HomeMy WebLinkAbout2022-113 PO 20200365 AMND#1- Robertson Sherwood Architects, PC ASHD
- qy Purchase Order
2e CIRECORDERFiscal Year 2020 Page: 1 of: 1
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i1-7 lig€4213111) 1 lis*aglI - -,fig 1_-moi _
B Ashland Parks Commission I ,. LTi-! ` 'giLlIVI p c-14`' '6=_
IATTN: Accounts Payable 20 E. Main Purchase
L Ashland, OR 97520 Order# 20200365
T Phone: 541/552-2010
O Email: payable@ashland.or.us
, 2.12 --i
✓ S C/O Parks Department
E ROBERTSON SHERWOOD. ARCHITECTS, PC H Admin Office -
N 132 E BROADWAY SUITE 540 I 340 South Pioneer
D P Ashland, OR 97520
R• UGENE, OR 97401 T Phone: 541/488-5340
O Fax: 541/488-5314
918.__ ��ak.G =1. �2.-) -t��11 c a fl 1
Michael Black _
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—ga=i -1� [=Jo=ia_ =-I_Iare—W10=!,!ala! —�L[-9'`'?=!=11,=. --=e=!est tlf_!,_ ie 4 L„,4 -- _—=='s—r 1 i ''-_T- `-s-
03/26/2020 5299 Parks Accounts Payable
_Ef.1,=„._ TTr:• t 5 - _ — — _—_ v E`r_iv,=_7ati -
_. - __ �Lv 'IEe�P9�5�@ ..E=_ .- _ Z � ��-.__a _. --F"-fie !`i.ot_�=.'dip!8[cE-y�r_s['Si. - I
Design Svcs Daniel Meyer Pool _
1 Design Services for the rebuild of Daniel Meyer Pool 1.0 $161,130.0000 $161,130.00
Personal Services Agreement(Greater than $25,000.00) -
Completion date: 02/28/2021 _
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Project Account: E-000706-100 $161,130.00
2 ADDED:__Pr-ocessed- hange order 03/03/2022 1.0 $24,650.0000 $24,650.00
Arre_radnernNt -
(Shcar and Geothermal Energy Study -
Project Account: E-000706-100.. $24,650.00
***************GL SUMMARY***************
123000-704200 $185,780.00
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By: Date:
Authorized Signature \________..___.—fa@m. , = $185 780.00
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FORM#10l r '� ® F
CON`i'RAC`i'AMENDMENT APPROVAL REQUEST CORM
Request for a Change Order
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Name of Supplier f Contractor!Consultant: Robertsonahenuoad,ArclrlteetsP.O. Total amount of this
Purchase Qrder Number:20200100- 20200365 contract amendment;
Title!Description:Design Services Dank,Meyer Pod Rebind
$ 24,650.00 .•
0 Per attached contract amendment
Contract Amendment
Original contract amount $101,130.00 100 %of original contract
Total amount of previous contract amendments 0 . 0 %of original contract
Amount of.lhis contract amendment 24,050,00 - 15 . %of original contract •
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. TOTAL AMOUNT OF CONTRACT . - • $105,700 116 %of original contract•
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In accordance wdih OAR 137-047.0800:1)The amendment is wdlNn lite scope of procurement as dosed]ed in the solicitation documents,Sole Source notice or approval of Special
Procurement.2)The antendmenits necessary to comply vetlt a change in law thataffeels performance of the coniracl.3)The amendment results fromeenegallallon of the leans and
conditions,h ciudtng the contract price,of a contract and Ore amendment is advantageous le the City of Ashland,subject to all of the following conditions:a)goods and services lobe 111
provided underlie amended contract are the same as the goods and services to be provided under the unamended contract;b)Th a(Sty deteermines that,with all things considered,the
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amended contract Is al least as favorable b the City as At unamended contract;c)The amended contract does not have a Iola I term greater Oran allowed On the sotciiation document,
contractor approval of Special Procurement,An amendment is nal vdlhin ihescoae of lite procurement if the Cily determines!half(it had descated the changes to be made by the
amendment in tile procurement documents;It would likely have Increased competition or affected award of contract.
Contract amendment is within the scope of procurement: YES tt NO I (If"NO",requires Council approval l Attach cony of CC,)
Sourcing Method: •
SMALL PROCUREMENT—Not exceeding$5,000 • JNVIT TION TO 1310 or ( COOPERATIVE PROCUREMENT,QRF or
• ❑'YES',the total amountof contract and`cumulative. REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC2.50
amendments s10,000. 0 'YES',the total amount of cumulative amendments. ❑'YES,the total amount of original contract and
❑Ii'NO',amount exceeding authority requires s 25%of original contract amount or$250,000 cumulative amendments s5100Kfor Gaods.&Services,
Council approval Attach cony of Council whichever Is less. i $75K for Personal Services,<550K for Attorney Fees.
Communleaiion, •0 II'NO',amount exceeding authority requires 0 If'NO,amsunl exceerdingauthority requires Council '
❑ Exempt-.Reason:_ Council approval.Attach cony of Council approval.Allachcow ofCanna Communication. .
PERSONAL SERVICES(Direct Ajinointment) CommunicatIon. • • ❑ Exempt—Reason:
i.7'YES',cumulative amendments s$35,000 .0 Exempt—Reason',
0 If'NO',requires council approval.(Attach CC) •
INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT
Goods a Seryices•>Sq.000 and<$.100.000 0 'YES`,the total amount of cumuiatve amendments- ❑ Written Findings:Documenithe nature of the i.
Personal Services•>55.000and c$75,000 525%of original contract amonntor$250000 emergency,Including necessity and circumstances
❑ 'YES',the total amountof cumulative whichever Is less. • requiring the contract amendment
amendments 425%of original contract amount, 0 II'NO',amount exceeding authoity requies ❑ ObtaIn dlrádllon and written approvai torn City
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o ii'NO',amount exceeding autlroiiiy requires Connell approval.Attach cony of Coundi Administrator
Council approval.Allach copy of Council Communication. 0 if applicable,attach copy of Council Communication
Communication. 0 Exempt—Reason; 0 Exempt-Reason: .
❑Exempt—Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ' " .
❑'YES,the total amigo,original contract and cumulative amendments are 0 Renewal of intergovernmental Agreement:Terms modified in accordance WM initial
within the amount and terms Maly approved by Connell as a Special agreement ORcost w ll not be more than 25%greater than Initial agreement.Renewal
Procurement approved try City Attorney;end deparlmentiread affected by renewal and approveddsigned
• 0 If'NO',amount exceeding aulhorityrequlresCouncil approval. by City Adninlstrator.AMC 2,20.045(B)
Attach MD of Council Communication ❑ if'NO`Council approval isreguired llach COpy or Council Communication
Project Number 040708.100 Account Number, s a o• T o n s,0 0 Account Number
'Expenditure must be chargedto the appropriate account numbers for the financials to reheat the actual expenditures accurate pt Mach extra pages 0 1,eded. ,
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Employee Signature: 4"42-nc�u _Department Head Signature: �-
,Err ,orgnatoil.• $5,d00)
. CityAdntinlstr or: I 4 .,y ' 0_, %.4s%
• " /7 • • E. al toorereafor- an S?S,e00aa00141 -
Funds appropriated for current fiscal year; YE /NO Z—77 l_e__:_____
Finance Director(Equal to or greater than 65,000) • Date
Comments: • '
Form#10—Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1,4123/2020
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ASHLAND PARKS & RECREATION COMMISSION
34o.5PIONEER STREET • ASHLANOREGON 97520D,
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COMMISSIONERS:
s Michael A.Black,^op
Gardiner �
Mike | Director
Rick Landt
Julian Bell •
Leslie Eldridge
• Jim Lewis •
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� 541.488.5340
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STAFF MEMORANDUM
x�x �MORANDUDM
TO: Joe Le000niC�yK8anoQer � `
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. FROM: Tara Kiewel,APRC Administrative Analyst
DATE: February 23,ZO22 . �
SUBJECT: Robertson Sherwood Archit 'P.C. Contract AmndmentForm#1OSignatureNeeded
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APRC would like to amend the contract with Robertson Sherwood Architects.
In January of 2020 a RFQ was solicitedforthe professional
documents for the Daniel Meyer Pool rebuild. February 10,2020
RFQforRobedsonSherwood Aroh�ect PJ�and acd the e|o ' Commission
,cal contract amboard
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approved the RRQaward onFebruary 18,2O2O
https://wwvv.ash|ond.or.us endao.osp?AyN|D=7493&Diyp|av="�inutes
On Septenther 8,2021,the Parks Commission approvedutaffto amendthesoopeofwmrkforthe pool
design contract and secure consultants to prepare comparisons icost to resize tepoo[so|or
evaluation,geothermal evaluation,and evaluate costs to enclosthe pool.
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AMENDMENT NO..1;
to
PERSONAL SERVICES AGREEMENT
• between
THE CITY OF ASHLAND,• •
an Oregon municipal corporation,
("City")
and
Robertson Shervvood;Architects P.C.;
("Contractor") ..
for •
DESIGN SERVICES . • •
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RECITALS
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A. The City and Contractor previously entered into a Personal Services Agreement
effective March 5, 2020 (the "Agreement") to Contractor provide design services for the
• new Daniel Meyer Swimming Pool;and
B. The City and Provider now wish to amend the Agreement to increase the amount of •
compensation to be paid to Provider.
AGREEMENT
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NOW THEREFORE,in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows:
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1. Amend Section 2 of the Agreement as follows,with strikeout wording deleted and
underscored wording added:
2.1 City shall pay Provider the sum of$185,780 (one hundred and eight five thousand
seven hundred and• eighty dollars) $161,130.00 as provided herein.as full
compensation for the Work as specified in the 4uote dated September 16,2021.
2.2 In no event shall Provider's total of all compensation and reimbursement under this
Agreement exceed the sum of$185,780 (one hundred and eight five thousand
seven hundred and eighty dollars) dollars) . $161,130.00 without the express, . •
written approval from the City official whose signature appears below, or such
official's successor in office. Provider.expressly acknowledges that no other person.
has authority to order or authorize' additional Work which would cause this
maximum sum to be exceeded and that any; authorization from the responsible
official must be in writing. Provider further acknowledges that any Work delivered
or expenses incurred without authorization as provided herein is done a Provider's
own risk and as a volunteer without expectation of compensation or reimbursement.
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Page 1 of 2: Amendment No. 1 to Personal Services Agreement—Robertson Sherwood,Architects P.C.
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.2. This Amendment No. 1 is effective upon being signed by,both parties.
. 3. Except as specifically modified by this Amendment No. 1,the terms and conditions of the
Agreement remain in full force and,effect.
IN WITNESS WHEREOF the parties have caused this Amendment No. 1 to be signed in their
respective names by their duly authorized representatives as sof the dates set forth below:
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CITY OF ASHLAND, OREGON Roberts. 2 ood,Architects P.0
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By: 77.-44a,' _ B dfr A /),"
Printed Name: Jo t\ L-LCf.5.o ci Printed Name: _Carl Sherwood,ATA
Title: (i1 l46.Y CLq er . Title: _Corporate Secretary
Date: • 37/0/2 -, •Date: "November 29,2021
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A dastoForTn • F
i Douglas McGeary
Assistant City Attorney
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Page 2 of 2: Amendment No. I to Personal Services Agreement—Robertson Sherwood,Architects P.C.
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Kariann Olson
'From: Tara Kiewel
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'Sent: Friday,March 11,2022 10:59 AM
To: , Kariann Olson
Subject Re:Contract Amendment-Robertson Sherwood
Attachments: •Robertson Sherwood Architects Amendment signed 03.01.22&03.10.22.pdf
Hi Kariann,
I have the contract amendment with Joe's signature. Let me know if you need anything else.
Have a great weekend!
Tara
•ram/Kte.wEL
Administrative Analyst
Ashland Parks&Recreation Commission
340 S. Pioneer St.,Ashland,OR 97520
Tel:541-552-2257 Fax 541-488-5314 •
www.ashlandparksandrec.org
This email transmission is official business of the City of Ashland,and it is subject Ito Oregon Public Records law for disclosure and
retention' If you have received this message in error,please contact me at 541-552-2257. Thank you.
From: Kariann Olson<kari.olson@ashland.or.us>
Sent:Wednesday; March 2, 2022 1:16 PM
To:Tara Kiewel<tara.kiewel@ashland.or.us>
Cc: Kariann Olson<kari.olson@ashland.or.us>
Subject: RE:Contract Amendment-Robertson Sherwood
Hello Tara,
It is my understanding that Joe/City Mgr needed to sign the actual contract amendment. The total amount of the
contract exceeds the department head's$35,000 limit.
Please advise. V
Thank you.
Kariann _
Kariann Olson
Purchasing Specialist
City of Ashland
90 N. Mountain Ave.
Ashland, Oregon 97520 C
Tel 541-488-5354 j
- Fax 541-488-5320
TTY 800-735-2900 V
kari.olson@ashland.or.us
Visit the City's web site at: www.ashland.or.us
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This email transmission is official business of the City of Ashland,and it is subject to Oregon Public Records law for
disclosure and retention. If you have received this message in error, please contact me at(541)488-5354.Thank you.
From:Tara Kiewel<tara.kiewel@ashland.or.us>
Sent:Wednesday, March 02, 2022 1:07 PM
To: Kariann Olson<kari.olson@ashland.or.us>
Subject:Contract Amendment-Robertson Sherwood
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HI Kariann, '
Here is a signed contract amendment and Form #10. Let me know if you need anything else.
Thank you
Tara
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rm/xi, el/
Administrative Analyst •
Ashland Parks&Recreation Commission
340 S. Pioneer St.,Ashland,OR 97520
Tel:541-552-2257 Fax 541-488-5314
www.ashlandparksandrec.org
This email transmission is official business of the City of Ashland,and it is subject to Oregon Public Records law for disclosure and
retention. if you have received this message in error,please contact me at541-552-2257. Thank you.
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Kariann Olson
From: Kariann Olson
Sent: Wednesday,March 02,2022 1:17 PM
To: Tara.Kiewel
Cc: Kariann Olson
Subject: RE:Contract Amendment-Robertson Sherwood I •
Hello Tara,
It is my understanding that Joe/City Mgr needed to sign the actual contract amendment. -The total amount of the
contract exceeds the department head's$35,000 limit.
Please advise.
Thank you.
Kariann
•
Kariann Olson
Purchasing Specialist •
City of Ashland
90 N. Mountain Ave.
Ashland, Oregon 97520
Tel 541-488-5354
Fax 541-488-5320 •
TTY 800-735-2900
kari.olson@ashland.or.us
• Visit the City's web site at: www.ashland.or.us
This email transmission is official business of the City of Ashland, and it is!subject to Oregon Public Records law for
disclosure and retention. If you have received this message in error, please contact me at(541)488-5354.Thank you.
From:'Tara Kiewel<tara.kiewel@ashland.or.us>
Sent:Wednesday, March 02, 2022 1:07 PM
To: Kariann Olson<kari.olson@ashland.or.us> •
Subject:Contract Amendment- Robertson Sherwood
HI Kariann,
Here is a signed contract amendment and Form #10. Let me know if you need anything else.
Thank you
Tara
Ta rcv7(CeAveXi . .
Administrative Analyst
•
Ashland Parks&Recreation Commission •
. 340 S.Pioneer St.,Ashland,OR 97520
Tel:541-552-2257 Fax 541-488-5314
www.ashlandparksandrec.org
This email transmission is official business of the City of Ashland,and it is subject to Oregon Public Records law for disclosure and
retention. If you have received this message in error,please contact me at 541-552-2257. Thank you.
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AMENDMENT NO. 1 ; "
to • 1
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• PERSONAL SERVICES AGREEMENT 1
. between
THE CITY OF ASHLAND,
an Oregon municipal corporation, - • •
("City,)
and ri
. Robertson Sherwood,Architects P.C., •
-("Contractor")
for
• DESIGN SERVICES .
• RECITALS
. A. The City and Contractor previously entered into a P, .sonal Services Agreement • i.
effective March 5, 2020 (th: `"Agreement") to Contractor .rovide design services for the
new Daniel Meyer Swimmin: Pool; and •
B. The City and Provider now ''sh to amend the • greement to increase the amount of
compensation to be paid to Provi -r. 1
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. . , • GREE)'ENT 1.f.
•
. NOW THEREFORE,in considerate•j of the mutual benefits and obligations set forth `.
herein,the parties agree as follows: .
1. Amend Section 2 of the Agree :nt as fo ows,with strikeout wording deleted and k
underscored wording added:
. . 2.I City shall pay Provi••r the sum of$18 .,780 (one hundred and eight five thousand
seven hundred ,nd eigh dollars' $161,130.00 as provided herein as full 1
• ' compensation f. `the Work as specified :the quote dated'September 16,2021.` 11
2.2 In no event 1 all Provider's total of all co .sensation and reimbursement under this
Agreeme f. exceed the sum'of$185 780 • o e'hundred and ei,ht five thousand
seven ' ndred and eighty dollars) dollar- $161,130.00 without the express,
it
writte approval from the City official whos- signature appears below, or such 1I
. offi•,al's successor in office. Provider expressly . knowledges that no other person
- h.. authority to order or authorize additional \ ork which would cause this
aximum sum to be exceeded and that any;autho ' ation from the responsible ;
official must be in writing.. Provider further acknowled:: that any Work delivered ft)
- or expenses incurred without authorization as'provided her='n is done.at Provider's
own risk and as a volunteer without expectation of compensation or reimbursement ,
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Page 1 of 2: Amendment No. 1 to Personal Services Agreement—Robertson Sherwood,Architects P.C.
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2. This Amend' ntNo. 1 is effective upon being signed by both parties.
3. Except as spec cally modified by this Amendment No. 1,the terms and conditions of the
Agreement re ain in full force and effect. .
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IN WITNESS WHERE F the parties have caused this Amendment No. 1 to be signed in thei• d
respective names by their auly authorized representatives as of the dates set forth below:
CITY OF ASHLAND,OREGO Roberts • ' ood,Architects P.0
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By: �'�.cQ. gE B 40.i.�. ,t1 - •
Printed Name: Michael A Black 'rinted Name: Carl Sherwood,AIA 4
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Title: Director, APRC Title: Corporate Secretary
. Date: 11/29/21 • Date: November 29,2021
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Ap -d as to Form
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Douglas McGe..
Assistant City • o'ney i
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Page 2•of 2: Amendment No. 1 to Personal Services Agreement—Robertson Sherwood,Architects P.C.
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-71�a<r'• '..
Robertson Sherwood I Architects PC
132 East Broadway, Suite 540 P 5411342.8077 www.robertsonsherwood.com
Eugene,Oregon 97401 F 5411345.4302
September 16,2021'
City of Ashland Parks and Recreation Commission
340 South Pioneer Street j
Ashland, Oregon 97520
Attention: Michael Black,Ashland Parks and Recreation Director
Re: Daniel Meyer Swimming Pool Replacement—Solar and Geothermal Energy Study
Dear Michael: •
Robertson/Sherwood/Architects pc is pleased to submit this fee proposal to provide additional planning
and design services for the proposed Daniel Meyer Swimming Pool Replacement-Project#000706.
Specifically,these services would provide•a comparative energy analysis of the scope and impact of a• .
range of solar array alternatives,for both solar hot water and/or photovoltaic renewable technologies,
and the potential for both low-temperature and high-temperature geothermal heat resources,on the
water heating requirements for the proposed expansion. -
The bulk of this analysis would be performed by Systems West'Engineers as outlined in their attached
proposal. The finding would be summarized in tabular form with assumptions cited.
The solarenergy study would be supplemented by Robertson Sherwood Architects with research and
development of a concept design and cost estimate for the structure of the Parking Area Solar/Shade
Cover alternative shown on the attached aerial photo plan. This information would then be extrapolated
• to identify costs for the smaller On-Deck Solar/Shade Cover and larger Tennis Court Solar/Shade Cover.
This cost information is necessary for the study in understanding the return on investment in these
renewable technologies.All of the results of the study would then be incorporated into a revised report.•
Proposed compensation for these services are as follows: ,
Systems West Engineers Solar Energy Analysis $ 8,800
Systems West Engineers Geothermal Energy Analysis $ 8,600 • •
Robertson Sherwood Architects Concept Design/Revised Report $ 4,750
Construction Focus Cost Estimating $ 2.500 •
Lump Sum Fee $24,650
We will provide all services in close coordination with designated City of Ashland personnel throughout
the study.We are prepared to begin scheduling our work on this study immediately and would hope to
have results within 4 to 6 weeks. As always and if needed,we:are prepared to adjust the scope of
services to meet your needs and expectations. •
If you have any questions or need additional information,please do not hesitate to contact me.
Sincerely,
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Carl S--rwood,
Corporate Secretary '
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Robertson!Sherwood'Architects Ft .
SYSTEMS WEST ENGINEERS "'
725 A Street �`A•4
Springfield,OR 97477 ivy541.342.7210
systemswestengineers.com1'
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July 20,2021 P21-202R2 }
Mr. Carl Sherwood
Robertson Sherwood Architects
132 East Broadway,Suite 540
Eugene,OR 97401 `
RE: Ashland Daniel Meyer Pool
Renewable Energy Study.
Dear Carl:
Systems West would be pleased to provide a comparative energy analysis for renewable energy
alternatives at the Ashland Daniel Meyer Pool.
PROJECT DESCRIPTION
The Ashland Daniel Meyer Pool is considering eight options for renewable energy systems:
1. Solar photovoltaic(PV) system in array configuration A
2. Solar Hot Water(SHW)for pool preheat in array configuration A
3. PV system in array configuration B
4. SHW for pool preheat in array configuration B
5. PV system in array configuration C
6. SHW for pool preheat in array configuration C
7. Direct-use geothermal pool heating with heat pump chiller (for low-temperature heat
resource)
8. Direct-use geothermal pool heating (for high-temperatureheat resource)
An economic analysis of the alternatives is required to guide the design decision on the most effective
option.At this time, the site's direct-use geothermal heat quality is undetermined, so the analysis
breaks out options 7 and 8 separately pending a future feasibility site evaluation.
BASIC SERVICES
'Systems West will analyze the relative performance, emissions reduction, and economic impact of
the eight options for the Daniel Meyer Pool design.Systems West will perform the following for this
scope of work:
■.` Review the design options for the Daniel Meyer Pool and associated array options.
■ Estimate the annual pool heating load profile and the amount of energy offset by each
option,taking into account the local weather, solar irradiance resources, and geothermal
heating quality assumptions based on independent research.
■ Calculate the pool heating energy consumption, energy costs, carbon emissions, and
opinion of probable installation costs(not including structural)for each option.
■ Estimate an opinion of probable costs for geothermal well feasibility study and
construction.This will include the following: i
o Interviews with geothermal specialty-contractors to estimate potential heating
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July 20,2021 P21-202R2
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resources at the site as well as feasibility study costs
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o Estimation of aquifer flow rates for direct heat exchange with pool heating loop.
o Benchmarking of construction costs based on engineering experience and opinions of
probably costs from contractor interviews. This includes the resource and injection
wells.
■ Summarize the comparative findings in tabular form with assumptions cited.
FEE PROPOSAL •
Systems West Engineers will provide the services described above for the fixed fee listed below:
• Solar Analysis(Options 1-6) $ 8,800
Geothermal Analysis(Options 7&8) 8,600
Basic Services Total ( • $ 17,400
If this is acceptable,please prepare a professional service agreement.Please give us a call if you have
any questions.We are looking forward to working with you on:this project.
Sincerely,
SYSTE S WEST ENGI S,INC. •
e N. :ngdon, 'E
President •
GNL/JMI/jaw
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