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HomeMy WebLinkAbout2017-194 Contract Alta Planning & Design Contract for Personal Services less than $35,000.00 CITY OF CONSULTANT: Alta Planning + Design, Inc. -AS H LA N D CONTACT: Katie Mangle 20 East Main Street Ashland, Oregon 97520 ADDRESS: 711 SE Grand Avenue, Portland, OR 97214 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: (503) 230-9862 EMAIL: katiemangle@altaplanning.com DATE AGREEMENT PREPARED: 8/1/2017 BEGINNING DATE: 8/10/2017 COMPLETION DATE: June 30, 2018 COMPENSATION: Based on project scope and budget as described in exhibit C, not to exceed $34,500. SERVICES TO BE PROVIDED: Prepare a feasibility study for extending the Bear Creek Greenway as per scope attached as exhibit C. 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 rims City of Ashland Contract. FINDINGS: Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $20,688.86 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for an losses, expenses, claims, subro ations, Contract for Personal Services less than $35,000.00, 06/19/2017, Page 1 of 5 actions, costs, judgments, or other damages, directly, solely, and 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 be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with Enter one: $250,000, $500,000, $1,000,000, $2,000,000 for each claim. 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 Enter one: $200,000, $500,000, $1,000,000, $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 Enter one: $100,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. Contract for Personal Services less than $35,000.00, 06/19/2017, Page 2 of 5 e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent.not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation, required herein, but only with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference. onsultant: City of Ashland By ` , " i /6 c By Signature Department Head j nl 7 ~l/y 1"cl Katie Mangle k Print Name Print Name ~I Vice President, as duly authorized q I S' r7 Title Date W-9 One copy of a W-9 is to be submitted with D the signed contract. Purchase Order No.. PROVED AS TO FORM orney and Asst. tty Att Zo1 Dat 3 Contract for Personal Services less than $35,000.00, 06/19/2017, Page 3 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 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. /K_ (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. ~(4) Labor or services are performed only pursuant to written contracts. _ ,~~.(5) Labor or services are performed for two or more different persons within a period of one YY year. l\ (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. Contractor (Date) Katie Mangle, Vice President, as duly authorized Contract for Personal Services less than $35,000.00, 06/19/2017, Page 4 of 5 CITY OF ASHLAND, OREGON EXHIBIT B City of Ashland LIVING WAGE O per hour effective June 30, 2017 (Increases annually every June 30 by the Consumer Price Index) portion of business of their 401 K and IRS eligible employer, if the employer has cafeteria plans (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by assistance for the project or the employee. ➢ For all hours worked under a business from the City of service contract between their Ashland in excess of ➢ Note: "Employee" does not employer and the City of $20,688.86. include temporary or part-time Ashland if the contract employees hired for less than exceeds $20,688.86 or more. ➢ If their employer is the City of 1040 hours in any twelve- Ashland including the Parks month period, For more ➢ For all hours worked in a and Recreation Department. details on applicability of this month if the employee spends policy, please see Ashland employee's or more of the Y In calculating the living wage, Municipal Code Section employee's time in that month employers may add the value 3.12.020. working on a project or of health care, retirement, additional For Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF -AS H LA N D Contract for Personal Services less than $35,000.00, 06/19/2017, Page 5 of 5 EXHIBIT C Bear Creek Greenway Extension Feasibility Study Alta Planning + Design Scope of Services Dear Mr. Black, Thank you for contacting Alta Planning + Design to prepare a feasibility study for extending the Bear Creek Greenway. An asset to Ashland and the greater Rogue Valley, the Greenway is a premier destination for residents and visitors alike. I am pleased to present Alta Planning + Design's scope and fee for consulting services related to this work. We have assembled a unique team who bring many years of experience with similar trail planning efforts. These staff include: • Katie Mangle, Principal. I will oversee quality control. • Rory Renfro, AICP, Senior Planning Associate, who will serve as Project Manager. Rory has overseen many trail feasibility studies throughout Oregon and northern California, and also brings active transportation planning experience in Jackson, Josephine and Curry Counties. Rory will be your main point of contact. • Christo Brehm, one of Alta's trail designers, will assist with the technical work and study preparation under my and Rory's guidance. Christo is undertaking similar efforts throughout Oregon, including a trails plan in Oregon City. The scope of services on the following pages represents Alta's efforts to efficiently craft a product that will be useful to the City of Ashland for years to come. Please contact me at katiemangle@altaplanning.com or (503) 200-3249 if you have any questions. We are excited to partner with the City of Ashland on this important and exciting project. We are ready to start work right away! Sincerely, Katie Mangle, Vice President Alta Planning + Design Task a_. Project Management and Initiation Alta's Project Manager will coordinate with the City of Ashland's Project Manager on an on-going basis throughout all phases of the project. This task includes tracking of the consultant scope, schedule and budget; coordination with consultant team members and employing Alta's quality control protocols; and preparing monthly invoices and progress reports summarizing work performed and tasks completed. Alta's Project Manager will hold periodic check-in calls with the City's Project Manager to keep the City informed of project efforts, seek input on key decision points, and ensure that the project remains on time and within budget. Upon receiving Notice-to-Proceed, the Alta team will attend a kick-of conference call with the City of Ashland Project Manager to confirm the overall schedule, establish invoicing and progress report protocol, identify available data and published materials, identify coordination opportunities with other agencies and stakeholders, and prepare for the site visit (see Task 2.2). Up to two Alta team members will attend the conference call. Task 1 Deliverables: • On-going project management • Periodic check-in calls with City of Ashland's Project Manager • Monthly invoices and progress reports • Project kick-off conference call TasI< 2., In orm.<-~tion Gathering Task 2.1. Background Data Assembly Alta will submit a list of requested background documents, plans, and data to the City Project Manager in the form of a Data Needs Memorandum. The City will transfer the background documents and data in electronic format to Alta, including ready-to-use GIS shapefiles, geo-located high-resolution orthorectified aerial photography, and LiDAR raster and point cloud data. The information/data transfer will occur at least two weeks prior to the site visit (see Task 2.2), enabling Alta to begin preparing base maps. All analysis for this study will be based on data received in this task. Task 2.2. Site Visit/Field Investigation Up to two Alta staff will join the City of Ashland Project Manager for a half-day site visit in the study area. The site visit will primarily focus on the trail alignment options previously mapped by the City, plus other areas where alignment opportunities may exist. To conserve costs, we recommend that the City invite an RVCOG Natural Resources Division (or other agency) representative to join the site visit to assist in identifying potential environmental issues. Alta will record high-level observations through field notes and digital photography for use in subsequent tasks. Alta and the City will finalize the site visit date at least two weeks prior to the site visit, so that Alta can make cost effective travel arrangements. The site visit will begin in the morning to provide sufficient time to record observations along the corridor (this will include many stops along the way). Alta will conduct follow-up field investigations immediately after the site visit (on the same day) to collect additional information that may be pertinent to the analysis. Task 2 Deliverables: • Data Needs Memorandum (PDF) • Study area site visit Task 3. Existing Conditions and Opportunities/Constraints Based on the background data and site visit from Task 2, Alta will prepare a high-level existing conditions and opportunities-and-constraints summary. This summary will describe relevant background document/plan elements pertaining to the study area, existing land use (including property ownership), transportation infrastructure, and other technical information provided by the City. The existing conditions summary will also include a high-level overview of environmental features/issues based on City-provided data and observations from the RVCOG Natural Resources representative (if he/she joins the Task 2 site visit. Alta will also prepare an annotated opportunities-and-constraints map. Alta will submit the Draft Existing Conditions and Opportunities/Constraints Memo to the City of Ashland Project Manager for review and comment. The City's Project Manager will compile comments from reviewers and provide a single list of consolidated, internally consistent comments (and the City's direction for each comment) to Alta. Alta will integrate the comments into the Draft Feasibility Study (Task 6). Task 3 Deliverables: • Draft Existing Conditions and Opportunities/Constraints Memorandum (PDF) Task 4. Trail Alignment Options Task 4.1. Evaluation Criteria Alta will prepare a set of qualitative criteria for which the trail alignment options will be rated. Criteria could potentially include cost, ease of implementation, private property impacts, easement/acquisition needs, potential environmental impacts, links to other active transportation facilities, directness of route, separation from vehicle traffic, safety/security, scenic/viewing opportunities, and stakeholder/community support. Alta will submit the draft evaluation criteria to the City of Ashland Project Manager for review and comment. The City's Project Manager will compile comments from reviewers and provide a single list of consolidated, internally consistent comments (and the City's direction for each comment) to Alta. Alta and the City will agree on the finalized criteria prior to undertaking the alignment options evaluation (Task 4.3). Task 4.2. Alignment Options Development Based on the information collected in Task 2, Alta will develop up to four (4) trail alignment options for the Bear Creek Greenway. These options will include the two alignment alternatives (and three bridge crossing options) shown on the "North Ashland Trail Opportunities: Treatment Plant to North Mountain Park" map provided by the City. Through an annotated map showing each alignment, Alta will denote key elements for each option, such as property easement/acquisition needs, needed improvements .Y' NH A (e.g., roadway crossings), and potential environmental impacts (e.g., vegetation removal, floodplain intrusion). Alta will also produce planning-level cost opinions for each alignment option based on unit costs provided by the City of Ashland and on Alta's experience with similar projects. Alta will prepare a brief narrative summary describing each alignment option to accompany the map(s), and incorporate this into the Draft Alignment Options Memorandum. Task 4.3. Alignment Options Evaluation Alta will prepare a matrix to evaluate the alignment options against the finalized criteria established in Task 4.1. This qualitative assessment will ultimately be used to determine the preferred trail alignment, described in Task 4.4. Alta will incorporate this matrix into the Draft Alignment Options Memorandum. Alta will submit the Draft Alignment Options Memorandum to the City of Ashland Project Manager for review and comment. The City's Project Manager will compile comments from reviewers and provide a single list of consolidated, internally consistent comments (and the City's direction for each comment) to Alta. Alta will then update the Draft Memo for presentation to stakeholders and the community (see Task 5). If necessary, Alta will update the alignment options evaluation as part of Draft Feasibility Study (see Task 6). Task 4.4. Preferred Alignment Upon receiving City, stakeholder and community comments on the draft trail alignment options and evaluation, Alta and the City will select a preferred trail alignment. Alta will then produce an annotated map and supporting narrative describing key features, improvements, potential environmental and other impacts, and implementation considerations for the preferred alignment. Should the preferred alignment include a combination (hybrid) of the original draft alignment options, Alta will refine the planning-level cost opinion accordingly. Alta will present this information in the Draft Feasibility Study (see Task 6). Task 4.5. Conceptual Design Guidance Alta will prepare conceptual design guidance to support the City's implementation of the preferred trail alignment. Concept elements will include general trail design guidelines, typical cross-sections, and roadway crossing guidance. Alta will base this guidance on the City of Ashland's current trail design standards, the Ashland TSP's Bicycle Facility Design Toolkit, and other best practices. Alta will present this information in the Draft Feasibility Study (see Task 6). Task 4 Deliverables: • Draft and Final Evaluation Criteria (PDF) • Draft Alignment Options Memorandum (PDF) Task, 5. Conirrainity and Stakeholder Outreach Task 5.1. Stakeholder Meeting Alta will facilitate one (1) stakeholder meeting to present the findings of the draft trail alignment options evaluation. One Alta team member will attend the meeting. Alta will prepare the meeting agenda, presentation materials (utilizing maps/graphics from existing project deliverables), and a bullet point summary. The City of Ashland will arrange logistics including meeting date, time, location and noticing. To conserve costs, this meeting will be held on the same day as the neighborhood meeting (Task 5.2), and the date will be finalized at least two weeks prior to the meeting. Potential stakeholders could include: • Bear Creek Greenway Consortium • Ashland Transportation Commission • Advocacy groups (e.g., Siskiyou Velo Bicycle Club, Silver Striders, Southern Oregon Runners, Disabilities Recreation Project) Task 5.2. Neighborhood Meeting Alta will facilitate one (1) neighborhood meeting to present the findings of the draft trail alignment options evaluation. One Alta team member will attend the meeting. Alta will prepare presentation materials (utilizing maps/graphics from existing project deliverables), and a bullet point summary. The City of Ashland will arrange logistics including meeting date, time, location and noticing. To conserve costs, this meeting will be held on the same day as the stakeholder meeting (Task 5.1), and the date will be finalized at least two weeks prior to the meeting. Task 5 Deliverables: • Stakeholder meeting agenda, presentation materials, attendance, facilitation and bullet point summary • Neighborhood meeting agenda, presentation materials, attendance, facilitation and bullet point summary Task 6. Draft and Final Feasibility Study Alta will compile the memoranda and other products from Tasks 2 through 6 into a Draft Bear Creek Greenway Extension Feasibility Study, and electronically submit to the City's Project Manager for review and comment. The City's Project Manager will compile all comments from reviewers and provide a single list of consolidated, internally consistent comments (and the City's direction for each comment) to Alta. Based on the compiled comments, Alta will produce and electronically submit the Final Feasibility Study. Task 6 Deliverables: • Draft Bear Creek Greenway Extension Feasibility Study (PDF) • Final Bear Creek Greenway Extension Feasibility Study (PDF) Task Budget 1. Project Management and Initiation $3,023 2. Information Gathering $4,031 3. Existing Conditions and Opportunities/Constraints $3,258 4. Trail Alignment Options $10,166 5. Community and Stakeholder Outreach $4,730 6. Draft and Final Feasibility Study $9,292 Total $34,500 Client#: 835015 ALTAPLAN ACORD,. CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 9/01/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Lori Andrews USI Northwest CL1 I PHONE, 503 299-4346 (A/C - - I FAX 610 362-8130 (A/C, No, Ext): _ No): 700 NE Multnomah, Suite 1300 ADDRESS: lori.andrews@usi.com Portland, OR 97232 INSURER(S) AFFORDING COVERAGE NAIC If 503 224-8390 INSURER A: Hartford Casualty Insurance Com 29424 INSURED INSURER B : SAIF COrpOratlOn 36196 Alta Planning + Design, Inc. INSURER C: Hartford Fire Insurance Company 19682 711 SE Grand Avenue INSURER D : Continental Casualty Company 20443 Portland, OR 97214 INSURER E INSURER F COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDLSUBRj POLICY EFF POLICY EXP LIMITS LTR TYPE OF INSURANCE INSR WVD, POLICY NUMBER MM/DD/YYYY MM/DD/YYYY A X COMMERCIAL GENERAL LIABILITY 52UUNHB2172 09/01/2017 09/01/2016 EACH OCCURRENCE $1,000,000 DAMAGE TO RENTED CLAIMS-MADE FX1 OCCUR PREMISES Ea occurrence $300,000 MED EXP (Any one person) $10,000 PERSONAL &ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 JE O- LOC PRODUCTS - COMP/OP AGG $ 2,000,000 POLICY [7X F OTHER: $ A AUTOMOBILE LIABILITY 52UUNHB2172 9/01/2017 09/01/201 C identOMBINED SINGLE LIMIT 1,000,000 Ea acc X ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED j BODILY INJURY (Per accident) $ AUTOS AUTOS - - - X HIRED AUTOS X NON-OWNED PROPERTY a cident) DAMAGE $ AUTOS ~ - $ - - - - - - - - A X UMBRELLALIAB X OCCUR 52XHUHB1180 9/01/2017 09/01/20181 EACH OCCURRENCE $5 000,000 EXCESS LIAB CLAIMS-MADE 'AGGREGATE _ s5000,000 DID X RETENTION $10000 $ WORKERS COMPENSATION B 1 771940 09/01/2017 09/01/201 X PER H- AND EMPLOYERS' LIABILITY y / N I STATUTE FIR C ANY PROPRIETOR/PARTNER/EXECUTIVE❑ ~52WEAA61P6 9/01/2017 09/01/201 E.L. EACH ACCIDENT $1,0007000 OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) WA Stop Gap-EL E.L. DISEASE - EA EMPLOYEE $1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below OH Stop Gap-EL E.L. DISEASE - POLICY LIMIT $1,000,000 D Professional MCH114135257 9/01/2017 09/01/2018 $4,000,000 Per Claim Liability $4,000,000 Aggregate DESCRIPTION OF OPERATIONS I LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space Is required) RE Project # & Name: 00-2017-310 Ashland, OR Bear Creek Greenway Extension Feasibility Study The City of Ashland, Oregon, and its elected officials, officers and employees are included as Additional Insureds for General Liability and Auto Liability when required in a written contract or agreement and to extent provided by attached endorsements HG000106/05 and HA99190910. Coverage applies on a primary and non contributory basis when required by written contract or agreement. Waiver of Subrogation is (See Attached Descriptions) CERTIFICATE HOLDER CANCELLATION City of Ashland SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE y THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 East Main Street ACCORDANCE WITH THE POLICY PROVISIONS. Ashland, OR 97520 AUTHORIZED REPRESENTATIVE © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) 1 of 2 The ACORD name and logo are registered marks of ACORD #S21425353/M21422456 SRNZP DESCRIPTIONS (Continued from Page 1) provided for Workers Compensation, General Liability and Auto Liability when agreed in a written contract or agreement. SAGITTA 25.3 (2014/01) 2 of 2 #S21425353/M21422456 ASH< ti Purchase Order 5 EP ;F Fiscal Year 2018 Page: 1 of 1 Ti 11S PO NUP.4BER MUST APPEAR ON ALL B Ashland Parks Commission INVOICES, AND SHHPPING DOCUMENTS. I ATTN: Accounts Payable Purchase L 20 E. Main Order# 20181005 Ashland, OR 97520 T Phone: 541/552-2010 O Email: payable@ashland.or.us V S C/O Parks Department E ALTA PLANNING + DESIGN, INC 3 H4min Office N 711 SE GRAND AVENUE 340 South Pioneer D PORTLAND, OR 97214 P Ashland, OR 97520 O T Phone: 541/488-5340 O Fax: 541/488-5314 Vendor Phone Number d/en~Qf`a nberenrs_i tails _ nrrn- - Michael Black Date Ordered Vendor ~lumher ur~~~- ~parfinenf/Locatlo-n 09/15/2017 3706 Parks Accounts Payable Item# QescTT tlarj/P~rt = _ -_lff Price Extended Price= Bear Creek Feasibility Study 1 Prepare a feasibility study for extending the Bear Creek Greenway 1 $34,500.0000 $34,500.00 Contract for Personal Services less than $35,000 Beginning date: 08/10/2017 Completion date: 06/30/2018 Project Account: $11,500.00 Project Account: $23,000.00 GL SUMMARY 081200 - 604100 $11,500.00 - 604100 $23,000.00 L ( r - By:~ Date: Authori6ed Signature PO Total- $34,500.00 FARM #3 C I T Y I r v OF 's~ ASHLAND REQUISITION ~d (of request: 8/30/2017 Required date for delivery: Vendor Name Alta Planninn + F)P,;iqn ' I I C Address, City, State, Zip 711 S Grand Avenue, Portland OR 97214 Contact Name & Telephone Number Katie Mang, Vice President, (503) 200-3249 Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached _(Attach co of council communication _(If council approval required, attach co of CC ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon Date approved by Council: ❑ Direct Award Contract # F-1 Verbal/Written quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency H Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) H Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication) Description of SERVICES Total Cost Prepare a feasibility stud for extending the Bear Creek Greenwa . $ 34,500 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ® Per attached quotelproposal $ Project Number : NIA 213 Parks $23,000 Account Number: 121200,604100 113 Public Works $11,500 Account Number: 081200.604100 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. /T Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support -Yes/ No By signing this requisition form I certify that the City's public contracting requirements have been satisfied. Employee: > * Department Head: ~ f (E ' al to or grea r than $5,000) Department Manager/Supervisor: City Administrator: J (Equal to or gr, ater than $25,'000) a~ Funds appropriated for current fiscal ye Y / NO / / e- t ~y F e Di qual to orgreaterthan $5,000) Date Comments: Form #3 - Requisition Betsy Harshman From: Scott Fleury Sent: Wednesday, August 30, 2017 11:50 AM To: Betsy Harshman Subject: RE: Account number for Alta Planning Betsy, Please use: 081200.604100 Thanks, Scott A. Fleury, Engineering Services Manager City of Ashland, Public Works 20 East Main Street, Ashland OR 97520 (541) 552-2412, TTY 800-735-2900 Fax: (541) 488-6006 This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records Law for disclosure and retention. If you have received this message in error, please contact me at (541) 552-2412. Thank you. From: Betsy Harshman Sent: Wednesday, August 30, 2017 11:26 AM To: Scott Fleury Subject: Account number for Alta Planning Hi Scott, I just got the contract back signed from Alta for the Greenway project and am preparing the requisition. What account number should I use for PW portion of 1/3 of the project @ $11,500? Thanks! Betsy Harshman Administrative Analyst Ashland Parks and Recreation Commission 340 S. Pioneer Street, Ashland, OR 97520 541-488-5340 or 541-552-2257 (Direct) 541-488-5314 - Fax betsy.harshman@ashland.or.us This email transmission is official business of the City of Ashland, and is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me. Thank you. 1 CITY OF FORM #4 ASHLAND DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to $75,000 To: John Karns, Public Contracting Officer From: Michael Black, Parks Director Date: August 2, 2017 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less than $75,000, the Department Head shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the services required under the proposed contract. However, the City Attorney, the Public Contracting Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that the purposes of this chapter are upheld. Background The intent of Ashland Parks and Public Works is to contract with Alta Planning to prepare a feasibility study for the extension of the Bear Creek Greenway, further described in the attachment to the contract labeled as Exhibit C. The estimated cost and amount budgeted is $34,500. The timeline of the intended contract is through June 30, 2018. APRC and Public Works will develop, and fully plans to implement, the written plan provided by Alta Planning through this contract. Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of City personnel to perform the services, and that the City does not have the personnel and resources to perform the services required under the proposed contract? Parks nor Public Works have staff with experience required to prepare this type of study. Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of 1, 8/31/2017