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Home My WebLink About2018-068- ORW Architecture -20190143 PERSONAL SERVICES AGREEMENT (greater than $25,000.00) CONSULTANT: ORW Architecture CITY OF CONSULTANT'S CONTACT: Dana Crawford/Jeffrey ASHLAND Bender 20 East Main Street Ashland, Oregon 97520 ADDRESS: 2950 E. Barnett Road Telephone: 541/488-5587 Medford, OR 97504 Fax: 541/488-6006 TELEPHONE: 541-779-5237 EMAIL: dana orwarch.com This Personal Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and ORW Architecture ("hereinafter "Consultant"), for City Hall Design and Construction Services- Phase 1 as per exhibit A. NOW THEREFORE, in consideration of the mutual covenants contained herein, the City and Consultant hereby agree as follows: 1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City, as set forth below (the "Effective Date"), and unless sooner terminated as specifically provided herein, shall terminate upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore, but not later than December 31, 2018. 2. Scope of Work: Consultant will provide City Hall Design and Construction Services- Phase 1 as more fully set forth in the Consultant's Proposal dated March 2, 2018, which is attached hereto as "Exhibit A" and incorporated herein by this reference. Consultant's services are collectively referred to herein as the "Work." 3. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall be construed to be mutually complimentary and supplementary wherever possible. In the event of a conflict which cannot be so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. 4. All Costs Borne By Consultant: Consultant shall, at its own risk and expense, perform the Work described above and, unless otherwise specified in this Agreement, furnish all labor, equipment, and materials required for the proper performance of such Work. 5. Qualified Work: Consultant has represented, and by entering into this Agreement now represents, that all personnel assigned to the Work to be performed under this Agreement 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. Page 1 of 6: Personal Services Agreement with ORW ARCHITECTURE. 6. Compensation: City shall pay Consultant the sum of $97,085.00 as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of $97, 085.00 without the express, written approval from the City official whose signature appears below, or such official's successor in office. Payments shall be made within 30 days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted as of the date of termination. 7. Ownership of Work/Documents: All Work product or documents produced in furtherance of this Agreement belong to the City, and any copyright, patent, trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned to the City. 8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220, 279B.230 and 27913.235. 9. Living Wage Requirements: If the amount of this Agreement 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 that chapter, to all employees performing Work under this Agreement and to any Subcontractor who performs 50% or more of the Work under this Agreement. Consultant is also required to post the notice attached hereto as "Exhibit B" predominantly in areas where it will be seen by all employees. 10. Indemnification: Consultant hereby agrees to 44~ , indemnify, save, and hold 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 Agreement by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform Work or services attendant to this Agreement). However, Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, caused solely by the negligence of City. 11. Termination: a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both patties. b. City's Convenience. This Agreement may be terminated by City at any time upon not less than 30 days' prior written notice delivered by certified mail or in person. C. For Cause. City may terminate or modify this Agreement, 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; it. 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 Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or Pagc 2 of 6: Personal Services Agreement with ORW ARCHITECTURE. iii. If any license or certificate required by law or regulation to be held by Consultant to, provide the services required by this Agreement is for any reason denied, revolted, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior'to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen (15) days of the date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement may be terminated at any time thereafter by a written notice of termination by the parry giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this Agreement. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this Agreement if Consultant fails to provide services called for by this Agreement within the time specified herein or within 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 Agreement. e. Obligation/Liability of Parties. Termination or modification of this Agreement 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 Subsection a, b, c, or d of this section, Consultant shall immediately cease all activities under this Agreement, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all Agreement documents, information, works-in-progress and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 12. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is a subject employer that will comply with ORS 656.017. 13. Assignment: Consultant shall not assign this Agreement 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 of the Work shall not create any contractualrelation between the assignee or subcontractor and City. 14. 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 under the 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 Page 3 of 6: Personal Services Agreement with ORW ARCHITECTURE. in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under, this Agreement. 15. Insurance. Consultant shall, at its own expense, maintain the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit; or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence. This is to cover any damages caused by error, omission or negligent acts related to the professional services to be provided under this Agreement. c. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence for Bodily Injury, Death, and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 (one million dollars) for each accident for Bodily Injury and Property Damage, including coverage for owned, hued or non-owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew.the insurance coverage(s) without 30 days' prior 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 Agreement. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates prior to commencing the Work under this Agreement. 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; hvst 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. 16. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 17. Consultant's Compliance With Tax Laws: 17.1 Consultant represents and warrants to the City that: 17. 1.1 Consultant shall, throughout the term of this Agreement, including any extensions hereof, comply with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316; 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and Page 4 of 6: Personal services Agreement with ORW ARCHITECTURE. (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 17.1.2 Consultant, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: (1) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 18. Governing Law; Jurisdiction; Venue: This Agreement 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 the Consultant that arises from or relates to this Agreement 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 its signature hereon of its authorized representative, hereby consents to the in personam jurisdiction of said courts. 19. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE UNDERSTANDING AND AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT 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 AGREEMENT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 20. Amendments. This Agreement may be amended only by written instrument executed by both parties with the same formalities as this Agreement. 21. Nonappropriations Clause. Funds Available and Authorized: City has sufficient fiends currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement 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 Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Page 5 of 6: Personal Services Agreement with ORW ARCHITECTURE. • f 22. Certification. Consultant shall sign the certification attached hereto as "Exhibit C" and incorporated herein by this reference. CITY OF ASHLAND: ORW ARCHITEC (CONSULTANT): By: By: City Adminis r ignature ac~d~ Dana Ing Crawford, AIA Tinted Name Printed Name roll ['5 Principal . ate Title July 18, 2018 Date Purchase Order No. (ML-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: Assistant City Attorney f y _ l ii bate Page 6 of 6: Personal Services Agreement with ORW ARCHITECTURE. s~ y't} - s.' ..tea ~ ~ ~r.,~d w ARCHITECTURE 'rj 4.. I CITY OF i -ASHLAND u. Request for Qualifications Based Proposals: Architectural and Engineering Services for the Development of Project #2018-12 City Hall Concepts, Design, and a Construction Services Ashland, Oregon 2 March 2018 s t 2 March 201 8 Kaylea Kathol, Project Manager, Public Works Department City of Ashland 51 Winburn Way Ashland, OR 97520 RE: Project #2018-12 - City Hall Concepts Design and Construction Services ARCHITECTURE WWW. ORW♦RCH I TEC TORE. COM 295. EAST BARNETT ROAD M E D F 0 R D OR 0? 5 0 4 Dear Ms. Kathol, and members of the selection committee: - , > D 5 2 5 > t is excihna t 5 ; ~st~lcm~i „eking to sol.,e the issue of City H:,II! From our work on the City Hall Feasibility Study for the last two years, and our earlier involvement preparing the City's master plan and facilities needs analysis, we understand that having a safe and functional City Hall is essential for the people of Ashland. We are familiar with the physical constraints of the proposed sites, the challenges for staff, and the issues associated with the proposed solutions. Our unique expertise in examining and solving problems such as those faced by the City makes the ORW Architecture + Hacker team an indispensable part of bringing the City's vision to life. \.Vr :_ire to enh~mcing the communities we lire in and serve. Because we live and work in Ashland, we understand the personality of the community and the issues involved in constructing a new City Hall. We understand the opportunities and constraints in building in the City and on each of the proposed sites - construction costs, views and vistas, parking, community concerns, and the potential impacts to tourism and business. All of these issues as well as the perception of the public will effect the process of arriving at a solution. We know our community and are adept at engaging tall involved. Vv'e hope our proposal conveys our exireitise, our excitement, and our commitment to your success. We are eager to engage the project and can start immediately. We welcome the opportunity to continue serving the needs of the City of Ashland. Sincerely, Dana Ing Crawford AIA LEED AP Principal Architect Dana will serve as Principal for the Project and is authorized to represent ORW Architecture in negotiations and sign contracts. Dana may be reached at 541-779-5237 x 17 or dano@orwarch. com. ORW's fax number is 541-772-8472. Proposal Form SECTION 8 - PROPOSAL FORM Proposals should be prepared and organized in a clear and concise manner, and must include all information required by RFP. Headers, Titles or Tabs should be used to identify required information. Responses to the Evaluation Criteria found in Section 6 shall be organized in the same order listed in that Section, preferably by re-stating the Criteria, then responding below. REQUIRED RESPONSE DOCUMENTS THE FOLLOWING INFORMATION MUST BE RETURNED WITH YOUR RESPONSE: (Place a check in front of the item indicating inclusion in your response) X❑ RESPONSE TO ALL EVALUATION CRITERIA listed in Section 6 X❑ SECTION 8 - Proposal Form Bidder Residency: ORW Architecture is headquartered in Medford XQ Bidder Residency Information and HACKER in Portland. Both meet the definition of "Resident RI Independent Contractor Certification Bidder" per ORS 279A.120. Independent Contractor Certification: Both ORW Architecture MWESB INFORMATION and HACKER are for-profit Chapter S corporations, therefore the Independent Contractor Certification does not apply City encourages contracting with minority owned, woman owned, and emerging small business (MWESB). The State of Oregon offers a certification process. Indicate below if your business is a MWESB and if so, which categories have been state certified. MWESB certified? Yes_ No X . If yes, indicate which categories below: Minority Owned- Woman Owned- Emerging Small Business- Veteran Owned_ ACKNOWLEDGMENT OF RECEIPT OF ADDENDA TO PROPOSAL DOCUMENTS: Proposer acknowledges receipt of Addenda and agrees to be bound by their contents. Circle each RFP addendum received: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 Check if not applicable or no addenda were received: X OSBEELS / OSBGE / ORBAE No.(s) Provide name(s), title(s), and certification number(s) for each Key Person listed under Section 6.3 (b). Attach additional sheet if necessary) Name: Dana Crawford, AIA Title: Principal Architect Certification No: #5258 Name: Jeffrey Bender, AIA Title: Principal Architect Certification No: #4508 0 R W I Architecture + 1; t'~~ i, City or Ashland - City Hall Concept Design Pro posaI Form PROPOSER INFORMATION: ORW Architecture Proposer Company Name 2950 E. Barnett Road; Medford, Oregon 97504 Company Address (from which work will be performed) 541.779.5237 541.772.8472 93-1307590 Telephone Number Fax Number FEDERAL ID NUMBER Person Signing RFP Dana Crawford, AIA Title Principal Architect Signature: Email Address: dana@orwarch.com Project Approach We believe that architecture is best when it's an honest expression of the people and institutions it serves, when it interacts dynamically with its surroundings, and makes humble use of the earth's resources. More than K=`' a craft or practice, we see architecture as a calling to create beauty and serve humanity, requiring from each of us our deepest listening, questioning, Ns curiosity and engagement. PeopI N1cike the Difference Successful civic buildings celebrate the spirit of the place where they're built and the people that use them. City Halls around the world have a unique 'p role in their communities and demand a tremendous effort by the design team to understand and involve the people who will use them and represent their values. 644 The ORW + HACKER team has worked with the citizens of Ashland in the past and some are residents themselves. We have a good understanding i°{= of the factors driving the design of the project and of the values of the community, but we also feel it is incumbent upon any designer to look beyond preconceived notions and explore the presented problem fully, and without prejudgment. Desi jmng fllc Abstract "vision cords" Each project and the community it serves is unique. Over the years, we have help user groups to come to recognize that there is no one-size-fits-all approach to the design brainstorm together- process. As such, one of the first design problems we face is how to craft about how they want a process that addresses the established parameters of the problem while their building to feel and engaging the various project stakeholders. From City leaders and staff to the what they hope it might members of the community at-large, everyone has a keen interest in reaching accomplish, helping to a solution that works. establish early touchstone goals for the concept Having worked with the City on the previous projects to assess the existing design. buildings and establish the feasibility of the City Hall replacement project, we are aware of the special concerns of the citizens of Ashland, in particular the desire for equity and to reach consensus among disparate groups. Identifying Stakeholders In any undertaking such as this, one of the first techniques we use to facilitate the project is to work with the client's staff to identify project stakeholders - those who have a genuine interest in the project's successful outcome. For civic projects, these groups are customarily comprised of engaged staff and users at the facility, or chosen delegates for larger groups. In addition, key management personnel are often involved in the effort to identify strategic goals, existing constraints and issues, and potential opportunities to affect organizational change. Involved managers can also explain the potential effects of change policies on future operations. The final customary stakeholder group are interested members of the citizenry. As we are considering the design and construction of a City Hall, is logical to assume 0 R W Architecture + H AC K F City of Ashland - City Hall Concept Design 1 4. 1 - Project Approach f that the number of interested citizens could be quite sizable as the proposed facility would be a key point of interface with City government and services. Establishing a Project Work Plan City staff have already crafted an extensive Scope of Services which outlines each of the expected project phases and associated tasks. The design team will thoroughly review the intended scope of the work and may suggest further tasks associated with a comprehensive design process or combination of certain tasks into larger work blocks. Professional practice additionally proscribes design work into phases (conceptual and schematic design, design development, construction documents, and bidding and construction administration) This phased approach allows for a number of presentation opportunities during and at the completion of work phases, to arrange for presentation to supervisory staff and stakeholder groups to verify compliance with project requirements and solicit subjective feedback to further inform the process. Scheduling the Work Withe the creation of a comprehensive work plan, the design team will work to create a schedule for the work to be completed. This schedule will outline the overall work phases and dates of completion and review. In addition, the schedule will include required and desirable times for staff and stakeholder review. Jur Quality Control Programs The ORW+Hacker team sees holistic quality control as the key to achieving successful outcomes on all of our projects. We use a range of tools and techniques to ensure that our work is completed accurately and in a timely manner. One of the more important tools is a comprehensive quality assurance and control checklist which provides an extensive listing the elements of the work plan and required sub tasks and review/check-in requirements. This checklist is used by members of the entire design team - the architect and consultants. The Project Manager and Project Architect are able to judge the completeness of the documentation effort and the relative coordination of all of the design disciplines by use of this document. In addition to the QC/QA checklist, the leaders of the design team seek to foster free and open communication amongst all of the members by holding regular meetings between the various elements of the larger team. By maintaining a regular flow of information, the team members can assure that they have up to date information regarding all of the work items within their purview. 0 RW Architecture + 1 1 f t' City oI Ashland -City Hall Concept Lesion =4.2 - Project Fxperience Jul Films' &Jc7nizution and k" " w'-, The ORW+Hacker team brings a national depth of sustainable and institutional design experience, and a local office with a strong record of community-oriented and experience working with the City of Ashland. ORW Architecture is the largest Architectural firm in southern Oregon. Our team of 16 design professionals is managed by a team of 5 principal architects. Our firm is exceptionally stable with most of our colleagues having tenures of 10 or more years. We have 6 registered architects, and 5 LEED accredited professionals supported by an experienced group of virtual builders and document technologists. Hacker's Portland office of 65 is managed by six Principals, nine Associate Principals, and 1 1 Associates, and our management group has been with the office for an average of 12 years. Our firm has 30 registered architects, 23 non-registered designers, and 23 LEED APs, all supported by a team that specializes in IT, CADD, BIM, graphic design, marketing, and administrative functions. Summary of Reeder int Expellence The ORW+Hacker team has a demonstrated history of creating outstanding civic architecture throughout the Rogue Valley, Oregon, and the Pacific Northwest. We have created a wide range of projects which reflect a unique spirit of place across a range of scales, on varied sites, in a eclectic mix of dynamic communities. OR\V Architecture: • Medford Police Station - Ashland City Hall Feasibility Study -Lithia Headquarters -Jackson County Health and Human Services Headquarters -City of Medford Space Needs Analysis and Master Plan -Ashland School District Space Needs Analysis and Bond Planning - People's Bank of Commerce, New Headquarters • Jackson County Justice Courts, Central Point -City of Medford - Fire Stations 2,3, and 4 • University of Washington, Tacoma - Campus Expansion and Renovation -San Francisco Library District - Additions and Upgrades -Eastside Offices • Pearl West Office Tower - 9North Office Building • Mercy Corps Global Headquarters and Historic Renovation -Nesmith Readiness Center -Juneau Arts and Culture Center -San Gabriel River Discovery Center - Portland State University - Neuberger Hall Renovation -Oregon State University - Hallie Ford Center 0 R W Architecture + H AC [ F R City of Ashland - City Hall Concept Design Project Experience Project Examples ~1: F\ev Team Involvernent Medford Police Station, 2016 - ORW Architecture a 3 Team Members: David Wilkerson, Principal In Charge, Dana Crawford, Project Manager; Jeff Bender, Design Director rr~* Project Description: Medford's new Police Station is a state-of-the-art essential r 1 facility building, with structure and systems designed to be operational after a seismic event. The building offers an Emergency Operations Center, Training Room, Armory and Simulations Room, Community Room, and office space for all staff. The site 7incorporates concrete seat walls that also serve as building barriers The design included equipment planning for all rooms and specialty vehicles Project Reference: Randy Sparacino, Chief of Police e. randy.sparacino@cityofinedford.org v. 541.774.2250 UW Tacoma Expansion, 2013 - Hacker j" Team Members: n/a li Project Description: When the 2008 recession hit shortly after this project was awarded to Hacker, the project budget took a massive blow, requiring x UWT to re-evaluate priorities and identify a new strategy to leverage what l resources remained. Under Hacker's guidance, UWT opted for a renovation l and addition to their Science Building, and a historic renovation to the Joy Building (which achieved LEED Platinum and has been recognized with several awards for excellent design, construction, and team achievement). Project Reference: Ben Mauk, Senior Real Estate Manager e. bmauk@uw.edu v. 253.692.4331 San Francisco Public Library Improvements, 2013 - Hacker Team Members: David Keltner it N` Project Description: allowing the passage of a 2000 bond, the San Francisco Public Library system brought Hacker on to provide full design r services for multiple branch improvements - including an assessment of different SFPL branches to help assess where bond money could have the ' biggest impact. Our team identified two branches for renovation, the Parkside } a iRlx Branch and the historic WPA-era West Portal Branch, both of which required . ADA and seismic safety improvements. An additional branch, Bayview, was 1 also identified for replacement, which Hacker also designed and completed in 2013 after a thorough and intensive community engagement process. Project Reference: Luis Herrera, Bayview City Librarian e.luis.herrera@sfpl.org v. 415.557.4236 0 R W Architecture + 1-1 AC K F R City of Ashland - City Hall Concept Design 4 . 3 - Protect Team Experience Proposed Organizational Structure Dana Crawford, AIA LEED AP of ORW Architecture will act as the Principal in Charge and Project Manager. She will be the primary point of contact with the City's project manager and will be responsible for day-to-day management of the the entire project Dana will provide overall project and team leadership and oversight. She will be responsible for managing the design contract, leading programming efforts, and ensuring that the City receives exceptional service and delivery from the ORW + Hacker project team. In addition to project management, Dana will also be the primary facilitator and manager of the public involvement and design outreach efforts. Dana acted in this role on the previous project for the City Hall Replacement Feasibility project. Dana is ORW's primary facilitator for public outreach and has recently acted in this role for our work on the Ashland School District Facilities and Needs Assessment and many others. Dana will dedicate 30% of her time to the City Hall Replacement during its active phases. David Keltner, AIA LEED AP of Hacker will act as the Design Principal. David will serve as lead designer and will guide the design team toward inspired solutions that meet the City's vision and requirements. Working with Dana and Jeff he will work with the vetted program brief and an ear to the public involvement process to provide insight into the possibilities available to the City. David will dedicate 25% of his time to the City Hall Replacement during its active phases. Jeff Bender, AIA LEED AP of Hacker will act as the Project Designer/Project Architect. Jeff will implement all design direction from David. He will lead the design team through the creation of design schemes, drawings, models, images, and presentations. Jeff will dedicate 35% of his time to the City Hall Replacement during its active phases. 0 R W Architecture + 1 -i.; City of Ashland - City Hall Concept Design 4 . 4 - Proposer's Demonstrated Ability Public architecture carries a strong responsibility that is not for the faint of heart. It must serve the agency and meet project objectives, be defensible and of the highest quality, and be delivered on time and on budget. The ORW + Hacker team brings a long history of successful projects that meet cost, quality, and timeline expectations. Repeat projects for government agencies is one indicator of our strong professional record, including multiple projects for the City of Medford, the City of Ashland, the City of Grants Pass, Jackson County, Josephine County, Siskiyou County, and others. We work within the contractual requirements of each agency, meet deadlines, and deliver high quality work. Our professional record extends to private organizations, where past performance has resulted in repeat projects for clients such as Lithia Motors, Ashland YMCA, and the Oregon Shakespeare Festival. Government agencies and their consulting partners are responsible for producing high quality studies that ultimately shape our communities. As our references can attest, we are a highly qualified team dedicated to producing strong work. For the Ashland City Hall Replacement , we will share draft deliverables with the City's Project Manager in advance of deadlines es, .Jill - !!Il1 )n-'tiud,tet Del '-~fLI"t "iOjeCtj The construction industry in general has been subject to increased price and schedule volatility in the recovery period from the Great Recession. Most construction projects, public and private, have had to deal with reckoning the "new normal" given structural changes in the market. The sharp downturn in construction activity caused many general contractors to cease operations, but the effects on the subcontractor pool seem to have been even more acute and are affecting construction schedules and costs to the present day. With the disappearance of a great many of the subcontractors across all trades have meant that prices have risen precipitously and availability to the market has been vastly reduced. Budgets and schedules continue to suffer. Each of the listed projects has suffered these effects in some subtle and not so subtle ways. Nl'ledrord Police Station The Medford Police Station was one of the first large projects let in the Rogue Valley after the recovery was fully under way. The Rogue Valley is always somewhat anomalous to the rest of the region, being a micro-market between major population centers. The project was procured using the CM/GC method. The CM's initial efforts at establishing a Guaranteed Maximum Price were well above the client's budget. Given the new market forces, the client was forced to raise their budget. As such ORW Architecture worked with the CMGC to perform some fairly significant Value Engineering efforts to bring the building to the revised budget. Changes were made to some exterior and interior finish systems to provide more economical choices, though the client acknowledged reduced 0 R W Architecture + ' ~ " F R City of Ashland - City Hall Concept Desiqn '1.4 - Proposer's Demonstrated Ability lifecycles for the installed systems. ORW and the CMGC were able to weather a number of scheduling difficulties and eventually delivered the building, on time, in the allotted 13 month construction period. UW Tacomu While the original schedule was ultimately set back, Hacker completed this project on time with regards to the revised scope of the project when it was finally rebooted. Upon completion, this project had $464K in change- orders; with multiple-building renovations including one in a very old, historic building, the team did encounter unforeseen conditions in the buildings, requiring them to be adaptive, creative, and make expedient decisions as a group. San Francisco Public Library Completed one by one over the course of several years, the multiple-branch improvements at SFPL each had change orders (detailed below), though they largely came in on their expected schedules: • The Bayview Branch was completed on time, with $145K non-owner change orders. • The West Portal Branch renovation was completed 90 days after the projected date, with $400K change orders. • The Parkside Branch was completed on time, with $300K non-owner change orders. 4.~D - Termination fog Default Niether ORW Architecture or Hacker has had a contract terminated for default in the last five years. 0 RW I Architecture City of Asklar d - City Hall Concept Design Appendix A Resumes 0 R W Architecture + H AC K E- K City of Ashland - City Hall Concept Design Appendix A - Resumes } ?ana Ing Crawford, AIA, LEED AP BD+C 'rincipal Architect - ORW Architecture ` j 'rolect Manager and Public Outreach i. Dana believes people are at the root of great architecture. Since a design solution should reflect its use and its users, she partners with clients in the early design phase by spending time in their world and seeing the project from their perspective. Working with the greater team, she fosters an environment where all participants - clients, designers, and contractors - generate ideas together. She believes genuine collaboration offers the most creative solutions, and the best opportunity to achieve the client's goals. Raised in Ashland and graduated with a Bachelor of Architecture from the University of Oregon in 1992, she brings an understanding of the local community and over 20 years of experience in a variety of project types including civic architecture, education, and community centers. Through her work in public architecture came an appreciation for public involvement, which creates buildings that resonate with and are supported by their communities. Dana's previous experience managing higher education, master planning, and facility assessment projects provides an understanding of how to effectively lead facility planning public involvement efforts; creating architecture that realizes and reinforces the organization's mission. In addition to her professional skills, Dana engages the community on a personal level as well. She is registered in Oregon (#5258), a LEED accredited professional, active in Ashland's schools, and President of the Southern Oregon AIA chapter. Representative Projects: Ashland School District, Facility Needs Assessment and Pre-Bond Study City of Ashland, City Hall Replacement Study Medford Police Station Oregon Shakespeare Festival Facility Needs Assessment Southern Oregon Friends of Hospice Eugene Police and City Hall Master Plan (While at HACKER) 0 R W Architecture i City or Ashland City Hall Concept Design Appendix A - Resumes !)avid Keltner, AIA, LEED AP BD+C z )esign Principal - Hacker 'roject Design Lead David is a Lead Designer at Hacker with 25+ years in the field. He is one of the most talented and innovative architects in the region, passionate about finding new and unique ways to express architectural meaning through design. He joined Hacker in 1999 and has collaborated on many of the firm's most notable civic and municipal buildings. David has diverse project experience for public clients, including libraries, museums, arts buildings, theaters, and office buildings, and his expertise includes renovations, additions, and the design of new buildings that express a deep sensitivity to context and community. As Design Principal, he will ensure that our team's proposed designs meets the needs of the Ashland community and supports the City's vision. David is a graduate of the University of Minnesota and holds a Bachelor of Architecture degree. Representative Projects: Ledding Library Renovation & Addition, Milwaukie, Oregon Bayview Library, San Francisco Public Library, San Francisco, California Gladstone Library, Gladstone, Oregon West Portal Branch Library Historic Renovation, San Francisco, California Eastside Office, Portland, Oregon 9North, Portland, Oregon Pearl West Office Tower, Portland, OR Mercy Corps Global Headquarters Historic Renovation, Portland, Oregon Juneau Arts and Culture Center / Willoughby Arts Complex, Juneau, Alaska Col. Nesmith Readiness Center, OR Military Department, Dallas, Oregon San Gabriel River Discovery Center, South El Monte, California Neuberger Hall Renovation, Portland State University, Portland, Oregon Cruess Hall Renovation, University of California, Davis, California Austin Hall College of Business, Oregon State University, Corvallis, Oregon Hallie Ford Center, Oregon State University, Corvallis, Oregon O R W Architecture - C1'1~, cr l;sl~lc~nci - City Ha!I Concept Desic;n Appendix A - Resumes A ''sr Jeffrey J. Bender, AIA, LEED AP Principal Architect - ORW Architecture Project Designer and Project Architect Jeff is a creative architect and designer with more than twenty tive years of professional experience. Jeff is ORW Architecture's "idea guy". He sees each project as an opportunity to explore new ideas about design and construction and the power of architecture to transform human experience. He draws his inspiration from the power of the natural world, the intertwining of people and place, and the possibilities of modern building technique. Jeff brings a great variety of project experience to the table, with past projects ranging from large airport, museum and education work, to smaller commercial and residential projects. Jeff believes strongly in the need for sensitive and sustainable architecture, and the need to strike a balance between the built and natural environments; creating sensitive and sustainable architecture - healthy, inspiring environm,:~;':; 1'-3` ;c~ ur wisely and have minimal impact. He received his Bachelor of Architecture in 1993 from the University of Hawaii at Manoa and has been with the firm since 2001. Jeff is a LEED Accredited Professional, and is licensed in the following states: Oregon (#4508) and Hawaii (#13343). In addition he is NCARB certified (#52128). I -e-[3 " =nioii ve Pro Iecis: City of Ashland, City Hall Replacement Study Medford Police Station New Headquarters for Lithia Motors at The Commons Jackson County Health and Human Services Headquarters People's Bank of Commerce, New Headquarters and Biddle Road Branch Grants Pass Public Safety Department - Parkway Station Grants Pass Public Safety Department - Redwood Station Southern Oregon University - Elderhostel/Cox Hall Addition Southern Oregon University - Performing Arts Center/Theatre Arts Addition Ashland YMCA - Facility Master Plan and New Gymnastics Center 0 R W Architecture t ~..ti City of Ashlcwd - City Hall Concept Design Appendix B Pro/"ect Information ro m 4. 3 (a) 0 R W Architecture + H AC K E k City of Ashland - City Hall Concept Design f IN } taw 1es,;„~ • ,ice •1, ~ 0 ti 01, ~ b \ i V 1. J5 1 10,000si Cost: $24 million ($350/sfl Completion Date: October 2016 Design Team: J. David Wilkerson, AIA, Principal Dana Crawford, AIA, Project Manager Jeffrey Bender, AIA, Design Director KPFF - Structural ArcSine - MPE Dew Engineering - Civil KenCairn Landscape Architecture 0 R W Architecture T H AC K E R City of Ashland - City Hall Concept Design Appendix B - Project Information t" r 4 s AL AML 000 jkft woo" ,ON -10 VII 1 LIN n . lhi& f~.1edford Police. Station ~dford, Oregon Medford's new Police Station is a state-of-the-art essential facility building, with structure and systems designed to be operational after a seismic event. The building offers an Emergency Operations Center, Training Room, Armory and Simulations Room, Community Room, and office space for all staff. The site incorporates concrete seat walls that also serve as building barriers The design included equipment planning for all rooms and specialty vehicles. 0 R W Architecture + H AC: K E F City of Ashland - City Hall Concept Design "t v ~ ~w :t. r i V IM rY...'.. ww t M I' Hacker Completed 2013 48,000 sf renovation, 55,000 sf new 2013 AIA Washington Civic Design Merit Award (Joy Building) 2012 First Place, AIA Portland COTE 2030 Challenge Award (Joy Building) 2012 University of Washington Capital Projects Office Team Achievement Award (Joy Building) 2011 New Tacoma Award: Ghilarducci Award (Joy Building) LEED Platinum - Russell T. Joy Building Renovation 0 R W Architecture + HACKER City of Ashland - City Hall Concept Design A1)pendix B - Projr ct Inforn-iatiorr N - , ; fill" r i •-l. J i I C f J I I Y U I 4 L'-, 1 1 ~CI t C) n Tacoma Washingto The assignment: Expand the campus to address increased enrollment / Evaluate existing buildings for alignment with program needs / Provide continuity with urban fabric and historic character of the campus / Design for smart sustainability / Create formal and informal learning environments / Help the campus engage with its urban environment / Spend wisely 0 RW Architecture ~IciI! cn -cpl, D eign r I ~a Hacker New Bayview Library (Pictured) West Portal Library Historic Renovation Completed 2013 Completed 2007 9,000 sf 6,500 sf historic renovation / 2,000 sf addition LEED Gold Parkside Library Renovation / Addition Completed 2011 6,000 sf renovation / 1 ,000 sf addition 0 R W j Architecture a,hpenclix B - f inject Information s _ r mss , T~`lW San Francisco Library - iti1uh! San Francisco, Californici The Assignment: Assess options for renovations, additions, and new buildings at different sites in the SFPL system and advise on the best value approach to allocating funds / Update building systems for compliance with ADA and seismic codes / Preserve and restore historic character and architectural beauty / Design with sensitivity to the neighborhood / Incorporate 21 st century library technology into all spaces / Conduct extensive community outreach and provide graphics and support for fundraising 0 R W Architecture + ' City J Ashland - City Hall Concept Design Appendix C Proposer's Appendix Additional Material 0 R W Architecture + H AC K E R City of Ashland - City Hall Concept Design Appendix C - Proposer Information i ( ,lh~ U k p, 1 • 14 r, ,l 1 • ~~a? - - 1 i ` s 1 1 • I 0 R W Architecture + ri AC KE R I I Y C, ~S~~iunc~ - Fiu~1 tc Lepi resign Appendix C - Proposer Information i 'II • 1. _ • • - •P a 1 is ,r 4 • • . • - -FU • • • (v ;j 1 • • • • ~r 15 • • • • • • • 1 1 , ~I • 1 Ft'•'; 4, i'1 i- _ • :f g; s 0 R W j Architecture . Cl 1 -of r Fit D e n Appendix C Proposer Information MOIL. .r " _ 14 -1- i~ all f i•it~~r~u~ v is ow now. r - _ E ,~;fli - r T3 41 `v t% rats `37~,.:`~. '•:{~.r~'*, _ ~ t-~. 0 R W I Architecture Ip p f' i 1 Cl X L - I 10 0 1" 111 a t 1 0 1 1 i 8 4 .t~.y 1 • 3 ~ 'r I ~ • i1 • a r ry ~ I ~ 1 - 3 FL- 0 R W Architecture 4- HACKE1Z City of ~!~~Ic=nd City. Flcil! Concept Design Cruess Hall Renovation ',University of California F4;.1" ] D HACKER n S Davis, California Completed 2014 100,000 sf • D LEED Gold Equivalent The assignment: Transform underutilized spaces into future-forward, inspiring environments pport interdisciplinary learning and cross-department collaboration / Create`'r eW a.ker Races facultY labs, collaborationspaces, and lectqhalls outfitted to srv movies reening needs/ Engage the courtYand and improve building ces a p e P Z3 I%art o` cam us / Priorit' simplicity: 11 rability and; sustainability Use resources 0- I -7n Ilk ~_v.IS y f a v,, x ty kit'! /off 0 r~ppel1dIX C - Proposer- Inf0rIII CI tion . a y H Q H - I • ti/ I® ~ -f-- QF THE _-"Ir ~(N ievD I . ZZ~ 4 _ t s 40 ' - i tl I ' 4i ' 1 ¢~i! i Size: 32,400 sf Budget: $750,000 J I i u 1 i L, Design Date: 2007 Completion Date: April 2009 Design Team: David Wilkerson, AA, principal The Ashland High School project updated and replaced major building Jeff Bender, AIA, project designer Josh Sizemore, job captain systems, seismically retrofitted the existing gymnasium, and provided a new Contractor: auxiliary gym with fitness center, dance/aerobics studio, classrooms, music Adroit Construction Reference: classroom and rehearsal spaces. A new public entry was added along Julie Dichiro South Mountain Street orienting the complex to the street and surrounding Ashland School District Superintendent (retired) neighborhood. 541.840.41 18 0 R W Architecture + 1-i AC 1`6 fv_ 1>i City of Ashland - City Hall Concept Design Appendix A - Project Experience 10 0 3 All tom- y. R.. .;r z I M1A/ 1 fi . : Y v * S ~t J 1 f"'_X ~ X ,AAA t. Size: i 5,000 st _ Construction Cost: $1,500,000 J U U i' L i a e Ste Completion Date: December 2002 A s h I a n d , O r e g o n Design Team: Ken Ogden, AIA, principal Jeff Bender, AIA, project architect Working in close collaboration with user groups, SOU administrators, and General Contractor: program directors, ORW designed this four-story addition to the Siskiyou Center Batzer Construction Reference: to accommodate the housing, dining and programmatic needs of the many Jeanne Stallman senior adult learners who attend Elderhostel activities in Ashland. ORW stayed 541.552.6699 within the project's strict budget resulting in no changes for additional services. The addition includes 30 new deluxe residential suites with private baths and kitchenettes. New hall lounge areas tie together all the rooms, fostering impromptu gatherings and after-class socializing. 0 R W I Architecture " t . ` ' C t ; : > f ,,~h l n n d- C'lv ' c l l Mkt pe;, i;< fA "toject Experience 17, y r 00 O • onstrucctitionn osf 36, C Southern Ore on University - Churchill Cost: withheld Constr Completion Date: Fall 2012 H a l l R e n o v a t i o n Design Team: David Wilkerson, AIA, principal A s h I a n d, O r e g o n Ken Ogden, AIA, programmer Churchill Hall houses the offices of the President and senior University staff, and Jim Roemer, AIA, project architect classroom space for the OHSU Nursing program. The original 1926 building is a General Contractor: Ausland Group showpiece of Italianate Revival design, with many architectural features still intact. The seismic upgrade included new structural elements to strengthen the building's original concrete walls and steel frame, as well as a new mechanical platform that provides additional rigidity. All of the original windows and obsolete heating systems were replaced. The design team maximized the re-use of original partitions, in order to accommodate new interior finishes within a very limited budget. ~T hl , _ifi} HcM Cc.. ~icrl 0 R W Architecture _ i • This document is printed on carbon neutral 100% post consumer recycled paper and bound in a re-usable 100% Recycled Fiber binder also made from 100% post consumer recycled materials. Please re-use and recycle as you are able. lppendjx C - Proposer Information is' 4 I~;4 milli MONO 41 q -1 ,1 I K r S t R*. Iii l >•.r i... -m-17 ~E_F' ' 0 it r ~ AF r ~r f r I~ ; ter. - r ~ Size: 74,000 sf U U l l U U I I G I J Construction Cost: Withheld Completion Date: August 2012 Medford, O r e g o n Design Team: David Wilkerson, AIA, principal Ken Ogden, AIA, programming The new Lithia headquarters is a mixed-use office and retail building in and planning lead downtown Medford. The project will comprise approximately 74,000 sf with Jim Roemer, AIA, project architect Jeff Bender, AIA, project designer lobby, utility, and almost 12,000 sf of retail space at the ground floor and an Reference: additional three stories of corporate offices above. The project is the anchor Mark DeBoer, Vice President Lithia Motors of The Commons - a six-block downtown development district developed in 541.774.6972 partnership between Lithia Motors and the Medford Urban Renewal Agency. The headquarters site borders the two proposed park blocks that are at the heart of the Commons. 0 R W Architecture - ` Ciiv c T' A-Moroi{ - C~ty Holt Concept Desicn Appendix C - Propose- Information . Z _73 R t ~ e~ t i1~1 b+ Oak , _nwe a4=. ~ Ao Size: 36,678 sf Construction Cost: $3,221,689 Cost PerSF: $87.84 Ashland, Oregon Completion Date: Summer 2002 Design Team: Ken Ogden, AIA, principal The addition of a Natatorium and Weight Room made the Ashland Family Jim Roemer, AIA, project manager YMCA one of the leading fitness facilities in the state. The 45' x 75' pool ranges Contractor: Adroit Construction from 3' to 9' in depth, and includes a 20' x 20' shallow area for both children's Reference: swim lessons and senior exercise programs. The design integrates a separate Lisa Molnar YMCA Executive Director therapy pool enclosure. A second level expansion of the existing workout facility 541.482.9622 added 3,000 square feet of space overlooking the pool. The final phase - an 18,000 square-foot addition - consisted of a state-of-the-art fitness center, a 7,000 square-foot multi-purpose aerobics area, a new entry lobby, expanded administration services, and an elevator. O R W Architecture + HACKER City of Ashland - City Hall Concept Design ;Ar Ashland City Hall Phase I: Concept Design Fee Matrix May 2018 Prime Prime Prime Struct Civil Mech Elect Cost Architect Architect Architect Engineer Engineer Engineer Engineer Modeling c .o o o v v m c - v a a s $ S + N Y C 'D m c~ c 3 c = v o m a y a a Y o o 'om O - m H m v .wx co m e v c Y y c~ w c a c o v c o v 3 m c ~ u w c v a -jE n c m c c Z zo u an o 3 3 c 3 a 3 w u N Sub-Total v v u IT O D O O d 0 in D v d c- w ¢ u° Task Cost w w w $165 $165 $115 $125 $120 $190 $94 $168 Task # Task Name Approach Evaluate Prior Review select documents and 1 Work conclusion statements from Ad Hoc 2 4 1 1 1 1 Committee. Task Fee $1,519 $330 $660 $0 $125 $120 $190 $94 $0 $1,519 $0 $0 $0 $0 Minor update of space needs program from 2016 Feasibility study to include Municipal Courts (1 meeting) and Update Space combined meeting with Police and Fire 2 Needs Chiefs (1 meeting) regarding access 16 4 needed around proposed EOC. No update of departments in 2016 Feasibility Study. Task Fee $3,1001 1 $0 $2,640 $460 $0 $0 $0 $0 $0 $3,100 $0 $0 $50 $50 No workshop or exploration of green building measures in this phase. 3 Green Building Include Allowance for LEED Platinum in Standards cost model. Task Fee $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 So- Develop $0 one Site Plan for each of three sites with sufficient detail to produce 4 Site Planning renderings and cost estimates. Include 48 20 24 6 16 zoning, parking, circulation flow, utilities, softscape, and hardscape. Task Fee $16,650 $7,920 $3,300 $2,760 $750 $1,920 $0 $0 $0 $16,650 $0 $0 $0 $0 Develop one Concept Design for each j of three sites with sufficient detail to produce renderings and cost estimates 5 Concept Design for New building at City Hall site, 80 20 60 16 16 30 30 Renovated building at Briscoe, new building at Civic Center including courts and Council. Task Fee $35,840 $13,200 $3,300 $6,900 $2,000 $1,920 $5,700 $2,820 $D $35,840 $0 $100 $50 $150 Reduced No work during this phase. City may Upgrades For decide to use previous work produced 6 Existing City by Miller Engineering and escalate Hall costs. Task Fee $0 $0 $0 $0 $0 $0 $0 $0 $D $0 $0 $0 $0 $0 Structural Assess structure of Briscoe School (for 7 renovation option) to meet OSSC 6 20 12 Upgrade requirements. Task Fee $5,506 $0 $990 $0 $2,500 $0 $0 $0 $2,016 $5,506 $0 $0 To- Community $D No Community Involvement for this 8 Involvement Phase. Task Fee $0 50 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Three progress meetings with City and 9 City one Council meeting to share final 6 15 10 Collaboration presentation. Task Fee $4,615 $990 $2,475 $1,150 $0 $0 $0 $0 $0 $4,615 $0 $0 $100 $100 Provide one fully rendered 10 Renderings exterior view of each option. 20 6 60 Task Fee 511,190 $3,300 $990 $6,900 $0 $0 $0 $0 $0 $11,190 $0 $200 $0 5200 Develop considerations for 11 Phasing and construction phasing, temporary 20 6 Schedule relocation, and estimated construction schedule. Task Fee $3,990 $0 $3,300 $690 50 $0 $0 $o $0 $3,990 $0 $0 $0 $0 12 Cost Modeling Provide three cost models: one for 3 20 30 each of three concept options. Task Fee $8,835 $495 $3,300 $0 $0 $0 $o $D $5,040 $8,835 $0 $0 $0 $0 Develop evaluation process with criteria, pros and cons, and potential 13 Selection risks. Assist City in identifying a 8 16 12 Process preferred alternative. Task Fee $5,340 $1,320 $2,640 $1,380 50 $0 $0 $0 $0 $5,340 $0 $0 50 $0 Report: Summarize phase I work above. 14 ReportWriting Time:2weeks Task Fee $0 $0 $0 $0 $0 $0 $0 $0 $0 50 $0 $0 $0 50 15 Report Compile all materials, graphic layout Compilation Time:2weeks Task Fee $0 $0 $0 $o $0 $D $0 $0 $0 $0 $0 $0 $0 $D Sub-Total Consultant 167 143 176 43 33 31 31 42 Hours Fee Subtotal $96,585 $27,555 $23,595 $20,240 $5,375 $3,960 $5,890 $2,914 $7,056 $96,585 $0 $300 $200 $500 Expenses $500 TOTAL TOTAL Project Total $97,085 EXHIBIT B CITY • ASHLAND, • • City of Ashland LIVING • • • • WAGE per hour, effective June 30, 2017. The Living Wage is adjusted 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: For temporary and employer and the City of $20,688.86. part-time employees, the Ashland if the contract Living Wage does not apply exceeds $20,688.86 or more. ➢ If their employer is the City of to the first 1040 hours worked Ashland, including the Parks in any calendar year. For ➢ For all hours worked in a and Recreation Department. more details, please see month if the employee spends Ashland Municipal Code 50% or more of the ➢ In calculating the living wage, Section 3.12.020. employee's time in that month employers may add the value 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 ASHLAND Page 1 of i EXHIBIT B EXHIBIT C CERTIFICATIONS/REPRESENTATIONS: Consultant, by and through its authorized representative, under penalty of pei jury, 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) Consultant 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. Consultant further represents and warrants to City that: (a) it has the power and authority to enter into and perform the Work, (b) the Agreement, when executed and delivered, shall be a valid and binding obligation of Consultant enforceable in accordance with its terms, (c) the work under the Agreement shall be performed in accordance with the highest professional standards, and (d) Consultant is qualified, professionally competent, and duly licensed (if applicable) to perform the Work. Consultant also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent contractor as defined in the Agreement, it is authorized to do business in the State of Oregon, and Consultant has checked four or more of the following criteria that apply to its business. (1) Consultant carries out the work or services at a location separate from a private residence or is in a specific portion of a private residence, set aside as the location of the business: (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) Consultant assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission (professional liability) insurance or liability insurance relating to the Work or services to be vided. 115 .I Consultant Date Page I of 1 EXHIBIT C A CERTIFICATE OF LIABILITY INSURANCE DATE(MMDDnYYY' 8/6/2018 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(tes) must have ADDITIONAL INSURED provisions or 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 NCONTACT AME- Kendall Pod Protectors Insurance, LLC P I'VC No HONE .541-942-2963 ac No). 541-772-1906 P.O. Box 4669 -MAIL Medford OR 97504 EAoDRESS• Kendall rotectorsins.com INSURERS AFFORDING COVERAGE NAIO# INSURERA: Ohio Security Insurance 24062 INSURED OGDEN-1 INSURERB: Ohio Casualty Insurance 24674 Ogden Roemer Wilkerson Architecture Inc INSURER C: SAIF Corporation 524113 2950 E Barnett Rd INSURER D: Landmark American Insurance Co Medford OR 97504 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 1944280232 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 CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE INSD ADOLSUBR POLICY NUMBER MMI~DIIYEYYY MM/~D~ LIMITS A X COMMERCIAL GENERAL LIABILITY BZS54943488 11232017 11232018 EACH OCCURRENCE $2,000,000 CLAIMS-MAOE ~ OCCUR PREMISES Ea occurrence $2,000,000 MED EXP (Any one arson) $15,000 PERSONAL SADV INJURY $2,000,000 GEN'LAGGREGATE LIMITAPPLIES PER: GENERALAGGREGATE $4,000,0D POLICY [7] jE7 FILOC PRODUCTS-COMP/OP AGG $ 4,000,000 1~ OTHER: $ A AUTOMOBILE LIABILITY BAS54943488 112312017 11232018 COMBINED SINGLE LIMIT $1,000,000 Ea ecad.at ANYAUTO BODILY INJURY (Per Person) $ OWNED X SCHEDULED BODILY INJURY (Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ IX AUTOS ONLY X AUTOS ONLY Per accident B X UMBRELLAUAB X OCCUR USO54943488 112312017 11232018 EACH OCCURRENCE $1,00,000 EXCESS LIAR CLAIM.-MADE AGGREGATE $ DED RETENTIONS $ C WORKERS COMPENSATION 926504 61112018 6112019 X STATUTE ERH AND EMPLOYERS' LIABILITY ANYPROPRIETOWPARTNERIEXECUTIVE Y7 N/A E.L. EACH ACCIDENT $1,000,000 OFFICEWMEMBEREXCLUDED? (Mandatory in NH) E.L. DISEASE-EA EMPLOYEE $1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE-POLICY LIMIT $1,OOD,Oo 834689 52018 52019 Per Ocmrtence 4,000,000 D Professional Liability H Aggregate 4,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space is required) Project: Ashland City Hall - Concept Design Contract 1809 The City of Ashland, Oregon, and its elected officials, officers and employees are additional insured for general liability policy per endorsement BP7995(0916). CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Ashland 20 E Main Street AUTHORIZED REPRESENTATIVE Ashland OR 97520 ©1986-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD BUSINESSOWNERS BP 79 96 09 16 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BUSINESSOWNERS LIABILITY EXTENSION ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGEFORM Below is a summarization of the coverages provided by this endorsement No coverages are given by this summary. Actual coverage descriptions are within this endorsement SECTION SUBJECT A. Supplementary Payments Bail Bonds Loss Of Earnings B. Broadened Coverage For Damage To Premises Rented To You C. Incidental Medical Malpractice Injury D. Mobile Equipment E. Blanket Additional Insured (Owners, Contractors Or Lessors) F. Newly Formed Or Acquired Organizations G. Aggregate Limits H. Duties In The Event Of Occurrence, Offense, Claim Or Suit 1. Liability And Medical Expenses Definitions Bodily Injury Insured Contract Personal And Advertising Injury Section II - Liability is amended as follows: A. Supplementary Payments Section A.1. Business Liability is modified as follows: 1. The $250 limit shown in Paragraph A.Q.L(1)(b) Coverage Extension - Supplementary Payments for the cost of bail bonds is replaced by a $3,000 limit. 2. The $250 limit shown in Paragraph A.11(1)(d) Coverage Extension - Supplementary Payments for reasonable expenses and loss of eamings is replaced by a $500 limit. B. Broadened Coverage For Damage To Premises Rented To You 1. The last paragraph of Section B.I. Exclusions - Applicable To Business Liability Coverage is replaced by the following: With respect to the premises which are rented to you or temporarily occupied by you with the permis- sion of the owner, Exclusions c., d., e., g., h., k., I., m., n. and o. do not apply to "property damage". © 2016 Liberty Mutual Insurance BP 79 96 09 16 Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 1 of 4 • 2. Paragraph D.2. Liability And Medical Expenses Limits Of Insurance is replaced by the following: The most we will pay under this endorsement for the sum of all damages because of all "property damage" to premises while rented to you or temporarily occupied by you with the permission of the owner is the Limit of Insurance shown in the Declarations. 3. Paragraph D.3. Liability And Medical Expenses Limits Of Insurance does not apply. C. Incidental Medical Malpractice Injury 1. Paragraph (4) under Paragraph B.1.1. Exclusions - Applicable To Business Liability Coverage - Profes- e slonal services does not apply to "Incidental Medical Malpractice Injury" coverage. 2. With respect to this endorsement, the following is added to Section F. Liability And Medical Expenses ° Definltlons: 0 a. "Incidental Medical Malpractice Injury" means bodily injury arising out of the rendering of or 9 failure to render, during the policy period, the following services: (1) Medical, surgical, dental, x-ray or nursing service or treatment or the furnishing of food or beverages in connection therewith; or 0 (2) The furnishing or dispensing of drugs or medical, dental or surgical supplies or appliances. A b. This coverage does not apply to: a (1) Expenses incurred by the insured for first-aid to others at the time of an accident and the c_ Duties in the Event of Occurrence, Offense, Claim or Suit Condition is amended accordingly. (2) Any insured engaged in the business or occupation of providing any of the services, described under a. above. (3) Injury caused by any indemnitee if such indemnitee is engaged in the business or occupation of providing any of the services described under a. above. D. Mobile Equipment Section C. Who Is An Insured is amended to include any person driving "mobile equipment" with your permission. E. Blanket Additional Insured (Owners, Contractors Or Lessors) 1. Section C. Who Is An Insured is amended to include as an insured any person or organization whom you are required to name as an additional insured on this policy under a written contract or written agreement. The written contract or agreement must be: a. Currently in effect or becoming effective during the term of this policy; and b. Executed prior to the "bodily injury', "property damage", or "personal and advertising injury". 2. The insurance afforded to the additional insured is limited as follows: ° a. The person or organization is only an additional insured with respect to liability arising out of (1) Real property; as described in a written contract or written agreement, you own, rent, lease, maintain or occupy; and ,(2) Caused in whole or in part by your ongoing operations performed for that insured. b. The Limit of Insurance applicable to the additional insured are those specified in the written contrail or written agreement or the limits available under this policy, as stated in the Declara- tions, whichever are less. These limits are inclusive of and not in addition to the Limit of Insurance available under this policy. c. The insurance afforded to the additional insured does not apply to: (1) Liability arising out of the sole negligence of the additional insured; (2) "Bodily injury", "property damage", "personal and advertising injury", or defense coverage under the Supplementary Payments section of the policy arising out of an architect's, en- gineer's or surveyor's rendering of or failure to render any professional services including: © .2016 Liberty Mutual Insurance BP 79 96 09 16 Indudes copyrighted material of Insurance Services Office, Inc.,with its. permission. Page 2 of 4 (a) The preparing or approving of maps, shop drawings, opinions, reports, surveys, field orders, change orders, or drawings and specifications; and (b) Supervisory, inspection, architectural or engineering activities. (3) Any "occurrence" that takes place after you cease to be a tenant in the premises described in the Declarations; or (4) Structural alterations, new construction or demolition operations performed by or for the person or organization designated in the Declarations. 3. Any coverage provided hereunder shall be excess over any other valid and collectible insurance avail- able to the additional insured whether primary, excess, contingent or on any other basis unless a contract specifically requires that this insurance be primary or you request that it apply on a primary basis. F. Newly Formed Or Acquired Organizations The following is added to Section C. Who Is An Insured: Any business entity acquired by you or incorporated or organized by you under the laws of any individual state of the United 'States of America over which you maintain majority ownership interest exceeding fifty percent. Such acquired or newly formed organization will qualify as a Named Insured if there is no similar insurance available to that entity. However: 1. Coverage under this provision is afforded only until the 180th day after the entity was acquired or incorporated or organized by you or the end of the policy period, whichever is earlier, 2. Section A.1. Buslness.Llablllty does not apply to: a. "Bodily injury" or "property damage" that occurred before the entity was acquired or incorporated or organized by you; and b. "Personal and advertising injury' arising out of an offense committed before the entity was ac- quired or incorporated or organized by you. 3. Records and descriptions of operations must be maintained by the first Named Insured. No person or organization is an insured with respect to the conduct of any current or past partnership, joint venture or limited liability company that is not shown as a Named Insured in the Declarations. G. Aggregate Limits The following is added to Paragraph D.4. Aggregate Limits Liability and Medical Expenses Limits Of Insurance: 1. The Aggregate Limits apply separately to each of the "locations" owned by or rented to you or temporarily occupied by you with the permission of the owner. 2. The Aggregate Limits also apply separately to each of your projects away from premises owned by or s rented to you. For the purpose of this endorsement only, "location" means premises involving the same or connect- ing lots, or premises whose connection is interrupted only by a street, roadway, waterway or right- of-way of a railroad. H. Duties In The Event Of Occurrence, Offense, Claim Or Suit 1. Paragraph E.2.a. Duties In The Event Of Occurrence, Offense, Claim Or Suit Liability And Medical Expenses General Condition applies only when the "occurrence" is known to any insured listed in Paragraph C.1_. Who Is An Insured or any "employee" authorized by you to give or receive notice of an "occurrence" or claim. 2. Paragraph E.2.b. Duties In The Event Of Occurrence, Offense, Claim Or Suit Liability And 'Medical Expenses General Condition will not be considered breached unless the breach occurs after such claim or "suit" is known to any insured listed under Paragraph C.I. Who Is An Insured or any "employee" authorized by you to give or receive notice of an "occurrence" or claim. © 2016 Liberty Mutual Insurance BP 79 96 09 16 Includes copyrighted material of Insurance Services office, Inc.,with its permission. Page 3 of 4 I. Section F. Liability And Medical Expenses Definitions is modified as follows: 1. Paragraph F.3. is replaced by the following: 3. "Bodily Injury" means bodily injury, sickness, disease, or incidental medical malpractice injury sustained by a person, and includes mental anguish resulting from any of these; and including death resulting from any of these at any time. 2. Paragraph F.9. is replaced by the following: 9. "Insured contract" means: e a. A contract for a lease of premises. However, that portion of the contract for a lease of prem- ises that indemnifies any person or organization for damage by fire to premises while rented to you or temporarily occupied by you with permission of the owner is not an "insured ° contract"; a b. A sidetrack agreement; R c. Any easement or license agreement, except in connection with construction or demolition o operations on or within 50 feet of a railroad; d. An obligation, as required by ordinance, to indemnify a municipality, except in connection ^ o with work for a municipality; $ e. An elevator maintenance agreement; f. That part of any other contract or agreement pertaining to your business (including an indem- nification of a municipality in connection with work performed for a municipality) under which you assume the tort liability of another party to pay for "bodily injury" or "property damage" to a third person or organization, provided the "bodily injury" or "property damage" is caused, in whole or in part, by you or by those acting on your behalf. However, such part of a a contract or agreement shall only be considered an "insured contract" to the extent your assumption of the tort liability is permitted by law. Tort liability means a liability that would be imposed by law in the absence of any contract or agreement. Paragraph f. does not include that part of any contract or agreement: (1) That indemnifies a railroad for "bodily injury" or "property damage" arising out of con- struction or demolition operations, within 50 feet of any railroad property and affecting any railroad bridge or trestle, tracks, road-beds, tunnel, underpass or crossing; (2) That indemnifies an architect, engineer or surveyor for injury or damage arising out of: (a) Preparing, approving, or failing to prepare or approve, maps, shop drawings, opin- ions, reports, surveys, field orders, change orders or drawings and specifications; or (b) Giving directions or instructions, or failing to give them, if that is the primary cause of the injury or damage; or s (3) Under which the insured, if an architect, engineer or surveyor, assumes liability for an injury or damage arising out of the insured's rendering or failure to render professional services, including those listed in (2) above and supervisory, inspection, architectural or engineering activities. 3. Paragraph F.14.b. Personal And Advertising Injury is replaced by the following: b. Malicious prosecution or abuse of process; © .2016 Liberty Mutual Insurance BP 79 96 09 16 Includes copyrighted material of Insurance Services Office, Inc.,wRh its permission. Page 4 of 4 Council Business Meeting June 5, 0: Award of Contract for the Ashland City Hall Concepts, Design and Title: Construction Services- Phase 1; Project #2018-12 From: Kaylea Kathol Public Works Project Manager kaylea.kathol(cb-ashland.or.us Paula Brown, PE Public Works Director pauIa.brownCc)-ashland.or.us Summary: Before the Council is a contract for professional engineering/architectural services with ORW Architecture (ORW) for $97,085, to provide conceptual alternatives for the City Hall Concepts, Design and Construction Services Phase 1. Actions, Options, or Potential Motions: ■ Move to approve the award of a contract for professional engineering/architectural services with ORW Architecture for $97,085 to complete Phase 1 of the City Hall Concepts, Design and Construction Services. ■ Request staff renegotiate the contract with ORW to include or delete the following items within the contract [state the intended corrections]. ■ Redirect staff efforts and not award the contract. Staff Recommendation: Staff recommends the Council approve the award of a contract for professional engineering/architectural services with ORW Architecture for $97,085, to provide conceptual alternatives for the City Hall Concepts, Design and Construction Services Phase 1. Resource Requirements: The Facilities Division's 2017-19 biennium budget includes $200,000 for facilities studies. To date, $44,215 has been expended for the assessment of Pioneer Hall. Award of this contract for $97,085, will allow $58,700 to remain for additional city facility analysis. Policies, Plans and Goals Supported: Council Goals: 2.2 Engage boards and commissions in supporting the strategic plan 4 Evaluate real property and facility assets to strategically support city mission and goals Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources Page 1 of 2 CITY OF ASHLAND Background and Additional Information: On October 3. 2017, Council heard a presentation from staff and the ad hoc City Hall Advisory Committee on recommendations for the replacement of City Hall. The Ad Hoc Committee did not reach unanimity on a recommendation minutes of the October 3, 2017 meeting). During the Council Study Session on December 4, 2017, staff reviewed the Ad Hoc committee recommendations, distilled the comments made by Councilmembers and offered a phased plan to develop concepts and costing prior to full design. Council directed staff to proceed to develop a Request for Qualifications (RFQ) proposal for this multi-phased project (minutes of the December 4, 2017 meeting). Utilizing this concept, staff were to select a firm with appropriate qualifications (architectural, engineering, site design and planning) to develop a step by step approach to selecting a preferred solution. Staff developed and released the RFQ for solicitation in early late January with proposals due on March 2, 2018. The City received two proposals; ORW Architecture (Medford) and Steele Associates Architects, LLC (Bend). After significant independent staff review and discussions with both firms, staff is recommending the award to ORW. Staff initiated and negotiated a cost proposal for Phase 1 for $97,085. The RFQ outlines four stages of the project; Phase 1: conceptual design renderings and conceptual costs for each of the selected alternatives (City Hall in its current location, Civic Center and Briscoe School locations) to include risks associated with each alternative; pros and cons with each alternative, and a relative time line. As part of this phase, the contractor will propose a process for selecting a preferred alternative. Phase 2: preliminary engineering and refined costs of the selected alternative; detailed staff moves and property options (depending on the site selected) Phase 3: final engineering design and plans for the selected alternative and final cost analysis; easements and permitting Phase 4: construction management services to assist with any site changes and quality control Each phase is separately negotiated for cost, scope and time, and a separate contract is developed. A clause in the RFQ and initial phase indicates the intention to continue with subsequent phases but allows the City to stop at any time and renegotiate each phase independently through a separate RFP process. All contracts and scopes of work would go to council for approval. i The initial conceptual design will include a rendering and cost estimates. The consulting team and staff will develop options for energy efficiencies and a general assessment of "green building" or LEED Platinum level costs. It is estimated that this work could be completed within 6 months. Once this phase is complete, staff will return to the Council with a recommendation and financing options. Attachments: • City of Ashland Contract with ORW; scope of work Page 2 of 2 CITY OF -ASHLAND Council Business Meeting July 3, 0: Award of Contract for the Ashland City Hall Concepts, Design and Title: Construction Services- Phase 1; Project #2018-12 From: Paula Brown, PE Public Works Director Pau Ia.brown(a~ashland.or.us Kaylea Kathol Public Works Project Manager kaylea.kathol(a-)_ashland.or.us Summary: Before the Council is a contract for professional engineering/architectural services with ORW Architecture (ORW) to provide conceptual alternatives for the City Hall Concepts, Design and Construction Services Phase 1. ORW has prepared two different cost estimates; $97,085 for all three locations (City Hall in its current location, Civic Center and Briscoe School locations) or $72,925 (25% reduction) for City Hall in its current location and the Civic Center location. Phase 1 products include: ■ site plans for each site outlining entry, access, traffic flow, and parking ■ identifying space needs for municipal courts (incorporated for the civic center site only) ■ a concept design layout for each site ■ one exterior rendering for each site ■ phasing and construction schedule considerations for each site ■ a conceptual summary of probable costs ■ evaluation process with criteria, pros and cons, and potential risks ■ collaboration with City staff and a presentation to City Council This discussion began with the City Council Business Meeting on June 5th. Council requested staff return on July 3`d to better define the deliverables and to provide a cost for phase 1 services if Briscoe School was not included. Actions, Options, or Potential Motions: ■ Move to approve the award of a contract for professional engineering/architectural services with ORW Architecture for either: o $97,085 to complete Phase 1 of the City Hall Concepts, Design and Construction Services for three concepts; City Hall in its current location, new facility at the Civic Center and reconstruction at the Briscoe School location, or o $72,925 to complete Phase 1 of the City Hall Concepts, Design and Construction Services for two concepts; City Hall in its current location and a new facility at the Civic Center. ■ Request staff renegotiate the contract with ORW to include or delete the following items within the contract [state the intended corrections]. ■ Redirect staff efforts and not award the contract. Page 1 of 4 CITY OF -ASH LAN D Staff Recommendation: Staff recommends the Council approve the award of a contract for professional engineering/architectural services with ORW Architecture for $97,085, to provide conceptual alternatives for the City Hall Concepts, Design and Construction Services Phase 1 for all three locations (City Hall in its current location, Civic Center and Briscoe School locations). This will allow the full scope of all three sites to be evaluated for an equitable comparison. Resource Requirements: The Facilities Division's 2017-19 biennium budget includes $200,000 for facilities studies. To date, $44,215 has been expended for the assessment of Pioneer Hall. Award of this contract for $97,085, will allow $58,700 to remain for additional city facility analysis. Policies, Plans and Goals Supported: Council Goals: 2.2 Engage boards and commissions in supporting the strategic plan 4 Evaluate real property and facility assets to strategically support city mission and goals Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources Background and Additional Information: The City has been discussing the reconstruction or relocation of City Hall for more than 20 years. The building is seismically vulnerable, lacks meeting space and has no room for growth. However, it is the earthquake vulnerability of the building that presents the most pressing problem. The interior of City Hall has been reconfigured a number of times since 1913 but has never had any structural improvements related to seismic mitigation. A seismic evaluation of City Hall was conducted in 1994. The current City Hall is vulnerable to earthquake activity. As part of its 2014 strategic planning initiative, the City Council identified "Examine City Hall replacement and other facility needs" as a priority goal. Council held a study session on June 15, 2015, to begin those discussions, and a second study session on February 1, 2016, to hear the updated findings of the 2015 seismic evaluation. The January 17, 2017, study session updated Council with all actions taken to date for all of the options and special studies evaluated by staff. In April of 2017 Council appointed an ad hoc City Hall Advisory Committee to review feasible alternatives for the replacement of City Hall. On October 3, 2017, Council heard a presentation from staff and received the ad hoc City Hall Advisory Committee's Final Report and Recommendations for the replacement of City Hall. The Ad Hoc Committee did not reach unanimity on a recommendation with eight of the eleven members recommending rebuilding City Hall on its current site, expanding the structure to accommodate growth and retaining the community development building. The three remaining members had differing recommendations and were explained in the report. The chair provided Council with the final Page 2 of 4 C I T Y OF -ASHLAND report and a minority opinion. The minutes of the October 3, 2017 meeting explained the process and concerns. During the Council Study Session on December 4, 2017, staff reviewed the ad hoc committee recommendations, distilled the comments made by Councilmembers and offered a phased plan to develop concepts and costing prior to full design. Council directed staff to proceed to develop a Request for Qualifications (RFQ) proposal for this multi-phased project (minutes of the December 4, 2017 meeting). Utilizing this concept, staff were to select a firm with appropriate qualifications (architectural, engineering, site design and planning) to develop a step by step approach to selecting a preferred solution. Staff developed and released the RFQ for solicitation in early late January with proposals due on March 2, 2018. The City received two proposals; ORW Architecture (Medford) and Steele Associates Architects, LLC (Bend). After significant independent staff review and discussions with both firms, staff is recommending the award to ORW. Staff initiated and negotiated a cost proposal for Phase 1. After the June 5`" Council meeting, staff met with ORW and requested a cost if Briscoe were removed from consideration and also asked for a list of explicit deliverables. Both are attached. The RFQ outlines four stages of the project; Phase 1: conceptual design renderings and conceptual costs for each of the selected alternatives to include risks associated with each alternative; pros and cons of each alternative, and a relative time line. As part of this phase, the contractor will propose a process for selecting a preferred alternative. Phase 2: preliminary engineering and refined costs of the selected alternative; detailed staff moves and property options (depending on the site selected) Phase 3: final engineering design and plans for the selected alternative and final cost analysis; easements and permitting Phase 4: construction management services to assist with any site changes and quality control Each phase will be separately negotiated for cost, scope and time, and a separate contract for each phase will be developed. A clause in the RFQ and initial phase indicates the intention to continue with subsequent phases but allows the City to stop at any time and renegotiate each phase independently through a separate RFP process. All contracts and scopes of work would go to council for approval. The initial conceptual design will include a rendering and cost estimates. The consulting team and staff will develop options for energy efficiencies and a general assessment of "green building" or LEED Platinum level costs. It is estimated that this work could be completed within 6 months. Once this phase is complete, staff will return to the Council with a recommendation and financing options. Page 3 of 4 CITY OF -ASH LAN D Attachments: • City of Ashland Contract with ORW; • Two fee matrices with their scopes of work o $97,085 to complete Phase 1 of the City Hall Concepts, Design and Construction Services for three concepts; City Hall in its current location, new facility at the Civic Center and reconstruction at the Briscoe School location, or o $72,925 to complete Phase 1 of the City Hall Concepts, Design and Construction Services for two concepts; City Hall in its current location and the Civic Center location. Page 4of4 CITY OF -ASHLAND Ashland City Hall Phase I: Concept Design Fee Matrix April 2018 Prime Prime Prime Struct Civil Mech Elect Cost Architect Architect Architect Engineer Engineer Engineer Engineer Modeling m i ~ m re c ~ ~ g" O .p rt~ 2 c n tr a o 0 c w 'q) ro _ ti E t! Y as W c r a r c c m m _ . c d m y~ W 2 A a B an 9{ 9{ 3 'V; 3 3 a 3- W W b v Sub-Total m o 0 0 Task Cost n n v n $165 $165 $115 $125 $120 $190 $94 $168 Task # Task Name Approach Review select documents and 1 Evaluate rk Prior conclusion statements from Ad Hoc 2 4 1 1 1 1 committee. Task Fee $1,519 $330 $660 $0 $125 $120 $190 S94 $0 $1,519 so $0 50 htinor update of space needs program from 2016 Feasibility study to include Municipal Courts (i meeting) and combined meeting with Police and Fire 2 Update Space Needs Chiefs (i meeting) regarding access 16 4 needed around proposed EOC. No update of departments in 2016 Feasibility Study. Task Fee $3,100 $0 $2,640 $460 SO $0 SO $0 50 $3,100 $0 $0 $50 $50 No workshop or exploration of green building measures in this phase. 3 Green Building include Allowance for LEER Platinum " Standards cost model. Task Fee $0 $0 So so $0 50 $o so $0 50 $0 Develop one site Plan for each of three sites with suffciem detail to produce renderings and cost estimates. include 4 Site Planning zoning, parking circulation flow, 48 20 24 6 16 utilities, softscape, and hardscape. Task Fee $16,6S0 $7,920 $3,300 $2,760 $750 $1,920 $o $0 $0 $16,650 50 $0 SO Develop one Concept Design for each of three sites with sufficient detail to produce renderings and can estimates 5 Concept Design for New building at city Hall site, 80 20 60 16 16 30 30 Renovated building at Briscoe, new building at Civic Center including courts and Council. Task fee 535,840 11 $13,200 $3,300 $6,900 $2,000 $1,920 S5,700 $2,820 $0 $35,840 50 $100 $50 $150 Reduced NO work during this phase. City may 6 Upgrades For decide to use previous work produced Existing City by Miller Engineering and escalate Hall costs. i Task Fee $0 SO $o so $0 $0 $0 $0 $o ® $0 SO So a * Assess structure of Briscoe school (for Structural renovation option) to meet 0550 6 20 12 Upgrade requirements. Task Fee $5,506 SO $990 50 $2,500 $0 SO $0 $2,016 $5,506 $0 $0 $0 Community Community involvement far this 8 phase-_ Involvement Task Fee $0 $0 SO $0 $o $0 $0 $0 $0 $o $D SO $0 Three progress meetings with City and y city one council meeting to share final 6 15 10 Collaboration presentation- fa- $4,615 $990 $2,475 $1,150 $0 $0 $0 $0 $0 $4,615 $0 $0 $100 $100 Provide one fully rendered 10 Renderings exterior view of each option- 20 6 60 Task Fee $11,190 $3,300 $990 $6,900 SO $0 $0 $0 $0 $11,190 $0 5200 $0 $200 De lop considerations for 11 Phasing and construction phasing, temporary 20 6 Schedule relocation, and estimated construction schedule. " " ' I TT Task Fee $3,990 $0 $3,300 $690 $0 $0 $0 SO $0 $3,990 $0 $0 $0 Provide four cost models: one for each of three concept option and one for 12 Cost Modeling reduced system upgrade at existing 3 20 30 City Mail. Task Fee $8,835 $495 $3,300 $0 $0 $0 $0 $0 $5,040 $8,835 $0 SO $0 $0 Develop evaluation process with criteria, pros and cons, and potential Selection 13 risks. Assist Ct'Y in identifying a 8 16 1Process Process preferred alternative. Task Fee $5 340 $1,3201 52640 $1.380 SO $0 $0 SO $0 $5 340 $0 $0 $0 I Report: Summarize phase I work 14 Report Writing above. Time: 2 weeks Task Fee $0 $0 $0 $0 $0 SO $0 $0 $0 ® $0 $0 SO 15 Report Compile all materials, graphic layout „Compilation Yme:2weeks Task Fee$0 SO SO $0 $0 $0 $0 SO SO $0 $0 Sa Sub-Total Consultant 167 143 176 43 33 31 31 42 Hours Fee Subtotal $96,SBS $27,555 $23,595 520,240 $5,375 $3,960 $5,890 $2,914 $7,056 $96,585 $0 $300 $200 $500 Expenses $500 TOTAL TOTAL Project Total $97,08 Ashland City Hall Phase I: Concept Design Fee Matrix June 2018 Prime Prime Prime Struct Civil Mach Elect Con Architect Architect Architect Engineer Engineer Engineer Engineer Modeling A R o - a a 5 ~ ~ ~ c Zyyu = d L b 3 m w x~ m y A G 0 C ~yj O Wp `t" m -9 C_ aj S W C q~ T W 'S C Y V g W C b ~S a bf A 2 y e 4 z A ¢ x 9C( 9i o 3 3 3 a 3 W W g~ W b u Sub-Total y O g O O S ti vbi V a 2 u W G g Task Cott 5165 $165 5115 $125 $120 $190 $94 $168 Task # Task Name Approach Evaluate Prior Newew select documents and 1 conclusion statements from Ad Hoc 2 4 1 1 1 1 Work CommRtee. Task Fee $1,519 $330 5660 50 $125 $120 $190 $94 s0 $1,519 5o $0 so "not update of space needs program from 2016 Feasibility Study to include Municipal courts (1 meeting) and combined meeting with Police and Fire 2 UP Needsa~ chiefs (1 meeting) regarding access 16 4 needed around proposed EOC. No update of departments in 2016 Feasibility Study- _ _ j7 ask Fee $3,100 $0 52,640 $460 50 s0 $o s0 50 $3,100 $D $0 $50 550 No workshop or exploration of green building measures in this phase. 3 Green Building include Allowance for LEED Platinum' Standards min model. Task Foe so so so so $0 s0 50 50 5o so so Develop one Site Plan for each of two sites with sufficient detail to produce Site Planning renderings and cost estimates. include 32 14 16 6 12 4 lonmLpwking circulation flow, (2 sites) utilities, softicape, and hardscape. Task Fee 511,620 SS,280 $2,310 $1,840 $750 $1,440 s0 $0 so L$11,6201 I s0 $0 s0 50 Develop one Concept Design for each of two sites with sufficient dated to produce renderings and cast estimates 5 Concept Design for New building at city mail site, and 64 14 48 12 12 24 24 new building at civic Center including courts and Council- T. sk Fee 528,146 510,560 $2,310 $5,520 $1,500 $1,440 54,560 $2,256 50 528,146 50 $100 $50 5150 • Reduced No work during this phase. City may Upgrades For decide to use previous work produced 6 Existing City by AAiller Engineering and escalate Hall costs. Task Fee $o $0 so $0 so $0 so so so so so so $0 No structural assessment of Briscoe Structural school to meet OSSC requirements. Upgrade TaA Fee sa so so so so $0 so so so ® so so 50 50 Community No C°rnrtwmty involvement for this 8 Involvement phase. $0 $0 50 $0 $0 $0 50 $0 $0 ® 50 50 50 Three progress meetings with City and g city one Council meeting to share final 6 15 10 Collaboration presentation. Task Fee _ 54,615 5990 $2,475 $1,150 $0 50 so $0 $o $4,615 $0 50 $100 5100 Provide one fully rendered SO Renderings exterior view of each option. 16 6 48 Task Fee 59,150 52,640 $990 55,520 so $0 50 50 50 $9,150 50 5200 $0 5200 Develop considerations for Phasing and construction phasing, temporary 11 Schedole relocation, and estimated construction 16 6 schedule. Task Fee _ 53,330 $0 $2,640 5690 $0 $0 s0 $0 $0 $3,330 $o $0 $o 12 Cost Modeling Provide two cost models: one for cash 3 16 20 of two concept options. Task Fee 56,495 5495 $2,640 so 50 $0 $0 50 $3,360 $6,495 50 $0 50 Develop evaluation process with Selection criteria, pros and cons, and potential 13 risks. Assist City in identifying a 8 12 10 Process preferred alternative. Task Fee 54,450 $1,320 $1,980 $1,150 50 50 50 $0 50 $4,450 $0 SO $0 Report: Summarize phase I work 14 Report Writing above- >ime_ 2 weeks Task Fee $0 $0 s0 50 50 $0 s0 so 50 o so $0 To- Re S port Compile all materials, graphic layout Compilation Time:2 weeks Task Fee 50 50 SO $0 $0 $0 50 $0 50 ® 50 SO 50 50 Sub-Total Consultant 131 113 142 19 25 25 25 20 Hours Fee Subtotal 572,425 $21,615 $18,645 $16,330 52,375 53,000 54,750 52,350 53,360 $72,425 50 $300 5200 5500 Expenses 5500 TOTAL TOTAL Project Total 572,9 Ashland City Hall Phase 1: Concept Design Fee Matrix April 2018 Prime Prima Prime Struct Civil Mech Elect Cost Architect Architect Architect Engineer Engineer Engineer Engineer Modeling a c "2 .0 n+ .o ~o r x fi ~t 3 o m a g w v .mac-, c .o 0 `o .ro ° U C tY O m e y~ o w to A S c~ C WE F ♦ E w Y V Y g W C a, F Q C H d O& S Tx U o .m Y A V « ~c ~m Z A ¢ 6 ✓ 9I 9i 91 o r' Sub total F- 3 3 3 as O v 3 - w ~44~, 0, O g s v b' v a 2 a a 8 Task Cost O Ti O , loin 5165 $165 5115 $125 $120 $190 $94 5168 Task # Task Name Approach Evaluate Prior Review select documents and 1 Work conclusion statements from Ad trot 2 4 1 1 1 1 Committee. Task Fee 51,519 5330 $660 SO 5125 $120 $190 594 50 $1,519 So $0 50 PAnor update of space needs program from 2016 Feasibility study to include Municipal courts (1 meeting) and Update Space combined meeting with Police and Fire 2 Needs Chefs (i meeting) regarding access 16 4 needed around proposed EDC. No update of departments in 2016 Feasibility Study. Task Fee $3,100 $0 $2,640 $460 $0 $0 50 $0 $0 53,100 50 50 $50 550 No workshop or exploration of green building measures in this phase- 3 Green Building Include Allowance for tEED Platinum' Standards host model. Task Fee $0 SO SO 50 50 $0 SO 50 SO 50 $0 50 Develop one Site Plan for each of three sites with sufficient detail to produce renderings and cost estimates. include 4 Site Planning zoning, parking circulation flow, 48 20 24 6 16 utilities, softscape, and hardscape. Turk Fee _ $16,650 $7,920 $3,300 $2,760 5750 51,920 so So 50 516,650 So 50 50 Develop one Concept Design for each of three sites with sufficient detail to produce renderings and cost estimates 5 Concept Design for New budding at City Hall site, 80 20 60 16 16 30 30 Renovated building at Briscoe, new building at Civic Center inducing courts and Council- Task Fee 535,B4o $13,200 $3,300 $6,900 $2,000 $1,920 55,700 $2,820 SO r--$3-S-,84-01 I $0 $100 550 $150 Reduced No work during this phase. City may r 6 Upgrades For decide to use previous work produced Existing City by Miller Engineering and escalate Hall costs. Task _ - - - - So so so so so so so so so so so so so so Assess structure of Briscoe school (for ♦ 7 Structural renovation option) to meet OSSC 6 20 12 Upgrade requirements. Task Fee $5,506 SO $990 $0 $2,500 $0 $0 $0 $2,016 $5,506 50 $0 $0 Community NO Community involvement for this 8 Involvement Phase, Task Fee SO $0 SO $0 $0 $0 $0 SO $0 ® $0 SO 50 Three progress meetings with City and g city one Council meeting to share final 6 15 10 Collaboration presentation. Task Fee $4,615 $990 52,475 $1,150 $0 $0 $0 $0 $0 $4,615 50 $0 $100 $100 Provide one fully rendered 10 Renderings exterior view of each option. 20 6 60 Task Fee $11,190 $3,300 $990 $6,900 $0 $0 $0 $0 SO $11,190 50 $200 50 $200 Develop considerations for 11 wing and construction phasing, temporary 20 6 Schedule relocation, and estimated construction schedule. Task Fee $3,990 $0 $3,300 $690 $0 SO $0 $0 $0 $3,990 50 SO SO Provide four cost models- one for each of three concept option and one for 12 Cost Modeling reduced system upgrade at existing 3 20 30 City 11711. Task Fee 58 835 $495 $3,300 $0 $0 $0 $0 $0 $S 040 $8 835 SO $0 $0 l Develop evaluation process with Selection criteria, pros and cons, and potential 13 press asks. Assist City in identifying a 8 16 12 preferred alternative. Task Fee 55 340 $1 320 52,M $1.380 SO $0 SO SO $0 $5 340 So $0 50 Report: Summarize phase I work 14 Report Writing above. Time_ 2 weeks Task Fee $0 SO $0 $0 SO SO $0 $0 $0 SO SO SO SO 15 Report Compile all materials, graphic layout Compilation TIme:2weeks I I I I= Task Fee - $0 $0 $0 $0 $0 $0 $0 $0 $0 I I SO SO $0 SO Sub-Total Consultant 167 143 176 43 33 31 31 42 Hours Fee Subtotal $96,585 $27,555 $23,595 520,240 $5,375 $3,960 $5,890 $2,914 $7,056 596,585 SO $300 $200 5500 Expenses 5500 TOTAL TOTAL Project Total $97,08 Ashland City Hall Phase I: Concept Design Fee Matrix April 2018 Prime Primo Prime Struct Civil Mach Elect Cost Architect Architect Architect Engineer Engineer Engineer Engineer Modeling ° ? 2 9C v .a rt c O ire 0 Y W V C_ pp G U S_3 O y C aj O W C d i A W Y W C b H d H ZA W 3 3 3 as5 3- fi b Sib total CO" g O O s 4 N `b' v o 2 a W g Task Cost 5165 $165 $115 5125 $120 $190 $94 $168 Task # Task Name Approach Review select documents and 1 Eval ate or conclusion statements from Ad Hoc 2 4 1 1 1 1 Committee. Task Fee $1,519 5330 $660 $0 $125 $120 5190 594 s0 51,519 s0 $0 so Minor update of space needs program from 2016 Feasibility study to include Municipal courts (i meeting) and Update Space combined meeting with Police and Fire 2 C iefs (1 meeting) regarding access 16 4 Needs needed around proposed EOC. No update of departments in 2016 Feasibility study. Task Fee 0- 1 50 $2,640 5460 so s0 $0 $o $0 $3,100 so 50 $50 s50 No workshop or exploration of green building measures in this phase. 3 Green Building include Allowance for TEED Platinum Standards cost model. Task Fee so so 50 so so so $0 so $o so so C Develop one site Plan for each of three sites with sufficient detail to produce renderings and cost estimates. include 4 Site planning zoning, parking circulation flow, 48 20 24 6 16 utilities, softscape, and hardscape. Task Fee 516,650 $7,920 $3,30D 52,760 5750 51,920 So $0 $0 516,650 $0 50 50 so Develop one Concept Design for each of three sites with sufficient detail to produce renderings and cost estimates 5 Concept Design for New building at City Hall site, 80 20 60 16 16 30 30 Renovated building at an scoe, new building at Civic Center including courts and Cornci- Task Fee 535,840 $13,200 $3,300 $6,900 $2,000 51,920 $5,700 $2,820 50 $35,840 s0 $100 $50 5150 Reduced No work during this phase. City may ♦ Upgrades For decide to use previous work produced 6 Existing City by Miller Engineering and escalate Hall costs. a Task Fee $o so so so $0 so so so so So so so So C 80'L6$ leiol i~a(oAd 1v1O1 1tl1O1 005$ sasuadz3 0055 ON$ ODES 0$ S8S'96$ 9S0'LS >T6'Z$ 068'SS 096'ES SLE'SS O6Z'OZ$ s65'EZ$ SSS'LZ$ SSS'96$ Ino39nS a" sinoH Zb TE TE EE E4 9LT EVT 19T iuegnswa Iea1-qnS o$ 05 05 L? J rs 05 05 0$ o$ os o$ o$ 05 aai>,sel s~laaa+z:aw~ uo!Tel!dwaJ_,. InoArl ~ydu9'sleualew pe apduw7 yodaa ST 05 05 05 0$ ® 05 05 0$ 05 05 05 05 05 OS a8i)Pel slaae►Z:awy -anoge 9u!3uM Nodaa tiT IoM i aseyd anuwwns :uodaa o$ O$ 0$ OW SS o$ O$ OS OS o$ OS TS o69 Z$ OZf T$ Obf S$ aaj>fstl 'a+ Wwallr pai-pid ZT 9T 8 e9u!Aiuuaplu!AU0uasv's!su uol i4as ET M.waiod put'sum put sod'auayn yyM small uDpn" dNmao 05 0$ OS SES 85 060 5$ 0$ o$ 05 0$ 05 OOE ES 5605 SES S$ 00.4 )"1 IRH A~!7 Of oz E lu!Wxa It iWeiSM wassAs pampa] 9u!lapoW UOD ZT wi Aw put uo!1do W03um aai4)10 Wes 10i 8w: slapow ism moi ap!noid 05 05 OS 066'ES oS O$ 05 O$ 0$ 069$ OOE'ES OS 066'£$ aa3 *el aPPam uopPnIM03 paitw!isa pue'uaie30laj alnpatps 9 OZ Axiodwal'9ulse4d uaLiutsuo3 put 9u!se4d TT joi suo!uap!sum dolanaa OOZ$ OS ooZS o$ 06T'TT$ 0$ O$ 0$ as 0$ 006'9$ 066$ OWES 06T'TT$ aa3 *el 09 9 oz -uondo yxa ;oMa!n joualxa 59uuapuaa OT paiapuau Allni auo ap!noid OOTS DOTS 0$ O$ ST9'b$ o$ O$ 0$ O$ o$ OST'TS SL4'ZS 0665 ST9'b$ aai *el Impezuwaid uop e8 - - 1 1. j OT ST 9 mug aiew of 3U98- 113uno0 auo Oo0 6 put Ay!0 4um s7unmu ssaJod amyl 05 0$ o$ ® 05 0$ 05 os os o$ o$ o$ os aai lisel .ate iuawaAlOAUI 8 snp poi iwwanlonw AyunwwoO ON Ai!unwuw ~ 0$ O$ O$ 905'55 910'ZS O$ o$ 0$ Oos'Z$ o$ 066$ O$ 905'5$ "A Asel swawaunbaj apej9dn ZT OZ 9 OSSO laaw w iuo!sdo ualenouaJ !INK L coil IOWS awsuy 10 alnlm= ssassv r Purchase Order or Fiscal Year 2019 Page: 1 of: 1 - rHIS PO NUMBER MUST APPEAR ON ALL B City of Ashland INVOICES. AND SHIPPINGDOCUMENTB_ ATTN: Accounts Payable Purchase L 20 E. Main 20190143 Ashland, OR 97520 Order # T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Public Works Department E OGDEN ROEMER WILKERSON ARCHITE 1 51 Winburn Way N 2950 EAST BARNETT ROAD D MEDFORD, OR 97504 P Phones/488 5347 rR T Fax: 541/488-6006 O 8€'~lumtrer -Vendor Fax = 541 779-5237 Ka lea Kathol 08/09/2018 762 FOB ASHLAND OR/NET30 Cit Accounts Pa able °I s- _ _ °Exte re MY ht&dX - - - - - - City Hall Design &Construction 1 City Hall Design and Construction Services 1 $97,085.0000 $97,085.00 PWASE 1 Personal Services Agreement (greater than $25,000.00) Completion date: December 3 2018 Project Account: E-201614-999 GL SUMMARY 082400 - 704100 $97,085.00 I ~I 1 I By: Date: (l- (i Authorize ignature ~p0 Totat - $97 085.00 FORM #3 - CITY of ASHLAND REQUISITIONS Date of request: /27/2018 Required date for delivery: ASAP Vendor Name Ogden Roemer Wilkerson Architecture. Address, City, State, Zip 2950 East Barnett Road, Medford, OR 97504 Contact Name & Telephone Number Dana Crawford (541) 779-5237 Fax Number (541) 772-8472 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 cop of council communication If council approval required, attach co of CC ❑ Small Procurement Cooperative Procurement Less than $5,000 ® Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: 6/5/18 & 713/18 Contract # ❑ Verbal/Written quote(s) or proposal(s) X (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 ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication) Description of SERVICES Total Cost City Hall Design and Construction Services- phase 1 $97085 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost XXX xxx XXX TOTAL COST ® Per attached quote/proposal Project Number 201614 Account Number 082400.704100 Account Number Account Number *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. 1T Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes l No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. 9 Employee: r ar;,tA 'a ` 3ti~plopartment Head: AV R~ 2~v (E alto greater than $ ,000) i' Department Manager/Supervisor: City Administrator:) (Equal to or eaterthan 25,000) Funds appropriated for current fiscal year. / NO 50anc`6-Director- (E al to or greater than $5,000) Date Comments: cbUA1eu&,,#&t wAa vfrtG j ?o!F list "a t, 7*~g Ote Form #3 - Requisition /v Legal Department Review DOCUMENT TRANSMITTAL AND CONTROL This form will accompany the document through the drafting, review, and signature processes, and will be kept with the City's final executed copy of the document. Required fields are indicated in gray scale. Document: Ogden Romer Wilkerson (ORW) Personal Services contract (Include names of parties to the document) Type of Document: Contract Foi Lease ❑ Easement ❑ Deed ❑ IGA ❑ Other (specifq) Dept Contact: Tami Campos ACTION REQUESTED: Dept: rev Phone: Ext 2420 1~1 Review Draft Date submitted to Legal: 07/30/2018 ❑ Approve final and forward to: Draft due by: ASAP (Unless indicated, Legal will return document to you) Return Requested by: Complete this section ONLY the first litre this form is filled out: Has this document been previously worked on by the Legal Dept Staff? 8 No ❑ Yes If yes, by whom? t / LEGAL DEPT First Date Received by Legal Date: 0 By: USE ONLY Returned to Dept. for Revision Date: y Received for additional review by Legal Date: By: Returned to Dept. for Revision Date: By: Received for additional review by Legal Date: By: Returned to Dept. for Revision Date: By: Received for Additional Review by Legal Date: By: Returned to Dept for Revision Date: By: Final Logged Out by Legal Date: By: Comments from LEGAL to DEPARTMENT: Comments from DEPARTMENT to LEGAL: ❑ See Attached. c- Z • tt' Return original executed document to City Rocs this document need to be recorded? Recorder for safekeeping? ❑ No Yes 1~1 No ❑ Yes CITY ADMINISTRATOR l DEPARTMENT HEAD Please do not sign the attached document until this for has been appeoved by the Legal Dept below: FINAL LEGAL DEPARTMENT APPROVAL: r.' ? Date: G:Alegal\DrPaRT'SIC\7'S\ContractingTOR.NiS\Leg;tt Doc Transmittal - KLB_docx 014; R,