HomeMy WebLinkAbout2022-083 PO 20200233- HDR Engineering Inc prCIS' RECD:
Purchase Order
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� ORB Fiscal Year 2020 Page: 1 of: 1
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B City of Ashland
I —
L ATTN: Accounts Payable 20 E. Main Purchase
L
Ashland, OR 97520 Order# 20200233
T Phone: 541/552-2010
O Email: payable@ashland.or.us
V •HDR ENGINEERING INC H C/O Public Works Department
N PO BOX 74008202 I 51 Winburn Way
D CHICAGO, IL 60674-8202 P Ashland, OR 97520
OR Email: ACCOUNTSRECEIVABLE@HDRINC.COM T Phone: 541/488-5347
O Fax: 541/488-6006
•
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10/23/2019 2369 FOB ASHLAND OR/NET30 City Accounts Payable
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Design
7.5 MGD WTP Phase 2-
1 Design of a 7.5 MGD Water Treatment Plant- Phase 2 1.0 $3,662,659.00 $3,662,659.00
Personal Services Agreement(Greater than $25,000.00)
Completion date: 06/30/2021
Project Account: E-201820-999 •
Project Account: E-201820-999
2 Processed change order 12/20/2019 1.0 $55,923.00 $55,923.00
Amendment No. 1 - Phase 2
Envision Assessment
Processed change order 08/03/2021
Amendment No. 2
Completion date extended to June 30, 2023
Project Account: E-201820-999
Project Account: E-201820-999 S
3 ADDED: Processed change order 09/16/2022 1.0 $676,282.00 $676,282.00
Final design and update construction cost estimates per attached
contract amendment.
Project Account: E-201820-999
Project Account: E-201820-999
*************** GL SUMMARY***************
081900-704200 $3,955,323.60
083800-704200 • $439,540.40
•
•
By: / 111 Date:
Authorized Sig'atu '4! ET; _ $4 394 864.00
y .
FORM #10 - CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request for a Change Order .
Name of Supplier I Contractor I Consultant HDR Engineering Inc. Total amount Of this':
contract amendment: •
Purchase Order Number:20200233
Title 1 Description: =$676,282 , , . ,.
® Per attached contract amendment LcuKe—tc. ia.exrdvE R-(. -'Zt)22— F .,
Conitrat_ct A_m_endment
Original contract amount $ 3,662,659 100 %of original contract
Total amount of previous contract amendments $55,923 2 %of original contract
Amount of this contract amendment $676,282 18 %of original contract
tO�TAL AMOUNT O.F CON rC $ 4,394,864 120 %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)The 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 total 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 XX NO (If"NO",requires Council approval!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. ® 'YES',the total amount of cumulative amendments 0"YES',the total amount of original contract and
0 11 140",amount exceeding authority requires <—25%of original contract amount or$250,000 cumulative amendments<—$100K for Goods&Services,s
Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$50K forAttorney Fees.
Communication. 0 If'NO",amount exceeding authority requires 0 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<—$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 s 25%of original contract amountor$250,000 emergency,including necessity and circumstances
❑ 'YES",the total amount of cumulative whichever is less. requiring the contract amendment
amendments s 25%of original contract amount 0 If 0 If'NO",amount exceeding authority requires 0 Obtain direction and written approval from City
"NO",amount exceeding authority requires Council Council approval.Attach copy of Council Administrator
approval.Attach copy of Council Communication. Communication. 0 If applicable,attach copy of Council Communication
❑ Exempt—Reason: 0 Exempt—Reason: 0 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
❑ 11%0",amount exceeding authority requires Council approval. by City Administrator.AMC 2.28.045(B)
Attach copy of Council Communication. 0 If°NO",Council approval is required.Attach copy of Council Communication
Project Number 2018-20 Account Number 081900-704200 (90%) Account Number 083800-704200 (10%)
*Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
Employee Signature: Kevin Caldwell Department Head Signat _ G. 3 C"2.2
� r . (�$5000,
CityManaser: 94 ..� � Alr
Yc8 .ct., r d �rrda c e rt 5 000
Funds appropriated for current fiscal year: YES /NO �j , ,4 r
Fir1anc- •i -ctor(Equaltoorgreater than$5,000) 'at-
Comments:
Form#10—Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1,6/30/2022
AMENDMENT NO. 3
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an,Oregon municipal corporation,
("City")
and
HDR Engineering Inc,
("Contractor")
for
The Final Design of a 7.5 MGD Water Treatment Plant
RECITALS
A. The City and Contractor previously entered into a Personal Services Agreement
effective October 21, 2019 (the "Agreement") for Contractor to provide Final design
services for a new 7.5 MGD Water Treatment Plant; and
B. The City and Contractor now wish to amend the Agreement to increase the amount of
compensation to be paid to provider.
AGREEMENT
NOW THEREFORE,in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows:
1. Amend Section 6 of the Agreement as follows,with strikeout wording deleted and
' underscored wording added:
6. In no event shall Consultant's total of all compensation and reimbursement under this
•
Agreement exceed the sum of$4,394,864.00 (four million three hundred and ninety
four thousand eight hundred and sixty four dollars) $3,718,582.00 without the express,
written approval from the City official whose signature appears below, or such
official's successor in office.
2. This Amendment No. 3 is effective upon being signed by both parties.
3. Except as specifically modified by this Amendment No. 3, the terms and conditions of the
Agreement remain in full force and effect.
Page 1 of 2: Amendment No.3 to Personal Services Agreement
IN WITNESS WHEREOF the parties have caused this Amendment No. 3 to be signed in their
respective names by their duly authorized representatives as of the dates set forth below:
CITY OF ASHLAND, OREGON HDR ENGINEERING INC.
(CONTRACTOR)
Tracy Ellwein
2022.06.30
By: zefi:Ajeteer
By: " 10:07:43-07'00'
Printe Name: � 1 _I.,. .65/0--c) Printed Name: Tracy Ellwein
Title: CI 114slarer Title: Vice President
Date: 02/2,� Date: 6/30/2022
•
•
Page 2 of 2: Amendment No.3 to Personal Services Agreement
•
memo
TO: Cheryl Atrip,Administrative Assistant
FROM: Scott Fleury PE, Public Works Director 4 et Aa. g.oz-z.. •
DATE: September 8, 2022
RE: City Manager&Deputy City Manager Signature needed for HDR Contract amendment
Background: Public Works has contracted with HDR Engineering for the design of our new Water
Treatment Plant(WTP). The City Council authorized the final engineering contract scope and cost at
the October 1, 2019 Business Meeting. The City has reached the 60% design phase with HDR and
paused the work at that point due to rising cost estimates, unresolved questions that required City
Council direction, and the unknown future effects of COVID.
Value engineering for the 60%design iteration has been completed and the funding source has been
identified through the Environmental Protection Agency (EPA) Water Infrastructure Financing and
Innovation Act (WIFIA).,Public Works needs to work quickly with HDR to complete the final design in
coordination with the WIFIA loan application due in November. Attached for your authorization is a
contract amendment for$676,282 with HDR to complete final design and update construction costs
estimates.
Signatures Required:
1. Deputy City Manager as Interim Finance Director on Form#10
2. City Manager on Form #10
3. City Manager on Contract Amendment Form
Are all attachments listed included? Yes
Form #10-Contract Amendment
Professional Services Amendment Form
Revised HDR Scope of Work
2022 Council Communication for Amendment Approval
•
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 Far
•
City of Ashland., Oregon
Design of a 7.5-MGD Water Treatment Plant
Phase 2
Scope of Services for Final Design
Amendment No. 3 — Design Completion
June 2022
11101 1050 SW 6th Ave
Suite 1800
Portland, OR 97204
•
Table of Contents
Background 1
Reference Document 2
General Tasks and Activities 2
Abbreviations 3
•
Authorized Scope of Services 4
Project Management 4
Objective 4.
HDR Services 4
City Responsibilities 4
Assumptions 5
Deliverables 5
PHASE 2A FINAL ENGINEERING 5
Task 210 Design Services 5
Objective 5
HDR Services 5
Shannon and Wilson Responsibilities 6
RH2 Responsibilities 6
City Responsibilities 6
Assumptions 6
Deliverables 7
Task 220 Cost.Estimating and Pre-Construction Support Services 7
Objective 7
HDR Services • 7
Mortenson Construction Services 7
City Responsibilities 8
Assumptions 8
Deliverables 8
Task 230 Distribution System Water Quality Review 8
Objective . 8
HDR Services 8
Confluence Engineering Services 8
City Responsibilities 8
Assumptions 8
Deliverables 9
Task 240 Public Meetings 9
Objective 9
City of Ashland, Oregon i Scope of Services
Design of a 7.5-MGD Water Treatment Plant—Phase 2
HDR Services 9
City Responsibilities 9
Assumptions 9
Deliverables 9
Task 250 Public Relations Support 9
Objective •
9
• HDR Services 10
City Responsibilities 10
•
• Assumptions 10
Deliverables • 10
•
Task 260 Envision Assessment (Per Amendment No. 1) 10
Objective - 10
HDR Services 10
Mortenson Responsibilities 10
City Responsibilities 10
Assumptions 10
Deliverables 10
PHASE 2B PERMITTING 11
Objective 11
HDR Services 11
WillametteCRA Services 11
Frison Tree Service Services 11
City Responsibilities 11
Assumptions 11
Deliverables 12
PHASE 2C BIDDING SUPPORT 12
Objective 12
HDR Services 12
City Responsibilities 13
Assumptions 13
Deliverables • 13
EXHIBIT A •
City of Ashland, Oregon ii Scope of Services
Design of a 7.5-MGD Water Treatment Plant—Phase 2
' r
SCOPE OF SERVICES
Background
The City of Ashland, Oregon (City) owns and operates an existing water treatment plant(VVTP).
The plant is aging and several issues have made continuing operation and renovation an
expensive effort. The City has requested HDR to assist them in completing the design of a new
VVTP at the Granite site.
The City is executing the project in three phases:
• Phase 1 —Treatment Alternatives and Preliminary Design
• Phase 2— Final Engineering, Permitting, and Bidding Support.
• Phase 3—Construction Services
HDR has completed Phase 1 services. This scope authorizes HDR to use the Phase 1 final
documents to conduct the Phase 2 tasks. Phase 2 is divided into three sub-phases: 2A (Final
Engineering), 2B (Permitting), and 2C (Bidding Support). The subsequent phase (Construction
Services) will be authorized by the City in subsequent contracts. Phase 2 tasks include:
Phase 2A (Final Engineering)
• Prepare the 60-percent, 90-percent, and 100-percent drawings, specifications,
construction schedules, and cost estimates.
• Conduct value engineering/constructability reviews of the 60-percent and 90-percent
drawings and specifications.
• Coordinate with the permitting effort and update documents as needed.
• Conduct a distribution system water quality study.
• Present project information at City Council and committee meetings.
• Provide public relations support as requested by the City.
• Engage in contractor outreach to increase contracting interest in the project prior to
bidding.
Phase 2B (Permitting) -
• Prepare information for use in permit applications.
• Assist the City in consultations regarding permit applications.
• Submit project permit applications on behalf of the City.
Phase 2C (Bidding Support)
• Assist the City in advertising the project.
• Participate in pre-bid conference.
Prepare and issue addenda as directed by the City.
• Prepare bid tabulation sheets and assist the City in evaluating bids.
• Provide Engineer's Recommendation for project award.
City of Ashland, Oregon 1 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
FYZ
This Prime Agreement has been amended twice since it was executed on October 21, 2019:
1. Amendment 1 (Envision assessment) executed December 13, 2019, and
2. Amendment 2 (no-cost schedule extension) executed July 28, 2021.
As of March 2022, HDR is at the 60% project design stage. This Amendment(Amendment 3) is
executed to cover the following changes in the project:
1. Design revisions to accommodate a smaller 7.0 MGD water treatment facility,
expandable to 9.0 MGD.
2. Early equipment selection activities for the ballasted flocculation and ozone generation
equipment.
3. Support in preparing Water Infrastructure Finance and Innovation Act(WIFIA) loan
application.
4. Additional site and geotechnical investigation for the Ashland Creek replacement culvert.
5. Revisions to solar power generation and addition of battery storage.
6. Dividing the project into two separate bid packages, one for the VVTP and one for the
improvements outside of the WTP site (replacement culvert, pipelines, buried electrical
power lines, etc.)
7. Changes in staffing and adjustment to rates due to the City-requested hold on design-
specific activities dating back to May 2020.
Given the number of changes to the project, this amendment closes out tasks authorized in the
Prime Agreement and amendments and establishes new tasks to cover the project through
bidding. Specific activities.for each task are listed below.
Reference Document
The final Phase 1 documents are the basis of design for which this Phase 2 scope builds upon
and are incorporated as reference. These documents include the Basis of Design Report, 30%
drawings, specifications table of contents, 30% cost estimate, and 30% construction schedule.
General Tasks and Activities
Unless noted otherwise, the following assumptions are used for all tasks:
• Workshops and review meetings are at the City's offices or via WebEx.
• City is responsible for arranging meeting locations and attendance of required City staff.
• HDR prepares meeting agenda, handouts, notes, and presentation materials.
• Deliverables consists of one draft document and one final document. Multiple revisions
are not provided.
• • HDR will perform QC reviews on all submittals in general conformance with HDR's
quality assurance/quality control procedures prior to submittal to the City:
City of Ashland, Oregon 2 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
•
• Deliverables are submitted as Adobe PDF files uploaded to the Project SharePoint site.
Native files (MS Office, Project, AutoCAD) are provided upon request. Drawings are
prepared in the AutoCAD platform while 3D modeling uses the BIM360 platform.
• City review comments to draft deliverables are provided to HDR in one collated file that
addresses any conflicting comments.
• City review will take no longer than three weeks per document.
• Final deliverables include comment response logs that show how HDR addressed the
City's review comments. These logs are provided separate of the deliverables (i.e. not
attached as appendices to the documents).
• Design follows the standards and care of the profession and following State, County,
and applicable City construction codes and manuals (Building, Electrical, Fire,
Mechanical, Energy, Stormwater, etc.) in force by July 2022.
• Roadways are per Oregon Department of Transportation standards.
• Stormwater design is per enhanced requirements to satisfy Envision ratings.
• Deliverables follow HDR standards for memoranda, drawings, and cost estimating. The
Construction Specifications Institute (CSI) Master Format standard are used for technical
specifications.
• Contract specifications (i.e. front end Division 00 and 01 documents) are provided by the
City.
• City is responsible for communication with all other governmental agencies and
community groups not otherwise noted below.
• The City is responsible to provide access to all properties that need to be accessed
during the duration of this project.
• City to pay for all permitting and agency review fees.
Abbreviations
Below are the abbreviations used in this scope.
AWAC City of Ashland Water Advisory Committee
CSI Construction Specifications Institute
LU Land Use
MGD Million Gallons per Day
OCCT Optimal Corrosion Control Treatment
ODEQ Oregon Department of Environmental Quality
ODFW Oregon Department of Fish and Wildlife
ODOT Oregon Department of Transportation
ODSL Oregon Department of State Lands
OHA Oregon Health Authority
City of Ashland, Oregon 3 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
•
PLC Programmable Logic Controllers
SCADA Supervisory Control and Data Aquisition
SHPO Oregon State Historic Preservation Office
TAP Talent-Ashland Pipeline
TID Talent Irrigation District
TM Technical Memorandum
USACE United States Army Corps of Engineers
WTP Water Treatment Plant
Authorized Scope of Services •
PROJECT MANAGEMENT
Objective
The purpose of this task is to monitor, control and adjust scope, schedule, and budget as well
as provide monthly status reporting, accounting, and invoicing.
HDR Services
1. Update the prior Project Management Plan (Project Guide) outlining the amended
project scope, revised team organization, updated schedule, and communications
information.
2. Coordinate and manage the project team. •
3. Prepare monthly status reports describing the following:
a. Services completed during the month.
b. Services planned for the next month.
c. Needs for additional information.
d. Scope/schedule/budget issues.
• e. Schedule update and financial status summary.
4. Continue preparing and submitting monthly invoices.
5. Continue holding monthly project management phone calls with the City Project
Manager to review project scope, schedule, and budget issues.
6. Continue maintaining and organizing the project's internet-based SharePoint site for
document storage.
7. Prepare and manage any new subconsultant contracts for this phase.
City Responsibilities
1. Continue to participate in monthly project management phone calls.
City of Ashland, Oregon 4 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
EaIZ
2. Timely processing and payment of invoices.
3. Review and process contract change requests and amendments, if needed.
Assumptions
1. The amended project duration is nine months.
2. One project management phone call.is held per month for the duration of one hour of
project manager and assistant project manager's time. One additional hour of assistant
project manager's time is required for preparation and follow-up (including notes)for
each meeting (three hours total).
3. Invoice format follows the format used for the Phase 1 contract.
4. Expense backup is provided with each invoice per City loan requirements.
Deliverables •
1. Scope of services, schedule (Gantt chart or project milestones), and budget.
2., Monthly reports and invoices (one copy with invoice e-mailed,as a PDF file)
3. Monthly project schedule and budget updates.
4. Project management meeting'agenda and notes.
•
PHASE 2A FINAL ENGINEERING
TASK 210 DESIGN SERVICES
Objective
Advance the Phase 1 documentation to prepare 90- and 100-percent sets of bid drawings and
specifications. Coordinate with OHA to facilitate approval of the new WTP. Evaluate and design
installation of 200 kW solar power generation and onsite electricity storage usingbatteries at the
new WTP to maximize off-grid operations. Prepare two sets of bid documents: one for the WTP
and one for the offsite equipment/facilities outside of the WTP.
HDR Services
1. Complete an analysis of solar power generation and onsite electricity storage, which will
then be incorporated as elements of the subsequent design documents.
2. Incorporate criteria set in the USFS environmental assessment for the culvert
replacement into the documents docs (see Phase 2B— Permitting).
3. Prepare and submit 90-percent design documents and updated Basis of Design Report.
4. Coordinate with OHA to facilitate the approval of the new WTP including the review of
the Basis of Design report and the OCCT report.
5. Conduct 90-percent comment review workshop to discuss City comments and document
decisions (combined with Task 220 90-percent VE workshop).
6. Receive, review, and prepare responses to City 90-percent comments.
7. Prepare and submit 100-percent design documents for the WTP and offsite facilities.
City of Ashland, Oregon 5 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
8. Provide quality control reviews to subconsultant documents prior to incorporation to
design documents and submittal to the City.
9. Coordinate internally between all disciplines and subconsultants in preparation of design
documents.
Shannon and Wilson Responsibilities
1. No activities per this amendment.
RH2 Responsibilities
1. No activities per this amendment.
City Responsibilities
1. Review the design documents and cost estimates, and provide comments at each
design phase.
2. Participate in overview workshops.
3. Provide City's contractual front-end specifications (i.e. Division 00 and 01 documents) for
' HDR's incorporation.
4. Attend conference calls with OHA.
Assumptions
1. Workshops are budgeted for eight hours each and attended in person by Pierre Kwan
and three other HDR staff(90-percent workshop only). Others may attend by phone as
needed.
2. HDR's effort includes reviewing the existing condition and embankments at the access
road creek crossing, and the condition, size, and capacity of the existing culvert.
3. Landscape design/re-vegetation plan will meet City code.
4. Coordination with OHA will be handled by conference calls only. Three calls are
anticipated lasting two hours in duration and attended by Pierre Kwan and one other
HDR staff.
5. Roadways will be designed to ODOT standards.
6. A decision log will be developed to track decisions made at each design milestone.
7. HDR will design the facility following the general and applicable guidelines using the
Envision and LEED environmental scoring systems to incorporate features to save
energy and reduce environmental impacts.
a. These efforts will be documents in the updated Basis of Design for the City's use to
public meetings and communication.
b. The City will not submit this project for formal Envision or LEED certification. As a
result, HDR is not budgeted to develop, design around, or monitor the required
documentation for such certification.
8. Design is based on the Veolia Actiflo system for ballasted flocculation and the
Primozone system for ozone generation. . .
9. Labor associated with the solar panels and onsite battery storage is tracked separately
so the City's use in additional project funding.
City of Ashland, Oregon 6 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
1-31
•
Deliverables
1. Workshop agendas, presentation materials, decision log, and meeting notes.
2. 90-percent design: Includes permit-ready design drawings, technical specifications,
updated Basis of Design Report, and 3D model for the WTP.
3. 90-percent design: Includes permit-ready design drawings, technical specifications'and
Basis of Design Report for the offsite facilities.
4. 100-percent WTP design: Includes sealed bid drawings, compiled project specifications
(HDR's technical specifications and City's contract specifications), and 3D model.
5. 100-percent offsite design: Includes sealed bid drawings and compiled project
specifications (HDR's technical specifications and City's contract specifications).
TASK 220 COST ESTIMATING AND PRE-CONSTRUCTION SUPPORT
SERVICES
Objective
Provide construction cost estimates, schedules, work sequencing, and value engineering
services.
HDR Services
1. Provide design information to support cost estimating and scheduling.
2. Organize and lead a planning workshop, upon project restart, to:
a. Plan out start-up/commissioning activities for the new WTP.
b. Identify shut-down/decommissioning activities at the existing WTP.
c. Establish a work sequence to bring the new WTP online and then shut-down the
existing WTP.
d. Identify design features that HDR needs to add to support these activities.
e. Identify operational procedures that City needs to implement to support these
activities.
3. Prepare for an internal value engineering and constructability review in Portland, OR for
the_project.
4. Organize and lead a 90-percent value engineering and constructability review workshop
at the City (combined with Task 210 90-percent design review).
5. Prepare and submit draft contractor pre-qualification requirements to the City.
6. Provide support to the City as requested in preparing.WIFIA loan application.
7. Prepare cost estimates for the 90- and 100-percent cost estimates.
Mortenson Construction Services
1. No activities per this amendment.
City of Ashland, Oregon 7 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
FDS
City Responsibilities
1. Participate in workshops.
2. Review and provide comments to draft contractor pre-qualification requirements.
Assumptions
1. Planning workshop to discuss transition between the existing WTP and the new WTP
will be four hours in duration and attended in person by Pierre Kwan, with others from
HDR participating by phone as needed.
2. See Task 210 for VE workshop duration and attendance.
3. Reviews are budgeted for eight hours each and attended in person by Pierre Kwan and
• two others at HDR.
4. An allowance of 20 hours is provided to support the City in preparing the WIFIA loan
application.
Deliverables
1. Workshop agendas, presentation materials, and meeting notes.
2. 90-percent cost estimate and schedule.
3. 90-percent value engineering tracking log.
4. Final construction cost estimate.
TASK 230 DISTRIBUTION SYSTEM WATER QUALITY REVIEW
Objective •
Conduct a review of the distribution system to quantify the impacts of the new WTP treated
water with the City's existing distribuiton system and blending with TAP water. In addition to
evaluating any changes in the finished water quality with the new plant, OHA requires an OCCT
TM be prepared. This task is being performed by Confluence Engineering Services. This task is
now complete.
• HDR Services
1. No activities per this amendment.
Confluence Engineering Services
•
2. No activities per this amendment.
City Responsibilities
1. No activities per this amendment.
Assumptions
1. OHA accepts previously completed report without comment or additional work.
City of Ashland, Oregon 8 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
Deliverables
1. None for this amendment.
TASK 240 PUBLIC MEETINGS
Objective
Prepare materials and participate in public meetings with the City to discuss and present the
project to the public.
HDR Services -
1. Participate in the following meetings:
a. Three City Council Study Session meetings.
b. One City Council businessmeeting.
c. One meeting with Ashland Planning Commission.
2. Prior to each meeting, participate in a one-hour phone call with City staff to review
presentation materials and topics.
3. Review and provide comments to City Council study packets.
City Responsibilities
1. Schedule meeting dates and locations.
2. Prepare City Council study packets for HDR's review.
3. Reproduction and distribution of materials.
4. Facilitate the meetings.
5. Meetings notes is the City's responsibility.
Assumptions
1. Meetings will be no more than two hours in duration and attended by Pierre Kwan.
2. Phone calls will be no more than one hour in duration and attended by Pierre Kwan.
3. Council study packets will be materials prepared in other tasks with minimal
modifications.
Deliverables •
1. Comments to study packets (electronic files only).
TASK 250 PUBLIC RELATIONS SUPPORT •
Objective
Support the City in public relations outreach. This task will be further defined during the kickoff
workshop and is based on a time and materials allowance of$15,000 to cover HDR services.
City of Ashland, Oregon 9 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
FD'
HDR Services
To be determined during kickoff workshop
City Responsibilities
To be determined during kickoff workshop
Assumptions
1. The support will be defined by the City but this task can include:
a. Public flyers and posters
b. Communication materials for the City's website.
c. Documentation to regarding compliance with the City's Climate and Energy
Action Plan.
2. All efforts and fees for this task are to be proposed by HDR and approved by the City
prior starting work.
Deliverables
To be determined during kickoff workshop
TASK 260 ENVISION ASSESSMENT (PER AMENDMENT No. 1)
Objective
Identify the requirements to achieve an equivalent goal of Envision Silver rating and the
additional impacts to the overall project(design and construction) costs and schedule
associated with achieving Envision Platinum rating. The outcome deliverable of this task is a
memo to provide City staff information to present for City Council's consideration. This task is
now complete.
HDR Services
1. No activities per this amendment.
Mortenson Responsibilities
1. No activities per this amendment.
City Responsibilities
1. No activities per this amendment.
Assumptions
1. None per this amendment.
Deliverables
1. None per this amendment.
City of Ashland, Oregon 10 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
PHASE 2B PERMITTING
Objective
Provide applications for conditional land use, building, fill/removal permits from City of Ashland,
Jackson County, ODSL, USFW, and USACE.
HDR Services
1. Prepare,a Joint Permit Application. In support of the application HDR will:
a. Complete the Fish Passage Plan worksheet provided by the state.
b. Prepare a historical baseline memorandum based on field exploration
c. Develop scaled drawings depicting impacts according to ODSL and USACE
guidance using the design drawings.
d. Prepare the"No effect"for Endangered Species Act listed species document. ' •
e. Prepare a Post-Construction Stormwater Management Plan that meets ODEQ
requirements.
2. Prepare City LU application. In support of the application HDR will:
a. Identify tree removal requirements for the LU application.
b. Prepare and submit a draft and final LU application addressing the appropriate
zoning requirements and information necessary to address issues detailed in the
pre-application comment document.
3. Prepare and submit building permit application.
4. Prepare documents required for the submittal of the development/conditional use permit.
5. Coordinate with Task 210,to incorporate permitting requirements into design documents
as applicable.
WillametteCRA Services
1. No activities per this amendment.
Frison Tree Service Services
1. No activities per this amendment.
•
City Responsibilities
1. Review and provide a consolidated set of comments on draft deliverables.
2. Secure City signature on Land Use Compatibility Statement
3. Provide payment to the agencies (City, ODSL, USACE, ODEQ)for all permit and
delineation submittals.
4. Attend Pre-Application Conference.
Assumptions
1. City will be responsible for permit application fees.
City of Ashland, Oregon 11 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
Fla
2. The project is not within the regulated floodway or floodplain and will not require a No
Rise Analysis.
3. Up to two staff will attend the Pre-Application Conference with the City. Conference is
two hours in duration.
4. Up to two staff will attend the Pre-Application Conference with Jackson County.
Conference is 1-hour in duration.
5. A public hearing will be required to address the LU zoning requirements. Public hearing
will be attended by City staff and Pierre Kwan. HDR will provide support exhibits using
already-prepared materials. Pierre's attendance at the public hearing will be coordinated
with other meetings to reduce travel and meeting preparation costs.
6. The project will require a Type II LU approval.
7. The project will meet the stream simulation passage requirements.
8. The City has stated that fish are not present in the portion of Ashland Creek where the
crossing will occur. Fish passage during construction is not necessary as this is not
current or native migratory fish habitat. If ODFW requires work above and beyond
completion of the Fish Passage Plan worksheet or requires fish passage during
construction a change in scope/fee will have to be established.
9. SHPO coordination will be conducted for the new WTP only.
Deliverables
1. Draft and final Joint Permit Application.
2. Draft and final LU Application.
3. Draft and final building permit application.
PHASE 2C BIDDING SUPPORT
Objective
Assist the City in bid phase services associated with the project. This amendment assumes that
two bid packages are prepared: one for the WTP and one for the offsite facilities. The City may
opt at a later date to merge the two packages into one larger package with each prior bid
package as a separate schedule.
HDR Services
1. Assist the City in advertising for and obtaining WTP and offsite facilities bids or
proposals for the work and, where applicable,maintain a record of prospective bidders
to whom Bidding Documents have been issued.
2. Attend virtual/online pre-bid conferences and issue meeting minutes.
3. Issue addenda as appropriate to clarify, correct, or change the bid documents.
4. Provide information or assistance needed by the City in the course of any negotiations
with prospective contractors.
5. Attend virtual/online bid openings for the WTP and offsite facilities.
City of Ashland, Oregon 12 Scope of Services
Design of a 7.5-MGD Water Treatment Plant •
6. Prepare Bid tabulation sheets, and assist the City in evaluating Bids or proposals,
determining if contractors meet the pre-qualification requirements, and in assembling
and awarding contracts for the WTP and offsite facilities Works.
City Responsibilities
1. Advertise and obtain bids or proposals for the Works using the OregonBuys
procurement system.
2. Organize and attend the pre-Bid conferences.
3. Organize and attend the bid openings.
Assumptions
1. Pre-Bid Conference will occur using Zoom (or similar online meeting platform) and be
• attended by Pierre Kwan (or a designee).
2. Bid opening will occur using Zoom (or similar online meeting platform) and be attended •
by Pierre Kwan.
3. HDR will not provide dispute resolution services between the City and any bidders.
4. HDR will issue up to six addenda combined for the WTP and offsite facilities bid
packages.
5. Scope does not include project rebidding for any reasons. Any HDR efforts to support a
rebid will be funded by a time-and-cost amendment to this contract.
Deliverables
1. Pre-Bid Conference Meeting Minutes
2. Addenda ,
3. Bid Tabulation and Recommendation of Award Letters.
Schedule
The schedule is as follows
Milestone Date
Notice to Proceed July 2022
90% drawings and specifications September 2022
90% cost estimate October 2022
Permitting September to December 2022
Bid documents and Engineer's estimate March 2022
WTP bidding April 2022
•
City of Ashland, Oregon 13 Scope of Services
Design of a 7.5-MGD Water Treatment Plant
Fee •
•
The fee associated with this amendment is as follows:
Line Item Value
Original Contract $3,662,659
Amendment No. 1 — Envision Assessment $55,923
Amendment No. 2— No-Cost Schedule Change $0
Total Authorized Contract to Date $3,718,582
Fee Expended to Date ,$2,087,305
Authorized Contract Fee Remaining $1,631,277
Scope of Services in Amendment No. 3 $2,307,559
Difference between Amend. No. 3 and Authorized Contract $676,282
• Fee Remaining
Fee Associated with Amendment No. 3 $676,282
The detailed fee breakdown for this amendment is attached as Exhibit A.
•
•
•
City of Ashland, Oregon 14 Scope of Services
Design of a 7.5-MGD Water Treatment Plant •
•
Exhibit A
_ m c a, m c
c m d m `m m ° o . v a
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City of Ashland,OR-Ashland WTP-Final Design a a I
T4 o
E wa t2 U < o to N ft
j
,' - , „ d N a N L C W t.G 2« « « d J J p J 2
. o « o o o A 1 c U c E t t 't V os
u
m v a 2 N
- - , a a a a a a J "L o O' N 0 W ¢ ¢ ¢ {L J it N a- N in-
Billable Fetes $275.97 $337.92 0223.58- -'6102.50 .6197:22-420294 $167.62 =$95.71 $243,07 _$300.51•".$26922 $104.67 $25651- 4103:97 $139.90" $17523 .$113,18 6121.25. $14499.-$28410. $205.82
Prof.+Mng." 'Project Managemenf-. -- - '- .-. - - "- _ _ _ _- _ - - - .
Project Management 16 8 120 36.5 37.75 -
Monthly Invoicing 4 8 80
Client Meetings 24 24 "
Team Meetings 16 40 - 40
Sub-total
16 52 192 37 118 40 0 D 0 0 0 0 0 0 0 0 0 0 0 0 0
- - - 210 Deal•n:Services=New and Existin r.WTP , - _ - - - ' •• - ---- - -- - , - - -- -
Prepare and Submit 90%Design Documents 160 120 160 320 420 46 124 40 8 182 216
Prepare and Submit Updated Basis of Design Report • 24 8 24
Complete Fire Code Compliance Review Document and Coordinate
with Fire Marshal 80
Respond to City and Fire Marshal 90%Design Comments 8
Prepare and Submit 100%Design Documents 40 40 80 100 112 16 60 24 4 80 100
OC Hours Only 60 52
Sub-total 0 0 0 0 0 232 160 240 60 0 0 0 428 532 52 142 184 64 12 286 316
®Design Services-Offsite Fa-citifies ., -- ., -- - _- - - - - - - - - - - , , .16
Prepare and Submit 90%Design Documents
Pre•are and Submit U•dated 90%Basis of Desi.n Re.art
Respond to Citys 90%Design Comments
Prepare and Submit 100%Design Documents 8
OC Hours Only
Sub-total 0 0 0 0 • 0 D 0 0 0 0 0 0 0 0 0 24 0 - 0 0 0 01
•Cost Estimating and Pre-Construction Support Services'- "` "- - - -- - , _ - - - - -
Prepare 90%and 100%Cost Estimates 120 152 280 •
Conduct 90%Constructabllity Workshop 8 16 16 8 4 4 8
Incorporate City Comments 8 12
•
,, Sub-total 0 B 24 0 0 16 12 0 0 128 152 280 4 00 4 0 0 0 8 OI
r Public Meetings - ._• '. -
City Council Study Sessions 8
City Council Business Meeting 8
Ashland Planning Commission Meeting 8 -
Conduct Coordination Phone Cells prior to Public Meetings 8
_ Sub-total 0 32 0 0 0 0 0 0 D 0 0 0 0 0 0 0 0 -0- 0 0 0
-Phase =Perinitting - ,._---. ,- -'--- - -' - - -- -_ _._ -. __ _ .,
Prepare a Complete Joint Permit Application 8 - - - -
Prepare City LU Application/Documents for Conditional Use Permit 16 4 12
Prepare Building Permit Application 8• 2 20 40 4 - 4 4
Sub-total 0 0 24 14 0 12 20 40 0 0 0 0 4 0 0 4 0 0 0 4 0
Phase 2C Bidding Support " -- - - _ _ _ -.._- ._ - .. --.,
Assist the City in Advertising/Obtaining Bids or Proposals for WTP and -
Oflslte Facilities 8 12
Attend Pre-Bid Conference and Prepare Meeting Minutes 2 4
Issue Addenda
4 40 12 12 12 8 12
Attend Bid Openings- 2 2
PrepareBid Tabulation and Assist City with Evaluating Bids 4 16 g
DC4OC Hou
rs Only
Sub-total 0 20 74 0 0 20 12 0 0 0 0 4 12 0 0 8 0 0 0 12 0
-'--''ours-- _ --' —'- _ --"16 112 ' 314:- --51 ---118-'-'320 204; 280 .- 60-- -128 152 • - 284 i--'448 • ,,532 :- --62 --182` -184...- '644 .12 " 310 316
'Fee -' - - - -- --- '-$4;416-$37,847 $70;204- "15,176"'$25223 $64;941 $34,184-$26;799 "514,584'$38x{65 $40,921 _529,726`$1.14;916 $55,312 '$7,275 $32.620 "$20;835 ...$7,760_ $1;740'588,011 $65,039
_ Sub_ronsultant Budget w/Mark-up' - -- _ �_--_ _
-.. Total - - - - _ - — -
•
•
•
• Exhibit A
HDR£ngineering
l:eve11.0 Effort _ - -
q •
w
` •
O1 m O d Q U H d d J U J W
City of Ashlan&:011-Ashland'WT?Final Design W W ° ° o m Ti o
1-i _ 0 _ 2 0 C G C N R N N V Tg 'En
C C U Q U F CC
« « U L L 2 J ,- O .0 .ri Q J W W U U V 9 C C
u •
v u U o
. _ 2 2 2 2 d a a o0s m m > > > a •
a c o
a aRR
-..5 Tifd ',e' > '• - in N N N E E E M W A W " W A U a U U U _.1 J N N
• . - Billable Rates ".$158.54 $149.02 "$190.08•.5268.56.$238.54:$162:38 $189.15 $260.90 .$107.71 $174.02 $161.85$27622 $282.11:$16522 $191.90.$117.73_5248.16:5181 54 511734 5195.90.5280.13'4155.71
- - - - , _- -- yi`r i' �e-"'z7„°rt"j _,
Proj.Mild.. 'Project'Managemen£ .__. - _ .. _ r - - _
Project Management ,
Monthly Invoicing _ - -
Client Meetings
Team Meetings 40
.
Sub-total 0 0 0 0 0 0 0 0 0 0 • 0 0 0 0 D 0 0 0 0 0 4D D
210 Design Services-New and Existing 1NTP: _ - - - - - - -' ` ° - _ -- -- -
Prepare and Submit 90%Design Documents 134 712 690 298 188 300 160 300 _ 106 60 124 72 8020 360 .
Prepare and Submit Updated Basis of Design Report 16 8 8 8 -
Complete Fire Code Compliance Review Document and Coordinate •
with Flre Marshal - 40
Respond to City and Fire Marshal 90%Design Comments _ 8 9 4 2 4
Prepare and Submit 100%Design Documents 60 306 300 80 40 BO 30 100 40 24 56 8 8 16 40
QC Hours Only 80 _ 32 56 80 24 40
Sub-total 194 1,018 990 80 402 236 32 396 0 190 400 56 80 158 84 180 24 80 130 4D 40 400
210 Design.Services-Offsite Facilities.. -. - - .•.. -_..-- - - _ _. _- _ _ _- - --- •4;, _ ,.- - _ - ,; -. -. : -- - 1
Prepare and Submit 90%Design Documents96 228 80 24 98 24 40
Prepare and Submit Updated 90%Basis of Design Report 8 • - 8 16 32
Respond to City's 90%Design Comments a 428 24
Prepare and Submit 100%Design Documents 42 100 40 18 72
QC Hours Only _ 24 24
Sub-total a D 0 0 0 0 0 154 3280 0 24 .0 132 42 170 24 0 0 D 72 96
._ 220 Cost Estimating find P.re-Construetlon.SupporSeryices.-"c --..-_ ,-•—-- -- --. - - - - - -- -
Prepare 90%and 100%Cost Estimates •
_ 8
Conduct 90%Constructability Workshop 8 4
• Incorporate City Comments
• Sub-total 0 0 0 0 0 0 D 8 0 ' 0 0 0 D 4 0 0 0 0 0 0 8 01
_240 Publtc.MeeOhgs' . . ..- - - -' -- - - ... .. -- - - . - -- ' - . _
City Council Study Sessions
City Council Business Meeting - - -
Ashland Planning Commission Meeting
Conduct Coordination Phone Calls prior to Public Meetings
Sub-total 0 0 0 0 0 0 0 0 0 0 1 0 0 0 0 D' 0 0 0 0 0 0 01
__ __
•
. Phase 2B Permitting - - - _ ..
Prepare a Complete Joint Permit Application _
Prepare City LU Application/Documents for Conditional Use Permit 4 4 4
Prepare Building Permit Application 4 4 4 4 12 4
Sub-total 0 D 0 0 4 0 4 4 0 0 0 0 0 4 4 0 0 12 4 0 a 0I
Phase 2C Bidding.Support. _ - - -_ ._;. _ .- - -:. i
Assist the City in Advertising/Obtaining Bids or Proposals for WTP and
Offsite Facilities
Attend Pre-Bid Conference and Prepare Meeting Minutes -
•
Issue Addenda 12 B 12 8 8 16
Attend Bid Openings
Prepare Bid Tabulation and Assist City with Evaluating Bids - 8
QC Hours Only ' 6
Sub-total 0 0 0 0 .12 0 8 12 0 0 0 0 0 a 0 0 0 0 8 0 24 6
.__; Hours:. -----__ -_ :-- 194 1,018._ 990 _.80 418 `-236�--` 44' ...-_-374=- 328 190.- 400 80- 80 ' 306 130' 350 ` -45. ,192 502
-;- 92 '_.-142 ' .40,^
s'Fee'-—- 'a ,---" ----'-----" --$30,369'$151,702 $168,179-.$21,325'$98,874,$35,952-$5,323 '5149,757 535,329 433,064;$64;756 822,098'-522,569$50,557$24,947 441;206 411,912 416,702 416,652 r47 836 1553,785:$78;156
- �_. _ - . .x'}-vitt- - �s•'.-
suitantBudget wl.Merk-uP'-- - - - - - `,-
. _ Total.. - _ _... - • - ......__,_.._ .--' _,�_, _ _- - " - - _ . _ .- t .- .-. __._ .. . .
ti
•
• Exhibit A-
Level of Effort _ - _ I c - - y. _ ; _ '
,� r v - -- • , 1
City of Ashland,OW-Ashland Wl P Final Design' W `= d vo
o m
_ _ Nra �a o CI m rn o� _ - :' E
in € a a a m m is to o. a. CO -S .9' t8- ° . _ ' °,S u'
Billable Rates 312522$216.45 $223,20 -$131:71 -$268;35. $155:42 '3120.93 $175.52 $219.71" ;$234.08- •$112.48---$132;03 - - '-*= -
_. --- ---- -- _ -. -- -- --._ - - -- -- -.
Pro].Meg - Pro)eet'Management;-.-- -- .- - '- ,. -. _ „ - - - - - ,
Project Management - 21825 $ 45,135 $ - $. ' -_�45;135'� $' 45,135:
Monthly
Invoicing 92 $ 18,918 $ - $' ,'18,918' $ 18,918
Client lentMMeetings 48 $ 13,476 $11,160 $ 11,160 $..- --24,636 $ =24,836
Team Meetings - • 136 $ 33,673 $ $ 3 673 "-33 673
Sub-total 0 0 0 0 0 0 0 0 0 0 0 0 494 S 111,201 $11,160 $ 11,160 .S -'122,361.:$ 122,361`
210 Design Services=New and Existing W.TP- - _- - _.-- - ._._-_ _ _. _ _ - _ _ - - - - • -
Prepare and Submit 90%Design Documents 140 104 228 } 80 5952 $-1,039,230 $n - $. 1,039,230 '$'1,039,230
• Prepare and Submit Updated Basis of Design Report 12 16 124 $ 26,939 $ - S 26,939' Sr 26,939
Complete.Fire Code Compliance Review Document and Coordinate - - -
with Fire Marshal 120 $ -. 19,032 $ - $...' 19,032 $ '19,032
Respond to City and Fire Marshal 90%Design Comments 34 $ 7,619 $ - '$-- -7,619 $r''7,619'.
Prepare and Submit 100%Design Documents 40 24 40 40 1988 $ 347,374 $ - $ -347,374' $-'347,374 -
OC Hours Only - 24 • 30 478 $ 114,071 $ - -$ 11074 ;$-114,071' •
Sub-total 180 24 140 284 30 0 0 0 0 0 0 120 8,696 $ 1,554,265 $ ' - $ - S- 1,554,265' $1,554,205:
- 210 Design Services=Offsite Facilities- - _- - - ._. __ _. _ .. _- ,_ - - - _ _ ___ - - -_ -. _ - _ -
Prepare and Submit 90%Design Documents 200 66 100 -126 128 - 44 1270 $' 190,515 $ - -$'�._-190,515---5'-190;515:
Prepare and Submit Updated 90%Basis of Design Report . 8 8 20 24 8 132 $ 23,128 $ - $' 23,128--$_ 23,128-
Respond to Citys 90%Design Comments 4 0 32 $ 6,578 $ - S. X6,578- $3, 6,578
Prepare and Submit 100%Design Documents 80 40 70 76 88 36 718 $ 109,100 $ - -$-. -109;100'+5 109,100'
OC Hours Only 24 24 30 126 $ 30,620 $ - $ ---30,620 '8 ,,30,620'
' Sub-total 280 24 114 178 24 226 248 BB 30 0 0 0 2,278 $ 359,941 $ - $ - $ • -359941'. $:.359,941: •
- 220 Cost Estimating and Pre-Construction Support Services --_ , • -' - - -- - _ _ _ _ _-- - - - _
Prepare 90%and 100%Cost Estimates - 552 $ 106,290 $, - $ - 106,290. $ 906,290;
Conduct 90%Constructability Workshop 84 $ 20,937 $ - $5 - 20,937 $ 20,937
Incorporate City Comments 20 $ 3,800 $ - $ - '3,800 $-_ 3,800'
Sub-total 0 0 0 0 0 0 0 0 0 0 0 0 656 $ 131,027 $ - $ - $ 131,027. $-131,027-
Public Meetings - _ - - -
City Council Study Sessions 8 $ 2,703 • $ - 5_ - 2,703 $ 2,703
City Council Business Meeting 8 $ :2,703 $ - $ - 2,703 '$ -2,703'
Ashland Planning Commission Meeting 8 $ 2,703 $ - $ -- 2,703. '$ 3,703
Conduct Coordination Phone Calls prior to Public Meetings 8 $ 2,703 $ - 5- - 2,703-.$ ' 2,703-
_ _ .- '.,-_._ .___. - 32 $ 10,813 $_.^ .__.$_. �$. 10,813. $-_10,B13-
Phase-2B Permitting• - . - - _ .._ Subtotal 0 0 0 0 0 0 0 0 0 J ,0 0 0 _ -
PApplication - - 60 100 - 168 $ 26,113 -_ -$ --- $`----_26113. 5-26,113:
Prepare a Complete Joint Permit -
Prepare City LU Application/Documents for Conditional Use Permit 4 - 40 60 148 $ 25,514 $ -• -$: 25,514 i'$i.,25,5147
• Prepare Building Permit Application 114 $ 18,760 $ - $ .18,760, $ '18,760
Sub-total 0 0 0 0 0 4 0 0 -0- 100 160 0 430 $ 70,387 $ - $ - $- 70,387'- $- -70,387
-- Phase 2C Bidding Support_ __ _ _. - _. __ ,. _ _ �.. _ .- _ -.. - - - --_ _ - - ., _ .-
Assist the City in Advertising/Obtaining Bids or Proposals for WTP and - - - _. -
Offsite Facilities 20 $ 5,386 $ - $ _.,5,388- $• ,5,386
Attend Pre-Bid Conference and Prepare Meeting Minutes 6 $ 1,570 $ - $ .::1,570' $ - -1,576'
Issue Addenda - 8 12 184 $ 40,538 $ - 3 '40,538 .3 ,40,538
Attend Bid Openings 4 $ 1,123 $ - $" 1,1231-$ -1,123
Prepare Bid Tabulation and Assist City with Evaluating Bids 36 $ 8,794 $ - -$ -8,794` $ ._8,794-
OC Hours Only 10 $ 1,353 $ - $ 1;353. -S ' 1,353
Sub-total 0 o B 0 0 12 0 _ 0 0 0 0 0 260 $ 58,764 $ - $ - S-` ';68,764'.S,''68,764'
Hours' - - -'--_ - c - -"460 "'48- -262 462-- -- 54 242 248 i, E8 -30 -100' :16D- • -12D-12,$46 -- - - _ . _
-:-
Fee.-. .: _,.. _, .. -u_ r - -.-- .$57,001 $10;390'$58;478 '$60 850 x$14,059-$37,612- 829,991. $15,446- $6,591:.$23,408 " $17,997- 815,644- -- -$ 2;296,399'-$11,160 $- 11,160 5 2,307 5591
..Sub-consultant Budget Markup- - - ". _. - --- - .-- .. _ - -- _ r- --
_. - Total__ _ • - __ -._-- -- - - _ -- _
. - - - 307,55
Council Business Meeting
September 6, 2022
Agenda Item Contract Amendment with HDR Engineering
From Scott Fleury, PE Public Works Director
Contact Scott.fleury c(Dashland.or.us 541-552-2412
SUMMARY
Before Council is a request to approve a contract amendment with HDR Engineering, Inc. for the final design phase
of the Water Treatment Plant Project.
POLICIES,PLANS & GOALS SUPPORTED
City Council Goals:
• Prioritize Essential Services: Water
• Enhance Value Services: Emergency Preparedness, Economic Development, Water Conservation
• Develop current and long-term budgetary resiliency
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
PREVIOUS COUNCIL ACTION
• October 1, 2019 Business Meeting, Council approved a$3,662,659 contract with HDR Engineering for the final
design of the new Water Treatment Plant(Minute, Staff Report) .
• April 19, 2021 Study Session, Staff presented updated plant sizing and Envision Program specifics (Minutes,
Staff Report).
• January 3, 2022 Study Session, Staff reviewed previously presented plant sizing and Envision program
information. Council agreed with the recommendations (Minutes, Staff Report).
BACKGROUND AND ADDITIONAL INFORMATION
A 2012 City Administrator and Finance Director delegation's memo outlines the requirements for Council approval
with respect to Contract Amendments (reference attachment#2).
Memo excerpt:
12.(C): Competitive Sealed Bid (ITB), Competitive Sealed Proposal (RFP) and Sole Source Procurements-A
contract may be amended in accordance with OAR 137-047-0800,
but the cumulative amendments must not increase the total contract price to a sum
that is greater than twenty-five (25%) of the original contract price or$250,000,
whichever is less.
12.(G):A change order or contract amendment that exceeds this authority will require the
approval of the City Council.
Page 1 of 3
CITY OF
ASH LAND
The amendment for the final design phase is needed in order to finish the plans, specifications (PS&E) and estimates
for the water treatment plant project. As of March 2022,HDR is at the 60%project design stage. If executed this
Amendment is will cover the following changes to the project:
1. Design revisions to accommodate a smaller 7.0 MGD water treatment facility, expandable to 9.0 MGD.
a. The original design intent was to accommodate a 7.5 MGD facility expandable to 10 MGD. Through
an update to the supply demand forecast, a resizing of the plant was recommended and accepted by
Council.
2. Early equipment selection activities for the ballasted flocculation and ozone generation equipment.
a. In order to better prepare the final design package,the City solicited an early out package for the
flocculation and ozone systems. This has allowed improvements to the design package to better size
facility requirements for major equipment installation and reduce future construction cost risks.
3. Support in preparing Water Infrastructure Finance and Innovation Act(WIFIA) loan application.
a. This cost will only be utilized if needed. Currently Public Works is working with the City's
contracted financial advisor for assistance in preparing the WIFIA package.
4. Additional site and geotechnical investigation for the Ashland Creek replacement culvert.
a. In order to support the design and permitting of a replacement of the existing undersized culvert on
Ashland Creek, additional geotechnical work was performed to allow the new culvert to meet
current flooding and fish passage requirements.
5. Revisions to solar power generation and addition of battery storage.
a. As part of the Envision process recommended by Council, additional work has been required of the
design process to facilitate Solar and future battery storage onsite.
6. Dividing the project into two separate bid packages, one for the WTP and one for the improvements •
outside of the WTP site (replacement culvert,pipelines, buried electrical power lines, etc.)
a. It is recommended by Public Works and HDR to have separate bid packages. One for the plant site
construction and one for the offsite utility construction. Separating the packages will allow for local
competition for the offsite improvements with contractors who specialize in underground utility
installation.
7. Changes in staffing and adjustment to rates due to the City-requested hold on design specific activities
dating back to May 2020.
Given the number of changes to the project since the final engineering design contract was approved in 2019,
the amendment closes out tasks authorized and completed in the original contract and amends and establishes
new tasks to cover the project through the bidding phase. Reference attachment#1 for specific tasked based
activities.
FISCAL IMPACTS
The current contract amount of$3,662,659 previously awarded by the City Council has $1,631,276 in remaining
balance to support the project. The increase of$676,282 will allow HDR to finalize the PS&E and provide bidding
support for the project. The original contract and associated amendment increase align with the previous Council
approval to reduce loan funding for the project:
At the June 21, 2022 Council Business Meeting the Council approved a resolution that reduced the current loan
amount with the Infrastructure Finance Authority from$14.8 million to $4.7 million(Minutes, Staff Report). The
IFA requested the loan amount be reduced as the City was accepted to apply for the Environmental Protection
Agency's Water Infrastructure and Innovation Act (WIFIA) Funding. The reduction in loan amount corresponds to
finishing the final design phase for the project, including the amendment addition.
Funds are appropriated in the current budget for the project.
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CITY OF
ASHLAND
STAFF RECOMMENDATION
Staff recommends approval of the contract amendment with HDR Engineering in order to finalize the plans,
specifications and estimates for the project.
ACTIONS, OPTIONS &POTENTIAL MOTIONS
I move to approve a contract amendment with HDR Engineering Inc. in the amount of$676,282
REFERENCES &ATTACHMENTS
Attachment#1: Contract Amendment
Attachment#2: Delegations Memo
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CITY OF
ASHLAND