme~ is 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 $20,142.20 ar 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.
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
injuryto any person (including injury resulting in death), or 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, costs, 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 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 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 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 ar 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~ationlt.iability 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 Eity 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 fu11y 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 lases any~license; certificate or certification that i~ 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 atits 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 e 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 2 000 040 for
each occurrence for Bodily Injury and Property Damage.
d. Automobile Liability insurance with a combined single limit, ar the equivalent, of not less than 1000 000,
for each accident for Bodily injury and Property Damage, including coverage for awned, 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 andlorself-
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 ar
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 farm of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, ar otherwise, from any claim ar 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 far 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. to
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 Asl~iand
By ~ , ~ By
Signature Departure t Head
Print Name Print Name
n C""'f
Title Date
VII-9 One copy of a UV-9 is to be submitted with
the signed contract. Purchase Order No.
Contract for Personal Services, Revised 0610212015, Page 4 of 9
EXHIBITA
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 under the 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 for the business.
.X (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.
(5) Labor or services are performed for two or more different persons within a period of one
year.
(6} I assume financial responsibility for defective workmanship orfor service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or (lability insurance relating to the labor or services to be provided.
~ ~
Contractor (Date)
Contract for Personal Services, Revised 0610212015, Page 5 of 9
~ 1 ~ 1 • ~
EXHIBIT B
~ o s an
. ,
~
~ per hour effective June 30, .2.016
(Increases annually every June 30 by the
Consumer Price Index
~.,SN.
- ~ - ~ . ~ portion of business of their 401 K and IRS eligible
employer, if the employer has cafeteria plans (including
ten armore 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 $20,283.20 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, Municipal Code Section
employee's time in that month employers may add the value 3.12,020,
working on a project or of health carp, retirement,
Call the Ashland City Administrator's office at 541-488-6002 orwrite-ta the City Administrator, City Hall,
20 East Main Street, Ashland, OR 97520 0. visit the ci~!'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, 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: http,~/ww.sam.~ov/portal/public/SAM/ DUNS Number
838285500
NOTE: The SAM registration expires annually and must be kept active Keller a~~Associates,
until the SDWRLF protect 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 Fear Act 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 requirements 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 termination far cause and for convenierue, including the manner by which it
wilt be effected and the basis for settlement. In addition, contractor shall address administrative;
contractual, or legal remedies in instances where contractors violate or breach contract terms, and-
providefor such sanctions and penalties a~~appropriate."
Contract for Personal Services, Revised 06102!2015, Page 7 of 9
5. Intellectual Property (language to be included in all contracts:)
"Contractor hereby grants to the U.S. E.P.A. aroyalty-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 under this 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 or 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)),sectlon 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."
9. Prohibition on the Use~f Federal Funds for Lobbying (Certification Regarding Lobbying form follows, for
any contracts in excess of $100,000)
(form follows}
CERTIFICATION REGARDING LOBBYING
(Awards to Contractors and Subcontractors in excess of $100,000}
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 or employee of Congress, or an employee of a Member of Congress in connection
with the awarding of any Federal contract, the making of any Federal 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 all 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 for 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
Date
~O ~ Z~i~
Contract for Personal Services, Revised 061Q2/2Q15, Page 9 of 9
associates
Exhibit D
PARK ESTATES PUMP STATION REPLACEMENT
Stage 2 --Final Engineering, Permitting, and Bidding Services
Date: June 1, 2017
Owner: City of Ashland
Engineer: Keller Associates,lnc.
Project Number: 2015-31(KA# 217003-001)
BACKGROUND
The existing Park Estates Pump Station limits the usable storage in the Crowson 1 Reservoir. The pump station
needs to be replaced to maximize the usable storage of Crowson I (and reduce the storage needs for future
Crowson II), and to provide the future domestic and fire demands of the service pressure zone. Lift station siting
and concept designs were completed as part of Stage 1. Now the City desires to proceed with Stage 2, which
includes final design, permitting, and bid-phase services for the facility upgrades identified in the predesign
report, which include: a new pump station installed along Waterline Road north of the existing Crowson 1
reservoir, standby powerfacilities,and system monitoring provisions.
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 Purnp Station projects will be bid together and
awarded to a single contractor.
Task 1-Project Management and Meetings
Consultant Responsibilities:
Provide the following additional services:
1.1 Provide general project management for the design and design phase services, including contract
administration, monthly invoicing, progress reports, and internal project administration. Progress
reports will describe services completed for each task, and identify needs for additional information,
reviews, ar 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 far project
efficiencies, or completed via conference call.
Assumptions:
1.3 Project management budget is based on a final design phase of four months.
Task2-fina!_Desi n
Consultant Responsibilities:
2.1 Complete a geotechnical investigation for the proposed site. This is anticipated to include two borings
Engineering Solutions, Satisfied. Clients,
Rand • (;I~rkstnn • Id~hn Falls • Meridian • Pocatello • Rock Sorinos • Roseville • Salem
to a depth of between 30 and 40 feet, lab testing, engineering analysis, and report. Recommendations
are anticipated to address (1) earthwork, including cuts and fills, wet-weather construction, and the
suitability of on-site soils for use as structural fill; (2) types of foundations; (3) allowable bearing
pressures; (4) bearing strata; (5) estimated settlements (total and differential); (6) subdrainage
requirements; (7) analysis of rock excavation; (8) static and dynamic (seismic) design lateral earth
pressures and coefficient of base friction. lnformatian will also include geotechnical and geologic
information to address the City of Ashland's Hillside Development Ordinance.
2.2 Complete topographic surveying for the proposed site and access road to the site.
2.3 Identify recommended field work, including potholing, to be completed by City crews.
2.4 Evaluate up to three alternative pump types and summarize capital and operational requirements.
Assist City in selecting the preferred pump type and document anticipated energy savings with the new
pumps.
2.5 Update the previously developed Preliminary Engineering Report to reflect the updated site and
mechanical layout, pump recommendation, geotechnical and surveying data, and include an updated
opinion of probable construction cost.
2,6 Assist the City inpre-purchasing the pumps and generator. This process will include preparation of a
pre-purchase documents, solicitation of bids, review of bids, recommendation for award, and
corresponding submittal reviews.
2.7 Provide 60% and 90% plans for City review. Final design to include site civil, mechanical, structural,
architectural, electrical, instrumentation, and demolition. Electrical plans to include replacement of the
portable trailer mounted generator with a new permanent generator. Demolition plans will include the
abandonment of the existing Park Estates pump station and existing first user station. Demolition plans
will also include localized abandonment (in pace} of the old 14-inch transmission pipeline.
2.8 Prepare contract documents, technical specifications, and construction sequencing approach.
2.9 Utilize the services of Portland Engineering Inc. (PEI) to provide SCADA control design and bidding
portion of the services described in Exhibit 1.
2.10 Prepare bid schedule and engineer's opinion of probable cost.
2.11 Submit plans to IFA and Oregon Health Authority far review and approval.
2.12 Submit to Ashland Building departmentfor review and respond to comments.
2.13 Respond to any comments, and prepare final stamped plans and drawings.
City Responsibilities:
2.14 P~ravide timely review and input on 60% and 90% design drawings.
2.15 Provide legal and risk management review of contract documents, including pre-purchase documents.
217003-001 Page 2
2.16 Pay for agency review fees.
Assumptions:
2.17 Consuitant will not need to attend any pre-purchase meetings or corresponding bid opening
meetings.
2.18 Contract documents to utilize EJCDC contract documents and general conditions.
2.19 Final design will not deviate substantively from City-approved predesign concept.
2.20 Design assumes consolidation of existing Park Estates pump, generator, and electrical facilities.
2.21 Rechlorination facilities are not required.
2.22 Erosion, stormwater, and traffic control plans shall be by the contractor, as well as all trade permits
(e.g. building).
2.23 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
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.
2.24 Budget assumes six hard copies (11x17) of 60% and 90% plan sets, and four hard copies (11x17) of
the final plans and specifications.
Deliverables:
2.25 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.
3.5 Review bid results and provide recommendation for award.
City Responsibilities:
3.6 Pay for advertisement ccsts.
3.7 Attend rebid meeting; provide forum for meeting.
217003-001 Page 3
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 holder's list, pre-bid meeting agenda, addenda to plans and specifications, bid summary, and
recommendation for 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 and are anticipated to include a
conditional use permit and address requirements for development on a hillside.
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 $144,195. 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 $114,196
3 Bidding $6,874
4 Additional Services $14,195
TOTAL $144,195
217003-001 Page 4
PROPOSAL
The City of Ashland has requested final design and construction phase services from Keller Associates on the
upgrade of the Terrace Street Pump Station. Preliminary understanding of this project indicates the existing
pumps and controls will be replaced with like kind, addition of modulated control valves and flowmeter(s}.
Portland Engineering, Inc. (PEI) proposes to subcontract with Keller Associates far Instrumentation and Control
Design as well as Construction Phase Integration and Startup Support.
The upgraded Pump Station will house a new SCADA RTU communicating with the 1NTP via UHF radio. The
controls (PLC/HMI) and radio will be new and specified by PEI to current industry standards. The MTU will have
been previously installed and integrated at the WTP for the Park Estates Pump Station Project.
PROPOSED SCADA DESIGN, INTEGRATION & STARTUP SERVICES
PEI proposes to work with Keller Associates as asub-consultant on the project design concentrating an 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 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 of control system components.
o Factory testing review of the contractor completed Local Control Panel (assumes local
production... Portland or Medford}.
• Meetings and correspondence 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),
Kefier Associates CoA Terrace Street PS Replacement 7I PEA
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0210212017
Ttl19 COATiFIGATE lS lBSUNR A~ A #~ATTSR OF INFORMATION ONLY ANO CONP~RB Nd RIGhiT3 UPaN THS CNRTIFlCATO HOL.ONA. TNES •
CSRTCPICATE DOSfi Nt3T AI=FIRMATIV~.Y OR N~ATNSI.Y AIi1RNd, SJ~CTSNG! OR Al.Tpt TH8 COVSRAt3S A~FdRpEb BY TNS Pd1,ICIE4
BSI.OW. THIS CRT1FlCATE E}I" INSURANCE ROBS NOT CONS~f1TUTS A CONTRACT B~'WEONN TNN ISSUING fNSURER(S~, At1THaRlTJ~A
RI~►Rr~~NTaTty~ Q~ PROgUCSR, AI9D THS CSR'fiFiCaTS NOLDSR,
iMPORTANT: M the CBrtiAC~lte balder is nn ADDITIaNAL IN3UR8p, the pailcy(iel~) must have ApDiTIdNAL IN$IfRSD provlslans or ba rndai~®d.
I# 9UBRO4ATiON iS WAlVEO, subject to the terms and candhians a# the paQcy, certain pallctes may requtre an endan~emant" A statement on •
this crartl0cate class not cnnfar rl hte to the cart111Gate holder In itau a# each endorsement s .
P>:oou~s
The Nartweli Carporcttlan :208 469.1878 I c Igo : X08) 4~A-1914
Ad Sax 400
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Keller Aesaclatee, Inc. veleta C Su an 31
999 SW 6th Ave, Ste A 1 sacs Co 87 86
Mel9cl~n, ID 03942
INStlRt P =
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7F116 i8 TO CERTti=1' THAT THE POi.1C108 QF iN3URANCO L18T8D 09LQW HAUI» >t~N 10SUED TO THi~ ihISUROD hIAMSO ABOVS FCR TH8 Pt~LICY PERIOD
INDICAT>4D. NOTWETIi~'ANOING ANY R9QUIR6MF~'l', TERM OR CONDITIQ11 Ay ANY CONTRACT t~R 071~R DOCIaMFNTWI'tH RESPECTTO WHICH THIS
C~TIFICATE MAY 8E 188tlED OR MAY PI:RTAIPf, T#tE INSUftA4dGI" AFFORIll~i 8Y TtiE POLICIIKB DESCRiOED N~EIN 1S SUBJI:CTTO ALL THE TI»RMS,
EXCLUSION& AND CgNDlTI0N5 C!F St1CH POtiGlE.S. LINTS SHOWN MAY HAVE BEEN REDUCED 8Y PAID CLAIMS.
IN8R TYPE aP INBtlRANC~ Altti POLICY NUM6~R POLICY ~P P4LlCY ~ .
A ~ caal~t~cltwo~ewttlaxslLlrt N 1,000,000
~.~...1,000,0
clruras,aa~ ~ accuft ~ R80~41i803062 12!0112016 1210912097 ,0,,,~,-,,,,
CGD381 0 90,Q00
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2,000,000 ,
I.Aao Lp~IraPP spec; '
1~ouCY X~ ~ LoC n p 2,000,000 }
~ AUTaILF LU181Li'1Y B Ep UM 1,000,000
X ANYAUeO X BA•7877L480 1210112016 1210112017 I~Y,.It~~E$Y ~
~QNLY AUTOSU~p ~ Y r
~~Cl~LY ~~~~~7NI.Y ;
X It
C X u>~sa~,LA u~ X occ~>±; p 4,000,000
~ uA>r cu►Iaa~Aaa GUP«11989X178 12!0112010 12104!2017 4,000,000 .
tin X r:l~yTlol~sl 10,000
C wa>asa~~rsA"r~ X
ANpI«if~P UI~-872~YOti4 12J01120'E6 1210112017 ,000,00
f,HV ~tar~asrowpt~eR~ex~unve YN ass
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~ dater ,000,000
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p ro an 909. 2 'I ~ 7 c a 2, 00,
D $900,000 deductible DP'R980921Z 9210112016 12101!2017 Aggregate 2x000,000
D~SCRIPTIaN Of QPIsRA'nOPI$! LOCA't10N3! Vl~HtCL~B IACdRp 9G1, Addhlonal Remarks Schedule, may be atkachad U morespace le requlRd) .
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SHOULD AP1Y QP THE A80UE DItSGRI!l13D PQLIGlE$ ea GANCett,SlD gSFORS •
City a! Ashland, Public Works THIx GXXPIRATION OATS TH~AEOF, NOTICE WILL Bea pELN6RED IN
20 E Main Street ACCORDANCE WITH THI» POLICY PROUI910NS. ,
Ashltlnd, dR 87620
AUTNORIXIs"O ItIzPRESCNTAIIU@
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AGORA 26 (2016!08) ~ ~ 1980-2016 ACORD CORPORATION, AU rights reserved,
1'hl~ ACORt1 name and lags are eeglstered marks of ACQRR
' ,
COMMERCIAi. GENERAl.1.IABILITY
M
THlS ~NDOR~~i~~NT CHANCES THE PQLlCY. PL~~SE IREAD IT C~~ULLY,
~ CF~~~f T, I N Std V'Y)
This endorsement modifies insurance provided under the following; .
COMMERCIAL, GENERAL LIABILITY COVERAGE PART
1. The following is added to SECTION ll -WHO iS h. This insurance does riot apply to "bodily
AN INSURED: Injury" or "prapertyy damage"' caused by "your
Any person or organization that you agree in a work" and included in the "pr~ducts-
"written contract requiring insurance" to include as completed operations hazard" unless the
an additional insured an this Coverage Part, but; "written contract requiring insurance" .
specifically requires you to provide such
a. Only with respect to liability far "bodi~ injury", coverage fior that additional insured, and then
"pr~pert)► damage" or "personal Injury"; and the insurance provided 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 or omissions of "property damage" that occurs before the end
you or yaur subcontractor in the performance of the period of time for which the "written
of "yaur work" to which the "written contract contract requiring.lnsurance" requires you to r
requiring insurance" applies, or In cannectian provide such average ~ the end of the .
with premises awned by or rented to you, policy period, whichever is earlier.
The parson ar organization does riot qualify as an The following is added to Paragraph 4.a, of 1
additional insured: SECTION IV - COMMERCIAL GENERAL .
c. With respect to the independent acts ar l.lA~►!LlTY CONDITIONS; '
omissions of such person ar organization; or The insurance provided to the additional insured
d. Par "bodily Injury°, "property damage'" or is excess over any valid and calfectible other
" insurance► whether primary, excdss, contingent ar
personal injury far which such person ar on any other basis, that is available to the
organization has assumed IiabiGty in a
contract ar agreement, additional insured for a loss we cover, However, if
you specifically agree in the "written contract
The insurance pravided 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 an any basis to must apply an a primary basis or a primary and
any person or organization far which n°n~contnbutary basis, this insurance Is primary
average as an additiana! insured specifically to other insurance available to the additiana)
Is added by another endorsement to this insured which covers that person or organizations
Coverage Part as a named insured far such lass, and we will not
share with the other insurance, pravided that:
f. This insurance does not apply to the The "bodily injury" ar " ra dame e" far
rendering of or failure to render any p p~Y g
"professional services". which coverage Is sought occurs; and
g. In the event that the Limits of insurance of the (z) The "personal injury" far which coverage is
Coverage Part shown in the Declarations sought arises out of an offense committed;
exceed the limits of liability required by the after you have signed that "writ~n contract
"written contract requiring insurance", the requiring insurance". But this insurance provided
insurance provided fio the additional insured to the additional insured still is excess over valid .
shelf be limited to the limits of liability required and collectible other insurance, whether primary,
by that "written cortract requiring insurance", excess, contingent ar on any other basis, that is
This endorsement does net Increase the available to the additional insured when that
limits of insurance described in Section Ill ~ person ar arganixatian is an additiona( insured
~.imits Of insurance, under any other insurance,
CG D3 8y 09 'i S ~ 2015 The Yravelers Indemnity Company. Ail rights reserved. Page 1 Of 2
Inr~udes the capy~ghted materiel of Insuranaa Servlcea pi'~e, Ino,, with its permissian
I
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1
CCIMMBRCIAI. GENERAL, l.IA91LITY
i
i
3. The following is added to Paragraph Transfer 4. The fallowing definikion is added to the
Of Rights Of Recovery Againsk Others To Us, DEFiNITI0N5 Se~ion.
of SECTION IV - CQMMERGIAL GENERAL "Written contract requiring insurance" means that
l.lA81LITY CONDITICINS; ;
pelt of any written can~act under which you are
We waive any right of recovery we may have required to include a person ar organization as an
against any person ar organization because of additional insured an this Coverage Part,
payments we make far "bodily injury", "property provided that the °badily injury" and "property
damageu or "personal injury" arising out of "your damage" occurs and the "personal injury" is
work" performed by you, ar on year behalf, done
under a "written contract requiring insurance° with caused by an offense committed; '
that person or organization. We waive this right a. After you have signed that written contract;
only where you have agreed to da so as part of b. While that part of the written contract is in
the "written contract requiring insurance" with
effect; and
such person or organtxahan signed by you
before, and in effect when, the "badily injury" or c. Before the end of the policy pel~od.
''praperfiy damage" occurs, or the "personal Injury"
offense is committed.
i
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i
i
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I
Page ~ of ~ ~ 2015 The Travelers indemnliy Company. AEI fights reserved,
Includes the aapyrighted matatial of Insurance Servlcee Affica,Ina., with Its permlaslan CG D3 $1 Q915
i
caMMERCIaL aura
THIS ENDQRSEMENT CNANES THE PQLICY. RLEASE REAP IT CAREFULLY.
U! AU TE I ANT
This endorsement modiilvs Insurance provided under th+a fallowing:
BUSINESS AUTO C®VERAGE F®RM
GENERAL DESCRIPTION OF COVERAGE -This endorsement broadens caverage, However, coverage far any
injury, damage or medical expenses described in any of the provisions of this endorsement may be excluded or
limited by another endorsernenl to the Coverage Part, and these coverage broadening provisions do not apply to
the extent that coverage Is e~caluded or limited by such an endorsement. The fallowing listing is a genera! cover-
ag~ description only, limitations and exclusions may apply to these caveragss. Read all the provisions of this en-
dorsement and the rest of your policy carefulty to deterntlne rights, duties, and what is and is not covered,
A. BROAD FORM NAMED INSURED N, HIRED AUTO PHYSICAL DAINAGE - L453 OF
B. BLANKET ADDITIONAL INSURED USE - INCREASEQ LIMIT
C, EMPLOYEE MIRED AUTO i, PHYSICAL QAMAt~E TRANSPORTATi®N
EXPENSES - INCREASED LdMiT
D. EMPLOYEES AS INSURED J. PERSONAL. PROPERTY
E. SUPPLEMENTARY PAYMENTS' ~ INCREA3EQ K, AiREAGS
LIMITS I.. NOTICE AND KNOWLEQGE OF ACCIDENT OR
F. HIRED AUTO -LIMITED WORLDWIDE C01i- LOSS
ERAGE ~ INDEMNITY EASIS M» BLANKET WAIVER OP SUBROGATION
Q, WAIVER OF DEDUCTIBLE GLASS N. UNINTENTIONAL ERRORS OR OMISSIONS
PROVISIONS
A. BROAD FORM NAMED INSURED this Insurance applies and only to the extent that
The following is added to Paragraph A.1., Who is pet~art ar organization qualif(vs as an 'Insured"
An Insured, of SECTION iI ~ COVERED AUTOS under the Wha Is an insured provision contained
a
LlABIL.ITY COVERAGE: In Section il.
Any arganization you newly acquire ar form dur- C, EMPLOYEE HIRED AUTO
ing the paticy period over which you maintain 1» Ths following Is added to Paragraph A.1►,
54~ ar more ownership interest and that is not INha Is An Insured, of SECTION II - C®V-
separatety insured for Business Auto Coverag®. EREta AUTOS LIABILITY COVERAGE:
Coverage under this provision fs afforded only un- An "employee" of yours Is an "insured" ~tle
Iii the 180th day agar you acquire or form the or- operating an "auto" hired ar rented under a
ganixation ar the end of the policy period, which- contract or agreement In an Nemployee'su
ever is sartier. name, with your perrnlsslon, while perfarmtng
BLANKET ADDITIONAL. INSURED duties related to the canduq of your busi-
ness,
r~ The fallowing Is added to Paragraph c, in A.1., 2. The foilavring replaces Paragraph b, in 8.5.,
Who Is An Insured, of SECTION iI -COVERED Other Insurance, of SECTION N - BUSI•
o~ AUTOS LIABILITY COVERAGE; NESS AUTfJ CONDITIONS;
Any person ar organization who is requlrBd under b, For Hired Auto Rhysical Damage Cover-
a written contract or agreement between you and age, the following are deemed to be cov-
that person ar organization, that fs signed and aced "autos" you awn,
executed by you before the "bodily injury" or (1= Any covered "auto" you lease, hire,
"property damage" occurs Ind that Is in effect rent or borrow; and
during the policy period, to be named as an adds- (2j Any covered "solo" hired or rented by
tionai incur®d is an "insured" far Covered Autos yosar "empioyeeu under a contract fn
Liability Coverage, but only for damages to which an "employee's" name, with your
0~ ~ ~ ~ 2416 Then Travelers indemnify Company. All ri9h~s raaarvad, Page 1 Of 4
Inaludaa capyri~hled material at Insurance Services Qttic®, Ina, with its perm(ssicn,
OD2192
COMMERCIAL. AUTO
permission, while performing duties (a) With respect to any claim made or "suit"
related to the conduct of year bust- brought outside the United Slates of
Hess. America, the territories and possessions
However, any "aufo" that is leased, hired, of the United States of America. Puerto
rented or borrowed with a driver is not a Rica and Canada:
covered "auto". (i) You must arrange. to defend the "in-
D. EMPLOYEES AS INSURED sured" against, and investigate or set•
The following is added to Paragraph A.1., 6Nho Is Ile any such claim ar "suite and keep
An Insured, of SECTION II ~-COVERED AUTOS us advised of alt proceedings and ac-
LIABtLITY COVERAGiE: lions.
(iij Neither you nor any ocher involved
Any "employee" of yours is an "insured" while us- "insured" will make any settlement
mg a covered auto you dons own, hire or borrow without our consent.
in your business or your personal affairs.
E. 5UPPLEMENTARY 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.(x), "suit".
of SECTION II CoVEREa AUTOS l.tASlt.- (iv) We will reimburse the "insured" far
ITY COVERAGE: sums that the "insured" legally must
(2j Up to $3,Q00 for cost of bail finds (in- pay as damages because of "bodily
cluding bonds for relat®d traffic law viola- in)ury" ar "properly damage" to which
bons) required because of an "accident" this Insurance applies, that the "in-
we aver. We do not have to furnish sured" pays with our consent, but
these bonds, only up to the limit described in Para-
2. The fallowing replaces Paragraph A.".a.(4), graph C., limits Of insurance, of
of SECTIAN II -COVERED AUTOS UABIL- SECTION II COVEREa AUTOS
ITY COVERAGE; LIA®ILITY COVERAGE,
(4) All reasonable expenses Incurred by the (v) We wail reimburse the "insured" for
"insured" at our request, including actual the reasonable expenses incurred
loss of earnings up to $50A a day be- with our consent far your investlga-
eause oftime off fr®m work. tion of suct► claims and your defense
of the "insur®d" against any such
P. HIRED AUTO - I.IMiTED VItORLDWIDE CQV- "
ERAGE -INDEMNITY ®ASIS suit , but only up to and included
within the limit described in Para-
The following replaces Subparagraph (5) in Para- graph C,, limits Of Insurance, of
graph 8.7,, Policy Period, Coverage Territory, SECTION II -COVERED AUTOS
of SECTION IV -BUSINESS AUT® CONDI- LIA61l.ITY COVERAGE, and not in
TI®NS: addition to such limit. Our duty to
(6) Anywhere in the world, except arty country or make such payments ends when we
jurisdiction while 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 applies to and pro- settlements or defense expenses.
hibits the transaction of business with or (b) This insurance is excess over any valid
within such country or jurisdiction, for Cov- and collectible oth®r insurance available
Bred Autos Liability Coverage for any covered is the "insured" whether primary, excess,
"auto" that you lease, hire, rent or borrow contingent or on any other basis,
without a driver for a period of 30 days or less
and that is not an "auto" you lease, hire, rent Ic) This insurance Is not a substitute for re•
or borrow from any of your "employees", quit®d ar compulsory insurance in any
parfners (lf you are a partnershipy, members country outside the Untied States, its ter-
{if you are a limited liability company) or ritaries and possessions, Puerto Rico and
members of theft households. Canada.
Page 2 of 4 ~ 2015 The Travelers Indemnity Company. All nghts reserved, CA T3 53 0215
Includes cupyrfghled material oP Insurance Ssroices Office, Inc with fls permfsslon.
,
COMMERCIAL AtiTO
i.
You agree to maintain all required ar try In or on your covered "auto".
compulsory insurance in any such coub• This i~verage applies only in the event of a total
try up to the minimum limits requited y theft of your covered''auto",
local law. Your failure to comply with No deductibles apply to this Personal Property
compulsory insurance requirements will coverage. ~ .
not invalidate the coverage afforded by
this policy, but we will only bs liable to tha K. AIRBAGS
same sxteni we would have bean liable The following is added to Paragraph 5.3., Exciu- '
had you complied u~th the compulsory in- signs, of SECTION III - PNY$ICA! DAMAGE
surance requirements, COVERAGE:
(dj it is understood that we are not an admit- Exclusion 3,a. does not apply to "loss" !o ono or
red or authorized insurer outside the moro elrbags in a covered "auto'" you own that in-
United States of America, its temtories fiats due to a cause other than a cause of "loss"
and ~ssessions, Puerto Rica and Can- set forth in Paragraphs A,1.b, and A.1.c., but
ado. We assume no rosponsibiiity for the only;
famishing of certificates of insurance, ar a. If that "auto" is a covered "auto" for Campre-
for compliance in any way with the laws pensive Coverage under this policy;
of other countries relating to insurance. b. The airbags are not cover®d under any war-
e. WAIVER QF DEDUCTISt.E GLASS ranty; and
The following is added to Paragraph D,, Deducd- c. The airbags ware not intentionally inflated.
ble, of SECTION Ili - PNYSICAI. DAMAGE will pay up to a maximum of $1,000 for any
OVERAGE: one "loss".
No deductible far a covered "auto" will apply to L. NQTICE AND KN4WI.EDGE OF ACCIDENT OR
glass damage if the glass is repaired rather than LOSS
replaced, The falbwing is added to Paragraph A.Z.a., of
W. HIRED AUTO PWYSICAI. DAMAGE - Lt~SS ~}F SECTION IV - SUSINEtaB AUTO CONDITIONS:
USE - INCREASED LtItiIIT Your duty to give us or our authorized representa-
Thafollowing replaces the last sentence of Paraa flue prompt Halite of the Ncccident" or "lass ap-
' graph A.4,b., Loss ®F Use Expanses, of SEC- plies only when the "accident" or "lass" is Mown
TtON 111- PHY9ICA~ QAMAGE COVERAGE: tQ:
Wowever, the most we will pay for any expenses (a1 You (if you are an individual);
for toss of use is $05 per day, to a maximum of (a~ A partner (If you are a partnership);
o 5750 for any one "accident". (cj A member (if you are a limited liability com•
I. PHYSICAL DAMAGE - TRANSPORTATIbN pony);
lE3CPENS~s -INCREASED LIMiI" (dt An executive officer, director or insurance
The fallowing replaces the first sentence in Para- manager {if you are a corporation or other or-
graph A.4.a., Transportation ExpensQS, of ganlzatian); or
SECTION ill - PHYSICAl. DAMAGE CQVER- "
AGE: leD Any employee authonzed by you to give no~
lice of the "accident" or "ions".
We will pay up to SSo per day io a maximum of M, BLANKET WAIVER OF SUBROGATION
$1,50D for temporary transportation expense in- The following replaces Paragraph A.6.,1'ransfer
~ tarred by you because of the fatal theft of a coo- Of Rights Of Recovery Against Lathers To Us,
aced "auto" of the private passenger type, of SECTION Ilf -BUSINESS AUTO CBNCfI-
J. PERS®NAL PROPERTY TIONS:
The following is added la Paragraph A.4,, Cover- 5. Transfer Qf Rights Of Recovery Against
age Extensions, of SECTi®N Ili ~ PHYSICAL Others To Us
DAMAC3E 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 will pay up to $400 for "loss" to wearing ap- W
panel and other personal property which is; signed and executed prior to any accident
or "loss", provided that the "accident" or "lass"
(1) owned by an "insured";and arises out of aperatlons contemplated by
CA T3 53 Q213 ~ 24t 5 Tho T~av®lers ladamn(ty Company, AG rlghG~ roe®tved. Page 3 of 4
Includes copys~gh►~~ material of Insurance Services Qtiice, Inc, HM1th its permission.
OO~1S~
COMMERCIAL AUTt~
such contract. The waiver applies only to the The unintentional omission of, ar unintentional
perrson or ar~anizatian dasignate~ In such error in, any information given by you shall not
contract, prejudice your rights under this insurance. How-
N. UNINTENTIONAL ERRORS OR OMISSIONS ever this provision does not affect our right tocol-
The following is added to Paragraph ~.2., Con• Iect additianal premium or exercise taut right of
cealment, Mil~npresentation, Or gaud, at cancellr~tian arson-renewal.
SECTION iU - BUSINESS AUTO CONDITIONS:
PagB 4 of 4 ~ x016 Th® travel®rs tndemmty Company, All rfgrita tesetved. CA T3 53 0215
Includes cppyrighted material of insurance Setv~cex QlCice. Inc with its percntasion.
Purchase Order
Fiscal Year 2017 Page: 1 of: 1
= ~-fk-= ~lI~~NI.~~PE~f~Q(~1=AL--L~-
B City of Ashland ~ - - - ~ ~~-~~N~~
~ N: Accounts Payable Purchase
L 20 E. Main Q
Ashland, OR 97520 Order # V
T Phone: 541/552-2010
O Email: payable@ashland.or.us
V S CIO En ineerin Division
E KELLER ASSOCIATES, INC H 51 Winburn Wag
Y
p 131 SW 5TH AVE, STE A P Ashland, OR 97520
O MERIDIAN, ID 83642 Phone: 5411488-5347
R O Fax:5411488-6006
Ven~Qr~PhQne_Number- ~7endQr Fa~l~~mb~:~ ~ ~ _ _ - - - - _
208 288-1992 ~ - - _ - - ~ Kevin Caldwell - -
_ =
Da4 ~ -
_ to Qrd~r~d _ ~~ndQ~ :.~[umb~r~ __~~~te - ui ~i - ~ = ~ ~ : Q - ° ~ ;
__.q = 1~ . roan = - = a~rQn=
06/3012017 875 FOB ASHLAND ORINET30 Cit Accounts Pa able
Item# = . Qe~~ tai -~~-tY-` ~ - _ _ = - = = = ~ t~r~ R~_~~__
Phase 2 Park Estates Pump St
1 Final engineering, permitting and bidding services for the Park 1 144,195.0000 $144,195.00
Estates Pump Sfation per the attached scope of work. Approved
by Council June 20, 2017
Contract for Personal Services Less than $35,000
Beginning date: June 21, 2017
Completion date: January 17, 2018
Project Account: E-201204-100
GL SUMMARY
081900 - 704200 $144,195.00
B . ~ Date:
oriz ignature = $144195.00
F~~~ CITY t3 F
REQU IS~1T1 O~N Date of request: June 21, 201
Required date for delivery: ASAP
Vendor Name xP~iPr s~at~s..(nc
Address, City, State, Zip SW S~ Avg, s ~i~ A M~rj~lj~n, ID R3fi4?
Contact Name & Telephone Number
Fax Number Jame~.Bledsoe, P,~:~~-19~
SOURCING METHOD
❑ Exempt #rom Competitive Bidding ❑ Emergency
❑ Reason for exemption; ❑ Invitation to Bid (copies an f le) ❑ Form #13, Written findings and Authorization
❑ AMC 2,50 Date approved by Council; ❑ Written quote or proposal attached
❑ Written uote or ra osal attached _ Attach co of council communication _ If council a royal re aired, attach co of CC
❑ Small Procurement Cooperative Procurement
Less than $5,000 ®Request far Proposal (Copies on file) ❑ State of Qregon
❑ Direct Award Date approved by Council; 612012017 Contract #
❑ VerballUVritten quate(s} arproposal(s) (Attach copy of councii communication) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Qther government agency contract
$5 000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement
X5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written praposalslwritten solicitation Date approved by Councii: ~ (Date)
❑ Farm #4, Personal Services $5K to $75K Valid until; Date (Attach copy of council communication}
Description of SERVICES Tots! Cost
Final Engineering, Permitting and Bidding services for the Park Estates Pump Station per $144,195.00 (NTE)
the attached scope of work,
I#em # Quantity Unit Description of MATERIALS Unit Price Total Cost
TtJTAL CAST
® Per attached quotelproposal ~ ~
Project Number~~1 Account Number 081900.70.4200-
~~1~
rP'
*Expendifure must be charged fo the appropriate--accounf numbers far the financials fa accurately refiecf the acfuai expenditures,
!T Director in callabarati~n~with department to approve all hardware and software purchases:
IT Direcfar Dafe Supparf -Ycs / IVa
By_signing this requisition form, l certify fl~~~ the City's public contracting requirements have been satisfied.
E to ee, ~r ~
~
~ y Department-Head.
~~w~-~^ ~ ~ ~ (E ual eater than $5,000)
Department IYranagerlS~pervisar _ ~ City Adrr~~nistratar:
(Equal to or greater than $25,000)
►~unds appropriated for currenf fisca~ye~r~` , ~ ~ ~ ~ ~ ,1~
i<nanceD~recf Equa~toor aferfhan$5,004) Dafe
Comments. ~.Sr l ~ ~ ~ ' r
I C.~ s
r. lIn t1_... .:.:t:..
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~ashland.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 prof 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 18/19 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 matel7als not to exceed amount, per task as authorized by
the City.
Page 1 of 2 CITY O F
ASHLAND
The City has a low interest loan from the IFA for $3,511,027 with $1,078,026 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 incompliance with the loan requirements. The remaining funds
for construction are budgeted in the FY 18119 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, ADVAC 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
ASHLAND