HomeMy WebLinkAbout2023-070 PO 20220355 Amnd #1- Pilot Rck Excavation C °I1 ao- Purchase Order
p1/4,ali Fiscal Year 2022 Page: 1 of: 1
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B City of Ashland - ,1 _ ,ig irj. j7 ��l�ti &.
I ATTN: Accounts PayableL Purcha
Order Ise L
20 E. Main 202203.55
Ashland, OR 97520
T Phone: 541/552-2010 ;
0 Email: payable@ashland.or.us
V H C/O Purchasing Division
E PILOT ROCK EXCAVATION • I 90 North Mountain Ave
N 356 BATEMAN DR p Ashland, OR 97520
O CENTRAL POINT, OR 97502 Phone: 541/488-5354
R T Fx: 541/488-5320 •
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(541) 664-9288 — Scott Fleu
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06/14/2022 678 FOB ASHLAND ORI CityAccounts Pa able
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WWTP Outfall Relocation
1 Wastewater Treatment Plant Outfall Relocation 1.0 $2,555,186.00 $2,555,186.00
Jacobs Engineering Agreement
1
Approved by City Council May 23, 2022
Project Account: E-201321-999 .• I I
2 Processed change order 08/12/2022 •I 1.0 $44,190.84 $44,190.84
Contract Change Order No. 1 $52,344.00
Processed change order 09/23/2022
Contract Change Order No. 2 -$8,153.16 ` ,•
Project Account: E-201321-999
3 ADDED: Processed change order 07/26/2023 1 ' 1.0 $588,601.41 $588,601.41
Contract Change Order No. 3 (Dated 06/28/202 ) i• f
Approved by the City Council on. 07/18/2023 I
Project Account: E-201321-999 I 1 . •f ' ,
***************GL SUMMARY***************
086100-704200 $3,187,978.25 0
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B I I `% Date:1 iZ.Z4i >:�
Authorized Signaturrj ,' -- s .3 187 978.25
L-A-TAL-41-/Z
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FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM
Request for a Change Order ASHLAND
Name of Supplier!Contractor 1 Consultant: Pilot Rock Excavation "Total amount"of this,. `
co.ntract,amendment:".
Purchase Order Number:20220355
•
$ 588,601.41
Title/Description: WWTP Outfall Relocation Project
El Per attached contract amendment _ =
Contract Amendment
Original contract amount $2,555,186.00 100 %of original contract
Total amount of previous contract amendments 44,190.84 1.7 %of original contract
Amount of this contract amendment 588,601.41 23.1 %of original contract
TOTAL AMOUNT OF CONTRACT $3,187,978.25 24.8 %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 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
I .
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 j 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. ❑r. 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 s$35,000 0 Exempt—Reason:
❑ If"NO",requires council approval.(Attach CC)
INTERMEDIATE PROCUREMENT SOLE SOURCE 1 EMERGENCY PROCUREMENT
Goods&Services->$5,000 and<$100,000 0 "YES",the total amount of cumulative amendments ; ❑ Written Findings:Document the nature of the
Personal Services•>$5,000 and<$75,000 s 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 s 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.Attachcopy of Council Administrator
Council approval.Attach copy of Council Communication. I 0 If applicable,attach copy of Council Communication
Communication. 0 Exempt—Reason: I 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(8)
Attach copy of Council Communication. 0 If"NO",Council approval lis required.Attach copy of Council Communication
I
Project Number 2 0 1 3 -2 1 Account Number o 8 6 1 0 0- 7 0 4 2 0 1 0 Account Number -
*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: Cf'-� `/14-&a-e Department Head',Signatur=.
• , "tam.q i -: - 1 an$5,000)
City Manager: 'I
"" ' (Contract and add nda gre er than$35,000)
Funds appropriated for current fiscal year:deb
; NO ,„e• " 1�Z3. �s,�FiDAI
ce Director(Eq \,orgreater than$5,000) /�
Comments:
•
Form#10—Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4/23/2020
vas Council Business Meeting
July 18,2023
A endo Item Contract Change Order with Pilot Rock Excavation for the Wastewater Treatment
° G: Plant Outfall Relocation Construction Project 2013-21
.," Scott A. Fleury,PE Public Works Director
From Chance E. Metcalf,PMP Senior Project Manager
° r = Scott.fleuryaashland.or.us
Contactlw°
Chance.metcalf@ashland.or.us i
Item Type • Requested by Council ❑ Update 0 Request fo I Direction El Presentation 0
SUMMARY
Before Council is a request to approve a Change Order to complete the construction of the Wastewater
Treatment Plant (WWTP) Outfall Relocation Project,No.2013-21. Staff seeks Council's authorization to increase
the public improvement construction contract with Pilot Rock Excavation from $2,599,376.84 to$3,187,978.25.
Completion of the WWTP Outfall Relocation Project is a requirement of the National Pollution Discharge
Elimination System (NPDES) Permit that governs the City's operation oflthe WWTP.
POLICIES,PLANS&GOALS SUPPORTED
Policy— Execution of the change order will support the City's obligation to comply with policy established by the
Federal Clean Water Act and applied as enforceable conditions by DEC in the City's active National Pollutant
Discharge Elimination System (NPDES) permit for the WWTP,issued on March 1,2022.
Plans—This change order will enable the City to complete an importa 9 t compliance project identified in the
2012 Comprehensive Sanitary Sewer Master Plan,approved by Council approximately 10 years ago.
City Council Goals- (supported by this project):
Maintain Essential Services.
• Wastewater
Department Goals-The requested loan revisions will support applicable 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 ACTIONS
The Council has previously approved numerous contracts for the outfall relocation project including,studies,
preliminary and final engineering and the final construction phase.
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.
Page 1 of 4
i
riat_
••• Council Business Meeting
Memo excerpt:
12.(C):Competitive Sealed Bid (ITB),Competitive Sealed Proposal (REP) 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
The change order for the project exceeds the$250,000 authority from the delegations memo and thus is being
brought forward to Council for approval.
General BackgroundInformation
The outfall of the WWTP currently discharges warm effluent to Ashland Creek. In-stream flows in Ashland Creek
are often too low to buffer the temperature impact from the effluent,and do not promote effective mixing (i.e.
beneficial dilution),which results in exceedances of water quality standards DEQ has established to protect
migratory fish in the Beat Creek basin. On March 1,2022,the City received a new NPDES Permit from Oregon DEQ.
The Permit includes limits on effluent temperature at the point of discharge and the in-stream mixing zone,with
which the City is currently unable to comply. One of several capital projects required by the new Permit to meet
temperature and mixing zone regulations is the Outfall Relocation Project. This Project was first endorsed in the
2012 Comprehensive Sanitary Sewer Master Plan (Keller Associates),in anticipation of today's Permit terms.
Relocating the outfall to Bear Creek,a much larger stream than Ashland Creek,has been approved by DEQ as
an effective temperature mitigation and mixing strategy and a path to regulatory compliance.
May 17,2023,Council approved a Public Works Improvement contract with Pilot Rock Excavation for the
construction of the WWTP Outfall Relocation Project.
Change Order Breakdown:
1. During construction it was determined the amount of effort estimated for Rock excavation was half of the
true need
2. There was a clerical error in the quantity of the turf stone pavers and matting needed to accomplish the
Ashland Pond Scope of work as part of the WWTP Outfall Relocation Project
3. During construction and in conjunction the DEQ it was determined how the WWTP monitors and measures
influent and effluent flow rates can lead to flow measurement discrepancies,which in turn could lead to
permit violations.The measurement issues are related to the need to operate the membranes seasonally,
but also intermittently during the offseason.After numerous meetings with DEQ,the direction suggested was
to install a dedicated flow meter which would eliminate flow monitoring errors and thus the possibility of a
thermal load exceedance as part of the City's permit requirements.This allowed the City with DEQ approval
to eliminate a DEQ required flowmeter to Ashland Creek (in case of high flow spill overs).
FISCAL IMPACTS
The Outfall Relocation Project is funded by CWRSF Loan R11755. The loan amount,amended on May 3,2022,is for
$3,500,000.The CWSRF Loan currently does not have sufficient funds to cover the total project costs.Recent,and
Page 2 of 4
1 ' i
'A Council Business Meeting
ongoing escalation in labor and materials costs are driving construction costs higher than anticipated when
DEQ and City of Ashland negotiated the current loan and amendment al mounts. Staff explored two project
funding options to cover the total costs.The first option was to use ending fund balance to cover the additional
costs and the second option was to amend the current DEQ issued loan to cover the total amount.Staff's
recommendation is to amend the current loan to cover the total project cost and utilize the found balance to
pay for the debt service.Staff will request Council authorize a resolution to increase the loan amount as
separate action.
From the full fiscal breakdown below,there is an estimated $1.1 million shortfall between the loan to project
contracts at the beginning of the project. According to our project estimates at final completion we expect to
save an estimated $406,550 on Construction Administration contract which will help offset the construction
change order with Pilot Rock Excavation.At project completion welare showing to have an estimated project
total increase of$182,051.41 over the original agreed upon contracts. The fiscal breakdown shows the need for a
loan increase of an estimated $1.3 million to accommodate the projects entirety.
WWTP OUTFALL RELOCATION PROJECT FISCAL BREAKDOWN
Final
Contract To Date Balance Estimate Left/Need
Administrative
Services $577,642.00 $577,642.00 $0.001 $577,642.00 $0.00
Design Engineering
Services $398,459.00 $398,459.00 $0.00 $398,459.00 $0.00
Construction
Administration $996,550.00 $471,601.38 $524,948.62 $590,000.00 $406,550
Construction(Pilot
Rock) $2,599,376.84 $2,597,429.84 $1,9471 $3,187,978.25 ($588,601.41)
Total- $4,572,027.84 $4,045,132.22 $0.00 $4,754,079.25 ($182,051.41)
CWRSF Loan
R11755 $3,500,000.00 $3,500,000.00 $0.001 $4,800,000.00 ($1,300,000.00)
DISCUSSION QUESTIONS
Does the Council have any questions regarding the proposed change prder for the Outfall Relocation Project?
SUGGESTED NEXT STEPS
Staff recommends Council Approve Change Order#3 with Pilot Rock Excavation increasing the current contract
amount by$588,601.41 to allow completion of the Wastewater Treatment Plant Outfall Relocation Project and
accommodate a scope change adding a dedicated flow meter at the new outfall effluent structure.
MOTION:
I move approval of Change Order#3 with Pilot Rock Excavation in the amount of$588,601.41 to complete the
construction of the WWTP Outfall Relocation Project.
Page3of4 1
•
.® Council Business Meeting
REFERENCES&ATTACHMENTS
Attachment#1:Change Order#3 with Pilot Rock Excavation.
•
Page 4 of 4
Pa_
afttea-` tethet,
CITY OF •
ASHLAND
DEPARTMENT OF PUBLIC WORKS
. CONTRACT CHANGE ORDER NO.11111111.11111111.
PROJECT: eViR 2utfillIRTI io'n't-�Cntmstructton DATE: Ob_#2
LOCATION: • ,',astewater ire anent Pxlant PROJECT NO.: 20J 2l1�
CONTRACTOR:)0ilo`1t RScklExcavattc?n PO NO: _O2r2Ci3z5iM111
You are requested to perform the following described work upon receipt of an approved copy of this document oras
described by the Engineer:
f IteniNo: Description ,;' ' Unit-- Quantity Unit Pride! Amount;
RL:D'C`.0 BID 1`rr\ AMC (INT
• 2 Temp flow control plan-sewer 'EA• -2 52,000.00 IlSMInrO,Q!`TOO
4 : Temp flow control plan-Embank EA -1 . $2,000.00. ISIMN(27040100
7 Erosion&Sediment fence&wattle LF" -3,800 $3.50 1$I1Mr(t1►3 3g t10 •
8 Erosion-&Sediment Inlet protect •EA -1 $150.00 1$=([h5_
9 Erosion&'Sediment dewatering" • EA • -1' $8,000.00 . I$1111111[400OTQ01
11 Erosion&Sediment Tree Protect EA -1 $1,500.00 150IK0:05
12 Erosion&Sediment'silt barrier EA -9 $1,000.00 -. 111$1111.(9T 007007
14 Water Control Plan Ashland Pond EA' -1 '$2,000.00 1$1111-MoT005
16 Water Control Plan Bear Creek EA -1 :$2,000:00 E$ 2TOOOTOQ;f
18 Water Control Plan Pond Intake EA =1 $2,000.00, ISIIIRT000Tgi
26 , Embankment Excavation, . CY. -27 $35.00 [$IN 1111 X9'4:5 1Ji0
27 Embankment Construction,. . CY =27 $50.00 141111111"0 3.50.10,
43 • Foundation Stabilization CY , -25_: • '$55.00 1$ lh3f%r5�144(Ij:
63 Bear Creek Ex Fence&Restore LF -30 $100.00 IS 3T0QOI04•
IN RLASED J ID 11 rAl AMOUNT
21 Construction'Surveying LS 1 $2,496.00 '15111111112,W6T,01
22 . Chainlink Fence LF 240 $90.00' 1$1t21IT60oT0b]
40 Diversion Structure-Flow Meter LS 1 •$311,909.08 11111E3ILF9391011
47 Ashland Pond Spillway Turfstones SF 2;365 $26.00 111$11111111W,49:0/031
48 Ashland Pond Turf Reinforce matt SF . 1,421 • $20.00 .1$111111112:8M010.0.11
56 Rock Excavation CY-. 593 $250.00 -!11111114105.1031
67 .. .Pathway Surfacing ". SF 5,250 $1.10. ' "E$11.11115 717c5.!OQ1
68 Asphalt Pavenient ', SF' 2,000 $10.00 :141111.:f►103f0T•001
77 Water Control Plan Div Structure LS 1 $0.00 2 1$2..M111=1
78 Water Control System Div Strict LS 1 $0.00 .11.1111111.3.
79 . Instruments&Sum Pump. LS - 1 $24,100.07 2 F$"111111112',-IlIMT031
80 Electrical&Signal wiring LS 1 _ $15,096:26-_ +INIMMISTOlgi2761
Total'this Change Order 58'8.►+I .4I-
Previous Change Order 0 Mill t :
Original Contract.Total _— – x._:55, 8.6.00 •
Revised Contract Total I $ 3,187,978:25
PERCENT CHANGE OF ORIGINAL CONTRACT I 2441
l ie tr 1 8 086100.70,200=5588,601 41 '
The"time provided for completion of this contract is increased by no calendar days. This document shall become an �
amendment to the contract and all provisions of the contract will apply: I
Recommended'By: 06/28%20.23
Project Manager Date I
Approved By: � I
Public Works Director Date. '
Approved By:
City alis er Date I �/ I
Accepted By:
Co r Date ' '
•
O:Ipub-miiaNeng'Wl3 ProjectYnN7dl Oche➢Relocationitt Cunniucaun10l.Adminl20,132I OmGR Relocation CONSTRUCTION AcmimiingWatbui4
1 ,
iacobs Contract Modification
PROJECT DATA
Project Name: WWTP Outfall Relocation Client: City of.Ashland,Oregon
Project No.: 2013-21/D3644400 Project Location: Ashland,Oregon
Contractor Pilot Rock Excavation Date: •6/7/2023
CONTRACT MODIFICATION DATA _, .`w a.. 'r._ ,` _: ,.k_ >_ °e ._ _._,.t_
®Change Order ❑Written Amendment Modification No.: 005
;The following inodification(s)to the Contractor ar`e hereby ordered(use additional gages if required), yy:
Includes additional effort for demolition of buried chainlink fence. Add flow meter vault to effluent
diversion structure,add flow meter, piping,sump pump,appurtenances,signal and electrical wiring.
Add effluent manhole,temporary pumped bypass and temporary gravity bypass. Also including
additional demolition of buried chainlink fence. And all other work as shown in the drawings and
required by the specifications. Reduces quantities for bid items with work completed or not used.
Page 1 of 8 WB-P06-006363-F1
Form Rev. 1: April-2011
Jacobs ;
Contract Modification
0129 00 Payment Procedures,Article 1.06 Payment Modify Pay Items for reduced work as described.
Item No. Description Payment Unit CO-05 CO-05 Unit CO-05 Price
Qty Price
2 Temporary Flow Payment to provide an approved EA -2 $2,000 -$4,000
Control Plan: Temporary Flow Control Plan:Sewer
Sewer Relocation Relocation,including modifications and
revisions required through the
submittal process will be made at the
Contract amount for the item
"Temporary Flow Control Plan:sewer
Relocation".
4 Temporary Flow Payment to provide and implement the EA -1 $2,000 -$2,000
Control Plan: approved Temporary Flow Control
Embankment Plan:Embankment Construction,
Construction including modifications and revisions
required through the submittal process
will be made at the Contract amount for
the item"Temporary Flow Control
Plan:Embankment Construction".
7 Erosion and Payment to provide Sediment Fence LF -3,800 $3.50 -$13,300
Sediment and Straw Wattle at the Contract unit
Control: price for the item"Erosion and
Sediment Fence Sediment Control:Sediment Fence and
and Straw Straw Wattle". No separate or
Wattle additional payment will be made for:
labor,demolition,disposal,excavation,
fill,construction and removal of
temporary slopes and berms,backfill,
compaction,incidentals or for erosion
control work outside the construction
limits.
8 Erosion and Erosion and Sediment Control:Inlet EA ' -1 $150 -$150
Sediment Protection
Control:Inlet
Protection
9 Erosion and Payment to provide a Dewatering EA -1 $8,000 -$8,000
Sediment Discharge Sediment Settling Tank at the
Control: Contract unit price for the item"Erosion
Dewatering and Sediment Control:Dewatering
Discharge Discharge Sediment Settling Tank". No
Sediment separate or additional payment will be
Settling Tank made for transport,moving,or
adjustment of the tank.
11 Erosion and Payment to provide tree protection • EA -1 $1,500 -$1,500
Sediment fence at the Contract unit price for the
Control:Tree item"Erosion and Sediment Control: ,
Protection Fence Tree Protection Fence".
12 Erosion and Payment to provide a Floating Silt EA -9 $1,000 -$9,000
Sediment Barrier at the Contract unit price for
Control:Floating the item"Erosion and Sediment
Silt Barrier Control:Floating Silt Barrier".
14 Water Control Payment to provide an approved Water EA -1 $2000 -$2,000
Plan:Ashland Control Plan:Ashland Pond Pump
Pond Pump Down,including modifications and
Down revisions required through the
submittal process will be made at the
Page 2 of 8 WB-P06-006363-F1
Form Rev. 1: April-2011
Jacobs Contract Modification
Contract amount for the item"Water
Control Plan:Ashland Pond Pump
Down".
16 Water Control Payment to provide an approved Water EA -1 $2,000 -$2,000
Plan:Bear Creek Control Plan:Bear Creek Outfall,
Outfall including modifications required
through the submittal process will be
made at the Contract amount for the
item"Water Control Plan:Bear Creek
Outfall".
18 Water Control Payment to provide an approved Water EA -1 $2,000 -$2,000
Plan:Ashland Control Plan:Ashland Pond Intake,
Pond Intake including modifications and revisions
required through the submittal process
will be made at the Contract amount for
the item"Water Control Plan:Ashland
Pond Intake".
26 Embankment: Payment for excavation at the Contract CUYD -27 $35 -$945
Excavation unit price for the item"Embankment:
Excavation".
No separate or additional payment will
be made for site clearing,excavation
and disposal of spoil,soil support
safety systems,and incidental work.
27 Embankment: Payment to provide embankment CUYD -27 $50 -$1,350
Construction construction at the Contract unit price
for the item"Embankment:
Construction".
No separate or additional payment will
be made for:labor,demolition,
disposal,excavation,excavation safety
systems,subgrade preparation,fill and
backfill, geotextile,soil cover,
compaction,testing,or incidentals.
Does not include surface restoration.
43 Foundation Payment to provide foundation CUYD -25 $55 -$1,375
Stabilization stabilization rock at the Contract unit
Rock price for the item"Foundation
Stabilization Rock". No separate or
additional payment will be made for:
labor,demolition,disposal,excavation,
excavation safety systems,compaction,
testing,or incidentals.
63 Bear Creek Payment to provide chainlink fence LF -30 $100 -$3,000
Excavation: repair and fence panel at the Contract
Fence Extension unit price for the item"Bear Creek
and Restoration Excavation:Fence extension and
Restoration". Payment will be for
demolition of existing and disposal,
providing all materials,equipment,
labor and incidentals to complete the
work as specified
Page 3 of 8 WB-P06-006363-F1
Form Rev. 1: April-2011
Jacobs Contract Modification
0129 00 Payment Procedures,Article 1.06 Payment Modify Pay Item 21 for additional work as described.
Item No. Description Payment Unit CO-05 CO-05 Unit CO-05 Price
I Qty Price
21 Construction Payment for Construction Surveying LS 1 $2,496.00 $2,496.00
Surveying will be made at the Contract lump sum
amount for the item"Construction
Surveying"
0129 00 Payment Procedures,Article 1.06 Payment Modify Pay Item 22 for additional work as described.
Item No. Description Payment Unit CO-05 CO-05 Unit CO-05 Price
• Qty Price
22 Chainlink Fence Payment to provide chainlink fence at Linear 240 $90.00 $21,600.00
the Contract unit price for the item Feet
"Chainlink Fence". Payment will be for i
demolition of existing and disposal,
temporary security fence,providing all
materials,equipment,labor and
incidentals to complete the work as I
specified
0129 00 Payment Procedures,Article 1.06 Payment Modify Pay Item 40 for additional work as;described.
Item No. Description Payment Unit CO-05 CO-05 Unit CO-05 Price
Qty Price
40 Effluent Payment to provide the effluent LS 1 $311,909.08 $311,909.08
Diversion diversion structure including signal and
Structure electrical conduit,24"effluent pipe,
sump pump discharge piping and
effluent manhole at the Contract unit
price for the item"Effluent Diversion
Structure".
No separate or additional payment will
be made for:labor,demolition,
disposal,site clearing,excavation,
excavation safety systems,subgrade
preparation,concrete,reinforcing,fill
and backfill,pipe connections,grating,
slide gates,stairs,grading,compaction,
riprap,concrete sidewalk,concrete curb
and gutter,irrigation system repair,
flanged pipe spool,wall pipes,
appurtenances,24"effluent pipe,
effluent manhole,relocation of oil-
water separator or incidentals. Does
not include magmeter,level switches,
sump pump or wiring.
0129 00 Payment Procedures,Article 1.06 Payment Modify Pay Item 68 for additional work asidescribed.
Item No. Description Payment Unit CO-05 CO-05 Unit CO-05 Price
Qty Price
68 Asphalt Payment to provide asphalt paving at SQFT 2000 $10.00 $20,000.00
Pavement the Contract unit price for the item
"Asphalt Pavement".
No separate or additional payment will
be made for:labor,materials,or
incidentals.
Page 4 of 8 WB-P06-006363-F1
Form Rev. 1: April-2011
Jacobs Contract Modification
0129 00 Payment Procedures,Article 1.06 Payment Add the following Pay Items for additional work as described.
Item No. Description Payment Unit CO-05 CO-05 Unit CO-05 Price
Qty Price
77 Water Control Payment to provide an approved Water LS 1 $0 $0
Plan:Effluent Control Plan:Effluent Diversion
Diversion Structure,including modifications
Structure required through the submittal process
will be-made at the Contract amount for
the item"Water Control Plan:Effluent
Diversion Structure". Includes both
pumped and gravity elements.
01 29 00 Payment Procedures,Article 1.06 Payment Add the following Pay Items for additional work as described.
Item No. Description Payment Unit CO-05 CO-05 Unit CO-05 Price
Qty Price
78 Water Control Payment to provide and implement the LS 1 $0 $0
System:Effluent approved Water Control Plan:Effluent
Diversion Diversion Structure,will be made at the
Structure Contract amount for the item"Water
Control System:Effluent Diversion
Structure". No separate or additional
payment will be made for:labor,
demolition,disposal,excavation,
excavation safety systems,backfill,
compaction,piping,fittings,
appurtenances,connections,testing,
surface restoration,or incidentals.
Page 5 of 8 WB-P06-006363-F1
Form Rev.,1:April-2011
Jacobs Contract Modification
0129 00 Payment Procedures,Article 1.06 Payment Add the following Pay Items for additional work as described.
•
Item No. Description Payment •Unit CO-05 CO-05 Unit CO-05 Price
Qty Price
79 Instruments and Payment to provide the magmeter, IS 1 $24,100.07 $24,100.07
Sump Pump level switches and sump pump at the
Contract unit price for the item
"Instruments and Sump Pump".
No separate or additional payment will
be made for:labor,demolition,
disposal,site Bearing,excavation,
excavation safety systems,subgrade
preparation,concrete,reinforcing,fill
and backfill,pipe connections,grating,
slide gates,stairs,grading,compaction,
riprap,concrete sidewalk,concrete curb
and gutter,irrigation system repair,or
incidentals. Does not include wiring.
80 Electrical and Payment to provide the electrical and IS 1 $15,096.26 $15,096.26
Signal Wiring signal wiring,including terminations at
the equipment and in the panels at the
Contract unit price for the item
"Electrical and Signal Wiring".
No separate or additional payment will .
be made for:labor,demolition,
disposal,site clearing,excavation,
• excavation safety systems,subgrade ;
preparation,concrete,reinforcing,fill
and backfill,pipe connections,grating,
slide gates,stairs,grading,compaction,
riprap,concrete sidewalk,concrete curb
and gutter,irrigation system repair,or
incidentals.
li
I �
Page 6 of 8 WB-P06-006363-F1
Form Rev. 1:April-2011
Jacobs Contract Modification
0129 00 Payment Procedures,Article 1.06 Payment Add the following additional field quantities as described.
Item No. Description Payment Unit CO-05 CO-05 Unit CO-05 Price
Qty Price
47 Ashland Pond Payment for turfstone payers at the SQFT 2365 $26 $61,490
Emergency Contract unit price for the item
Spillway: "Ashland Pond Emergency Spillway:
turfstone pavers turfstone pavers".
No separate or additional payment will
be made for CLSM backfill to elevations
shown,bedding,anchoring,topsoil,
and incidental work.
48 Ashland Pond Payment to provide permanent erosion SQFT 1421 $20 $28,420
Emergency control matting at the Contract unit
Spillway:Turf price for the item"Ashland Pond
Reinforcement Emergency Spillway:Turf
Matting Reinforcement Matting".
No separate or additional payment will
be made for:material,anchoring,and
incidental work.
56 Rock Excavation Payment to provide rock excavation at CUYD 593.34 $250 $148,335
the Contract unit price for the item
"Rock Excavation".
No separate or additional payment will
be made for:disposal,excavation safety
systems,subgrade preparation,or
incidentals.
67 Pathway Payment to provide pathway surfacing SQFT 5250 $1.10 $5,775
Surfacing at the Contract unit price for the item
"Pathway Surfacing".
No separate or additional payment will
be made for:labor,materials,edging,or
incidentals.
Page 7 of 8 WB-P06-006363-F1
Form Rev. 1: April-2011
Jacobs Contract Modification
Reason:for Modification(s);..
Add flow measuring capability and permanent bypass around the Effluent Diversion Structure at the
Ashland WWTP.
Attachments`(List Supporting Documents); `
Drawings:
G-001,G-006,C-205,C-206,C-225,S-202,E-202,E-205,E-501,E-510
Specifications:
26 05 01 Electrical
- Supplement F04-Flow Transmitter,Electromagnetic
- Supplement L50-Level Switch,Tuning Fork
•
• " ,Contract'Amount or Price,, ' Contract Times(Calcul'ate Days)
Original $2,555,186 Original Duration 490 Days
Previous Contract Modification(s) $44,190.84 Previous Contract Modification(s) 0 Days
(Add/Deduct) (Add/Deduct)
This Contract Modification $588,601.41 This Contract Modification 53 Days
(Add/Deduct) (Add/Deduct)
Revised Contract $3,187,978.25 Revised,Contract Time 543 Days
Revised Contract Completion Date:12/1/2023
SIGNATURE RECORD ,- _
Owner: Date: Click here to enter a date.
Contractor: Date: Click here to enter a date.
Engineer Recommendation: Date: Click here to enter a date.
•
•
Page 8 of 8 WB-P06-006363-F1
Form Rev. 1:April-2011
Memo
TO: Joseph Lessard, City Manager
FROM: Chance Metcalf, Senior Project Manager
DATE: 7/19/2023 I
RE: City Manager Signature on Change Order Amendment to the WWTP Outfall Project
Background:
The outfall of the WWTP currently discharges warm effluent to Ashland Creek. In-stream flows in Ashland
Creek are often too low to buffer the temperature impact from the effluent, and do not promote effective mixing
(i.e. beneficial dilution),which results in exceedances of water quality standards DEQ has established to protect
migratory fish in the Bear Creek basin. On March 1,2022,the City'received a new NPDES Permit from
Oregon DEQ. The Permit includes limits on effluent temperature atl the point of discharge and the in-stream
mixing zone,with which the City is currently unable to comply{ One of several capital projects required by the
new Permit to meet temperature and mixing zone regulations is the Outfall Relocation Project. This Project was
first endorsed in the 2012 Comprehensive Sanitary Sewer Master Plan(Keller Associates), in anticipation of
today's Permit terms. Relocating the outfall to Bear Creek, a much!larger stream than Ashland Creek, has been
approved by DEQ as an effective temperature mitigation and nixing strategy and a path to regulatory
compliance.
May 17, 2023, Council approved a Public Works Improvement contract with Pilot Rock Excavation for the
construction of the WWTP Outfall Relocation Project.
Change Order Breakdown:
1. During construction it was determined the amount of effort:estimated for Rock excavation was half of the
true need
2. There was a clerical error in the quantity of the turf stone pavers and matting needed to accomplish the
Ashland Pond Scope of work as part of the WWTP Outfall Reloication Project
3. During construction and in conjunction the DEQ it was determined how the WWTP monitors andmeasures
influent and effluent flow rates can lead to flow measurement dicrepancies, which in turn could lead to
permit violations. The measurement issues are related to the need to operate the membranes seasonally, but
. I
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 rift
•
•
also intermittently during the offseason. After numerous meetings with DEQ, the direction suggested was to
install a dedicated flow meter which would eliminate flow monitoring errors and thus the possibility of a
thermal load exceedance as part of the City's permit requirements. This allowed the City with DEQ
' approval to eliminate a DEQ required flowmeter to Ashland Creek(in case of high flow spill overs).
Council Action: •
The City Council approved authorizing the City Manager to sign Change Order#3 for the WWTP
- Outfall Relocation Project at the July 18, 2023, business meeting.
Signatures Re•uired:
L itny7 Manae,or Fam saa
I a+ae:e am*lam!, 40 de V
Other Relevant Information:
N/A
Insurance waived or reduced?
No
Who to return to if different from sender?
Scott Fleury
Are all other signatures required collected?
Yes
Are all attachments listed included? Yes
1. Form#10—CO Amendment to the WWTP Outfall Relocation Project
2. Change Order#3 —WWTP Outfall Relocation Project Packet
CITY ASHLAND
20 East Main Street Tel:541-488-6002
Ashland,Oregon 97520 Fax:541-488-5311
www.ashland.or.us TTY: 800-735-290
0