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HomeMy WebLinkAbout2023-042 PO20200286- RH2 Engineering Inc Purchase Order Fiscal Year 2020 Page: 1 of: 1 CITY RECORDERE _g E B City of Ashland QL4 � l Lil =I ATTN: Accounts Payable Purchase 2sMain 20200286 L' Ashland, OR 97520 Order# T Phone: 541/552-2010 , O Email: payable@ashland.or.us ✓ RH2 ENGINEERING, INC H C /O Public Works Department N 22722 29TH DRIVE SE, SUITE 210 I 51nburn Way D BOTHELL, WA 98021 P Ashlnd, OR 97520 R Email: AP@RH2.COM ( Phone: 541/488-5347 O Fax: 541/488-6006 ...._EI.._ =(�.: Paula Brown W� �t e}.} •;7aTe= 4;1 7 —' 12/11/2019 1229 FOB ASHLAND OR Ci Accounts Pa able r^a♦'I€-alb =5��'-1-�E 8. {�1.�"€E{ c— — - _..- E e��-- , Eta East/West Trans Line Rehab 1 East and West Forks transmission line rehabilitation 1.0 $172,870.00 $172,870.00 Personal Services Agreement(greater than $25,000) Completion date: 06/30/2021 Processed change order 10/27/2021 Amendment No. 1 Completion date extended to December 31, 2022 - Project Account E-201810-999 2 ADDED: Processed change order 05/10/2023 1.0 ' $210,515.00 $210,515.00 Amendment No. 2 Phase 2 -East and West Fork Bridge and Piping Design Completion date extended to December 31, 2024 Project Account: E;201810-999 ***************GL SUMMARY*************** I . 081500-704200 $383,385.00 • )' • 2 2 - By: Y Y 1Date: L 1t W Authorized Signat Z =:�qE;-�� - $383,385.00 rF0RM #lo CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM AsHLAND Request for a Change Order Name of Supplier 1 Contractor 1 Consultant: RH2 Engineering Inc. Total amount;of this. :contract amendment ' Purchase Order Number:20200286 '21$'210 515 Title I Description: East and West Forks transmission line rehab ❑� Per attached contract amendment : Contract Amendment Original contract amount $172,870 100 %of original contract Total amount of previous,contract amendments 0 %of original contract Amount of this contract amendment 210515 122 %of original contract TOTAL AMOUNT OF CONTRACT $383,385 222 %of original contract In accordance with OAR 137-047-0800:1)The amendment is within the scope of procurement as described in the solicitation documents,Sole Source notice or approval of Special Procurement.2)The amendment is necessary to comply with a change in law that affects performance of the contract.3)The amendment results from renegotiation of the terms and conditions,including the contract price,of a contract and the amendment is advantageous to the City of Ashland,subject to all of the following conditions:a)goods and services to be provided under the amended contract are the same as the goods and services to be provided under the unamended contract b)Th a City determines that,with all things considered,the amended contract is at least as favorable to the City as the unamended contract;c)The amended contract does not have a tota I term greater than allowed in the solicitation document, contract or approval of a Special Procurement.An amendment is not within the scope of the procurement if the City determines that if it had described the changes to be made by the amendment in the procurement documents,it would likely have increased competition or affected award of contract Contract amendment is within the scope of procurement: YES • NO (If"NO",requires Council approval 1 Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT—Not exceeding$5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT.QRF or ❑"YES",the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments s$6,000. 0 "YES",the total amount of cumulative amendments 0"YES",the total amount of original contract and ❑If"NO",amount exceeding authority requires s 25%of original contract amount or$250,000 cumulative amendments s$100K for Goods&Services,s Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$50K for Attorney Fees. Communication. El If"NO",amount exceeding authority requires ❑If"NO",amount exceeding authority requires Council ❑ Exempt—Reason: Council approval.Attach copy of Council approval.Attach copy of Council Communication. PERSONAL SERVICES(Direct Appointment) Communication. 0 Exempt—Reason: ❑ "YES",cumulative amendments s$35,000 0 Exempt—Reason: ❑ If"NO",requires council approval.(Attach CC) INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods&Services->$5,000 and<$100,000 0 "YES",the total amount of cumulative amendments 0 Written Findings:Document the nature of the Personal Services->$5,000 and<$75,000 <—25%of original contract amount or$250,000 emergency,including necessity and circumstances ❑ "YES",the total amount of cumulative whichever is less. requiring the contract amendment amendments<—25%of original contract amount 0 If"NO",amount exceeding authority requires 0 Obtain direction and written approval from City ❑If"NO",amount exceeding authority requires Council approval.Attach copy of Council` Administrator Council approval.Attach copy of Council Communication. 0 If applicable,attach copy of Council Communication Communication. 0 Exempt—Reason: - • 0 Exempt—Reason: ❑ Exempt—Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑"YES`,the total amount of original contract and cumulative amendments are 0 Renewal of Intergovernmental Agreement:Terms modified in accordance with initial within the amount and terms initially approved by Council as a Special • agreement OR cost will not be more than 25%greater than initial agreement.Renewal Procurement. approved by City Attorney and department head affected by renewal and approved/signed ❑ If"NO",amount exceeding authority requires Council approval. by City Administrator.AMC 2.28.045(3) Attach copy of Council Communication. 0 If"NO",Council approval is required.Attach copy of Council Communication Project Number 2 o 1 8 -1 0 Account Number Account Number o a 1 5 0 0. 7 0 4 2 0 0 "Expenditure must be chargednnto the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature:\) titA1t1 i.'Ca,1ytl Department Head Signature: . 42`.tot '3 err.1lr to or-neater "n$5,000). ity Manager: t!,,,�:-i ,,` Contract and addendar than$35,000) Funds appropriated for current fiscal year: - /NO !� 13Finance Director(Equal to orgreaterthan$5,000) e Comments: Form#10—Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4/23/2020 Y a Memo TO: Joseph L. Lessard, City Manager FROM: Tami De Mille-Campos,Administrative Analyst DATE: 4/26/2023 RE: City Manager Signature Needed for RH2 Engineering amendment Background: This item is coming to you for signature,please see the attachment for more info. Council Action: Council approved 4/18/23 meeting Signatures Required: 1. Deputy City Manager as Interim Finance Director on Form 10 2. City Manager on Form 10 3. City Manager on page 2 of amendment Other Relevant Information: None Insurance waived or reduced? No Who to return to if different from sender? Are all other signatures required collected?Yes If no,please collect before sending them to the City Manager. Are all attachments listed included? Yes CITY OF ASHLAND 20 East Main Street Tel:541-488-6002 Ashland,Oregon 97520 Fax:541-488-5311 www.ashland.or.us TTY: 800-735-2900 ,MS .Y a AMENDMENT NO. 2 to PERSONAL SERVICES AGREEMENT between THE CITY OF ASHLAND, an Oregon municipal corporation, ("Ci0") and R112 Engineering Inc., ("Contractor") for EAST AND WEST FORKS RAW WATER TRANSMISSION LINE REHABILITATION SERVICES RECITALS A. The City and Contractor previously entered into a Personal Services Agreement effective December 5, 2019 (the "Agreement") to Contractor to provide the design of the East and West Forks Raw Water Transmission Line Rehabilitation services; and B. The City and Contractor wish to amend the Agreement to extend the term of the Agreement and increase the compensation. AGREEMENT NOW THEREFORE, in consideration of the mutual benefits and obligations set forth herein,the parties agree as follows: 1. Amend the Completion Date as follows,with strikeout wording deleted and underscored wording added: COMPLETION DATE: December 31,2022 December 31, 2024 2. Amend Section 2 of the Agreement as follows, with strikeout wording deleted and underscored wording added: 2.1 City shall pay Contractor the sum of $383,385 (three hundred eight three thousand three hundred eighty-five dollars) $172,870 (one hundred seventy two thousand eight hundred seventy dollars) as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 3. This Amendment No. 2 is effective upon being signed by both parties. 4. Except as specifically modified by this Amendment No. 2,the terms and conditions of the Agreement remain in full force and effect. Page 1 of 2: Amendment No.2 to Personal Services Agreement t , IN WITNESS WHEREOF the parties have caused this Amendment No. 2 to be signed in their respective names by their duly authorized representatives as of the dates set forth below: CITY OF ASHLAND, OREGON RH2 ENGINEERING INC (CONTRACTOR) By: "TV4teee-11 By• /?jk Printed Name: c6eek L_.( 534r4- Printed Name: Richard L. Ballard Title: Op api er Title: Director Date: / b 7l 23 Date: April 20, 2023 Page 2 of 2: Amendment No.2 to Personal Services Agreement t EXHIBIT A Scope of Work Amendment No. 2 City of Ashland East and West Forks Raw Water Transmission Line Rehabilitation Phase 2 — East and West Fork Bridge and Piping Design November 2022 Amendment No. 2 — Modifications to Scope of Work Due to delays associated with the United States Forest Service (USFS) review process,the project has been delayed 2 years. After many conversations and meetings with USFS and other agencies, it was determined that, while a portion of this project is located on USFS lands, USFS does not have jurisdiction over this project because it is located within the FERC boundary. On November 2, 2022, FERC issued review comments to the previously submitted 90-Percent Preliminary Drawings.The review comments require the preparation and review of several plans that were not included in the original scope of work. This Scope of Work has been modified to show outstanding work to complete, and include the additional components required by FERC Scope of Work RH2 will perform the following modified tasks per the Scope of Work and attached Fee Estimate. If needed, additional effort shall be mutually negotiated between the City and RH2. Task 1— Project Administration Objective: Coordinate with City staff and the RH2 project team to manage key activities, schedule, and budget to provide timely completion of the required work tasks and final deliverables, including managing the quality of the work and work products. Develop and maintain a project schedule and conduct regular progress and coordination meetings with the project team and City Project Manager to coordinate project resources and activities. This role will occur throughout all tasks within this Scope of Work and will be a key component in project completion. Approach: • 1.1 Progress Reporting: Monitor RH2's scope, budget, and schedule of the project. Provide updates and monthly invoices to the City. 1.2 Project Coordination: Develop a project schedule with key activities and milestones and distribute to the project team. Coordinate with the project team on individual tasks and provide regular communication and coordination meetings with City staff. For budgeting purposes, this subtask assumes one (1) coordination meeting per month and a total project schedule of five(5)twelve(12)months for Phase 2. 1 12/19/2022 1:37:51 PM J:\Data\COA\1019-202 E W Forks Bridge Repair\00 Contract\Amend mentNo.2\Amend.No.2_50W E W Forks Bridge.Repair DL Edits.docx City of Ashland East and West Forks Raw Water Transmission Line Rehabilitation Exhibit A Phase 2—East and West Fork Bridge and Piping Design Amendment No.2 Scope of Work Assumptions: • It is assumed Tasks 1.1 and 1.2 will be necessary for the duration of the project. Provided by City: • Review invoices and process payments monthly. • Attend monthly coordination meetings. RH2 Deliverables: • Monthly invoices in electronic (PDF) format. • Project schedule in electronic (PDF)format. • Meeting agenda, presentation materials, and meeting notes in electronic(PDF)format. Meetings: • Monthly coordination meetings. Task 3— East and West Fork Bridge Crossing Bid-Ready Design Objective: Prepare bid-ready design drawings and specifications detailing the proposed improvements suitable for permitting, bidding, and construction phases. Tasks 3.1 through 3.7 are complete. Tasks 3.8 and 3.9 are modified for this amendment. 3.8 Perform in-house quality assurance and quality control (QA/QC) review of the 90-percent design drawings and specifications. 3.9 Incorporate City and RH2 quality control review comments and finalize the plans and specifications. Provided by the City: • Review of final design documents and written summary of City's review comments. • Preparation of bid and construction contract documents. • Front-end contract documents for the bidding specifications. RH2 Deliverables: • Bid-ready design plans and specifications in electronic (PDF)format. • Engineer's estimate of probable construction costs based on 60-percent and 90-percent design plans provided in electronic(PDF)format. 2 12/19/2022 1:37:51 PM J:\Data\COA\1019-202 E W Forks Bridge Repair\00 Contract\Amendment No.2\Amend No.2_50W E W Forks Bridge Repair DL Edits.docx City of Ashland East and West Forks Raw Water Transmission Line Rehabilitation Exhibit A Phase 2—East and West Fork Bridge and Piping Design Amendment No.2 Scope of Work Task 4— East and West Fork Transmission Line Piping Final Design Objective: Prepare bid ready design drawings and specifications detailing the proposed transmission main improvements suitable for permitting, bidding, and construction phases. Tasks 4.1 and 4.6 are complete. Tasks 4.7, 4.8, and 4.9 are modified for this amendment. 4.7 Perform in-house QA/QC review of the final design drawings and specifications. 4.8 Incorporate City and RH2 quality control review comments and finalize the plans and specifications. 4.9 Prepare a FERC Category 3C Quality Control Inspection Plan (QCIP) in accordance with the requirements of FERC Engineering Guidelines, Chapter 7.The QCIP will include the Introduction, Responsibilities, Organization and Staffing, Field Inspection Guidelines, Documentation, Field Testing Requirements, Environmental Compliance, Erosion Control Plan,and Construction Schedule sections, and the Daily Inspection Report, Nonconformance Report,and Environmental Deficiency Report forms. Provided by the City: • Review of final design documents and written summary of City's review comments. • Preparation of bid and construction contract documents. • Front-end contract documents for the bidding specifications. RH2 Deliverables: • Bid-ready design plans and specifications in electronic (PDF) format. • Engineer's estimate of probable construction costs based on 60-percent and 90-percent design plans provided in electronic (PDF)format. • FERC Category 3C QCIP in electronic(PDF)format. Assumptions: • No cofferdams will be necessary, and if the contractor elects to use a cofferdam, the contractor will prepare engineered and stamped design drawings and calculations. • A Temporary Construction Emergency Action Plan will not be required for this project,since no cofferdams will be utilized, and forms and other temporary construction features and work will be minor in nature, posing little risk to construction workers and no risk to the public. Task 5 —Construction Permitting Assistance for East and West Fork Bridge Crossing Objective:Assist the City in preparing and applying for City and Jackson County(County) permits for the construction of the proposed improvements. Prepare applications for City and County Building 3 12/19/2022 1:37:51 PM J:\Data\COA\1019-202 E W Forks Bridge Repair\00 Contract\Amendment No.2\Amend No.2_50W E W Forks Bridge Repair DL Edits.docx City of Ashland East and West Forks Raw Water Transmission Line Rehabilitation Exhibit A Phase 2—East and West Fork Bridge and Piping Design Amendment No.2 Scope of Work and Site Development/Grading Permits (as needed). Coordinate with the City and assist in responding to City and County questions and comments. Tasks 5.1 through 5.3 have been amended to reflect additional time required for additional permit applications. Approach: 5.1 Prepare and submit applications for City and County Building and Site Development/Grading Permits based on City and County permitting staff input. 5.2 Produce up to three (3) half-sized (11-inch by 17-inch) plans, two (2) full-sized plans, two (2) sets of specifications, and structural calculations (8%-inch by 11-inch), for use during , permitting. 5.3 Assist the City in responding to written review comments from the City and County. Assumptions: • It is assumed that the City will pay all City and County permitting fees directly. • The permits required and level of effort involved in obtaining permits for this project are not yet fully defined. In the event that additional permits or efforts are needed, RH2 will prepare an amendment to this Scope of Work for City approval. • The number of copies specified are based on typical City and County permit requirements. The actual quantity produced may vary and will be invoiced at cost. Provided by the City: • Payment of City and County permit and review fees. • RH2 Deliverables: • Four(4)sets of half-size(11-inch by 17-inch) plans,two(2)sets of full-sized plans,two (2)sets of specifications, and structural calculations for City and County Building review and permitting. • City and County Building and Site Development/Grading Permit applications. Task 6—Services During Bidding for East and West Fork Bridge Crossing Objective: Assist the City during the bidding process for the construction of the proposed West Fork Bridge Crossing Improvements. Tasks 6.1 through 6.3 have been amended to reflect additional time required in final design preparation. Approach: 6.1 Prepare the bid documents and advertisement for bids. It is assumed that four(4)sets of bid documents in 8'z-inch by 11-inch size and half-sized (11-inch by 17-inch) plans will be 4 12/19/2022 1:37:51 PM J:\Data\COA\1019-202 E W Forks Bridge Repair\00 Contract\Amendment No.2\Amend No.2_50W E W Forks Bridge Repair DL Edits.docx City of Ashland East and West Forks Raw Water Transmission Line Rehabilitation Exhibit A Phase 2—East and West Fork Bridge and Piping Design Amendment No.2 Scope of Work produced, with three(3)sets being for City staff and one(1)set for RH2. Provide PDF version of plans and specifications to the City for the East and West Fork Bridge Crossing project. 6.2 Respond to questions from bidders and suppliers during the bidding process as requested by the City. 6.3 Issue up to two (2) addenda through the City to clarify, revise, or change construction plans, technical specifications, or project conditions during the bidding process. City Deliverables: • Coordinate bid opening. • Bid tabulation. • Review of contractor's qualifications. • Issuance of letter of intent to award contract. RH2 Deliverables: • Bid advertisement in electronic(Word)format for City to advertise project. • Four (4) sets of hard-copy bid documents in 8%-inch by 11-inch size, and four (4) half-sized (11-inch by 17-inch) plans. • Up to two (2) addenda, if required, in electronic (PDF)format. Task 7—Services During Construction for West Fork Bridge Crossing Objective: Assist the City with construction documentation review and record keeping. The City will take the lead role in construction management for project construction. RH2 will provide technical support. The level of service at this point is estimated. Final level of service will be negotiated after design .,het e Tasks 7.1 through 7.7 have been amended to reflect additional time for final design preparation. Task 7.4 has been deleted from the Scope and Fee. Task 7.8 has been added. Approach: 7.1 Review submittals, shop drawings, and catalog submittals. 7.2 Review written requests for information (RFIs) and change order proposals and provide written responses as required. Work with the City to negotiate additional work bythe contractor as needed. 7.3 Attend, in person or by phone, pre-construction meeting, periodic construction progress meetings. 7.5 Assist with development of punch list and recommendation of substantial completion. 7.6 Assist with final on-site walkthrough and recommendation for project acceptance. 5 12/19/2022 1:37:51 PM 1:\Data\COA\1019-202 E W Forks Bridge Repair\00 Contract\Amendment No.2\Amend No.2_SOW E W Forks Bridge Repair DL Edits.docx City of Ashland East and West Forks Raw Water Transmission Line Rehabilitation Exhibit A Phase 2—East and West Fork Bridge and Piping Design Amendment No.2 Scope of Work 7.7 Prepare construction record drawings based on City and contractor provided field record drawings. 7.8 Implement QCIP program by providing staffing to perform part-time construction monitoring, and prepare daily inspection reports, nonconformance reports, and environmental deficiency reports as required. Coordinate materials testing. Assumptions: • Contractor will provide construction staking, if required. • City will contract directly for any required special inspections. • Additional services will require modification to RH2's scope and budget. • RH2 is not responsible for site safety or for directing the contractor in their work. • An independent materials testing contractor will be required,provided, and paid for by the City. RH2 Deliverables: • Attend pre-construction meeting. • Written responses for shop drawings and submittals, and RFIs in electronic(PDF) format. • Review of change order negotiation and preparation of documents to execute change orders in electronic (PDF)format. • Attend final on-site walkthrough. • Recommendation letter for project acceptance in electronic(PDF)format. • Preparation of construction record drawings in electronic(PDF)format. • QCIP program implementation and construction monitoring. Construction monitoring has been budgeted to include eight(8)hours of monitoring effort(including travel time)five(5) days per week for a period of four (4) months. An additional thirty-two (32) hours are included for oversight by senior level engineering staff. Schedule RH2 will recommence design upon written authorization from the City. Project design is anticipated to be completed by February 2023,with bidding expected to occur in March 2023. Construction is anticipated to begin in April 2024, and it is anticipated to be substantially complete in July 2024. Project closeout is expected to be completed by December 2024. 6 12/19/2022 1:37:51 PM 1:\Data\COA\1019-202 E W Forks Bridge Repair\00 Contract\Amendment No.2\Amend No.2_SOW EW Forks Bridge Repair DL Edits.docx EXHIBIT B Fee Estimate Amendment No.2 City of Ashland East and West Forks Raw Water Transmission Line Rehabilitation Phase 2-East and West Fork Bridge and Piping Design Dec-22 . Total. ,TotalLa6or' ''',Total SubcalisWtanf 'TotaLExpeoseTotal Description Hours 1Task1 Project Administration I 72 I$ 16,075 I$ -I $ 457 I$ 16,5321 (Task 3 East and West Fork Bridge Crossing Bid-Ready Design I 10 I $ 2,045 I$ -I $ 161 I $ 2,206 (Task 4 East and West Fork Transmission Use Piping Final Design I 146 $ 25,504 I$ -I$ 3,223 I$ 28,727 (Task 5 Construction Permitting Assistance for East and West Fork Bridge Crossing I 24 I $ 3,628 I$ -I $ 476 I $ 4,104 I (Task 6 Services During Bidding for East and West Fork Bridge Crossing I 22 I $ 3,494 I$ -I $ 417 I $ 3,911 (Task 7 Services During Construction for West Fork Bridge Crossing I 776 I$ 141,376 I$ -I$ 13,659 I$ 155,035 1 - AMENDMENT NO.2.TOTAL 1 1050 1$ 192,122.1.$, - I.$'. .18,3931$, • 1:\Data\COA\1019-202 E W Forks Bridge Repair\00 Contract\Amendment No.21,IMend No.2 Fee Estimate E W Forks Bridge Repair DL Edits 12/19/2022 1:46 PM A EXHIBIT C RH2 ENGINEERING, INC. 2022 SCHEDULE OF RATES AND CHARGES RATE LIST RATE UNIT Professional I $156 $/hr Professional II $171 $/hr Professional III $184 $/hr Professional IV $203 $/hr Professional V $215 $/hr Professional VI $233 $/hr Professional VII $245 $/hr Professional VIII $256 $/hr Professional IX $256 $/hr Control Specialist I $141 $/hr Control Specialist II $153 $/hr Control Specialist III $167 $/hr Control Specialist IV $184 $/hr Control Specialist V $194 $/hr Control Specialist VI $208 $/hr Control Specialist VII $222 $/hr Control Specialist VIII $233 $/hr Technician I $118 $/hr Technician II $129 $/hr Technician III $148 $/hr Technician IV $158 $/hr Technician V $174 $/hr Technician VI $190 $/hr Technician VII $206 $/hr Technician VIII $215 $/hr Administrative I $78 $/hr Administrative II $92 $/hr Administrative III $107 $/hr Administrative IV $128 $/hr Administrative V $151 $/hr CAD/GIS System $27.50 $/hr CAD Plots-Half Size $2.50 price per plot CAD Plots-Full Size $10.00 price per plot CAD Plots-Large $25.00 price per plot Copies(bw)8.5"X 11" $0.09 price per copy Copies(bw)8.5"X 14" $0.14 price per copy Copies(bw)11"X 17" $0.20 price per copy Copies(color)8.5"X 11" $0.90 price per copy Copies(color)8.5"X 14" $1.20 price per copy Copies(color) 11"X 17" $2.00 price per copy Technology Charge 2.50% %of Direct Labor price per mile Mileage $0.6250 (or Current IRS Rate) Subconsultants 15% Cost+ Outside Services at cost Rates listed are adjusted annually. T •a Council Business Meeting March-21;2023 Contract Amendment with RH2 Engineering for the East and West Forks Design and Agenda Construction Administration From = Scott Fleury PE Public Works Director Contact, , fi Scott.fleury@ashland.or.us ,ItemType.. Requested by Council ❑ Update © Request for Direction ® Presentation ❑ SUMMARY Before the Council is a request to approve a contract amendment with RH2 Engineering for the final design and construction administration of the East and West Forks Transmission Line Rehabilitation Project.This contract amendment has been developed due to additional construction administration requirements imposed by the Federal Energy Regulatory Commission (FERC) along additional time and design requirements for the project in total. POLICIES,PLANS&GOALS SUPPORTED City Council Goals: Essential Services • Water 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 A steel and ductile iron raw water line system are connected to the East and West Fork diversions dams on Ashland Creek that eventually tie into the penstock raw water line that feeds the water treatment plant.The rehabilitation project will replace approximately 1800 of aged and leaking steel pipe along with construction of a bridge cross on the west fork of Ashland Creek. Upgrades to the steel pipe include two crossings over Reeder Reservoir.The pipelines enable water to be diverted above Reeder Reservoir to the water treatment plant,allowing the City to dewater the main reservoir for sediment removal, make dam repairs, make intake structure repairs and potentially manage an algal bloom.This improvement will provide a reliable bypass option for raw water when needed during critical times. RH2 Engineering was selected through a formal solicitation process to develop the preliminary and final design packages and support the construction phase of the East and West Forks Transmission Line Rehabilitation Project. The Council awarded the preliminary engineering design contract at the September 18,2018 Business Meeting. September 18,2018 Minutes Page 1 of 3 rirat y � %a Council Business Meeting September 18,2018 Staff Report The Council awarded the final engineering design contract at the December 3,2019 Business Meeting. December 3,2019 Minutes December 3,2019 Staff Report Additional Work Requirements from base scope and fee: • Project Administration:Due to delays associated with the United States Forestry Service response regarding permitting of the project,the construction schedule has been amended and project administration services through the anticipated project closeout have been extended. • East and West Fork Bridge Crossing Bid-Ready Design:The existing East Fork Bridge was damaged during a previous sediment removal project and staff requested RH2 add the design work for a new bridge into the existing scope as this is consistent with the total scope of services provided under contract. • East and West Fork Transmission Line Piping Final Design:There was limited background information on the East and West Fork impoundment structures and the design of new slide gates required significantly more in design effort that originally anticipated.Multiple site visits were required to take field measurements and gather other information on the aging concrete structures to develop a design that could work for this application. FERC has also required development of an erosion control plan for the construction phase and a Quality Control Inspection Program (QCIP) (FERC Chapter 7 Engineering Guidelines) ,that was not developed as part of the original scope. • Construction Permitting Assistance for East and West Fork Bridge Crossing:The previously developed budget for this scope item was expended over the last 2 years due to the additional design and coordination efforts. • Services During Bidding for East and West Fork Bridge Crossing:The previously developed budget for this scope item was expended over the last 2 years due to the additional design and coordination efforts. • Services During Construction for West Fork Bridge Crossing:The previously developed budget for this scope item was expended over the last 2 years due to the additional design and coordination efforts. The significant addition in cost associated with this item was required by FERC and includes the implementation of the QCIP during the construction phase. Historic Background In 1909,dams and small reservoirs were constructed on the East and West Forks of Ashland Creek.Water from these reservoirs was then piped for the City's power production and domestic water use.Original pipe construction consisted of wire-wound wooden stave piping.The connections to the original power house were constructed of riveted steel pipe. Page2 of 3 M` acticATaiethek y . • 9Falb Council Business Meeting FISCAL IMPACTS The proposed contract amendment with RH2 Engineering is an increase of$210,515 over the original final engineering design contract. Funds are current appropriated for the project and staff will be requesting additional appropriations for the project in the 2024-2025 Biennium Budget. To date the City has expended $263,334 in design fees for the project. FY22/23 Budget Amount$2.1 million FY24/15 Budget Amount$2.3 million STAFF RECOMMENDATION Staff recommends the Council authorized the City Manager to sign a contract amendment with RH2 Engineering for the additional design and construction administration work required for the project. ACTIONS,OPTIONS&POTENTIAL MOTIONS 1. I move approval of a professional services contract amendment with RH2 Engineering in the amounts of$210,515 for the design and construction administration of the East and West Forks Rehabilitation Project. 2. I move to amend the contract amendment with RH2 Engineering (insert amendment). DISCUSSION QUESTIONS Does the Council have any questions about thecontract amendment or process moving forward? SUGGESTED NEXT STEPS Next steps include finalizing the design documents and cost estimate,submitting documentation to FERC for final review and publicly solicit construction phase of project. REFERENCES&ATTACHMENTS Attachment#1: RH2 Engineering contract amendment Attachment#2: FERC Engineering Guidelines Chapter 7 Page3of3