HomeMy WebLinkAbout2022-008 PO 20220263- US DOI-US Geo Survey Purchase Order
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B City of Ashland c ae1 rale
ATTN: Accounts Payable Purchase
L 20 E. Main
L Ashland, OR 97520 Order# 20220263
T Phone: 541/552-2010
0 Email: payable@ashland.or.us
V H C/O Public Works Department
E UNITED STATES DOI -US GEOLOGICAL SURVEY I 51 Winburn Way
N PO BOX 71362 p Ashland, OR 97520
O PHILADELPHIA, PA 19176-1362 Phone: 541/488-5347
R • T Fax: 541/488-6006
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Scott Fleury
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02/04/2022 334 FOB ASHLAND OR City Accounts Payable
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Gaging Stations
1 US Geological survey joint funding agreement for the gaging 1.0 $44,928.00 $44,928.00
stations on the East and West Fors of Ashland Creek
Per attached letter from United States Department of the Interior,
U.S. Geological Survey dated August 2, 2021
Project Account:
Project Account:
***************GL SUMMARY***************
081800-604100 $29,652.48
086100-605700 $15,275.52
By: Al/M., Date: -4"7,)7.-
AuthorizedTignatureQ =E $44 928.00
,
,197- as
FORM#3 CITY OF
A►'(�gttc::af:for it( tir(Iltll�;cl Oi'df:'r 'ASHLAND
RiEQU USITOON Dale of request: 011251.20.22
t4, / l'e Required date for delivery:
Vendor Nanie• United States DOI,US Geological survey
Address,City,State,zip Po Box 71362 Philadelphia,PA 19176
Contact Name&Telephone Number Andrew Kerslake
Elliott address kerslake@usgs.gov
•
'SOURCING METHOD
❑ Exempt from Competitive Bidding 0 Invitation to Bir( ❑ gmorctencv - I ,
❑ Reason for exemption: Date approved by Council: 0 Form 1113,Written findings and Authorization
❑ AMC 2.60 _(Attach copy of council communication) ❑ Written quote or proposal attached
❑ Written quote or proposal attached (If council approval required,attach copy of CC)
❑ Small Procurement ❑ inquest for Proposal Cooperative Procurement
Not exceeding$5,000 Date approved by Council: ❑ Stale of Oregon
❑ Direct Award _(Attachcopyofcouncilcommunication) Contract II
❑Verbal Wrillen bids)or proposal(s) 0 Request for Qualifications(Public Works) ❑ Stale of Washington
Date approved by Council: . Contract!!
(Attach copy of council communication) ❑ Other government agency contract
intermediate Procurement ❑•Sole Source Agency
GOODS&SERVICES ❑ Applicable Form(115,6,7 orb) Conlracttl
Greater than$5,000 and less than$100,000 0 Written quote or proposal attached intergovernmental Agreement
❑ (3)Written bids&solicitation attached ❑ Form 114,Personal Services$51(to$75l( Agency Us Dept of Interior
PERSONAL SERVICES Date approved by Council: ❑ Annual cost to City does not exceed$25,000.
Greater than$5,000 and less than$75,000 Valid until:- (Date) • Agreement approved by Legal and approved/signed by -
❑ Less than$35,000,by direct appointment ❑ Special Procurement City Administrator.AMC 2.50.070(4)
❑ (3)Written proposals&solicitation attached 0 Form 119,Request for Appioval RI Annual cost to City exceeds$25,000,Council
❑ Form 114,Personal Services$51(to$75K 0 Written quote or proposal attached approval required.(Attach copy of council communication) I f
Date approved by Council; •
Valid until:, _ ' (Date)
Description of SERVICES Total Cost
US Geological survey joint funding agreement for the gaging stations on the East and West Forks
of Ashland creek. ® $ 44.2 o.00 • {
Item# Quantity Unit Description of MATERIALS Unit Price Total Cost i j
. i
i
❑m Per attached quotelproposal • -'TOTAL•COST
Project Number • Account Number o a 1 e o o-a o 4 i o 0, $29,652.48 ,
Account Number • Account Number 0 8 8 1 0 0.6 0 6 7 0 0
15,275.52 .
'Expenditure must he charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT-Director in collaboration with department to approve all hardware and software purchases:
• IT Director Date Support-Yes/No ! '
Bys(gntng this requisition tom,I certify that theaCify's/public�contracting requirements have been saiistied. 1 I
Employee:414WD ID�a►I'iXe- ett,n yo' 1 DeparintentHead: l 2t;(22 .
6 •� (E, a ., ! ..t ra 554000)
Department Manager/Supervisor: City Manager: . .. i
/f � qua.o orp(a�rlhan 35,00
•Funds appropriated for current f1cal year: /Y�$/NO //�‘/1.... /.7 — 7
l/ ` Finance Director-(Equallo orgreaterlhon 35,000) Date
Comments:
.
Forni 113•Requisition •
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•. memo
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1 i 1
TO: Joseph Lessard
FROM:Tami De Mille-Campos(Public Works) •
DATE: 2/02/2022
RE: City Manager Signature Needed for US'Geological requisition form
•
Background: •
This is an annual jointfinding agreement with the US Geological Survey to continue the ongoing water ' a
data collection program which requires the city to provide one half of the annual cost.Please see �{{
attached CC for more background info. The agreementitself was signed by Adam Hanks, acting City
Manager, on 8/2/21.
f ,
Council Action:
Council approved the City Administrator(Manager) in 2009 to sign future annual agreements as long
as the costs remain within approved budget constraints. •
• Other Relevant Information:
r i
Insurance waived or reduced?N/A
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
If no,please include all attachments before sending to the City Manager. •
•
•
CITY OF ASHLAND ( i
20 East Main Street - Tel:541-088-6002
Ashland,Oregon 97520 Fax:541-088-5311 4 j
www.ashland.or.us TTY: 800-735-2900 ,a
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• CITY OF ,
SHLAN D •
Council Communication
1
Approval,of a Joint Funding Agreement with the US Geological;Survey
Meeting Date: September 8,2009 Primary Staff Contact: James H. Olson 552-2412
Department: Public Works/Engineering E-Mail: ' olsonj@ashland.or.us
Secondary Dept.: Finance A, Secondary Contact: Pieter Smeenk
Approval: Martha Bennett rip Estimated Time: . Consent Agenda V
Question:
Will the Council approve a joint funding agreement with the US Geological Survey to continue the
ongoing water data collection program,which requires the City to provide one half of the$48,240
annual cost and authorize the City Administrator to sign future agreements?
Staff Recommendation: .
Staff recommends that the Council approve a joint funding agreement with the US Geological Survey
to continue the ongoing water data collection program and authorize the City to pay one half of the
total$48,240 annual cost.
Background: .
Action Summary V V 1
The US Department of the Interior,through its US Geological Survey(USGS),continues to operate,
maintain and calibrate two stream gauging stations on Ashland Creek, and one on Bear Creek near the
wastewater treatment plant. Although the stations have been in place for many years,the joint funding
agreement is on an annual renewal basis so that minor changes in maintenance costs can be adequately
reflected. The Council's approval of this program and d agreement would allow the City Administrator
to sign this and future annual agreements as long as the costs remain within.approved budget
constraints. 1
History V
Stream gauging stations were first installed on the east and west forks of Ashland Creek in September
of 1924. The first stations were cable crossings with a small gondola suspended under the cable. From
this cable car,a technician would measure the depth and velocity of the stream at 5-foot intervals
across the creek width. This procedure was only done once a year.
The cable crossings have since been replaced with continuous data collectors which transmit water
flow data every 15 minutes. The three Ashland gauging stations are part of the USGS's National
Streamflow Information Program(NSIP)which has about 4,780 funded stream gauges nationwide. In
Oregon there are 183 of these gauges with about 94 of these providing water quality information as
well as water flow information.. The Ashland stations provide only water quantity data in the format
{ attached as Exhibits A, B,and C. The data is available online at the USGS website at V
www.waterdata.usgs.gov/or/nwis under the real-time data for:
USGS 14353000—West Fork Ashland Creek
USGS 14353500—East Fork Ashland Creek
USGS 14354200—Bear Creek .
Page l of 2
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WA1
CITY `OF
ASHLAND
Related City Policies:
The council established policy for approval of annual renewable IGA's requires•that the original IGA
be approved by Council and that subsequent renewals may be approved by the City Administator.
Council Options:
■ The Council may approve or reject the attached joint funding agreement with the USGS.
Potential Motions:
■ Move to approve the attached joint funding agreement with the USGS
• Move to delay or deny approval of the joint funding agreement with the USGS
Attachments:
Joint Funding Agreement
Exhibit A—Water data for West Fork Ashland Creek -
Exhibit B—Water data for East Fork Ashland Creek
Exhibit C—Water data for Bear Creek
Photos
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Page 2 of 2
• 1141
VMS
Qp¢,t' "T°F fHFy United States Department of the Interior
r
o U.S.GEOLOGICAL SURVEY
Oregon Water Science Center
2130 SW 5th Avenue
47CH '0✓� Portland,OR 97201
it
•
Aug.02,2021
•
• Mr.Scott Fleury
• Public Works Director •
City of Ashland-Public Works •
51 Winburn Way
Ashland,Oregon 97520 •
Dear Mr.Fleury: •
Enclosed are two signed originals of our standard joint-funding agreement for the projects)Oregon Water Science
Center Water Resources Investigations,during the period October 1,2021 through September 30,2022 in the amount
of$44,928 from your agency.U.S.Geological Survey contributions for this agreement are$25,272 for a combined
total of$70,200.This project continues the operation of the 3 gages,West and East Fork Ashland Creeks(14353000,
14353500) and Bear Creek below Ashland Creek at Ashland,OR(14354200).Please sign and return one fully-
executed original to Peter Koestner at the address above.
Station Station City of ; USGS • Total
Number Name Ashland Funds Program
14353000 West Fork Ashland Creek nr Ashland,OR $14,976 $8,424 $23,400 •
14353500 East Fork Ashland Creek nr Ashland, OR $14,976 $8,424 $23,400
Bear Creek blw Ashland Creek nr Ashland, ,
14354200 OR $14,976 $8,424 $23,400
Totals $44,928 $25,272 $70,200 .
Federal law requires that we have a signed agreement before we start or continue work.Please return the signed
agreement by October 1,2021.If,for any reason,the agreement cannot be signed and returned by the date shown
• above,please contact Keith Overton by phone number(503)251-3246 or email kovetton@usgs.gov to make
alternative arrangements.
This is a fixed cost agreement to be billed quarterly via Down Payment Request(automated Form DI-1040).Please
allow 30-days from the end of the billing period for issuance of the bill.If you experience any problems with your
invoice(s),please contact Peter Koestner at phone number(503)251-3261 or email at pkoestner@usgs.gov. i.
The results of all work performed under this agreement will be available for publication by the U.S.Geological
Survey.We look forward to continuing this and future cooperative efforts in these mutually beneficial water
resources studies.
is Sincerely,
•
Digitally signed by JAMES
JAMES CRAMMOND CRAMMOND .
Date:2021.08.0211:07:47-07'00'
James D.Cranuuond
Center Director
•
•
•
Form 9-1366 U.S.Department of the Interior' Customer#:6000000240
(May 2018) U.S.Geological Survey Agreement#:22YFJFA031
Joint Funding Agreement Project II:YFOOTJE
• FOR TIN#:93-6002117
Water Resource Investigations
•
Fixed Cost Agreement YES[X]NO[ I
THIS AGREEMENT is entered Into as of October 1,2021,by the U.S.GEOLOGICAL SURVEY,Oregon Water
Science Center,UNITED STATES DEPARTMENT OF THE INTERIOR,party of the first part,and the City of Ashland
-Public Works party of the second part. -
1.The parties hereto agree that subject to the availability of appropriations and in accordance with their respective
authorities there shall be maintained in cooperation Water Resource Investigations(per attachment),herein called
the program.The USGS legal authority is 43 USC 36C;43 USC 50,and 43 USC 50b.
2.The following amounts shall be contributed to cover all of the cost of the necessary field and analytical work
directly related to this program.2(b)include In-Kind-Services in the amount of$0.00
(a) $25,272 by the party of the first part during the period
October 1,2021 to September 30,2022 •
•
(b) $44,928 by the party of the second part during the period
October 1,2021 to September 30,2022
(0) Contributions are provided by the party of the first part through other USGS regional,or national programs,
In the amount of:$0
• Description of the USGS regional/national program:
(d) Additional or reduced amounts by'each party during the above period or succeeding periods as may be
determined by mutual agreement and set forth in an exchange of letters between the parties,
(e) The performance period may be changed by mutual agreement and set forth in an exchange of letters
between the parties.
• 3.The costs of this program may be paid by either party in conformity with the laws and regulations respectively
• governing each party.
4.The field and analytical work pertaining to this program shall be under the direction of or subject to periodic review
by an authorized representative of the party of the first part
5.The areas to be included in tile program shall be determined by mutual agreement between the parties hereto or
their authorized representatives,The methodsemployed in the field and office shall be those adopted by the party of
the first part to insure the required standards of accuracy subject to modification by mutual agreement.
6.During the course of this program,all field and analytical work of either party pertaining to this program shall be
open to the inspection of the other party,and if the work is not being carried on in a mutually satisfactory manner,
either party may terminate this agreement upon 60 days written notice to the other party.
7.The original records resulting from this program will be deposited in the office of origin of those records.Upon
request,copies of the original records will be provided to the office of the other party.
8.The maps,records or reports resulting from this program shall be made available to the public as promptly as
possible.The maps,records or reports normally will be published by the party of the first part.However,the party of
the second part reserves the right to publish the results of this program,and If already published by the party of the
•first part shall,upon request,be furnished by the party of the first part,at cost,impressions suitable for purposes of
reproduction similar to that for which the original copy was prepared.The maps,records or reports published by
either party shall contain a statement of the cooperative relations between the parties.The Parties acknowledge that
scientific information and data developed as a result of the Scope of Work(SOW)are subject to applicable USGS
review,approval,and release requirements,which are available on the USGS Fundamental Science Practices
website(https://www.usgs.aov/about/organization/science-suoport/science-quality-and-integrity/fundamental-science-
practices),
•
Form 9-1366 U.S.Department of the Interior Customer it:6000000240
(May 2018) U.S.Geological Survey Agreement 41:22YFJFA031
Joint Funding Agreement Project 4t:YF00TJE
FOR TIN 4t:93-6002117
Water Resource Investigations
9.Billing for this agreement will be rendered quarterly. Invoices not paid within 60 days from the billing date will bear
Interest,Penalties,and Administrative cost at the annual rate pursuant the Debt Collection Act of 1982,(codified at
31 U.S.C.§3717)established by the U.S.Treasury.
I '
USGS Technical Point of Contact Customer Technical Point of Contact' •
Name: Keith Overton Name: Scott Fleury
Supv.Hydrologist Data Chief Public Works Director
Address: 2130 SW 5th Avenue ' Address: 51 Winburn Way
Portland,OR 97201 Ashland,Oregon 97520
Telephone: (503)251-3246 Telephone: (541)552-2412
Fax: (503)251-3470 Fax:
Email: koverton@usgs.gov Email: Scott.fleury@ashland.or.us
USGS Billing Point of Contact Customer Billing Point of Contact
Name: Peter Koestner Name: Tami DeMille Campos
Hydrologic Technician Administrative Analyst
Address: 2130 SW 5th Avenue Address: 20 East Main Street
Portland,OR 97201 Ashland,Oregon 97520
Telephone: (503)251-3261 Telephone: (541)552-2420
Fax: (503)251-3470 Fax: •
Email: pkoestner@usgs.gov Email: tami.campos@ashland.or.us
U.S.Geological Survey
United States City of Ashland-Public Works
Department of Interior
Signature Signatures
Digitallyslgned byJAMES
JAMES CRAMMOND CflAMMOND
By Date: (U0211:O8S2.07'00' By -1 7 Date: 5/z/z/
Name:James D.Crammond Name: .
Title:Center Director Title: •
By Date:
Name:
Title:
By Date:
Name:
Title: •
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