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Home My WebLink About2019-290 PO 20200171- RH2 Engineering Inc . Purchase Order CITY RC:CORDER -;,,t1 VMS Fiscal Year 2020 Page: 1 of: 1 B City of Ashland , »,1D f1; Tt r��s, { i� 1-7 L20I E.NAccounts Payable Purchase 20200 171 L 20 E. Main , Ashland, OR 97520 Order# T Phone: 541/552-2010 . 0 Email: payable@ashland.or.us • V • H C/0 Public Works Department E RH2 ENGINEERING, INC I 51 .Winburn Way N 22722 29TH DRIVE SE, SUITE 210 p Ashland, OR 97520 0 BOTHELL, WA 98021— Phone: 541/488-5347 R T Fax: 541/488-6006 = ai: Pa lar B own r . z t 09/18/2019 1229 FOB ASHLAND OR Ci Accounts Payable- y 4 _ _ _ r 1 Grove EOC Power Supply 1 Development of the Grove EOC emergency power supply system 1 $61,599.0000 $61,599.00 Personal Services Agreement(greater than $25,000) Completion date: March 1, 2021 Project Account: E-201916-999 . ***************GL SUMMARY*************** 082400-704200 • $61,599.00 I • By: (,OL frkelic Date: (11141 /iii Authorized Signature a; x ',61 599.00 • FOR1VI #3 CITY OF ASH LAND A request for a Purchase Order ,_ic7/0 ( f REQUISITION Date of request: „ 08/20/2019 Vendor Name RH2 Engineering Address,City,State,Zip 3553 Arrowhead Drive,Suite 200 Contact Name _ Chris Roberts Telephone Number 541-665-5233- Email address SOURCING METHOD O Exempt from Competitive Bidding 0 Emergency 0 Reason for exemption: ❑ Invitation to Bid (Copies on file) 0 Form#13,Written findings and Authorization 0 AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached _(Attach copy of council communication) _(If council approval required,attach copy of CC) ❑ Small Procurement Cooperative Procurement Less than$5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract# 0 Verbal/Written quote(s)or proposal(s) _(Attach copy of council communication) ❑ State of Washington Intermediate Procurement 0 Sole Source Contract# GOODS&SERVICES 0 Applicable Form(#5,6,7 or 8) ❑ Other government agency contract $5,000 to$100,000 0 Written quote or proposal attached , Agency (3)Written quotes and solicitation attached ❑ Form#4, Personal Services$5K to$75K Contract# PERSONAL SERVICES 0 Special Procurement Intergovernmental Agreement $5,000 to$75,000 ❑ Form#9,Request for Approval ❑ Agency ❑ Less than$35,000,by direct appointment 0 Written quote or proposal attached Date original contract approved by Council: O (3)Written proposals/written solicitation Date approved by Council: – (Date) ❑ Form#4, Personal Services$5K to$75K Valid until: Date —(Attach copy of council communication) Description of SERVICES Total Cost • Development of the Grove EOC emergency power supply system Item# 'Quantity Unit Description of MATERIALS Unit Price Total Cost•TOTA ,'C.OST� , ID Per attached quotelproposal Project Number 2 0 1 9 1 6-_ _ _ Account Number o 8 2 a 0 0.7 0 4 2 0 fa $_,_ 61 ,599 .00 Project Number - _ = Account Number - $_,_ _ _ _ _ Project Number -_ _ _ Account Number - $_,_ _ _,_ _ \° *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the,actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: 'IT Director Date Support-Yes/No By signing this requisition form,l certify that =Sthe �City's public contracting requirements have been satisfied. Employee:` �t L OZ. IA ��,�I Department Head: ��j�i >55re W Department Ci Administrator. 'ugly°orgreaterhta1$ OIo1 ptY 4/ (Equal to o,greater han$ 5,000) Funds appropriated for current fiscal year: fYES NO &MkIA ' ° ` (coil t ( j Deputy Finance Director-(Equal to or greater than$5,000) Date Comments: Form#3-Requisition PERSONAL SERVICES AGREEMENT (greater than $25,000) CONSULTANT: RH2 Engineering,Inc. CITY 0.F . CONSULTANT'S CONTACT: Chris Roberts ,SH LAN D • 20 East Main Street • ADDRESS: 3553 Arrowhead Drive, Suite 200 Ashland,Oregon 97520 Medford,OR 97504 Telephone: 541/488-5587 Fax: 541/488-6006 TELEPHONE: (541)665-5233 x 5358 EMAIL: croberts@rh2.com This Personal Services Agreement(hereinafter"Agreement")is entered into by and between the City of Ashland,an Oregon municipal corporation(hereinafter"City") and RH2 Engineering, Inc.,a foreign business corporation("hereinafter"Consultant"),for the development of The Grove.Emergency.Operations Center emergency power supply system. NOW THEREFORE,m consideration of the mutual covenants contained herein,the City and Consultant hereby agree as follows: 1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City,as set forth below(the"Effective Date"), and unless sooner terminated as specifically provided herein,shall continue in effect up to and including March 1,2021. 2. Scope of Work: Consultant will prepare and provide all plans and specifications needed for the installation of an emergency power supply system to be located at The Grove Emergency Operations Center(EOC) as more fully set forth in the Consultant's Scope of Work entitled"The Grove EOC Emergency Power Supply System"and dated August 2019,which is attached hereto as`EXHIBIT A" and incorporated herein by this reference. Consultant expressly acknowledges that time is of the essence of any completion dates set forth in"EXHIBIT A"and"EXHIBIT D: PROJECT SCHEDULE"which is attached hereto and incorporated herein and that no waiver or extension of such deadline may be authorized except in the same manner as herein provided for authority to exceed the maximum compensation. Consultant's services are collectively referred to herein as the"Work." 3. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall,be construed to be mutually complimentary and supplementary wherever possible. In the event of a conflict which cannot be so resolved,the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibitsor supporting documents. 4. All Costs Borne By Consultant: Consultant shall,at its own-expense,perform the Work described above and,unless otherwise specified in this Agreement,furnish all labor, equipment,and materials required for the proper performance of such Work. 5. Qualified Work: Consultant has represented,and by entering into this Agreement now represents,that all personnel assigned to the Work to be performed under this Agreement are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and,if required to be registered, licensed or bonded by the State of Oregon,are so registered,licensed and bonded. Page 1 of 6: Personal Services Agreement between the City of Ashland and RH2 Engineering,Inc. • 6. Compensation: City shall pay Consultant the hourly rates and charges as set forth in"EXHIBIT B, City of Ashland,The Grove EOC Emergency Power Supply System Fee Estimate"and in"EXHIBIT C, RH2 Engineering, Inc.2019 Schedule of Rate and Charges,"as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation . and reimbursement under this Agreement exceed the sum of$61,599.00 (sixty-one thousand five hundred and ninety-nine dollars)without the express,written approval from the City official whose signature appears below, or such official's successor in office. Payments shall be made within 30 days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work,payments will be made for any phase of the Work completed and accepted as of the date of termination. 7. Ownership of Work/Documents: All Work product or documents produced in furtherance of this Agreement belong to the City,and any copyright,patent,trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned to the City. All reuse not occurring as part of this work shall be without liability to the Consultant. 8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220,279B.230 and 279B.235. 9. Living Wage Requirements: If the amount of this Agreement is$21,507.75 or more, Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage,as defined in that chapter,to all employees performing Work under this Agreement and to any • Subcontractor who performs 50%or more of the Work under this Agreement Consultant is also required to post the notice attached hereto as"EXHIBIT E"predominantly in areas where it will be seen by all employees. 10. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold City,its officers, employees,and agents harmless from any and all losses, claims, actions, costs, expenses,judgments, . subrogations,or other damages resulting from injury to any person(including injury resulting in death), or damage(including loss or destruction)to property,of whatsoever nature to the extent caused by the negligent acts,errors, or omissions by Consultant(including but not limited to, Consultant's employees, agents,and others designated by Consultant to perform Work or services attendant to this Agreement). However, Consultant shall not be held responsible for any losses,expenses, claims,subrogations, actions, costs,judgments, or other damages,caused solely by the negligence of City. 11. Termination: a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. b. City's Convenience. This Agreement may be terminated by City at any time upon not less than 30 days' prior written notice delivered by certified mail or in person. c. For Cause. City may terminate or modify this Agreement,in whole or in part,effective upon delivery of written notice to Consultant,or at such:later date as may be established by City under any of the following conditions: i. If City funding from federal,state,county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed,or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Page 2 of 6: Personal,Services Agreement between the City of Ashland and RH2 Engineering,Inc. ' I Agreement; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied,revoked, suspended,or not renewed. d. For Default or Breach. i.. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the.other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen(15)days of the date of the notice,or within such other period as the party giving the notice may authorize in writing; then the Agreement may be terminated at any time thereafter by a Written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this Agreement. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this Agreement if Consultant fails to provide services called for by this Agreement within the time specified herein or within any extension thereof. iii. The rights and remedies of City provided in this subsection(d)are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. e. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant to subsections-a,b,or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However,upon receiving a notice of termination(regardless whether such notice is given pursuant to Subsection a,b, c,or d of this section,Consultant shall immediately cease all activities under this Agreement,unless expressly directed otherwise by City in the notice of termination. Further,upon termination, Consultant shall deliver to City all Agreement documents,information,works-in-progres and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 12. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers'compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is a subject employer that will comply with ORS 656.017. 13. Assignment: Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void.. Consultant shall'be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them,and the approval by City of any assignment or subcontract of the Work shall not create any contractual relation between the assignee or subcontractor and City. 14. Default. The Consultant shall be in default of this Agreement if Consultant: commits any material breach or default of any covenant,warranty, certification, or obligation under the Agreement;institutes an action for relief in bankruptcy or has instituted against it an action for insolvency;makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified Page 3 of 6: Personal Services Agreement between the City of Ashland and RH2 Engineering,Inc. in its obligations under the Agreement;or attempts to assign rights in, or delegate duties under,this Agreement. 15. Insurance. Consultant shall,at its own expense,maintain the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017,which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with.a combined single limit,or the equivalent,of not less than $2,000,000 (two million dollars)per claim. This is to cover any damages caused by error,omission or negligent acts related to the professional services to be provided under this Agreement. "Tail" coverage will be required at the completion of the Work under this Agreement for the remaining Term,and for not less than twenty-four(24)months after completion of all Work. Consultant shall be responsible for furnishing certification of the"tail"coverage as described herein or continuous "claims made"liability coverage for not less than twenty-four(24)months following'completion of all Work,provided that the continuous"claims made"coverage has a retroactive date on or before the Effective Date of this Agreement. c. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars)per occurrence for Bodily Injury,Death, and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent,of not less than $1,000,000 (one million dollars)for each accident for Bodily Injury and Property Damage,including coverage for owned,hired or non-owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation,material change,reduction of limits or intent not to renew the insurance coverage(s)without 30 days' prior written notice from the Consultant or its insurer(s)to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation,required herein,but only with respect to Consultant's services to be provided under this Agreement. The consultant's insurance is primary and non-contributory.As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates prior to commencing the Work under this Agreement. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested,complete copies of insurance policies;trust agreements, etc. shall be provided to the City. The Consultant shall be • financially responsible for all pertinent deductibles,self-insured retentions,and/or self-insurance. 16. Nondiscrimination: Consultant agrees that no person shall,on the grounds of race, color,religion, creed,sex,marital status,familial status or domestic partnership,national origin,age,mental or physical disability,sexual orientation, gender identity or source of income, suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes,rules and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business enterprise,minority-owned business,woman-owned business,a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055,in awarding subcontracts as required by ORS 279A.110. Page 4 of 6: Personal Services Agreement between the City of Ashland and RH2 Engineering,Inc. • 17. Consultant's Compliance With Tax Laws: 17.1 Consultant represents and warrants to the,City that: 17.1.1 Consultant shall,throughout the term of this Agreement,including any extensions hereof, comply with: (i)All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS Chapters 316,317,and 318; • (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules,regulations,charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 17.1.2 Consultant,for a period of no fewer than six(6)calendar years preceding the Effective Date of this Agreement,has faithfully complied with: (i) All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules,regulations, charter provisions,or ordinances that implement or enforce any of the foregoing tax laws or provisions. 18. Governing Law; Jurisdiction; Venue: This Agreement shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's.conflictof laws,rules or doctrines. Any claim,action, suit or proceeding(collectively, "the claim")between the City and the Consultant that arises from or relates to this Agreement shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If,however,the claim must be brought in a federal forum,then it shall be brought and conducted solely and exclusively within the United States District Court for the.District of Oregon filed in Jackson County, Oregon. Consultant, by its signature hereon of its authorized representative,hereby consents to the in personam jurisdiction of said courts. 19. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE UNDERSTANDING AND AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE,IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN,NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. CONSULTANT,BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE,HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT,UNDERSTANDS IT,AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 20. Amendments. This Agreement may be amended only by written instrument executed by both parties with the same formalities as this Agreement. • Page 5 of 6: Personal Services Agreement between the City of Ashland and'RH2 Engineering,Inc. 21. Non-appropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget Consultant understands and agrees that City's payment of amounts under this Agreement attributable to Work performed after the last day of the current fiscal year is contingent on City appropriations,or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion,to continue to make payments under this Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Consultant,with no further liability to Consultant. 22. Certification. Consultant shall sign the certification attached hereto as"EXHIBIT F"and incorporated herein by this reference. CITY OF ASHLAND: RH2 Engineering,Inc. (CONSULTANT): By: k rAfttee /� City Administrator Signature (kik 4 , 04„1,1,-K Printed Name r Printed Name ate Title g711/q Date Purchase Order No. (W-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: X2ed Assistant City Attorney s"--, (2O/9 Date Page 6 of 6: Personal Services Agreement between the City of Ashland and RH2 Engineering,Inc. EXHIBIT A Scope of Work City of Ashland The Grove EOC Emergency Power Supply System August 2019 Background The City of Ashland (City) maintains.an Emergency Operations Center(EOC)that serves as a central command and control facility for the purposes of preparing for, responding to, and managing emergencies and disasters. The City wishes to re-locate the EOC at a location the City identifies as The Grove, which is a 6,500 square foot public facility located at 1195 E Main Street in Ashland, Oregon. The building houses the Recreation Division of the Ashland Parks and Recreation • Commission, as well as many seasonal community recreation and education programs. The Grove's large size and modern vintage make it an ideal location for an EOC; however, the facility lacks a backup power supply that is necessary for a designated Critical Operations Area,pursuant to Oregon Electrical Specialty Code(OESC)Article 708.. The City has requested the services of RH2 Engineering, Inc., (RH2) to prepare the plans and specifications needed to install an emergency standby power system at the Grove, consistent with OESC 708 for Critical Operations Power Systems (COPS), and to construct the necessary site and electrical improvements for installing the standby power system. Engineering services for bidding and construction support will not be included with this Contract. These services may be part of a future Contract or Contract Amendment. Task 1— Site Investigation, Data Collection, and Record Research Objective: Complete an investigation and data review to assist the City in determining appropriate - alternatives for installing an emergency generator for the EOC at the.Grove. Approach: 1.1 Attend Kickoff Meeting and Site Visits Prepare for and attend one(1)kickoff meeting with City staff, which shall include a site visit to the facility. Site visit shall include taking inventory of existing electrical loads,reviewing the existing electrical distribution equipment,and identifying possible locations for the generator, automatic transfer switch, conduits, and fuel storage system. Prepare meeting agenda and meeting minutes. 1.2 Perform Electrical Load Study and Generator Size Verification — Perform generator load and sizing calculations based on the existing electrical load and planned future load to determine generator sizing. Perform an electrical load study to determine the electrical demand load based on the maximum simultaneous running load.Review utility bills from the electrical power provider to gather information regarding average power consumption. Two (2) alternative generator sizing calculations shall be performed to determine the generator size required to provide emergency power to the entire facility and to provide emergency power only to critical 1 8/15/20194:23:41.PM2:\NEWBUSINESS\PROPOSAL\COA\20190709_COA M190102 THE GROVE EOC EMERGENCY POWER SUPPLY SYSTEM\CONTRACT\PSA_SOW_GROVE EOC EMERGENCY POWER SUPPLY SYSTEM.DOCX City of Ashland Exhibit A The Grove EOC Emergency Power Supply System Scope of Work electrical loads that are needed to maintain minimum operations of the facility. Determine. generator sizing calculations with manufacturer sizing software. Coordinate with the generator manufacturers to determine the physical size of the generator and automatic transfer switch, to obtain equipment pricing information, and to obtain fuel storage system information. 1.3 Prepare Fuel Storage System and Sizing Alternatives Analysis — Evaluate and prepare alternatives for providing and storing fuel for the proposed generator. 1.4 Perform Topographic Survey—Coordinate with RH2's professional land surveyor subconsultant, Pariani Land Surveying,to provide utility locate services,and a topographic and land boundary survey that can be used for the design of the.project. Coordinate with the City to locate and pothole Public Works utilities(i.e.water,sewer,storm,etc.)as needed for design and planning. Coordinate with the surveyor to provide horizontal and vertical survey control,and topographic and boundary information for the existing Grove facility site. The survey shall include surface features, underground utilities, topography, roadway and utility alignments, rights-of-way, property lines, and easements within the project area.It is assumed that the City's Public Works Department will locate and mark all water, sewer:, and storm water utilities prior to surveying. Survey shall follow RH2's standard topographic survey requirements, including 1-foot contour intervals and topographic information. Review completed survey and perform site visit to "ground-truth" survey information. Format survey and prepare base site plan for design. Review records and identify subsurface utilities where additional field investigation and potholing may be required. Coordinate with the City and utility companies to select pothole locations. Coordinate with the City and the surveyor to pothole selected locations and record the location, depth, and condition of the existing utility line(s). In the event that the City is unavailable to perform the potholing, the. City will hire a privatecompany to perform the potholing. The City will be responsible for contacting the One-Call locate service prior to potholing utilities.RH2 is not responsible for site safety,nor for determining means and methods or directing any City contractor in their work. 1.5 Identify Site Location Alternatives — Identify location alternatives for the generator. Review existing records and data including, but not limited to, GIS data, drawings, maps, and other documents relevant to the limits and scope of this project. Identify security fencing and screening alternatives based on the location of the outdoor generator. Identify other site- related alternatives,such as generator screening and sound attenuation features,and providing vehicle access to the outdoor generator and fuel tank.Prepare conceptual preliminary site plan. 1.6 Identify Utility Relocation Needs = Review the existing utilities that may'interfere with the proposed generator improvements and identify options for relocating the existing utilities. 1.7 Prepare Planning-Level Cost Estimates—Provide a preliminary planning-level construction cost estimate for the installation of the backup generator system. A cost estimate will be provided for each generator sizing alternative. 1.8 Prepare Technical Memorandum — Prepare. a technical. memorandum that will include a summary of each evaluation performed, cost estimates,generator calculations and sizing, site 2 ' 8/15/20194:23:40.PMZ:\NEWBUSINESS\PROPOSAL\COA\20190709 COA M190102_THE GROVE EOC EMERGENCY POWER'SUPPLY SYSTEM\CONTRACT\PSA SOW GROVE EOC EMERGENCY POWER SUPPLY SYSTEM.DOCX 1 City of Ashland Exhibit A The Grove EOC Emergency Power Supply System Scope of Work plan alternatives, and recommendations. The City shall review the memorandum and provide direction to RH2 on which alternatives to proceed with for preliminary design. Assumptions: • RH2 understands that electrical as-built drawings are not available for the existing Grove facility, and that RH2 will rely on the site investigation of the existing electrical system to collect the electrical information needed for this project. • RH2 will rely upon the accuracy and completeness of information, data, and materials generated or produced by the City or others in relation to this Scope of Work. Provided by the City: • Copies of utility power bills for the previous twelve (12) months. • Identification of critical and future electrical loads that will require emergency power. RH2 Deliverables: • Kickoff meeting agenda and minutes in electronic(PDF)format. • Boundary and topographic survey and base map drawings in electronic format(PDF). • Record of survey. • Technical Memorandum in electronic(PDF)format. Task 2— Preliminary Design Objective: Prepare 50-percent preliminary design plans and technical specification outline for the proposed site, structural, and electrical work required for installing an emergency generator at the Grove EOC facility. The City shall review and provide design review comments. Meet with City staff to present and review the 50-percent design submittal. Approach: 2.1 Prepare Electrical Design Plans - Develop electrical plans for the power distribution system improvements and installation of a new outdoor generator to include a one-line diagram showing equipment layout, a power distribution and signal plan showing equipment locations, and an electrical site plan identifying the location of the new generator, site conduit routing, and site improvements that are required and recommended for the installation of the generator. 2.2 Prepare Civil and Site Design Plans — Prepare base mapping that shall include elevations, utilities, right-of-way, easement, and other pertinent features. Develop 50-percent plans detailing site improvements as necessary for installation of the emergency generator and fuel storage system. 2.3 Prepare Technical Specifications Outline—Prepare an outline of the technical specifications that are planned to be used for this project. 3 8/15/2019 4:23:40 PMZ:\NEWBUSINESS\PROPOSAL\COM 20190709_COA_M190102 THE GROVE EOC EMERGENCY POWER SUPPLY SYSTEM\CONTRACT\PSA SOW_GROVE EOC EMERGENCY POWER SUPPLY SYSTEM.DOO< i City of Ashland Exhibit A The Grove EOC Emergency Power Supply System Scope of Work Provided by the City: • City front-end bidding documents. • 50-percent design review comments. RH2 Deliverables: • 50-percent design plans, including two (2) half-size (11-inch by 17-inch) hard copy sets and one(1)electronic PDF copy. • Technical specification outline in electronic PDF format. • One(1) meeting with City staff to present and review the 50-percent design submittal. Task 3— 90-Percent Design Submittal Objective: Prepare 90-percent design plans and technical specifications for the proposed site, structural, and electrical work required for installing an emergency generator at the Grove EOC facility. Incorporate the City's 50-percent design review comments into the 90-percent design. The City shall review and provide design review comments. Meet with City staff to review the City's 90- percent design submittal comments. Approach: • 3.1 Prepare Electrical Design Plans — Develop electrical plans for the power distribution system improvements and installation of a new outdoor generator to include advancement of the 50-percent design one-line diagram, power distribution and signal plan,and electrical site plan, power distribution equipment installation details, generator installation details, electrical. schedules,andelectrical details. Prepare generator and fuel storage system installation details. 3.2 Prepare Civil and Site Design Plans— Develop plans detailing site improvements as necessary for installation of the generator,_including demolition, erosion and sedimentation control measures, site grading, access road and fencing improvements, and site restoration. It is anticipated that the site design drawings will.contain up to four(4)sheets that generally include the following:existing site plan;proposed site;site details;and generator pad structural details. 3.3 Prepare Technical Specifications - Prepare technical specifications using RH2's modified Construction Standard Institute (CSI) format. The City will prepare the front-end specifications and incorporate materials prepared by RH2 as noted in subtask 3.4. 3.4 Prepare Front-End Bid Documents—Prepare the Scope of Bids and Bid Schedule specification sections. Provided by the City: • 90-percent design review comments. • Preparation of front-end specifications and incorporation of RH2's prepared specifications materials into the overall bid documents. 4 8/15/20194:23:40PMZ:\NEWBUSINESS\PROPOSAL\COA\20190709_COA_M190102_THE GROVE EOC EMERGENCY POWER SUPPLY SYSTEM\CONTRACT\PSA SOW GROVE EOC EMERGENCY POWER SUPPLY SYSTEM.DOCX City of Ashland Exhibit A The Grove EOC Emergency Power Supply System Scope of Work RH2 Deliverables: • 90-percent design plans, including two (2) half-size (11-inch by 17-inch) hard copy sets and one(1)electronic PDF copy of the,plans. • 90-percent design technical specifications, scope of bids, and bid schedule specification sections. Two(2) hardcopies and one(1)electronic PDF copy shall be provided. • One (1) meeting with City staff to review the City's 90-percent design submittal comments. Task 4— Prepare Bid-Ready Design Submittal Objective: Prepare bid-ready design plans and technical specifications for the proposed site, structural, and electrical work required for installing an emergency generator at the Grove EOC facility. Incorporate the City's 90-percent design review comments into the bid-ready design. Approach: 4.1 Incorporate 90-Percent Design Submittal Comments—Incorporate the City's 90-percent design review comments into the bid-ready design plans. 4.2 Prepare Bid-Ready Documents—Prepare bid-ready design plans,technical specifications,scope of bids and bid schedule. Provide quality assurance/quality control(QA/QC)services to include a formal, internal QA/QC process and review of the constructability of the project design and final deliverables. 4.3 Prepare Final Cost Estimate—Provide a final construction cost estimate for the installation of the backup generator system. RH2 Deliverables: • One(1)full-size stamped and signed hard copy set and one(1)electronic PDF copy of the bid- ready design plans. • Bid-ready technical specifications,scope of bids,and bid schedule specification sections. One (1) signed and stamped hardcopy and one (1)electronic PDF copy shall be provided. • Final construction cost estimate and quantity calculations in electronic PDF format. • Provide the City with the digital files(AutoCAD, MS Word, MS Excel, etc.)for the project on a flash drive. 5 8/15/2019 4:23:40 PMZ:\NEWBUSINESS\PROPOSAL\COA\20190709_COA M190102 THE GROVE EOC EMERGENCY POWER SUPPLY SYSTEM\CONTRACT\PSA SOW GROVE EOC. EMERGENCY POWER SUPPLY SYSTEM.DOCX EXHIBIT B City of Ashland The Grove EOC Emergency Power Supply System Fee Estimate Total �•- ' , .Description.. Total Labor TotalSubconsultant .TotalExpense, Total'Cost , - Hours , . .:... .. - Task 1 Site Investigation,Data Collection,and Record Research- 128 $ 21,558 $ 1,380 $ 2,458 $ 25,396 1.1 Attend Kickoff Meeting and Site Visits 16 $ 2,960 $ - $ 286 $ 3,246 1.2 Perform Electrical Load Study and Generator Size Verification 22 $ 3,738 $ - $ 377 $ 4,115 1.3 Prepare Fuel Storage System and Sizing Alternatives Analysis 18 $ 2,994 $ - $ 359 $ 3,353 1.4 Perform Topographic Survey 4 $ 652 $ 1,380 $ 175 $ 2,207 1.5 Identify Site Location Alternatives 16 $ 2,692 $ - _$ . 287 $ 2,979 1.6 Identify Utility Relocation Needs 12 $ 1,956 $ - $ 351 $ 2,307 1.7 Prepare Planning-Level Cost Estimates 22 $ 3,560 $ - $ 419 .$ 3,979 1.8 Prepare Technical Memorandum 18 - $ 3,006 $ ,. $ 203 .$ 3,209 Task 2 Preliminary Design _ - 52 $ 8,644 $ - $ . 1,186 $ 9,830 2.1 Prepare Electrical Design Plans • 32 $ 5,384. $ - $ 677 $ 6,061 2.2 Prepare Civil and Site Design Plans 12 $ 1,956 $ - $ 391 $ 2,347 , 2.3 Prepare Technical Specifications Outline 8 $ 1,304 $ - $ 118 $ 1,422 • • Task 3 90-Percent Design Submittal. 87 $ 14,641 $ - $ 1,627 $ 16,268 3.1 Prepare Electrical Design Plans 42 $ 7,236 $ - $ 803 $ 8,039 3.2 Prepare Civil and Site Design Plans 12. : '$ 2,094 $ - $ 340 $ 2,434 3:3 Prepare Technical Specifications 20 $ 3,210 $ - $ 373 $ 3,583 3.4 Prepare Front-End Bid Documents 13 $ 2,101 $ $ 111 $ 2,212 Task 4 Prepare Bid-Ready Design Submittal 51 $ 8,909 $ - $ 1,196 $ 10,105 4.1 Incorporate 90-Percent Design Submittal Comments 8 $ 1,302 $ - $ 210 $ 1,512 4.2 Prepare Final Documents 34 $ '6,086 $ - $ 810 $ 6,896 4.3 Prepare Final Cost Estimate 9' $ 1,521 $ - $ 176 $ 1,697 I Subtotal The Grove EOC Tasks • - I 318 I$ 53,752 I$ 1,380 I$ ,''6,467 I$ 61,599 1 I PROJECT TOTAL '•.., , .. , ` 318 ., $, 53,752 I $ 1,380 I $ 6,467, '$ 61,599 I 8173!20198111 AM EXHIBIT C RH2 ENGINEERING,INC. 2019 SCHEDULE.OF RATES AND CHARGES RATE LIST RATE UNIT Professional I $139 $/hr Professional II $151 $/hr Professional III $163 $/hr Professional IV $174 $/hr Professional V $186. $/hr Professional VI $204 : _ $/hr Professional VII $219 $/hr Professional VIII $232 $/hr Professional IX $232 $/hr. Control Specialist I $127 $/hr Control Specialist II $138 $/hr Control Specialist III $150 $/hr Control Specialist IV $160 . $/hr. . Control Specialist V $171 . $/hr Control Specialist VI $183 $/hr Control Specialist VII $197 $/hr Control Specialist VIII $205 $/hr Technician I $99 $/hr Technician II $113 $/hr Technician III $127 $/hr Technician IV $141 $/hr Technician V $151 $/hr Technician VI $164 $/hr Technician VII $178 $/hr Technician VIII $189 $/hr Administrative I $68 $/hr Administrative II. $79 $/hr Administrative III $96 $/hr Administrative IV $115 $/hr Administrative V $133 $/hr CAD/GIS System $2750 $/hr CAD Plots-Half Size $2.50 price per plot CAD Plots-Full Size $10.00 price per plot CAD Plots-Large $25.00 price per plot Copies(bw)8.5"X 11" $0.09 price per copy Copies(bw)8.5"X 14" $0.14 price per copy Copies(bw)11"X 17" $0.20 price per copy Copies(color)8.5"X 11" $0.90 price per copy Copies(color)8.5"X 14" $1.20 price per copy Copies(color)1121X 17" $2.00 price per copy Technology Charge 2:50% ° %of Direct Labor price per mile Mileage $0.580 (or Current IRS Rate) Subconsultants 15% Cost+ Outside Services at cost Additional Specialized Equipment ,see attached RH2 Equipment Rental Rates Rates listed are adjusted annually. Exhibit D: Project Schedule City of Ashland The Grove EOC Emergency Power Supply System Anticipated Task Completion Task 1—Site Investigation, Data Collection,and Record Research (Completed by October 2019) Task 1.1—Attend Kickoff Meeting and Site Visits NTP+1 month Task 1.2—Perform Electrical Load Study and Generator Size NTP+1 month Verification Task 1.3—Prepare Fuel Storage System and Sizing Alternatives NTP+1 month Analysis Task 1.4—Perform Topographic Survey NTP+1 month Task 1.5—Identify Site Location Alternatives NTP+ 1 month Task 1.6—Identify Utility Relocation Needs _ NTP+1 month Task 1.7—Prepare Planning-Level Cost Estimates NTP+2 months Task 1.8—Prepare Technical Memorandum NTP+2 months Task 2—Preliminary Design(Completed by November 2019) Task 2.1—Prepare Electrical Design Plans NTP+3 months Task 2.2—Prepare Civil and Site Design Plans NTP+3 months Task 2.3—Prepare Technical Specifications Outline NTP+3 months Task 3—90-Percent Design Submittal (Completed by January 2020) Task 3.1—Prepare Electrical Design Plans NTP+5 months Task 3.2—Prepare Civil and Site Design Plans NTP+5 months Task 3.3—Prepare Technical Specifications NTP+5 months Task 3.4—Prepare Front-End Bid Documents NTP+5 months Task 4—Prepare Final Design Submittal(Completed by February 2020) Task 4.1—Incorporate 90-Percent Design Submittal Comments . NTP+6 months Task 4.2—Prepare Final Documents NTP+6 months Task 4.3—Prepare Final Cost Estimate NTP+6 months CONTRACT COMPLETION DATE: Construction Notice to Proceed(NTP)+6 months. NTP is assumed to occur in August 2019,with final completion scheduled for February 2020. 1 8/12/2019 3:50:00 PM Z:\NewBl ess\Proposal\COA\20I90709_COA_MI90102_The Grove EOC Emergency Power Supply System\Contract\Completion Schedule.Grove EOC Emergency Power Supply S. EXHIBIT E CITY OF ASHLAND, OREGON City of Ashland LIVING ALL employers described WAG E below must comply with City of Ashland laws regulating S. -. . . '.. & .S- - _ __ . . -. _ $15.39'per'hour, effective.June 30, 2019:^ /r, The Living'Wage is adjusted annually every June 30‘by the Consumer Price,Index Employees must be paid a . portion of business of their of health care,retirement, living wage• employer,if the employer has 401K and IRS eligible ten or more employees,and cafeteria plans(including has received financial childcare)benefits to the assistance for the project or amount of wages received by For all hours worked under a business from the City of the employee. service contract between their Ashland in excess of employer and the City of $21,507.75. > Note: For temporary and Ashland if the contract part-time employees,the exceeds$21,507.75 or more. > If their employer is the City of Living Wage does not apply Ashland,including the Parks to the first 1040 hours worked > For all hours worked in a and Recreation Department. in any calendar year. For month if the employee spends more details,please see 50%or more of the > In calculating the living wage, Ashland Municipal Code employee's time in that month employers may add the value Section 3.12.020. working on a project or For additional information: i Call the Ashland City Administrator's office at 541-488-6002 orwrite to the City Administrator, City Hall, 20 East Main Street,Ashland, OR 97520,or visit the City's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND 8 EXHIBIT CERTIFICATIONS/REPRESENTATIONS: Consultant,by and through its authorized representative,under penalty of perjury,certifies that(a)the number shown on the attached W-9 form is its correct taxpayer ID(or is waiting for the number to be issued to it and(b)Consultant is not subject to backup withholding because: (i)it is exempt from backup withholding,or(ii)it has not been notified by the Internal Revenue Service(IRS)that it is subject to backup withholding as a result of a failure to report all interest or dividends,or(iii)the IRS has notified it that it is no longer subject to backup withholding. Consultant further represents and warrants to City that: (a)it has the power and authority to enter into and perform the Work,(b)the Agreement,when executed and delivered,shall be a valid and binding obligation of Consultant enforceable in accordance with its terms,(c)the work under the Agreement shall be performed in accordance with the highest local professional standards,and(d)Consultant is qualified,professionally competent,and duly licensed(if applicable)to perform the Work. Consultant also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws,it is an independent contractor as defined in the Agreement,it is authorized to do business in the State of Oregon,and Consultant has checked four or more of the following criteria that apply to its business. (1)Consultant carries out the work or services at a location separate from,a private residence or is in a specific portion of a private residence,set aside as the location of the business. (2)Commercial advertising or business cards or a trade association membership are purchased for the business. (3)Telephone listing is used for the business separate from the personal residence listing. i2X-6 (4)Labor or services are performed only pursuant to written contracts. (5)Labor or services are performed for two or more different persons within a period of one year. (6)Consultant assumes fmancial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds,warranties,errors and omission(professional liability) insurance or liability insurance relating to the Work or services to be provided. ?AP � Consultant D to REQUEST FOR PROPOSAL (RFP) Professional Engineering Services for the Development of The Grove EOC Emergency Power Supply System Project No: 2019-16 ISSUE DATE:June 7, 2019 PROPOSALS DUE: July 9, 2019 PROJECT DURATION: 16 months Not later than 2:00 PM Late proposals will not be considered REFER QUESTIONS TO: SUBMIT PROPOSALS TO: Kaylea Kathol, Public Works Project Manager Kaylea Kathol Phone: 541-488-5587 20 East Main St Email: kaylea.kathol@ashland.or.us Ashland, OR, 9520 CITY OF ASHLAND PUBLIC WORKS ENGINEERING 20 EAST MAIN STREET ASHLAND OR 97520 541/488-5587 TABLE OF CONTENTS TABLE OF CONTENTS 2 ADVERTISEMENT 4 DEFINITIONS 5 SECTION 1: PROJECT OVERVIEW 6 1.1 OBJECTIVES 6 1:2 BACKGROUND 6 1.3 SUMMARY OF ELECTRIC INSTALLATION 6 SECTION 2; SCHEDULE 7 SECTION 3: SCOPE OF SERVICES 7 3.1 GENERAL REQUIREMENTS 7 3.2 SPECIFIC TASKS AND DELIVERABLES 8 3.3 TENTATIVE SCHEDULE OF KEY TASKS AND DELIVERABLES 9 SECTION 4: SELECTION CRITERIA - 9 4.1 GENERAL 9 4.2 SELECTION CRITERIA AND SCORING 10 SECTION 5: PROPOSAL EVALUATION 11 5.1 REVIEW 11 5.1 DEFECTIVE PROPOSALS 11 5.2 RIGHT OF REJECTION 11 5.3 REFERENCES 12 5.4 RESPONSIBILITY - 12 5.5 CLARIFICATION OF RESPONSE 12 5.6 FINALIST SELECTION 12 5.7 TIES AMONG PROPOSERS 12 5.8 NOTICE OF INTENT TO AWARD 12 5.9 CONTRACT NEGOTIATION 13 5.10 PROTEST PROCEDURES 13 5.11 RESULTING CONTRACT 14 SECTION 6: CONTRACT 14 6.1 CONTRACT FORM 14 6.2 BUSINESS LICENSE REQUIRED 14 6.3 INSURANCE REQUIREMENTS 15 6.4 LAWS AND REGULATIONS 15 SECTION 7: INSTRUCTIONS TO PROPOSERS 15 7.1 GENERAL 15 7.2 INFORMATION OF RECORD 16 7.3 PROPOSAL PREPARATION 16 7.4 PROPOSAL FORMAT AND CONTENTS 16 7.5 SIGNATURE ON PROPOSAL 16 7.6 PREPARATION COSTS 16 7.7 CONFORMANCE TO SOLICITATION REQUIREMENTS 16 7.8 QUESTIONS AND CLARIFICATIONS 17 Project No 2019-16 RFP for.Professional Engineering Services Page 2 of 19 The Grove EOC Emergency Power Supply System • 7.9 ADDENDA 17 7.10 PROTEST OF REQUIREMENTS 17 7.11 PROPOSAL MODIFICATION 17 7.12 PROPOSAL WITHDRAWALS 18 7.13 PROPRIETARY INFORMATION 18 7.14 TERMS AND CONDITIONS 18 7.15 PROPOSAL OPENING APPENDICES(BOUND SEPARTELY) EXHIBIT A—LOCATION MAP AND FOOTPRINT OF THE GROVE EXHIBIT B—PERSONAL SERVICES AGREEMENT Project No 2019-16 RFP for Professional Engineering Services Page 3 of 19 The Grove EOC Emergency Power Supply System Phigrin ADVERTISEMENT CITY OF ASHLAND PUBLIC WORKS-REQUEST FOR PROPOSAL PROFESSIONAL ENGINEERING SERVICES The City of Ashland is seeking Proposals for professional engineering services for development of Project No. 201946,The Grove EOC Emergency Power Supply System. The project will result in the installation of an emergency power supply system(EPSS)that will enable The Grove,a public facility,to function as the City's Emergency Operations Center(EOC). Therefore,the installation must comply with all applicable codes pertaining to Essential Facilities/Mission-Critical Facilities. The project will include,but is not specifically limited to,development of Plans,Specifications,and Estimates(PS&E),and bidding and construction support. Proposals must be physically received by 2:00 PM,(main lobby clock),July 9,2019 in the City of Ashland Engineering Office located at 51 Winburn Way,Ashland OR 97520 or by mail at 20 E.Main Street,Ashland,OR. 97520. For further information,contact Kaylea Kathol,Public Works Project Manager,at 541/488-5587 or by email at kaylea.kathol@ashland.or.us.Consultant selection is anticipated to result in the issuance of a contract for engineering services in the form provided in this RFP. Proposal documents maybe downloaded from the Oregon.Procurement Information Network(ORPIN). Any addendum that may be issued, relating to this proposal will be available from ORPIN and potential proposers are cautioned to continuously monitor the site for updates and addendum. All proposals shall be submitted as set forth in Section 6-Instructions to Proposers: The City is not responsible for proposals submitted in any manner,format or to any delivery point other than as required by the Solicitation Document. Proposals must befrom an Oregon Professional Engineer and shall be concise,appropriate to the scale of the evaluation and include only items that are relevant to this specific project. Consultant selection will be based upon weighed criteria as set forth in the Solicitation Document and will include criteria such as(but not limited to):proposed work plan and approach,schedule,general and special project experiences,team experience and availability,cost,and other applicable criteria. The City of Ashland reserves the right to cancel this procurement or reject any and all proposals in accordance with ORS 2796.100. Paula C.Brown,PE,Public Works Director First date of solicitation:June 7,2019 Project No 2019-16 RFP for Professional Engineering Services Page 4 of 19. The Grove EOC Emergency.Power Supply System CITY OF ASHLAND DEFINITIONS For the purpose of this RFP: "Agency"or"City"means City of Ashland. "Business days"means calendar days,excluding Saturdays,Sundays and all City recognized holidays. "Calendar days"or"days"means any day appearing on the calendar,whether a weekday,weekend day, national holiday,State holiday or other day. "Council"means City of Ashland Council "Department"means the City of Ashland Engineering Department. "Manager" means the City of Ashland Project Manager. "Proposers"-All firms submitting proposals are referred to as Proposers in this document;after negotiations,an awarded Proposer will be designated as"Consultant". "RFP"means Request for Proposal. "Scope of Work"means the general character and range of services and supplies needed to complete the work's purpose and objectives,and an overview of the performance outcomes expected by Agency. "Services"means the services to be performed under the Contract by the Consultant. "Statement of Work"means the specific provision in the final contract which sets forth and defines in detail (within the identified Scope of Work)the agreed-upon objectives,expectations,performance standards, services,deliverables,schedule for delivery and other obligations. Project No 2019-16 RFP for Professional Engineering Services Page 5 of 19 The Grove EOC Emergency Power Supply System CITY OF ASHLAND SECTION 1: PROJECT OVERVIEW 1.1 OBJECTIVES The City of Ashland is seeking Proposals for professional engineering services for development of Project No. 201946,The Grove EOC Emergency Power Supply System. The project will result in the installation of an emergency power supply system(EPSS)that will enable The Grove,a public facility,to function as the City's Emergency Operations Center(EOC). Therefore,the installation must comply with all applicable codes pertaining to Essential Facilities/Mission-Critical Facilities. The project will include,but is not specifically limited to,development of Plans,Specifications,and Estimates(PS&E),and bidding and construction support. 1.2 BACKGROUND The City maintains an EOC that serves as a central command and control facility for the purposes of preparing for, responding to,and managing emergencies and disasters. The EOC was traditionally located within the Municipal Court building(Courts). In late 2018,the City determined that structural deficiencies In Courts disqualified it as an EOC. The City's Police Department facility was identified as an alternative location,but it proved to be undersized for EOC purposes. In early 2019,the City identified The Grove as a suitable location for an EOC. The Grove is a 6,500 square foot public facility located at 1195 E. Main Street in Ashland,Oregon(Exhibit A). The building has electric service provided by the City of Ashland,and natural gas service provided by Avista. The building houses the Recreation Division of Ashland Parks and Recreation Commission,as well as many seasonal community recreation and education programs. The facility was built and owned by a private party in 2000 and briefly served as a youth center. The City assumed ownership of the Grove in the early 2000's. In 2015,The Grove was renovated and converted to its current use. The Grove's modern vintage and large size made it an ideal location for an EOC. However,The Grove lacks a backup power supply necessary for an Essential Facility. The City intends to install an EPSS to facilitate conversion of the Grove to an EOC on an as-needed basis. 1.3 SUMMARY OF ELECTRIC INSTALLATION The Grove's service voltage is 208Y/120 Volts and the service size is 400A. There is a main service panel and two sub-fed panels. The Grove does not have a backup power supply,and it is.likely that the existing electrical installation will require reconfiguration to accommodate an EPSS for an Essential Facility. There are no as-built drawings of The Grove's electric installation. The City has posted some reference documents that may be utilized for the development of a proposal and subsequent design. These documents can be reviewed on-line at http://www.ashland.or.us/Page.asp?NavID=17.828 • 1997 Construction Set(Schmitz&Associates,AIA)—original set,does not represent existing conditions • 2011 Visual Examination/Condition Survey(Marquess&Associates, Inc.)—discusses, in part,electric installation • 2015 Renovation Set(ORW Architecture)—floor plan,does not represent existing conditions Project No 2019-16 RFP for Professional Engineering Services Page 6 of 19 The Grove EOC Emergency Power Supply System CITY OF ASHLAND SECTION 2: SCHEDULE The schedule of events listed below represent City's estimated schedule for this RFP. This schedule is SUBECT TO CHANGE and will be adjusted as required. EVENT DAILY COUNT(CALENDAR DAYS) DATE 1. Request for Proposal Released 0 6/06/2019 2. Last Date for Request for changes/Protest for 10 days prior to ProposalClosing 6/29/2019' Specifications/Questions 3. Last Date for City to Post Addenda 3 days prior to Proposal Closing 7/6/2019 4. Closing Date(last day to submit Proposals) 7/9/2019 5. Responses Evaluated ^'15 days after Closing Date 7/24/2019 7. Intent to Award Announced —15 days after Closing Date 7/24/2019 8. Contract Development and Award "30 days after Closing Date 8/8/2019 9. Expected Project Completion(all phases) "'14 months after Contract Award October 2020 SECTION 3: SCOPE OF SERVICES The successful Proposer will be expected to enter into a Personal Services Agreement with the City of Ashland (Exhibit B)for the completion to the following major tasks and requirements specific to those tasks: 3.1 GENERAL REQUIREMENTS Personnel, Materials,&Equipment:The Consultant shall provide qualified and competent personnel and shall furnish all supplies,equipment,tools and incidentals required to accomplish the work. All materials and supplies shall be of good quality and suitable for the assigned work. Safety Equipment: The Consultant shall provide and use all safety equipment including,and not limited to hard hats,safety vests and clothing required by State,Federal regulations and Department policies and procedures. Professional Responsibilities: The Consultant shall perform the work using the standards of care,skill and diligence normally provided by a professional in the performance of such services in respect to similar work and shall comply will all applicable codes and standards. Project Management: The Consultant shall attend a project kickoff meeting. Thereafter,the.Consultant and the City staff will meet as required.for the project duration. The objectives of the meeting will include reviewing the scope,budget,schedule and deliverables.The Consultant will organize and manage the consultant project team and coordinate with City Project Manager and City staff. Monthly Invoices and Progress Reports:The Consultant shall prepare monthly invoices and progress reports including the following: • Work Completed during the month by work task as a percentage of completion. • Needs for Additional Information,Reviews,or Changes to the Scope of Work. • Scope,Schedule,and Budget Issues and Changes. Project No 2019-16 RFP for Professional Engineering Services Page 7 of 19 The Grove EOC Emergency Power Supply System • CITY OF ASHLAND 3.2 SPECIFIC TASKS AND DELIVERABLES 1. SITE INVESTIGATION,DATA COLLECTION, RECORD RESEARCH • Review existing records and data including but not limited to geographic information system (GIS)data,drawings,maps,and other documents relevant to the limits and scope of this project. • Locate on-site utilities and contacting utility companies for existing base maps. • Visually inspect facility grounds for potential EPSS placement site and potential conflicts. • Perform topographic survey at a scale and extent appropriate for this development. • Identify utility relocation or extension needs 2. PRELIMINARY DESIGN (50%DESIGN SUBMITTAL) • Prepare base mapping.which includes elevations,utilities,right-of-way,easement,and other pertinent features. • Develop preliminary design,showing existing and proposed improvements. • Prepare list of technical specifications and engineer's cost estimate. Deliverables: Two(2)hard copy sets and one(1)digital pdf copy of the 50%design submittal shall be presented to the City for review.The submittal shall include conceptual design showing the proposed improvements and probable construction cost estimate. One meeting shall be scheduled with City staff for Consultant to present the 50%design submittal. 3. 90%DESIGN SUBMITTAL • Incorporate 50%Design Submittal comments. • Prepare complete detailed plans,standard and project details,technical specifications,bid schedule, bid item descriptions,and 90%engineer's cost estimate. • City will prepare the front-end specifications and incorporate Consultant's materials.Consultant. shall prepare the Scope of Bids and Bid Schedule specification sections in addition to the technical specifications. • The 90%Design Submittal shall be considered a complete design submittal. Deliverables: Two(2)hard copy sets and one(1)digital pdf copy of the 90%design submittal shall be presented to the City for review.The submittal shall include half-size drawings,contract documents and probable construction cost estimate.One meeting shall be scheduled with City staff to review City comments on the 90%design submittal. 4. FINAL DESIGN SUBMITTAL(100%DESIGN) • Incorporate any 90%Design Submittal comments. • Submit one set of full-size stamped and signed final drawings along with technical specifications and other contract documents. • Submit one copy of final quantity calculations and engineer's construction cost estimate. • Submit all digital files (AutoCAD,MS Word,MS Excel,etc.)for the project. Deliverables: One(1)hard copy and one(1)pdf copy of the 100%final design submittal shall be presented to the City for bid.The submittal shall include full-size stamped and signed final drawings,contract documents and probable construction cost estimate. Project No 2019-16 RFP for Professional Engineering Services Page 8 of 19 The Grove EOC Emergency Power Supply System CITY-OF ASHLAND 5. BID AND CONSTRUCTION SUPPORT • City will administer the bidding and contract award processes. • Provide bidding assistance/clarifications which includes responding to questions from potential bidders,attending the pre-bid meeting and job walk;assisting with preparation of addenda • (assume 2 for budgeting purposes),reviewing the submitted bids,and recommending a contract award. • Facilitate a mandatory pre-construction site meeting with all necessary parties. • Attend and facilitate construction meetings. • Conduct site visits during construction at appropriate stages. Assume 4 visits for budgeting purposes: • Provide submittal list,review submittals and shop drawings,change order requests and provide written recommendations to the City.Assume 8 submittal reviews and 3 change order requests -for budgeting purposes: • Review and respond to contractor's request for information(RFI)and clarifications during construction and provide written recommendations to the City.Assume 5 RFIs for budgeting purposes. • Participate in the final inspection and assist with preparing the punch list of deficiencies. • Prepare and submit digital as-built/record drawings to the City. Deliverables: One(1)full-size hard copy,one(1)pdf digital copy and one(1)AutoCAD format'copy of the record drawings. 3.3 TENTATIVE SCHEDULE OF KEY TASKS AND DELIVERABLES The following the City's desired schedule for key tasks and major deliverables: Task Date Award Contract August 8,2019 Kick-off Meeting September 2019 50%Design Submittal November2019 • 90%Design Submittal .January 2019 100%Design Submittal . February 2019 Release Construction Solicitation March 2020 - . • Award Construction Contract April 2020 Construction Kick-Off Meeting May 2020 Construction Cornplete September 2020 As-built Drawing Submittal October 2020 SECTION 4: SELECTION CRITERIA 4.1 GENERAL This method of personal services solicitationis categorized as Intermediate.Procurement(contracts between $5,000 and$75,000). In accordance with ORS 279B.070 and AMC Section 2.50.120(A),Intermediate Procurement(4),If a contract is awarded,the contracting agency shall award the contract to the offeror whose quote or proposal will best serve the interests of the contracting agency,taking into account price as well as j- considerations including, but not limited to,experience,expertise, product functionality,suitability for a particular purpose and contractor responsibility under ORS 2796.110. Project No 2019-16 RFP for Professional Engineering Services Page 9 of 19 The Grove EOC Emergency Power Supply System t CITY OF ASHLAND 4.2 SELECTION CRITERIA AND SCORING The selection criteria defined below are consistent with the minimum selection criteria established for Intermediate Procurement by AMC Section 2.50.120(C). 1. Letter of Transmittal(Required,No Points Awarded). On company letterhead,describe your firm's interest in providing engineering services to the City. This letter shall include the followingcomponents: a. Certification that the Proposer is an Independent Contractor. b. Indication that the Proposer accepts the terms of the City's:Personal Services Agreement, provided in the Exhibits of this RFP: c. Acknowledgment of the specific addenda received OR a statement acknowledging no addenda were received. d. An original, ink signature of an authorized representative of the firm. e. Name,title,address,email,and telephone number of the signatory representative. 2. Project Approach(20 Points Possible).Provide a description of your firm's approach to complete a successful preliminary design,final design,construction specifications,and construction administration for this type of Critical Facilities project. Include a summary of your quality control program. 3. Project Experience(25 Points Possible). Discuss at least three projects performed in the last 10 years involving similar work to the scope of work for this RFP,particularly any protects involving Critical Facilities. Include the following information for each project: a. Client name point of contact,address,and telephone number b. Description and location of project and year of completion c. Key Persons involved in all disciplines 4. Proposer's Demonstrated Ability to Deliver Budget and Schedule on Similar Projects(20 Points. Possible). For each of the three(3) projects listed above, provide a discussion of whether the project was completed on time and on budget or needed to be revised. Briefly explain the reason for any revisions, and what attempts were made to bring the project back on schedule and within budget. 5. Project Team Experience and Availability(20 Points Possible). a. Provide a list of the key staff proposed for this project("Key Person(s)"). Provide each key persons' certification number,a summary of their roles,and a description of their relevant experience. b. Indicate which individual will manage the project and be the primary.contact. Indicate the specific experience this individual has managing projects similar to the project in this RFP. c. State the estimated proportion of each.Key Person's time that will be spent on City's project vs.total time spent on all Key Person's projects during the term of contract. d. Submit resumes that support each Key Person's relevant experience.No more than five resumes should be submitted as Appendix A and.Will not count against page limit. 6. Termination for Default(Pass or Fail). Proposers shall indicate if they have had a contract terminated for default in the last five years. Termination for default is defined as notice to stop performance that Was delivered to the Proposer due to the Proposer's non-performance or poor performance and the issue of performance was either(a)not litigated due to inaction on the part of the Proposer,or(b) litigated and Project No 2019-16 RFP for Professional Engineering Services Page 10 of 19. The Grove EOCEmergency Power Supply System { CITY OF ASHLAND. determined that the Proposer was in default. If a Proposer has had a contract terminated;for default in this period,then the Proposer shall submit full details including theother party's name,address and phone number. City of Ashland will evaluate the facts and may,at its sole discretion,reject the proposal on the grounds of past performance. 7. Fee.Proposal(15 Points Possible). In a separate sealed envelope,provide a complete summary of the estimated number of engineering hours,schedule of hourly rates for each classification,and total not-to- exceed cost for the Scope of Services to be performed. The envelope shall be marked"Fee Proposal for Engineering Services—The Grove EOC Emergency Power Supply System" SECTION 5: PROPOSAL EVALUATION 5.1 REVIEW Proposals will be reviewed and evaluated by an evaluation committee of reviewers consisting of at least three City employees. The total number of points possible for written Proposals_is 100. Cost will be scored separately. Sealed envelopes containing the proposed fees will not be opened until all proposals have been evaluated and scored for all other criteria by the reviewers. Cost will be scored using the Ratio Method,whereby the Proposer with the lowest cost is awarded the maximum points available,and all other proposals receive a percentage of the points available based on their cost relationship to the lowest. 5.1 DEFECTIVE PROPOSALS Due to limited resources,City generally will not completely review or.analyze Proposals that on their faces fail to comply with the minimum mandatory requirements of the solicitation documents nor will City generally investigate the references or qualifications of such proposals. Therefore,City will not acknowledge whether an unsuccessful Proposal was complete,responsive,responsible,sufficient,or lawful in any respect. This is a public solicitation,the processes and procedures which are established and required by Oregon law and City-adopted rules. Proposers are advised to strictly follow the process, procedures,and requirements as set forth in this RFP. and not anticipate or rely on any,Opportunity to negotiate,beyond such limitations that are identified herein. 5.2 RIGHT OF REJECTION Proposers must comply with all terms of this RFP and all applicable federal,state,and local laws,administrative rules,and regulations. The City may reject any Proposal that does not comply with all material and substantial terms,conditions,and performance requirements of this RFP. Proposers may not qualify the Proposal nor restrict the rights of the City. If a Proposer does so,the City may determine the Proposal to be a non-responsive counter-offer,and the Proposal may be rejected. Minor informalities that may be waived include those that: • do not affect responsiveness, • are merely a matter of form or format, • do not change the relative standing or otherwise prejudice other offers, • are trivial,negligible,or immaterial in nature, • do not reflect a material change in the work,or, • do not constitute a substantial reservation against a requirement or provision. City reserves the right to refrain from making an award if.the City determines that to be in its best interest. A Proposal from a debarred or suspended Proposer shall be rejected. Project No 2019-16 RFP for.Professional Engineering Services Page 11 of 19 The Grove EOC Emergency Power Supply System CITY OF ASHLAND 5.3 REFERENCES The City reserves the right to investigate any and all references and the past performance information provided in the Proposal with respect to the proposer's successful performance of similar projects,compliance with specifications and contractual obligations,completion or delivery of a project on a schedule,and lawful payment of employees and workers. The City reserves the right to check any and all sources for information on a proposer's past performance, including sources other than the references provided in the proposer's Proposal. The City may consider information available from any source,including government bodies and regulatory authorities. 5.4 RESPONSIBILITY The City reserves the right to investigate and evaluate,at any time prior to award and execution of the contract, the apparent successful Proposer's responsibility for performing the contract. Submission of a signed Proposal shall constitute approval for City to obtain any information City deems necessary to conduct evaluation. City reserves the right to request additional information or documentation from the successful Proposer prior to award of contract. Such information may include,but is not limited to,current and recent balance sheets, income statements,cash flow statements,or a performance bond from an acceptable surety. Failure to provide this information will result in rescission of City's Intent to Award. City may postpone the award of contract after announcement of the apparent successful Proposer in order to complete its investigation and evaluation. Failure of the apparent successful Proposer to demonstrate responsibility shall render the Proposer non-responsible and shall constitute grounds for rejection of the proposal. 5.5 CLARIFICATION OF RESPONSE City reserves the right to request clarification of any item in any Proposal,or to request additional information necessary to properly evaluate a particular Proposal. All request for clarification and responses shall be in writing. During the evaluation of Proposals, Proposers must respond to any request for clarification from the Evaluation Committee within 24 hours of request(Monday through Friday). Inability of the Evaluation Committee to reach a Proposer for clarification and/or failure of a Proposer to respond within the time stated may result in rejection of the Proposer's Proposal. 5.6 FINALIST SELECTION The firm with the highest total score as a result of written Proposal scoring will be considered the Finalist,and all other firms will be ranked according to next highest score,etc. 5.7 TIES AMONG PROPOSERS If City determines after the ranking of potential firms,that two or more of them are equally qualified to be the Finalist,City may select a candidate through any process that the City believes will result in the best value for taking into account the scope,complexity and nature of the Work. The process shall instill public confidence through ethical and fair dealing,honesty and good faith on the part of City and Proposers and shall protect the integrity of the Public contracting process. As part of the procedure for choosing the Finalist between two or more equally qualified candidates,City may elect to give a preference to a local consulting firm. 5.8 NOTICE OF INTENT TO AWARD After the completion of the evaluation and ranking,the City will issue a written Notice of Intent to.Award, naming the Finalist,and send copies to all Proposers. Project No 2019-16 RFP for Professional Engineering Services Page 12 of 19 The Grove EOC Emergency Power Supply System CITY OF ASHLAND 5.9 CONTRACT NEGOTIATION The City will attempt to reach an agreement with the Finalist in terms of Contractor's performance obligation, final schedule,and any modifications to Scope of Work deemed necessary for successful completion of the Project. The City may,in its sole discretion,terminate negotiations and reject the proposal if it appears agreement cannot be reached. The City may then attempt to reach a final agreement with the second highest scoring Proposer and may continue on in the same manner with the remaining proposers until an agreement is reached. 5.10 PROTEST PROCEDURES City shall provide to all Proposers a copy of the selection notice that City sent to the Finalist. A Qualified Proposer who claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer may submit a written protest of the selection to the City. A Proposer submitting a protest must claim that the protesting Proposer is the highest ranked Proposer because the Proposals of all higher ranked Proposers failed to meet the requirements of the RFP or because the higher ranked Proposers otherwise are not qualified to perform the Architectural,Engineering,or Land Surveying Services,or Related Services described in the RFP. Eligible Proposers protesting award shall follow the procedures described herein. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Proposers. a) Protests must be received within seven (7)days after issuance of the notice of intent to award the Contract. City will not consider late protests. b) All protests must be in writing,signed by the protesting party or an authorized Agent. The protestmust specify the grounds for the protest to be considered by the City c) Protests based on procedural matters will not be considered. d) The City's Public Works Director will review the protest and will fax and mail the protesting party a written response within three(3)business days of receipt of the written protest to the fax number and address provided in the proposal. Any written response may be comprised of a determination of the protest,a notice to the protesting party of the need for additional time in which to evaluate the matter, or other notice to the protesting party. e) If the.Public Works Director's determination(response)is adverse to the protester,any further appeal of the Public Works Director's determination by the party must be submitted in writing to the City Administrator within three(3) business days of issuance of the Public Works Director's determination (response). f) The City Administrator will review any appeal of the Public Works Director's determination and shall fax and mail, in accordance with the fax number and address provided in the proposal,the protesting party a written response within three(3)business days of receipt of written appeal. g) If the determination of the City Administrator is adverse to the protesting party's interest,the protesting party may only appeal to the City Council by filing a written notice of appeal to the Council with the City Administrator within two(2)business days of issuance of the City Administrator's written determination. h) The Council,in considering the protest,shall review the documentation presented to the Public Works Director and the City Administrator on the next regularly scheduled Council Meeting,but in no event Project No 2019-16 RFP for Professional Engineering.Services Page 13 of 19 The Grove EOC Emergency Power Supply System CITY OF ASHLAND shall they be required.to review in less than ten(10) business days,and thereafter,base their decision on such material. The Council review will be limited to the evaluation of compliance with City's policies and procedures,requirements of the.RFP and the equal and fair application of City's contracting.rules: The City Council's determination shall be.City's final decision. i) An adversely affected or aggrieved proposer must,exhaust all avenues of administrative remedies before seeking judicial review of City's Consultant selection or Notice of Intent to Award. 5.11 RESULTING CONTRACT Upon reaching final agreement with an awarded Proposer,the City will issue a Personal Services Agreement (PSA) in substantially the form as found in the attachments of this RFP.. The PSA will include the City's Standard Terms and Conditions,the final schedule and statement of work,and the proposal and all responses provided by the awarded Proposer. SECTION 6: CONTRACT 6.1 CONTRACT FORM The consultant selected by the City will be expected to enter into a written agreementsubstantially the same form as attached to this RFP. The Proposal should indicate acceptance of the City's contract provisions. Suggested reasonable alternatives that do not substantially impair City's rights under the contract may be submitted. Unconditional refusal to accept contract provisions will result in Proposal rejection. Contract Duration—The City anticipates having the Consultant begin work immediately upon contract execution with submittal of final deliverables to the City occurring by October 31,2020: Proposals containing earlier completion of the deliverables are acceptable and encouraged. Contract Payment—Contingent upon City's need,Consultant's performance and availability of approved funding,City reserves the right to amend the contract(within the scope of the project described in this RFP)for additional tasks, project phases and compensation as necessary to complete a particular project. Proposers are. advised that the award and potential dollar amount of the contract under this RFP will be contingent upon approval by the Ashland City Council acting as the Contract Review Board. Payment will be made for completion of,or acceptable monthly progress on,tasks and deliverables in conformance with contract requirements and applicable standards. The method of compensation will be determined by the City and may be based upon any one or combination of the following methods: • Cost plus fixed-fee,up to a maximum NTE amount • Fixed price for all services.Fixed price per deliverable. Fixed price per milestone • Time and materials,up to a maximum NTE amount(City preferred method) • Price per unit Ashland Living Wage Requirements-Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying at least the living wage as established by the City of Ashland for the effective date of June 30,'2019($15.39 per hour). Additional information on when the living wage applies and how to calculate the living wage is appended to the Personal Services Agreement included in the appendix of this RFP. 6.2 BUSINESS LICENSE REQUIRED The selected consultant must have or acquire a current City of Ashland business license prior to conducting any work under the contact. Project No 2019-16 RFP for Professional Engineering Services Page 14 0119 The Grove EOC Emergency Power Supply System • CITY OF ASHLAND 6.3 INSURANCE REQUIREMENTS Contactor shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017,which requires subject employers to provide Oregon workers'compensation coverage for all their subject workers. b. Professional Liability insurance with a combined single limit,or the equivalent,of not less than $2,000,000 per occurrence. This is to cover damages caused by any error,omission,or negligent act related to the professional services to be provided under the contract. c. General Liability insurance with a combined single limit,or the equivalent,of not less than$2,000,000 per occurrence for bodily injury and property damage. It shall include.contractual liability coverage for the. indemnity provided under the contract. d. Automobile Liability insurance with a combined single limit,or the equivalent,of not less than $1,000,000 per occurrence for each accident for bodily injury and property damage,including coverage for owned, hired or non-owned vehicles,as applicable. e. Notice of Cancellation or Change. There shall be no cancellation,material change, reduction,of limits or intent not to renew the insurance coverage(s)without 30 days'written notice from the contractor or its insurer(s)to the City. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland,Oregon,and its elected officials,officers and employees asadditional insurers on any insurance policies required herein but only with respect to contractor's services to be providedunder this contract. As evidence of the insurance coverage required by this contract,the contractor shall furnish acceptable insurance certificates prior to commencing work under this contact. The certificate will specify all of the parties who are additional insures. The consultant's insurance is primary and non-contributory. Insuring companies or entities are subject to the City's acceptance. If requested,complete copies of insurance policies;trust agreements,etc.shall be provided to the City. The contractor shall be financially responsible for all pertinent deductibles,self-insured retention and/or self-insurance. 6.4 LAWS AND REGULATIONS The proposer is assumed to be familiar with all Federal,State,County or City laws or regulations,which in any manner affect those engaged or employed in the work or the materials or equipment used or which in any way affect the conduct of the work,and no pleas of misunderstanding will be considered on account of ignorance thereof. If the proposer shall discover any provision in these specifications or project information,plansor contract documents which is contrary to or inconsistent with any law or regulations,they shall report it to the City of Ashland in writing. All work performed by the contractor shall be in compliance with all Federal,State,County and local laws, regulations and ordinances. Unless otherwise specified,the contractor shall be responsible for applying for applicable permits and licenses. SECTION 7: INSTRUCTIONS TO PROPOSERS 7.1 GENERAL All proposals and any resulting contracts are subject to the provision and requirements of Oregon Revised Statutes,Sections 279A and 279B. Engineering contracts are further subject to 279C and to the City of Ashland. (City)Municipal Code Section 2.50. Project No 2019-16 RFP for Professional Engineering Services Page 15 of 19 The Grove EOC Emergency Power Supply System • CITY OF ASHLAND . . 7.2 INFORMATION OF RECORD This Request for Proposal(RFP)will be distributedthrough the Oregon Procurement Information Network (ORPIN). All updates,addendum,and related communications will be published through ORPIN. It is the sole responsibility of the proposer to check the website on a timely basis for critical information regarding the proposal. 7.3 PROPOSAL PREPARATION Proposals shall be typewritten,precise,and shall not include unnecessary promotional material. Except for Letter of Transmittal and resumes,the proposal shall contain no more than 8 pages. One original(wet ink signature)and three complete copies of the proposal shall be submitted to the City prior to the advertised proposal closing date. One digital copy shall be submitted on a USB drive or CD. The proposed cost shall be submitted in a separate,sealed envelope. The envelope shall include the Proposer's name and shall be marked"Fee-Proposal for Engineering Services,Project No.2019-16"_. 7.4 PROPOSAL FORMAT AND CONTENTS Responses must follow the format outlined in this RFP. Headers,titles or tabs shall be used to identify required information.Additional materials in other formats of pages beyond the stated page limit may not be considered. Proposal responses shall be organized in the following manner and shall address each item listed in the Selection Criteria: ❑ Letter of Transmittal ❑ Project Approach 0 Project Experience ❑ Demonstrated Ability to Deliver Budget and Schedule on Similar Projects ❑ Project Team Experience and Availability ❑ Termination for Default Status ❑ Cost 7.5 SIGNATURE ON PROPOSAL • - Proposals shall be signed in ink by an authorized representative of the Proposer. Signature on a Proposal certifies that the Proposal is made without connection with any person,firm or corporation making a proposal for the same goods and/or services and is in all respects fair and made without collusion or fraud. Signature on a Proposal also certifies that the proposer has read,fully understands and agrees with all solicitation requirements,terms and conditions. No consideration will be given to any claim resulting from proposing without:fully comprehending all requirements of this RFP. 7.6 PREPARATION COSTS The City may cancel a solicitation,whether informalorformal,or reject all Proposals,-without liability incurred by City at any time after issuing an RFP,if City believes it is in City's best interest to do so. Consultants responding to RFPs are responsible for all costs they may incur In connection with submitting Proposals and responses to RFPs,which includes,but is not limited to: preparation,submittal,travel expenses,interviews, presentations,or evaluation of any Proposal. 7.7 CONFORMANCE TO SOLICITATION REQUIREMENTS Proposals shall conform to the requirements of this Request for Proposals. All necessary attachments(Letter of Transmittal, Resumes,etc.)shall be submitted with the Proposal and in the required format. Failure to comply with all requirements may result in Proposal rejection. Project No 2019-16 RFP for Professional Engineering Services Page 16 of 19 The Grove EOC Emergency Power Supply System I) • CITY OF ASHLAND. 7.8 QUESTIONS AND CLARIFICATIONS Questions regarding the information contained in the RFP document must be submitted in writing or by email to the City's Project Manager listed on the cover page of this RFP: All questions must be received not later than ten (10)calendar days prior to the proposal submission deadline. Answers to questions received by City,which are deemed by City to be substantive,will be issued as official addenda to this RFP to ensure that allproposers base their proposals on the same information. 7.9 ADDENDA Any addendum or addenda issued by the City which may include changes,corrections,additions,interpretations or information,and issued seventy-two(72)hours or more before the scheduled closing time for submission of bids,Saturday,Sunday and legal holidays not included,shall be binding upon the proposer. All official addendums will be issued through ORPIN and it shall be the proposer's sole responsibility to acquire any and all addendum pertaining to RFP. Proposer shall indicate receipt of all issued addenda by indicating the number of addenda received on the Proposal Form 7.10 PROTEST OF REQUIREMENTS Proposers may submit a written protest of any provision,specification or contract term contained in this RFP and may request a change to any provision,specification or contract term contained in this RFP, not later than ten(10)calendar days prior to the advertised proposal closing date. A proposer's written protest must meet the following requirements: • A detailed statement of the legal and factual grounds for the protest. • The reason for the protest or request for change. • A statement of the form of relief requested or any proposed changes to thespecifications or contract document. All protests shall be mailed or otherwise delivered to the City marked as follows: PROPOSAL PROTEST Project No.2019-16 City of Ashland Public Works Dept. ATTN: Kaylea Kathol, Project Manager 20 East Main St Ashland,OR 97520 City Response:The City may reject without consideration a proposer's protest after the deadline established for submitting protest. The City shall provide notice to theapplicable proposer ifit entirely rejects a protest. If the City agrees with the proposer's protest,in whole or in part,the City shall either issue an addendum reflecting its determination or cancel the solicitation. Extension of Closing:If the City receives a written protest from a proposer in accordance with this rule,the City may extend closing if the City determines an extension necessary to,consider the protest and to issue addenda, if any,to the solicitation of document. Judicial review of the City's decision relating to a specification protest shall be in accordance with ORS: 2796.405. 7.11 PROPOSAL MODIFICATION Modifications or erasures made before proposal submission shall be initialed in ink by the person signing the 1 proposal. Proposals,once submitted,may be modified in writing before the time and date set for proposal Project No 2019-16 RFP for Professional Engineering Services Page 17 of 19 The Grove EOCEmergency Power Supply System { CITY OF ASHLAND closing. Any modification shall be prepared on company letterhead,shall be signed by an authorized representative,and shall state that the new document supersedes or modifies prior proposal submissions and any other prior proposal modifications. Proposal modifications shall be submitted in a sealed envelope clearly marked"Proposal Modification,"identifying the RFP number and closingdate and time. Proposers may not modify proposals after proposal closing date and time. 7.12 PROPOSALWITHDRAWALS Proposals may be withdrawnin writing on company letterhead signed by an authorized representative and received by the Project Manager prior to the date,and time set for closing. Proposals may be withdrawn in person before closing time upon presentation of appropriate identification. 7.13 PROPRIETARY INFORMATION All information submitted by Proposers shall be public record and subject to disclosure pursuant to the Oregon Public Records Act(ORS 192.311 to 192.478 410 et seq.),except such portions of the proposals for which Proposer requests exception from disclosure consistent with Oregon Law, Any portion of a proposal that the Proposer claims is confidential must meet the requirements of ORS 192.345,192,355,or other applicable law. The entire proposal maynot be marked as"confidential",nor shall any pricing be marked as confidential. The City is subject to the Oregon Public Records.Laws(ORS 192.311 to 192.478),which require the City to disclose all records generated or received in the transaction of City business,except as expressly exempted. The City will not disclose records submitted by a Proposer that are exempt from disclosure under the Oregon Public Records Law,subject.tothe following proceduresand limitations. The entire Proposal cannot be marked confidential;nor shall any pricing be marked confidential. All pages containing the records exempt from disclosure shall be marked"confidential"and segregated in the following manner: • It shall be clearly marked in bulk and on each page of the confidential document. • It shall be kept separate fromthe other Proposal documents in a separate envelope or.package • Where the specification conflicts with other formatting and response instruction specifications,this specification shall prevail. • Where such conflict occurs,the Proposer is instructed to respond with the following:"Refer to confidential information enclosed." • This statement shall be inserted in the place where the requested information was to have been placed. Proposers who desire that additional information be treated as confidential must mark those pages as "confidential." Proposers shall also cite the specific statutory basis for the exemption and give the reasons why the public interest would be served by the confidentially. Should a Proposal be submitted as described in this section,no portion of it will be held confidential unless that portion is segregated as described in the criteria above. Notwithstanding the above procedures,the City reserves the right to disclose information that the City determines, in its sole discretion,is not exempt from disclosure or that the City is directed to disclose by the City's Attorney,the District Attorney,or a court of competent jurisdiction. 7.14 TERMS AND CONDITIONS Unless an official addendum has modified or reserved the rightto negotiate any terms contained in the contract or exhibits thereto,the City will not negotiate any term or condition after the protest deadline,except the statement of work and calendar with the selected proposer. By submitting a Proposal,the selected proposer agrees to be bound by the terms and conditions as set forth in this RFP and as such terms and.conditions may Project No 2019-16 RFP for Professional Engineering Services Page 18 of 19 The Grove EOC Emergency Power Supply System CITY OF -ASHLAND have been modified or reserved by the City for negotiation. Any Proposal that is received conditioned upon City's acceptance of any other terms andconditions or rights to negotiate will be rejected. 7.15 PROPOSAL OPENING Unless otherwise provided by law,Proposals received in response to this RFP shall be opened at the date and time set for closing at the Engineering Services Building at 51 Winburn Way,Ashland,Oregon 97520. Proposers who attend the Proposal opening shall be informed only of the names of the Proposers submitting Proposals. No other information shall be available,and no,copies of the Proposals shall be made. Award decisions will NOT be made at that time. • Project No 2019-16 RFP for Professional Engineering Services Page 19 of 19 The Grove EOC Emergency Power Supply System I f '1'4EDFORD 35531ArrowheadDrive Ste.200 , , i i i ¢f 11 Medford,OR 97504`, , - , ,,,,,:,$‘4,..5,5. I www.rh2 com : , ,' _ , _ IT'X OF L,-,... .,42 f a LAND Proposalrfor,�the `Cfity sof Aslhlan*d ° THE GR} a VE `EOC iEMERG 'CY''P`OWER SUPPLY SYSTEM: Dear Ms.Kathol, July 9,2019 Thank you for the opportunity to submit this proposal to assist the City of Ashland with developing the Grove EOC Emergency Power Supply System.RH2 Engineering has extensive experience providing electrical and civil engineering services for emergency generator projects,and we are confident that we can provide you with a high-quality design. Our team appreciated learning more about this project at the preproposal meeting last month.From this,and our discussions with your staff,we have developed an Informed approach to this project that includes special attention to the implications and design requirements of a critical operations facility:We will perform,a thorough pre-design process to incorporate the City's expectations into the design,while capturing potential cost-savings measures that may benefit the project.Additionally,we believe our team provides the following advantages to your project.We have: • An in-house,multidisciplinary team of professionals who are available and enthusiastic to begin work immediately. • Prior experience working with the City on several projects and knowledge of your preferred processes and procedures. • Successfully designed many emergency and standby generator projects. RH2 has strong working relationships with all major generator manufacturers and has made unique investments in educating and familiarizing our engineers with various generator sizing software and design tools.We have a history of delivering these projects ahead of schedule and under budget.Our average construction change order percentage is a remarkably low 2 percent of construction costs.RH2's designs are complete,comprehensive,and able to be implemented by the majority of local contractors.Your design dollars are spent on plans that are clear,concise,and easy to read—not on project overhead.You will find that we are quick to respond,easy to access,and able to work as a seamless extension of your staff. For this project,we have assembled a highly technical team of professionals with expertise designing emergency power supply systems.As the project manager,Chris Roberts will be your primary contact person throughout the duration of the contract and will be responsible for managing the entire team.I will act as the principal-in-charge, providing QA/QC review of all of our deliverables and will provide management support,as needed.In addition,we have teamed with Pariani Land Surveying to fulfill surveying needs. We appreciate the opportunity to submit our qualifications and are excited to discuss our approach to this project in more detail.If you have any questions or need additional information,please contact me at 541.665.5233 x5328 or rballard@rh2.com or Chris at 541.665.5233 x5358 or croberts@rh2.com. We certify that RH2 Engineering is an Independent Contractor. We accept the terms of the City's Personal Services Agreement,and have included suggested modifications in Appendix B of this submittal. We received and reviewed Addendum 1 issued on June.13,2019,and Addendum 2 issued on June 2Z 2019. Termination for Default:RH2 has not had d contract terminated for default in the last five years. Sincerely, Rick Ballard,PE,Principal-in-Charge fE RING RH2 ENGINEE800.720 8052 1 WWW RH2.COM PROJECT APPROACH PROJECT APPROACH RH2 has a history of disciplined analysis and design Generator load sizing will account for powering both that helps identify cost-saving measures early in the the entire facility and the selected"vital circuits"Once project.We pride ourselves on our responsiveness to the generator sizes have been identified,the potential client requests and our ability to customize the design generator locations will be refined based on the footprint documents to suit their preference.Each design prepared and desired secondary fuel capacity of the unit. by RH2 is unique based on the challenges of the project. The following is a typical approach that we have used on We will prepare a pre-design memorandum outlining the other projects of similar scope,scale,and complexity. electrical load calculations for both full-building backup and selected"vital circuits"backup.Recommended 4.!... generator sizes,power distribution modifications, 114 and location alternatives will be included for the City to review.Generator alternatives will meet the = -��=��.�\ requirements of Article 708 of the Oregontives will gill Specialty Code for Critical Operations Power Systems 0011112-00.11111111.1.00112—••••01110 ., and Article 700 of the National Electrical Code. ®��Sl®-�1-®00 1®®O�i�- The meTtiarm orandum will ---r---I®N ,. _ - monitoring.Construction.cost estimates for the various i-�1�•'il�� . ® :� alternatives will also be summarized: �: �� .�4 �. � - � � '`. ;. 'ski i_ �� i - -gyp ' J1. , se tee °� 'y kkolowoo , 3D indoor Generator Design A -- 9 Ile ' = I' ® , '-- ri - 1 i i! Site Investigation,;Data Collection, �a _ , t and Record Research =-,`' . Our team will review existing facility record drawings in = _ combination with utility power bills to determine both ' the calculated electrical demand load as well as the historical electrical demand load.On-site observation C'ompleted Indoor Generator Installation will be utilized to confirm record drawing accuracy and to verify panel schedules to assist in completing the electrical load calculation.We will review the property Preliminary Design for potential generator locations to meet the.City's Once the generator size and location have been expectations for accessibility,privacy,and security.A determined,RH2 will begin preparing preliminary design survey will be performed by Pariani Land Surveying to plans.Preliminary plans will include conceptual site plans identify potential utility conflicts that will help determine showing theproposed locations of the generator,a the final generator location. one-line diagram showing the power distribution system, and details sheets to convey automatic transfer switch A detailed generator load sizing software model will be location and conduit routing,as necessary.A list of created to simulate the steady-state electrical load,as well technical specifications and an engineer's cost estimate as the transient inrush current.Harmonic distortion will will beprepared for review by the City. be modeled to monitor that the generator's power quality tolerance is capable of meeting the facility requirements. 1 RH2 ENGINEERING ,I 1 i i { PROJECT APPROACH • '90'Percent Design Submittal. , I The plan set will be revised based on the comments received during the , preliminary design review.Drawings will be advanced to show construction details and final locations.Electrical schedules will be created,,and details. sheets will be expanded.Technical specifications,bid schedule,andbid i item descriptions will be finalized for incorporation into the City's front-end j specifications.A Scope of Bids,Bid Schedule,and 90-percent engineer's cost , + estimate will be provided as part of the submittal. i if Final Design lfPlans and specifications will be modified to address any review comments ter- r 7.-.-! ' '1( of the 90-percent submittal. Final,stamped,and signed drawings,contract :! Ii documents,and final engineer's cost estimate will be provided. ! 1 1 Bid and"Construction Support I �J I RH2 will assist the City in responding to bidder questions and issuing addenda, �!: , a as necessary.RH2:will attend the pre-bid meeting and site walk-through, 1 0P�, , and review the submitted bids,perform reference checks,and provide a i ��lQ�j y�', recommendation for award We will prepare a pre-construction meeting agenda 1 '' 1-k ' and facilitate the meeting.We will attend and facilitate construction meetings as '[} I. Y desired by the City,and conduct construction observation site visits,as needed. 1, l , RH2 will review submittal and shop drawin gs,change order requests,and i :, ,j ! , :5 1 provide written responses and recommendations to the City.RH2 will respond 1 to requests for information by the contractor.Our team will participate in final ' construction inspection and prepare a final punch list.RH2 will prepare and r 1 submit construction record drawings to the City upon project completion. %,..-7 ' i Quality Control/Quality Assurance Program 1 RH2's QA/QC program is integrated into every step of our design projects. A staff member Is assigned from each relevant discipline to review reports ' ,I i and plans for consistency,completeness,and quality.This allows the project I manager to focus on the effort as a'whole.We also have an independent review , that is performed by an in-house project manager who has experience with I similar efforts,but who has not been directly involved in the project. A i Over the course of RH2's history,our QA/QC program has enabled our staff •9I, to consistently complete high-quality projects within budget and on.schedule. 'ii e- These quality control methods,combined with our 3D designs,enable us ' to produce detailed construction documents with true cost-saving benefits. Because RH2 drawings are presented in an easy-to-understand format, 1 I contractors fully comprehend project constraints,and bid without adding contingency costs. ik /r ri\-, .y -f . < -s - -_—_- RH2 ENGINEERING 12 PROJECT EXPERIENCE PROJECT EXPERIENCE RH2 has extensive experience in all aspects of emergency power supply projects,Including electrical design and analysis,standby generator design and analysis,electrical equipment replacement,site design,and construction management Some of our recent projects are listed in the table below and descriptions for the projects inblue bold, are included on the following page: Key Elements rn c ii ' O fl } >, a-+ -a O U .O ILLCco LL O Co a) al al z -a Project Name,Client,Year w ° o o w Fire Station 24 and 25 Emergency Generator Replacements,City of Mukilteo(20191 V V ✓ Highlands 435 Pressure Zone Reservoirs and Emergency Generator,City of,Renton(2019*) V ✓i 710 Zone Improvements Booster Pump Station(BPS)Standby Generator Design, ✓ ✓ ✓ Roosevelt Water Association(2017) City Hall.Campus Standby Generator,CityofPacific(2017) ✓ WRF Improvements Standby Generator Design,City,of Snoqualmie:(2017) ✓ V Horizon,View BPS No.�3 Rehabilitation Standby Generator.;Design,City of Bellevue(2016) ✓ ,✓ V Emergency Backup Generator Systems Improvements,Mountain View Fire and Rescue(2016) V VV Armstrong Springs MCC and Generator Upgrades,City of Kent(2016) V Central Well Development Standby Generator Design,City of Sumner(2015) ✓ ✓ V Palermo Wellfield Rehabilitation Phase 4A-:-Well 16,Well 17,and Emergency'Generator, v' V V City of Tumwater(2015) Well 4 Emergency Power Improvements,City of Auburn(2014) V ✓ V East Hill Well MCC and Generator Upgrade's,City of Kent(2013) .✓ ✓ V Stations 92 and 97 Backup Generator System Improvements, . ✓ v v King County Fire Protection District 44(2013) Emergency Power for the Corrosion Control Treatment Facility,City of Renton(2012) V V V Lind Avenue Lift Station(LS)Electrical and Standby Generator Design,City of Renton(2012) V ✓ V Eastown LS and LS 18 Replacement Standby Generator Design,City of Bonney Lake(2011) V V McMicken Height Well and Treatment Plant,Highline Water District(2011) V V V Cable Street&Ranch House PS Improvements,Lake.Whatcom Water&Sewer District(2010) V ✓; V Hilltop BPS Standby Generator Design,Town of Twisp(2010) V V V Stormwater PS 200 kW Emergency Generator Set Triad Associates(Schnitzer Steel V V •, Industries)(2009) 'In progress RH2 ENGINEERING I 3 PROJECT EXPERIENCE SIMILAR PROJECT EXAMPLES ,, City Hall Campus Standby Generator, ' --ii i ;_City of Pacific,WA(2017) Point of Contact:James Morgan,Public Works Manager,100 3rd Ave SE, ' 7r-v- '2 1;1-;44:„.1-:,G Pacific,WA 98047,253.929.1113 i Team:Chris Roberts,PE,and Mark Braaksma,PE e 'j ._ ` it® - _� a Key Elements:Emergency Generator,Power Distribution Design, 1 Existing Facility,Public Facility,Security,and Access Concerns. • The City Hall Campus consisted of three different electrical services that the City wished to provide backup power to.The electrical services were combined by revising theon-site power distribution. • Our team prepared a design report summarizing different generator locations,generator fuel supply options,sound attenuation requirements,and power distribution alternatives. • A single outdoor,sound-attenuated 125 kW diesel generator provides backup power to all three buildings on the site,through an outdoor automatic transfer switch. ) Horizon View BPS No. 3 Rehabilitation Standby Generator - Design, City of Bellevue,WA(2016) II Point of Contact:Stephen Noeske,PE,Development Review Manager. _aF_�,,,:, ;; = ' .. ABILITY TO DELIVER PROJECTS ON SCHEDULE AND WITHIN BUDGET _...r a =:.• ABILITY TO DELIVER • PROJECTS ON SCHEDULE AND WITHIN BUDGET All three of the example projects listed on the previous page were designed on • time and within budget,which are further detailed as follows. _ = l City Hall Campus Standby Generator,City of Pacific ;-:c= The City of Pacific City Hall Campus Standby Generator project included a comprehensive analysis of the existing facility with a pre-design report laying l — --- out multiple alternatives.Upon completion of the analysis,RH2 met with the City to discuss their design preferences.Design plans and specifications were delivered to the City on time and on budget per their intended schedule.No amendments or changes to the original scope of work were necessary:The low __ - bid came in 2 percent lower than the engineer's cost estimate with no change Lik -,d orders during construction. ww,_ _ fes--- Horizon View BPS No 3 Rehabilitation Standby'Generator Design; City of Bellevue, The Horizon View BPS No.3 project began as a design task only with construction and project closeout services added to the contract via amendment.The original design met the City's schedule expectations,despite the significant technical complications associated with the project.Separating ,, I the intertwined electrical services of the BPS and emergency communications center required several site visits to correctly identify each shared circuit: r', The low bid came in 8 percent higher than the engineer's estimate due to a _ strong local economy with low contractor availability.No change orders were I� , 4.! submitted during construction and the project was constructed on time. ILL . I,� Water Reclamation Facility Improvements Standby Generator Design; -1 City of Snoqualmie -, '` The Snoqualmie Water Reclamation Facility improvements project incorporated multiple phases based on priority and regulatory requirements.The first phase ' included construction of the generator,which was designed on time and on r budget.Achieving the overall schedule was critical in order to maintain the schedule of subsequent phases,which are still ongoing and have also been on schedule..The low bid was 12 percent lower than the engineers estimate, with change orders totaling less than 2 percent of the construction budget.The ro ect was constructed on time per the original P schedule.• j z�* ca tf y ry > i ;•-•:•" !ry tivt(1�G4.v ,?!�.'?sT fes•�t '} fie;-.�„ '^' •; RH2 ENGINEERING I _ ".. PROJECT TEAM EXPERIENCE,AND,AVAILABILITY PROJECT TEAM EXPERIENCE AND AVAILABILITY The following summarizes our team's expertise and availability.As shown in the Project Experience section,our team members are experienced providing electrical and,civil engineering services for emergency generator projects.Full resumes for five of the key stafflisted below are included in Appendix A. Rick Ballard, PE _ _Principal-in-Charge; ;• Rick has been working in the.municipal consulting engineering business for 31 years and has.a diverse background in all aspects of the design and implementation of water,wastewater,drainage,: and street improvement projects.He has completed engineering projects in five western states and V ' \17"‘"-) spent the past 23 years working with a variety of RH2 clients across Oregon and Washington. _ In his role as a director and principal-in-charge for RH2,Rick actively participates in projects to the level necessary to support the project team and client.His considerable design and planning expertise,in addition to his innovative and creative approach to,complex problems,are some of the• many reasons that clients continue to request his involvement on projects. I 'Chris Roberts, PE , ___ _ _ ProjectiManager _ 9—, Chris has 17 years of experience specializing in the design and.Implementation of electrical,control, ../ ,.�; and telemetry systems for water and wastewater facilities.He can quickly solve problems that arise during design,as well as during startup and testing. '01`y '`' His work Involves performing load calculations,sizing electrical conductors,designing conduit • and cable layouts using AutoCAD,designing standby emergency power and fuel storage systems, researching and selecting electrical equipment and instrumentation,detailing ladder control logic, designing SCADA systems,designing telemetry panels system communication,and programming telemetry systems.Construction services that Chris specializes in include electrical and control system inspection,control.system factory and field testing,telemetry software development and integration,and construction document review. Mark:Braaksma,PE Electrical Engineer Mark is an electrical engineer with more than 10 years of experience in electrical,control and - r04. communications design.He has also assisted in the electrical design of water and wastewater facilities.His work involves performing load calculations,sizing electrical equipment and ,..A conductors,designing standby power generation systems,designing,Instrumentation,coordinating z 14 ,' utilities,and designing electrical systems in AutoCAD.In addition to design,Mark performs ,;,,n,, electrical construction inspection,control system factory and field testing,and construction document review. ' ' Kesang Sherpa, EliElectrical EngineerIn-Training; 1,` ,....: .�' I Kesang recently joined RH2 as an electrical engineer-in-training,and has assisted with the design 0 of low and medium voltage facilities.While electrical design is her specialty,she also works with y it RH2's control systems group and assists with client support and troubleshooting.Additionally, t she iscurrently receiving training to begin programming facility control systems.Kesang enjoys collaborating with larger project teams and learning from the wide range of knowledge our . M_ multidisciplinary teams bring to each endeavor.With her prior experience and aptitude for learning new skills,she is a welcome addition to our electrical group. " RI-12 ENGINEERING ^-- 6 ,. PROJECT TEAM EXPERIENCE AND AVAILABILITY - Kris Lillie,,PE , Civil Engineer Kris is a civil engineer in our Medford office.His experience includes site,grading,and erosion and sediment control design,as well as roadway,water,wastewater,and stormwater utility design.Kris ' _' also has experience with the land use application process in Oregon.He utilizes his proficiency in AutoCAD Civil 3D,as well as other various civil design applications,to aid In the design of public .. A works projects for RH2. , & Eric Summers __ _ __ _ Electrical,Technical Support Eric has worked In the electrical power distribution and control field more than 20 years.He has r' ' It, ; extensive knowledge of electrical design,controls,instrumentation,and process equipment,such as as PLCs,HMIs,VFD systems,SCADA systems,servers,and network interfacing.Additionally,Eric ` 1 has six years of experience with meter calibration,designing control systems,motor control centers, and server-based data control systems,as well as CAD design,pumping applications,thin client applications,and control systems consultation. n . l John Pariani, PLS Survey Subconsultant John is a licensed professional land surveyor with 30 years of experience.His,career has covered a a diverse spectrum of surveying projects.His primary focus has been around public works-based $ ' ---y ` x, surveying,which includes project development(topography,right-of-way resolution and survey control networks),construction staking,route surveying and right of way engineering.John has 11,4 , l provided local surveying services for numerous municipality roadway,utility,and site Improvement projects in western Oregon since 1989.With his attention to detail,easy going personality and get it done attitude,he is a great asset to every project or team that he is associated with. AVAILABILITY We have examined our team's current and projected workloads,and established that we have the time and capacity to staff this project.RH2 utilizes project management software Integrated with our accounting software to precisely forecast our staffs availability.It tracks existing and future projected workloads and provides us this data at our fingertips.With this information,we have developed the following chart for your reference. Project Team Staff Availability August 2019 to October 2019 100% — ----- --- o u 75/o -- - _..—— -- O , . „ Q 50% — — — ra O 25% — - Y O -- _ t Chris Roberts Rick Ballard Mark Braaksma Kesang Sherpa Kris Lillie Eric Summers 'U V) ■Other Project Commitments ■Estimated Workload for the City of Ashland E.. Surplus/Time Off Hours Available RH2 ENGINEERING II 7 , ri..4%,_,', ".,'A1:1&,,T#,...4 1 e '• ,„ 1 ,q •••,.! .4 ;, -.4., . ', risk ,t• •.,... --4,4 4'••••or tek, 4 -,,, , ,,..t.t '.:t^.:1 it l'i .; , ..,•-•,/,,o......„4,0,r,,,3,,c0:,.. ,-..,4.-2, ;' . ,044, ).•ic U‘4.''Anti:1r)`.4r;"`•`',V171,f,ill:;4'*411 :V.,.(ilit : t * 1,-'..IN' 'FP-',1 4•••,,gt4 :\'. , \ re •, e.'"Vs. ' ...-, 4•• - ,,.. ':i.,•• t \ '•,. X,,,..41Vfl.•' V:•: ' -,,,, ", 3 :• '' :'..Vt' ''11 ti"lit(''' ) ;1'1440111 • •I•t.1 ti r,11 / ' t, V ,,V•: „Ire N,.. f 1.1 II,-01 't' 4 1414 q ,,Nr i` •,,',,, F'-',41 ' q.\1, , . -1:k.1. •S.,`*, trA 1' t‘;.41-4.' ' '''' `'.4 iht A'-(-1:1,11,,,Yr.e,f4t..,,,.;0,1 • • , 81•,,i.„,-;,-../ks,4:L4•,,,,.„ ,,,,,,•/L 5,--;4f, A,: ,,a --‘‘'t•I _1 Yit Ll -----... APPENDIX A: r. RESUMES KEY PERSON,I- .2.4-:,,, Chris Roberts,PE: Project Manager 1.1 1 Mark Braaksma, PE*: Electrical Engineer . , Kesang Sherpa, EIT*: Electrical Engineer-in-Training • ,, . i• 1 •\ .., 1 ,d. . ) , ,r , - 1 , Kris Lillie, PE: Civil Engineer • Eric Summers: Electrical Technical Support *Licensed in Washington State • , 1 .4,.• :. / ' ' 11 t ' I ,-' • / s / o,_,_ amd! . ,, • t- - ., •A I,, . 1 ,.__.._... ..- — _ e• —•,-•••• : V.• 4-,',-.- -••,t,•••• •,:_....... ,...,r''' : if •• .-:. ,.. ' - --' ', •-•,.:tilt,:,----:01,'t •••i -." .- '''' -`." - '1•,.•......ttX1t•'''',*17,..:4,''-ii,"•'*1:':••-i!...;:,::•'. S : I ...':j-:•-%•4,-):...'...i .::...t•Z'......::::,1•7,—..--,04•C,.. ..,a,' •'t t.L'::V1;,,: ‘'' ...;,1 ..,'•,-,:.,2.C."."..!-.,••-•''X 1 1'rle.--,....''';'• •-•1:14,j•l'3:.-..': '---e':'-..117--,:-..tZf7;'1F-',;' ,;.-•.:-.,,,,,!..,:z.,:-,1„...:,...,-,-„:,.., c.i...:: e -• -, :1'7:: '.-',7,4,'-.Z.-7, `::'-Jiff I • ,T':,,..:-.:••„S.:::::c...'',.., :,-.71: ,... '.. ' - ,. 4,.,• ,.......,\ _, I, .. .-.1''' ,-r. •A -.1'....4---''''.......r --'43:q-....,1-•.C-:#-4,'"fr'-'•'''V.`:t r1";.,:,-:-..:'-:'-',L-. :„...-,•..,,,,,,-v_;,..,e,,.....:,7.—:-,-,..,-.:.,,. „t.,, ;:..,,,-.....,...,?;,- Fs.',ar,"'P'•:1-7,--':,-,,--..N„...f.:AV:-"';',1,-.4 ,,.4-,-,4-1 .tte-. ,:- -•- •;..-- -ft.c =:„.,-,...-4.- ..-.. - - - -1 -- e, 4*-,;:‘t'.....,.."..._,---.,-:-.:7.,-.4. •,-.'.-7..t.at:EIV-:-,v-f-it. '42,;..-0:. vr-1.1.;-.,..-.L.--1.-.,.!=..•-%.,-...,,..-;.s. ,..,.'-,-:k ---'.1- C ,•,---.:,:-.....t.,A- ----.,..A,....:4:'.:--:•''-c.,,. ...1.1":. Z:i.0 144.:rc!, 23...??-"tr•-',' ii'''Is -i. -.1i,:=--"..'--Iti'f.11-..:1:";.4.,•;"4"..':.7.--:! _ RH2 ENGINEERING APPENDIX A: KEY PERSON'S RESUMES CHRIS ROBERTS, PE PROJECT'MANAGER Chris is an electrical and control systems engineer.He has 17 years of experience specializing in the design and implementation of.electrical,control, and.telemetry systems for water and wastewater facilities.He can quickly solve -�^ problems that arise during design,as well as during startup and testing. His work involves designing stand-by emergency power and fuel storage systems,performing load calculations,sizing electrical conductors,designing conduit and cable layouts using AutoCAD;researching and selecting electrical equipment and instrumentation,detailing ladder control logic,designing EDUCATION SCADA systems,designing telemetry panels system communication,and BS Electrical Engineering programming telemetry systems.Construction services that Chris specializes Seattle University ! in include electrical and control system inspection,control system factory and 2001 field testing;telemetry software development and integration,and construction document review. REGISTRATIONS Professional Engineer 'REPRESENTATIVE PROJECT EXPERIENCE 86610PE'(OR) • City Hall Campus Standby Generator,City of Pacific 45317(WA) E22517(CA) • Horizon View No.3 BPS Rehabilitation Electrical,Control,and Standby Generator Design,City of Bellevue • Water Reclamation Facility Improvements Electrical,Control,and Standby EXPERIENCE Generator Design,City of Snoqualmie 17 years of experience 17 years at RH2 • TAP Intertie BPS Electrical and Control Design,City of Ashland • Central Well Development Electrical,Control,and Standby Generator Design, City of Sumner • Grainger Springs Site Upgrade Electrical and Control Design, City of Bonney Lake • Palermo Wellfield Rehabilitation Phase 4A—Well 16,Well 17,and Emergency Generator,City of Tumwater • Highlands 435 Pressure Zone Reservoirs and Emergency Generator, City of Renton • Water Reclamation Facility Improvements Electrical,Control,and Standby Generator Design,City of'Snoqualmie • Southwest Well 1A Water System Improvements Electrical,Control,and Standby Generator Design,City of Yelm • Well 4 Emergency Power Improvements,City of Auburn • Highlands BPS Engine Generator Set Replacement,City of Renton • Water Treatment Plant Improvements 400 kW Emergency Generator Set, Town of Eatonville • 710 Zone Improvements BPS Electrical,Control,and Standby Generator Design,Roosevelt Water Association RH2 ENGINEERING Al APPENDIX A: KEY PERSON'S RESUMES E MARK BRAAKSMA, PE* I ELECTRICAL ENGINEER . (I., ..c..2 , Mark is an electrical engineer whose experience includes electrical,control, ,) r 1 and communication design for various projects He has also assisted in the electrical design of water and wastewater facilities.His work involves \1 performing load calculations,sizing electrical equipment and conductors, designing standby power generation systems,designing instrumentation, r____4, coordinating utilities,and designing electrical systems in AutoCAD:In addition ,i6- i to design,Mark performs electrical construction inspection,control system I1 factoryy and field testing,'and construction document review. EDUCATION BS Electrical Engineering REPRESENTATIVE PROJECT EXPERIENCE South Dakota University 2009 • City Hall Campus Standby Generator,City of Pacific, • Horizon View No.3 BPS Rehabilitation Electrical,Control,and Standby Generator Design,City of Bellevue REGISTRATIONS Professional Engineer • Water Reclamation Facility Improvements Electrical,Control,and Standby 51635(WA) Generator Design,City of Snoqualmle • TAP Intertie BPS Electrical and Control Design,City of Ashland. EXPERIENCE 'i • Well 4 Emergency Power Improvements,City of Auburn 11 years of experience • Sudden Valley Water Treatment Plant Generator Set Replacement, 11 years at RH2 Lake Whatcom Water and Sewer District • Central,Well Development Electrical,'Control,and Standby Generator Design, City of Sumner • City of Lynnwood Lift Station 16 and Force Main Improvements,Trane US,Inc. I • Cable Street Ranch House,and.Afternoon Beach Sewer Pump Station Improvements,Lake Whatcom Water and Sewer District i. • Boulevard Sewer Pump Station Improvements,Lake Whatcom Water and. Sewer District • Water System Facility Arc Flash Analysis,Highline Water.District , • Water System Emergency Response Plan,City of Richland I • Parker Road Sewer Pump Station,City of Sumner 1 • Irvine Slough Pump Station Improvements,City of Stanwood • Eastown and Lift Station 18 SSA Improvements,City of Bonney Lake • Smugglers Slough Habitat Restoration Project Design, Northwest Hydraulic Consultants • Water Treatment Plant Chemical Feed System and Wet Scrubber Replacement,Skagit County PUD • Strander Boulevard Extension Phase 1-Section 2A,BergerABAM I • Water Pump Station No.4R Analysis and Design,City of Blaine *Licensed in Washington State i RH2 ENGINEERING 1142 ` - . ^ APPENDIX A: KEY PRESUMES | i KESANG �� .�� KQ��»� u_v « �� k�� ____ ' -' ENGINEER-IN-TRAINING - -_ , _ '_ _ . ' _ -- Kesangmy�ndyjdoedRH2asane�c��u While studying ' ! qt��ea��Unhe�K�ohe|nterned�vSea�oPublic UUUUouand was�sponoib|e ! . �ve|ec��adesign,in�uding verifying component sizing and load calculations \ '- for various water system projects.She worked with engineers,project managers, I' | e|eotridans,and maintenance personnel in the offic e as well as In the field . . i providing her with first-hand experience and a unique insight into the inner I.^ | workings of the water industry.From this internship,Kesang developed an 1 appreciation for the challenges our clientface and the impacth their projects 1 have on the cOmmunity. ,E15UCATION 1 - - | �� |n�� ! Atk�ng�a��ed�n�B��d��W� RH2, Seattle University electrical design is her specialty,she also works with RH2's control systems 2017 group and assists with client supportand troubleshooting.Additionally,she Is currently receiving training to begin programming facility control systems. Kesang enjoys collaborating with larger projectteomsand learning from the fit8ISTRAfIONs wide range of knowledge our multidisciplinary teams bring to each endeavor. Engineer-In-Training With her prior experience and aptitude for learning new skills,she is a welcome 36315(WA) | addition to our electrical group. ! • i EXpERIPNc� / =`- ''= -' -- ' '`= ' 2 years of experience '{ Water olerReclamallonFadUty|mpruvaments Electrical,Control,and Standby . 2years otRH2 | Generator Design,City of Snoqualmie ^ Water System SCDA|mpumements,City of Roseburg • ' ' ^ Pelican City BPS,City oyKlamath Falls < ^ SouthernTonkand8PS.�L Water / • Lift Station No8 Replacement,City of Coos Bay { . / ^ Nyanza HilReservoir,Lakewood Water District . • Water Supply Facility Ury DesignPete's Mountain Water Company • Texum ' uent Disposal Design,South Suburban Sanitary District • Wisconsin BPS ImprovementsCoos Bay-North Bend Water Board / • Reservoir No11,Sunrise Water Authority • High Tank Replacement,Port of Vancouver • Road Reservoir,City of Talent • Tacoma|nbertie BPS-Prairie Ridge,City of Bonney Lake • Gas Piping Improvements DeaigK ��dh�n'� �of nd | • Sewer and Stormwater Telemetry Upgrades,City of Renton , | . i Licensed in Washington.State i ' i RHzENGINsEnINVG - -' -- -- - - �-� — -`,- ' — -- ,�------�----- . `~+ _APPEN :KEY PERSON'S RESUMES: KRIS LILLIE; PE r. .CIVIL ENGINEER Kris is a project engineer in our Medford office.His experience includes site, c,... grading,and erosion and sediment:control design,as wellas roadway,water, wastewater,and stormwater utility design Kris also has experience with the land use application process In Oregon He utilizes his'proficiency in AutoCAD { Civil 3D,as well as other various civildesign applications,to aid in the design of I public works projects for RH2. 11. I REPRESENTATIVE PRQJECTEXPERIENCE EDUCATION' k BS Civil Engineering ! • TAP Intertie BPS,City of Ashland Oregon State University ! General Engineering Services,City of Central Point 2011 • Rapp Road Reservoir,'City of Talent I, • Hwy 126 Utility Extensions,City of Florence REGISTRATIONS Professional Engineer • General Engineering Services,Phoenix URA 85045PE(OR) • Water System Improvements,Roosevelt Water Association • Pelican City BPS-Phase lIl,City of Klamath Falls 'EXPERIENCE 8 years of experience • General Engineering Services,City of Phoenix 6 years at RH2 . Regional Water Reclamation Facility Stormwater Wetland Design, City of Medford • • Hazelwood Drive Sewer Replacement,City of Oregon City P • Rhododendron Drive Sewer Pipe Improvements,City of Florence. • - • North Front Street Public Improvements Project,City of Talent • Stewart Lenox Waterline Improvements,City of Klamath Falls • Shady Cove Waterworks,AmericanWest Bank • General Engineering Services,City.of Central Point • Quail Run Waterline Extension,Housing Authority of Jackson County • Fern Valley Interchange,City of Phoenix • Water Master Plan Update,Cityof Ashland I • South Church Street Waterline and Lumen Road Waterline,Cityof Phoenix • Twin Creeks Crossing,City of Central Point • Locke Lane and Coral Circle Sewer Replacement,City of Phoenix • On-Call Engineering.Services,City of Florence I', • General Engineering Services,City of Talent • Bear Creek Trunkline Monitoring,City of Central Point • Sidewalk Ramp Replacements,Phoenix URA RH2 ENGINEERING jI A4 APPENDIX A: KEY PERSON'S.RESUMES ERIC SUMMERS ELECTRICAL TECHNICAL SUPPORT Z (). Eric has worked in the electrical power distribution and control field more • than 20 years.He has extensive knowledge of electrical design,controls, - � instrumentation,and process equipment,such as PLCs,HMis,VFD systems, SCADA systems,servers,and network interfacing Additionally,Eric has six r years of experience with meter calibration,designing control systems,motor , control centers,and server-based data control systems,as well as CAD design, pumping applications,thin client applications,and control systems consultation. EDUCATION: REPRESENTATIVE PROJECT EXPERIENCE US Navy Electronics, • Redwood Lift Station Generator improvements*,City of Grants Pass Electrical Distribution, • Generator Tie-In for Webster 1 Lift Station*,City of Grants Pass Calibration,Motor Control. Electrical Trade School • Generator Tie-in for Webster 2 Lift Station*,City of Grants Pass ( . Central Point,OR • RCC Redwood Campus IT Central Servers Generator Installation and Upgrades*,Rogue Community College REGISTRATIONS • Standardization of System Filtering for Generator.Power*, General Journeyman's Medford Regional Reclamation Facility Electrical License • Pelican BPS Controls Design*,City of Klamath.Falls State of Oregon State of California • On Call Services Support for Integration,Instrumentation and Controls*, City of Chiloquin . • On Call Services Support for Integration,instrumentation and Controls*, EXPERIENCE City of Phoenix. 20 years of experience <1 year at RH2 • On Call Services Support for integration,Instrumentation and Controls*, City of Jacksonville • On Call Services Support for Integration,Instrumentation and Controls', City of Cave Junction • On Call Services Support for Integration,Instrumentation and Controls*, City of Grants Pass Water Filtration • On Call Services Support for Integration,Instrumentation and Controls*, City of Grants Pass Wastewater On Call Services Support for Integration,Instrumentation and Controls*, City of Sutherlin . •: On Call Services Support for Integration,Instrumentation and Controls*, City of Talent • Support for Electrical,Instrumentation and Controls*, City of Medford Public Works • TAP BPS Controls Design`,City of Ashland • Terrace Street BPS Controls Design*,City of Ashland • Park Estates BPS Controls Design*,City of Ashland } *Completed prior to joining RH2 RH2 ENGINEERING - ._, .. _ il A5 i I.I. h --r�_ _ - _ _----- h APPENDIX B SUGGESTED = � MODIFICATIONS TO 'PERSONAL — - _ a SERVICES AGREEMENT 7 7 I ',1.4046; A.z,...` r" 0,-." _ tn Y V �� Nl i MSA ,. x �` `tee; :, 4 ckielt' " -1,--11,n • :".i.q :'-., ',.'..4(i''! ,.•,,, e ,e,.;94,,,n,1 ..t,i,„„,, ,,,..Et.........4.... ''';,"!,,',:i't;;,:::''':,-M77:44',,4,. ...41;;41.:1 .p ''"4L' ".,rem.4' .Pv 3 v '-` t - -Jam' RH2 ENGINEERING APPENDIX El: SUGGESTED MODIFICATIONS TO PERSONAL SERVICES AGREEMENT ' SUGGESTED MODIFICATIONS. TO PERSONAL SERVICES AGREEMENT • .r RH2 has worked with the City of Ashland for several years and has recently { suggested modifications to the Personal Services Agreement.The following changes have been accepted by the City in the past: '- Article 4 line 1:strike"at its own'risk" .` � ', K .. Article 7 line 3:insert"All reuse not occurring as part of this Work shall be withoutliabilityto the Consultant" . ' • Article 10 line 4:insert"to the extent the harm caused arises"after"whatsoever nature",strike"or incident to",and Insert"negligent acts,errors,or.omissions In" prior to"performance of this Agreement" -Il - I Exhibit C'(Certifications/Representations)line 9:strike"highest"and replace with"local".with respect to the standard of care. IP __�,,,ti Article 15 subsection b(Professional Liability)line 2:strike"occurrence"and -I ' I replace with"claim."Justification would be that our Professional Liability policy i is written on a per-claim basis.If we were requested to carry"tall"coverage,we �� 0,,t1 ? ii , • could do that as well. /Aa: Vjl . 14` ., •. 4 1 . „./ L.................„0 , - I -. 1 i1 r— I 1 i j RH2 ENGINEERING . i�81 EVERGREEN ENGINEERING; INC. �, • , 3 Engineering and Construction Services July 9,2019. Proposal#19-095 Kaylea Kathol Public Works Project Manager,City of Ashland 20 E.Main St. Ashland,OR 97520. Re: The Grove EOC Emergency Power Supply System Dear Kaylea, Evergreen Engineering®,Inc. (Evergreen),an independent contractor,is pleased to submit this proposal to provide electrical,mechanical and structural engineering services for the City of Ashland at The Grove Emergency Operations Center in Ashland, Oregon. We have read and accepted the terms of the city's Personal Services Agreement-as stated in Exhibit B of the RPP,with one exception:Evergreen does not own any vehicles and as such does not have Automobile Liability;however,existing policies supply coverage when employees rent or use personal vehicles for business purposes.We are also in receipt of Addenda 1 and 2. Please find enclosed our proposal to complete the Emergency Power Supply System project. • Thank you for giving Evergreen Engineering®the opportunity to submit this proposal to provide engineering services to the City of Ashland.Please do not hesitate to call if you have any questions, Sincerely, (C? "7f Gordon utzy,PE Principal 1740 Willow Creek Circle . Eugene,OR 97402 gynt4 eeeug.com (541)484-4771,ext. 121 Attachments 1740 Willow.Creek Circle,Eugene,OR 97402 8607 Roberts Drive,Suite 100,Atlanta,GA 30350 (541)484-4771 (404)267-1471 www.evergreenengineering.com EVERGREEN ENGINEERING; :INC. - ti r Engineering and Construction Services ti•e6,-11 City of Ashland The Grove EOC Emergency Power Supply System Evergreen Proposal#19-095 July 8,2019 Evergreen Engineering®,Inc. (Evergreen)is pleased to submit this proposal to provide engineering services for the design and construction support of an Emergency Power Supply System(EPSS) for the City of Ashland's intended Emergency Operations Center(EOC)at The Grove in Ashland, Oregon. • Understanding of Work The EPSS will be designed with a generator as emergency power source,with dual-fuel capability, specifically natural gas(primary)and propane(emergency reserve).The design of the EPSS will comply with all applicable local, state and federal codes,with careful attention to the Oregon Electrical Specialty Code 2017,Article 708,Critical Operations Power Systems (COPS), in addition to any applicable NFPA requirements.The project will include development of plans, specifications,and estimates,as well as bidding and construction support. Project Approach Evergreen will coordinate our work through a City of Ashland representative.An Evergreen principal will serve as Principal in Charge (PIC)for this project. The PIC's role will be to ensure that the City of Ashland has direct access to the owners of Evergreen.A Project Manager(PM) will be responsible for the execution of the engineering for the project and for maintaining the project schedule and budget. This individual will be the single point of contact for the project stakeholders and will provideoverall direction to the Evergreen project team.The PM will also assign leaders in each of the major engineering disciplines:piping/mechanical, structural, and electrical. Evergreen will utilize pre-arranged meetings and conference calls with the City of Ashland throughout the project schedule.The project meetings,both virtual and on-site,have been accounted for in accordance with the RFP. Quality Control Evergreen has a strong quality control process.Periodic project reviews, design reviews, and formal red/yellow drawing checks are components of our in-house Quality Assurance Program 1740 Willow Creek Circle,Eugene,OR 97402 8607 Roberts.Drive,Suite.100,Atlanta,GA 30350 (541)484-4771 (404)267-1471 www.evergreenengineering.com Kaylea Kathol Evergreen Proposal#19-095 City of Ashland July 8,2019 The Grove EOC Emergency Power System Supply Page2 and are employed to ensure the accuracy and quality of the engineering deliverables and other services. The Project Manager will prepare a Project Quality Plan for the project, identifying key dates for issue, checking,auditing and release of documents,using a system of gates,whereby a predetermined quantity of work must be completed prior to the work proceeding beyond a gate. Evergreen's gatedsystem works with formal project reviews at the 50%, 90%and final/issue stages of a project.These reviews serve as decision points where major changes to a project can be adequately reviewed and acted upon.The reviews include key project engineering,project management,and Principal in Charge personnel,each providing a critical review,focused on value engineering principles for any deviation from original scope of work. Documentation Evergreen has a formalized document transmittal methodology,a well-defined method of controlling document versions,and a secure document sharing.site.Additionally,we have a well- developed intergyral procedure for issuing and managing revisions of documents as well as a full- time staff dedicated solely to handling commercial and technical documents and communications. Project Experience Evergreen is highly qualified to complete this work successfully.Formed in 1985,Evergreen :. provides consulting,engineering,project and construction management services to commercial and industrial clients worldwide. Our staff includes registered professional engineers representing the civil,structural, electrical,and mechanical engineering disciplines as well as former plant managers,production managers;technical managers, engineering and maintenance managers with operational experience in many of the industries that we serve. Our multi- discipline engineering experience is broad and encompasses resource assessments through complete design and construction. We have providedseveral relevant examples of our experience below. Lane Community College,Eugene, Oregon Center Building Transformer and Generator,2.019(ongoing) LCC contracted.Evergreen to redesign and replace the main transformer and essential services generator for the LCC Center Building. We are responsible for hardware selection and redesign of the main transformer and backup generator,and are aiding in the bidding process through assistance with assembling bid packages for distribution,job walks with contractors,bid comparison, and recommendations.We are providing construction management services in the formof scheduling,permitting support, and supporting questions from contractors and LCC personnel. Kaylea K.athol Evergreen Proposal#19-095 City of Ashland July 8,2019 The Grove EOC Emergency Power System Supply Page 3 Our scope of work includes replacing the main building transformer and backup generator; evaluating the existing switchgear and replacing it if required;replacing primary fusing and primary and secondary feeders; all while making accommodations to minimize disruptions to building service. The design and specification for the essential services generator,transformer and equipment portion of the project was completed on schedule and on budget.Final bid selection and installation is still to.occur. Evergreen Project.Manager: Adam Bell Principal in Charge: Gordon Yutzy,PE LCC Contact: Troy Hanson 4000 E.30th Ave.,Eugene, OR 97405 (541)463-5000,hansont@lanecc.edu Swiss Krono,Barnwell,South Carolina High Density Fiberboard Plant,2019(ongoing) Evergreen serves as the Facility Engineer for a greenfield HDF plant,providing engineering and design services for multiple major equipment centers and coordinating seven different EPC contractor packages.We also provide field engineering services with a full-time Professional Engineer onsite.Our scope of work includes reviewing all vendor and contractor information and engineering documents for completeness, accuracy,and owner requirements, and performing calculations and design essential to convey vendor requirements and the owner's intent. The electrical portion of this project has involved creating single-line electrical diagrams; developing a relocation plan for the existing transformer; creating power and lighting plans for. maintenance buildings,guard and scale houses,process wastewater pumps,woodyard, and MCC Rooms; developing specifications for 13.8KV switchgear, essential services generator interface, 480V transformers,medium voltage MCCs and VFDs,electrical motors,and heat tracing; and performing an electrical short-circuit and arc flash study. The project is proceeding on schedule and on budget. Evergreen Project Manager: Alicia Gibson,PE Principal in Charge: Justin Price,PE Swiss Krono Contact: Norm Voss 801 Technology Drive,Barnwell, SC 29812 (803)224-9150,nvoss@swisskronousa.com Kaylea Kathol Evergreen Proposal#19-095 City of Ashland July 8,2019 The Grove EOC Emergency Power System Supply Page 4 CalPlantl LLC, Willows, California California Agriboard MDFPlant,2019(ongoing) Evergreen is providing balance of plant engineering for a 125 million square foot per year 3/4" medium-density fiberboard plant that uses rice straw as feedstock. We are furnishing detail design and drafting services for multiple work categories, including flow diagrams,layouts, foundations,building design,structures,mechanical,piping,technical specifications,and permitting. Our services in the electrical discipline cover detail drawings of the secondary power to the manufacturing equipment,beginningat the incoming cable connection to the unit substations.The work includes general electrical room and equipment layouts,essential services generator,control room layouts,equipment lists,MCC configurations,and general wiring corridors. The design and specifications for the essential services generator portion of the project was completed on schedule and on budget. Installation of equipment is still to occur. Evergreen Project Manager: Rick Smith Principal in Charge: Gordon Yutzy,PE CalPlantl Contact: Les Younie 510 W.Wood St.,Willows, CA 95988 (530) 877-7418, lyounie@calplant1.com Project Team Key Project Leadership Team Patrick Sandow,PE will serve as Project Manager and Primary Contact for this project. Patrick has more than 15 years of experience with building energy modeling,HVAC and hydronic system design, and plumbing system design. He is knowledgeable in developing basis of design criteria, creating performance specifications,and establishingfunctional requirements.He is also experienced in performing building code compliance reviews.Patrick is_a licensed professional engineer in the state of Oregon.Due to the length of this project,the estimated percentage of Patrick's time to be worked on it is up to 10%versus other projects. Oregon PE Certification Number 53804PE Derek Sibert,PE will serve as Lead Piping/Mechanical Engineer for this project.Derek has more than 10 years of experience working in the pulp and paper,steam power generation, chemical and wood products industries.'He has worked extensively with material specifications for various mechanical and piping systems.The engineer's time is primarily required over the design period; estimated percentage of time worked will be up to 10%. Oregon PE Certification Number 77741PE Kaylea Kathol Evergreen Proposal#19-095 City of Ashland July 8,2019 The Grove EOC Emergency Power System Supply Page 5 John Meshnik,PE will serve as Lead Electrical Engineer for this project.John has more than 27 years of experience and is responsible for process and electrical design of control systems,motor control and power systems,design and implementation of programmable logic controller, operator interface,DC and variable frequency AC drive systems.John's background includes 10 years of on-site experience at a local pulp and paper mill,where he was responsible for maintenance and capital projectmanagement,power design, instrumentation specification, establishing mill standards,purchasing/receiving,and construction supervision. The engineer's time is primarily required over the design period;estimated percentage of time worked will be up to 10%. Oregon PE Certification Number 47581PE Gene Cochrane,PE will serve as Lead Civil/Structural Engineer for this project. Gene is experienced in assessing, analyzing,and evaluating industrial building structures. He is especially skilled at assessing the various structural loads of buildings,foundations,and mechanical supports.The engineer's time is primarily required over the design period; estimated • percentage of time worked will be up to 10%. Oregon PE Certification Number 58999PE Gordon Yutzy,PE is Evergreen's presidentand will serve as the Principal in Charge of the project.Gordon's experience includes extensive building and mechanical systems investigation, both as plant engineer and plant manager, as well as design, and construction management for a , I wide variety of institutional and industrial clients.Due to the length of this project,the estimated percentage of Gordon's timeto be worked on it is up to 5%versus other projects. Oregon PE Certification Number 17929PE Resumes for these team members have been included in Appendix A. Other qualified individuals may contribute where they have special knowledge as related to this project. Termination for Default Status Evergreen Engineering®,Inc.,has not had a contract terminated for default in the last five years. Project Scope and Deliverables Scope of Work All scope of work items are in accordance with the Request for Proposal for Project Number 2019-16, including changes noted in Addenda 1 and 2. The following exceptions or deviations are noted for each stage of the project: • Kaylea Kathol Evergreen Proposal#19-095 City of Ashland July 8,2019 The Grove EOC Emergency Power System Supply Page,6 1) Site Investigation,Data Collection,Record Research a) Along with evaluating generator sizing and propane storage needs,Evergreen will evaluate the opportunity to utilize existing.propane tanks at the present EOC, located nearby. b) Topographical information to be based on data collected and existing drawings for the specific building and other city buildings nearby. 2) Preliminary Design(50%Design Submittal) a) No exceptions or deviations. 3) Interim Design(90%Design Submittal) a) No exceptions or deviations. 4) Final Design Submittal (100%Design) a) Evergreen will perform a limited Arc Flash evaluation based on the addition of the generator to the existing service.A complete system Arc Flash evaluation is beyond the defined scope at this time. 5) Bid and Construction Support a) No exceptions or deviations. The engineering services Evergreen proposes are limited to the tasks, scope items,and deliverable items described in this proposal. Deliverables All deliverables will be made per the Request for Proposal for Project Number 2019-16, including changes noted in Addenda 1 and2. No exceptions or deviations have been determined as needed by Evergreen. Schedule Evergreen can begin the work as soon as we receive written authorization to proceed from the City of Ashland. We expect to complete the final deliverables two weeks after final installation of equipment. Compensation Please see our cost proposal submitted separately. Invoicing will be on a time and materials basis per our standard.Rate Schedule and Terms& Conditions,which are included with the cost proposal. Kaylea Kathol Evergreen Proposal#19-095 City of Ashland July 8,2019 The Grove EOC Emergency Power System Supply Page 7 This proposal is valid.for 60 days from the above date. Kaylea,thank you for giving Evergreen Engineering®the opportunity to submit this proposal to provide engineering services to the City of Ashland.Please do not hesitate to call if you have any questions. Sincerely, (DAJAC i Derek Sibert,PE Engineer Attachment • . APPENDIX A • RESUMES { • EVERGREEN ENGINEERING, 'INC. Engineering and Construction Services `Tl r PATRICK SANDOW, PE PROJECT MANAGER/MECHANICAL ENGINEER I Performs HVAC, hydronic, and;plumbing engineering design, project • management, project reporting, and data analysis for commercial, industrial, =1 and power generation projects Possesses more than 20 years experience ,. in steam and hydronic piping design, including computerized stress analysis and flow analysis tools, building energy load analysis tools, and building code compliance studies. Registered SELECTED PROJECT EXPERIENCE Professional Engineer in:. • Roseburg,Junction City, Oregon o Alaska EEI Project Manager,Reload Building Expansion Managed project to install 30,000 ft2 pre-engineered metal building to enclose railcar • California loading dock. Developed design,bid, and permit packages. • Oregon • NCEES • Confidential Client,Toledo, Oregon EEI Project Manager/Mechanical Engineer, Chiller Replacement Developed design, bid,and construction documents and provided construction management services for replacement of 280-ton absorption chiller. • University of Oregon,Eugene, Oregon Education: EEI,Project Manager/Lead Engineer,Autzen Stadium Fire Sprinkler Additions B.S. in Performed code analysis and developed construction documents to replace spray- Mechanical applied fireproofing material with dry pipe sprinkler system for exposed structural Engineering, steel members. Portland State University, • University of Oregon, Eugene, Oregon Portland, EEI Project Manager/Mechanical Engineer, Deschutes Hall Machine Oregon Room Upgrade,Phases '1 &2 Managed upgrade of HVAC and electrical systems for research data center, including redundant systems. • University of Alaska,Fairbanks,Alaska EEI Mechanical Engineer,Atkinson Power Plant Renewal, Phase 2 Engineered power plant steam upgrades, including adding second deaerator tank, replacing feed water heater,adding high-pressure steam bypass, and performing steam pipe stress analysis. www.evergreenengineering.com 1740 Willow Creek Circle,Eugene,Oregon 97402 8607 Roberts Drive,Suite 100,Atlanta,GA 30350 (541)484-4771 (404)267-1471 • • • EVERGREEN ENGINEERING INC. r 'r Engineering and Construction Services DEREK T..SIBERT;PE !.% '•: MECHANICAL ENGINEER I PROJECT MANAGER Provides project and constructionfnanadement,:engineerind design, data 1•11.;,' 1...,7-4(711 analysis and reporting for,the wood products, biomass power, pulp 83 PaPer, and chemical incliistries. Experienced in piping system design, including , . ."-stresp and:analysis;.ASME pressure vessel and power piping codes, power cycles, materials handling, heat transfer,and material specifications for various mechanical and piping::systemS. . • " Registered Professional SELECTED PROJECT EXPERIENCE Engineer in: • California Agriboard,Willows, California Oregon EEI Lead Engineer/Department Manager, New Agriboard Facility • California Managed mechanical engineering group for MDF plant that uses rice straw as • NCEES • feedstock. Responsible for planbivicie utilities including well supply,fire protection, potable,waste,cooling,and chilled water, natural gas, compressed air, dust, and emissions. Performed equipment specifications, pipe stress and flow analysis, conveyor design, code review,and pressure vessel calculations. tducatlon: • Confidential Client,Toledo,Oregon • B.S. in EEI Project Manager,Hardwood Truck Dump Modifications Mechanical Managed installation of new gyratory screen and conveyor system modifications for Engineering with hardwood truck dump system at pulp mill where previous screen had been choke emphasis on point in system. Thermodynamics and Material • Confidential Client, McMinnville and Molalla, Oregon Science, Oregon EEI Project Manager, Polymer-Impregnated Lumber Pilot State Univereity, Managed installation of new resin delivery system and kiln for pilot plant.Oversaw, Corvallis,Oregon reviewed,and performed pipe flow caldulations, pump sizing,ASME pressure vessel calculations,API storage tank design, instrumentation specifications, and process controls. • Eagle Valley Clean Energy,Gypsum, Colorado EEI Lead Engineer/Construction Manager,Biomass Facility Rebuild Developed front-end project construction schedule jointly with project team for$56 million biomass facility rebuilt after fire;defined critical items for measuring and tracking project milestones. • Louisiana-Pacific,Ft. St.John, BC, Canada 'EEI Project Manager,OSB Plant Modifications Retrofitted wax system to receive concentrated wax for reducing shipping costs; designed heating system to keep wax in liquid state from truck receiving through storage and delivery to wood chip blenders; designed installation of building and spur addition to allow receiving of chemicals by rail. www.evergreenengineering.com 1740 Willow Creek Circle,Eugene,Oregon 97402 8607 Roberts Drive,Suite 100,Atlanta,GA 30350 (541)484-4771 (404)267-1471 EVERGREEN ENGINEERING® INC. ti Engineering and Construction Services JOHN MESHNIK,:PE ELECTRICAL ENGINEER [ �' Provides process and electrical design of control systems, motor control and power systems,with emphasis on field experience in product handling lines Designs and implements programmable logic controllers,operator Interfaces DC and variable frequency AC drive systems, including , + I AutoCAD documentation, program development, startup, operation,manual development and personneltraining Experienced'in power distribution design, Manufacturing machine andintegrated system design Registered Professional Engineer hi:, SELECTED PROJECT EXPERIENCE • California • Colorado • Snowflake White Mountain Power Company,Snowflake,Arizona • :Georgia.. EEI Project Manager,24MW Sludge-and Waste Wood-Fired.Power Plant • Idaho Managed project and provided detailed electrical design and controls for greenfield • Oregon 24MW cogeneration plant. • Washington • Wisconsin • NCEES • Columbia Biogas,Portland, Oregon EEI Electrical Engineer, Food Waste-to-Renewable Natural Gas Facility Provided electrical design and control specifications for 2,200kW biogas cogeneration plant. Education:: • B.S.in Electrical • Confidential Client,Springfield, Oregon Engineering, EEI Field Engineer,Multiple Projects University, sit State B Provided 10 years on-site maintenance and capital project management for local oity, pulp and paper mill. Developed power design and instrumentation specifications; Bozeman, established mill standards; oversaw purchasing and receiving;supervised Montana construction. Projects included Flakt pulp dryer installation,high solids firing, pulp • B.A. in Speech screens and cleaner systems,potable water treatment system,chlorine monitoring Communication, and alarm system, material conveyance, biomass boilers,and steam turbine Montana State installation. University, Bozeman, Montana www.evergreenengineering.com 1740 Willow Creek Circle,Eugene,Oregon 97402 8607 Roberts Drive,Suite 100,Atlanta,GA 30350 (541)484-4771 (404)267-1471 I . . 4 • EVERGREEN ENGINEERING, INC. . Engineering and Construction Services• GENE COCHRANE, PEISE* CIVIL/STRUCTURAL ENGINEER Gene is Evergreen's lead structural.engineer. His duties include liaising l with building departments to ensure permitting when preparing drawings to be issued for construction. His role in supporting large- • scale industrial construction ensures that manufacturers produce structures with sufficient designs for safe use of their product& Reoiste ed MAJOR PROJECTS ProfessttiEll Completed structural design of commercial buildings including an gineer automobile dealership, an auto service center, schools, and a bank. o A a oarna These designs included the use of wood, CMU, and steel. Al-s a rizo a Worked as structural lead for the design of a $110 million greenfield a e.liforn'a MDF plant. Design work included preliminary building layout, press •a Geo oia installation, steel structures, storm water management, and roadway ° •' ,y fl design. a.Ke tuck, a.,[o 'si.na Led structural department for installation of the world's largest LVL °a Millie OW plant in in Torzhok, Russia, including two months of on-site engineering a•M sso i and construction support for this premier facility designed by a Evergreen. o Nev-da 1 j fitia Provided three months of on-siteengineering support for the upgrade of manufacturing equipment at the Intel plant in Beaverton, Oregon. 0 ® coir o Sout Provided civil and structural designs for two anaerobic digester biogas e- oliva plants in Portland and Junction City, Oregon. `a Virginia o Wash' gton Reviewed steel shop drawings and provided structural calculationsfor steel fabricator to verify compliance with local building codes and constructability. . . E. c-tion• . Imo,ilii CEJ Designed foundations and structural steel for installation of a new LVL Enginee i•g press in northern Washington. Q c ,afki&OAV PRIOR EXPERIENCE Morrow Equipment Company, LLC—Salem, Oregon MR Richards Engineering, Inc.—Eugene, Oregon www.evergreenengineering.com 1740 Willow Creek Circle,Eugene,Oregon 97402 8607 Roberts Drive,Suite.100,Atlanta,GA 30350 (541)4844771 (404)267-1471. '. EVERGREEN ENGINEERING® INC _....-.:.!,...1 ti ••. Engineering and Construction Services , GORDON.YUTZY,:PE ti PRESIDENT/PRINCIPAL /i Directs overall operation of Evergreen.Engineering®, Inc and provides:poject management Possesses`experience in sawmill,`;plywood,engineered wood . 1v' products, particleboard, medium-density fiberboard;and alternative energies, `' 'includingp. �/ pellets and mums:al olid waste conversions. • SELECTED PROJECT EXPERIENCE Regis Professionsign al Engineer in: • Confidential Client,Vienna,.Georgia EEI Project Manager,Wood to Liquid Fuels Project Oregon Led design team for wood to liquid fuels project..Design included chip processing, screening, sizing,and conveying systems. • Collins, Klamath Falls, Oregon ,Education: EEI Project Engineer, Particleboard Plant Pollution Control Upgrade Designed layout,foundations, interim ductwork, piping,and electrical connections 0 A.S.in for multi-phase biofilter designed to combine and treat exhaust gases from Mechanical hardboard press and four defibrator dryers for formaldehyde and methanol Design, emissions. Chemeketa Community Stimson,Forest Grove, Oregon College, Salem, • •Project.Engineer, Pollution Control Upgrade Oregon Implemented,pollution control strategy that combined press and refiner exhaust; utilized physical enclosure of press, loader, and unloader; installed biofilter on press/refiner; and installed rotoclone on combined press/refiner exhaust to remove particulate matter and condense aerosols. • Weyerhaeuser,Albany, Oregon Chief Design Engineer,Dryer and Pollution Control Upgrades Oversaw complete replacement of four dryers with two new dryers and installation of pollution control equipment including five baghouses and one regenerative thermal oxidizer. Plant remained operational during nine-month installation; equipment tie-in occurred during 10-day shutdown. • Willamette Industries, Foster, Oregon Project Engineer, Dryer Modernization : Performed complete rebuild of veneer drying operations in existing plywood mill. . - Project consisted of two jet dryers with infeed and discharge systems, innovative protection for hydraulic tipple gate,veneer sorting and stacking system with automated camera scanning. www.evergreenengineering.com 1740 Willow Creek Circle,Eugene,Oregon 97402 8607 Roberts:Drive,Suite 100,Atlanta,GA 303.50 (541)4844771 (404)267-1471 ° a , , 9.s 1---••••• „ •• „,.-- ••., ..;.... .,: ,-'.' 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Required:fields:are indicated in gray scale.,..'-,”",,„,•.-•1,,-,'.-.'-,'1.:,--.:-.•'-„.„-:::'',,..',:',,,,,:'-.--i::'„,-.7.- E ° -. ent .'Potential Personal 3e vicee contract with 1 I2 fcir.Ttxe Grove EOCEmergency-Power'Supply (Include nam,4,.,‘-':::: :-/,;. parties to tike:document) .,:',....TY-P.e of Document Contract `” Lease Cl Easement ❑ y Deed Q IGA Q Other`(Specify) De" t"Contact:. Tauri lac Mu le Campos' P • : • ACTION”REQUES'1')aD Dept Public WOrxs Phone": Ext•2420 e . Q Review Draft ° Date submitted-f-o••Legal '0811 12019 ° °:.;Approve fix►al and fortyard to- `` Draft due by: 'ASAP ,, �Jnless tndaCatedLegal will return dr3cutnerit to you)° 3 Return Requested by: Taint De Mille Campos Complete t•his section ONLY'thefirst time,t.::•:',;•.. ..--",;'-;----:---'---` m rs filled rout sn .0.a .-illi .sd•ocument been•previousl•y worked on by the:Legal:Dept Staf `. No ❑ Yes,:' i If ryes, by whom? . ° - • ; , ,'',...' 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Returned to Dept:for,Revision° Dater By:' f Received for additional revlew`by Legal DaBy ,..::::„..:.,,..:.,,,:::„;:.. .:.:::'-', ..,'„,:.".,„:f,..,,,,,,,,i,„,::•:,..,:,:i,, Returned to Dept:'forR:evasicn Date; '' By Received for Addtional';Reviev b L egal _ Date: •,!•,,,!.,.,7,•,:•!..•,•,,,,, .,1,:,.,,,,,,,,13!„-.;:- .'1'•• . : Returned to Dept for-Revision' ?Date:' By pFinal Logged out by Legal Date:; . . ,By: Comments front LEGAL to DEPARTMENT Comments from DEPARTMENT to'LEGAL� 1 1 See.Attached 1,.. f ::c , x :,,,'•-•;:•••,...„.•-:.1•••,•:', Ut - r '-i> », Return orzgmal executed document to City D;es this document need• to be recorded` .°, '''.• Recorder for safekeep0.ing?;'° ©"-.--...:,'.,:.,--:.;i4-!...o ° , Yes No Q Yes ° CITY ADMINISTRATOR I DEPA •RTMENT HEAD Please'do not§.1g--,:-the attached document.until'this,form h4 -been appybved_ by,.the• Leg•a.�l °epi,below: - FINAL'LEGL EPARTMENT APPROVAL:` . °. `' ` .Date:: :.•• 7=-;"••�,-�.:v: G:llegal\DEPAR'TMENrstCo- - ,, ngtFORMS\Legal'lDoe Transmittal-KL B doex' • ' ° s „, f^ ' ® Arc o CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 09/10/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Jona Bolin NAME: Sammamish Insurance,Inc. PHONE (425)898-8780 FAX (425)836-2865 (A/C,No,Ext): (AIC,No): 704 228th Ave NE,PMB 373 E-MAIL JonaBolin@msn.com ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC# Sammamish WA 98074 INSURER A: Ohio Security Insurance Company 24082 INSURED INSURER B: Ohio Security Insurance Company • 238210 • RH2 Engineering Inc INSURER C: Continental Casualty Company 20443 22722 29th Dr SE Ste 210 INSURER D: • INSURER E: _ Bothell WA 98021 INSURER F: COVERAGES CERTIFICATE NUMBER: CL1952203493 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR 7ypE OF INSURANCE ADDLSUBR POLICY EFF POLICY EXP WLIMITS LTR INSD VD POLICY NUMBER (MM/DD/YYYY) (MMIDD/YYYY) X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 • ' DAMAGE CLAIMS-MADE X OCCUR PREM SESO(Ea occurrence) $ 2,000,000 MED EXP(Any one person) $ 15,000 A Y BZS57962270 05/29/2019 05/29/2020 PERSONAL BADV INJURY $ 2,000,000 GEN'LAGGREGATE LIMITAPPLIES PER: ' GENERALAGGREGATE $ 4,000,000 X POLICY JECT PRO LOC PRODUCTS-COMP/OPAGG $ 4,000,000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT -$ 1;000,000' (Ea accident) _ X ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED Y BAS57962270 05/29/2019 05/29/2020 BODILY INJURY(Per accident) $ AUTOS ONLY ' AUTOS _ HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY _ AUTOS ONLY (Per accident) _ $ UMBRELLALIABOCCUR EACH OCCURRENCE $ 2,000,000 A EXCESS LIABCLAIMS MADE Y BZS57962270 05/29/2019 05/29/2020 AGGREGATE $ 2,000,000 DED X RETENTION$ 10,000 -- $ WORKERS COMPENSATION X STATUTE EOTH AND EMPLOYERS'LIABILITYY/N 1 ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ , , B OFFICER/MEMBEREXCLUDED? N N/A 52WECDL6432 10/14/2018 10/14/2019 -. (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under 1 0 ,00 000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ , Professional Liability C Claims Made AEH004312321 05/29/2019 05/29/2020 Per Claim $3,000,000 Deductible $ 200,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) The City of Ashland it's elected officials,officers and employees are named as additional insured automatically where requried by contract as respects General Liability per CG7996 attached,Automobile Liability perAC8501 attached.and Umbrella Liability.Coverage is Primary and Non-Contributory. Project:Personal Services Agreement CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS. 20 N Main St. AUTHORIZED REPRESENTATIVE Ashland OR 97520 /„" 'r"'9"'" I ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD BUSINESSOWNERS BP 79 96 09 16 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BUSINESSOWNERS LIABILITY EXTENSION ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM Below is a summarization of the coverages provided by this endorsement. No coverages are given by this summary. Actual coverage descriptions are within this endorsement. SECTION SUBJECT A. Supplementary Payments Bail Bonds Loss Of Earnings B. Broadened Coverage For Damage To Premises Rented To You C. Incidental Medical Malpractice Injury D. Mobile Equipment E. Blanket Additional Insured (Owners, Contractors Or Lessors) F. Newly Formed Or Acquired Organizations G. Aggregate Limits H. Duties In The Event Of Occurrence, Offense, Claim Or Suit I. Liability And Medical Expenses Definitions Bodily Injury Insured Contract Personal And Advertising Injury Section II -Liability is amended as follows: A. Supplementary Payments Section A.1. Business Liability is modified as follows: 12. 1. The $250 limit shown in Paragraph A.1.f.(1)(b) Coverage Extension -Supplementary Payments for the cost of bail bonds is replaced by a$3,000 limit. 2. The $250 limit shown in Paragraph A.1.f.(1)(d) Coverage Extension - Supplementary Payments for reasonable expenses and loss of earnings is replaced by a$500 limit. B. Broadened Coverage For Damage To Premises Rented To You 1. The last paragraph of Section B.1. Exclusions -Applicable To Business Liability Coverage is replaced by the following: With respect to the premises which are rented to you or temporarily occupied by you with the permis- sion of the owner, Exclusions c., d., e., g., h., k., I., m., n. and o. do not apply to "property damage". @ 2016 Liberty Mutual Insurance BP 79 96 09 16 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 1 of 4 f • 2. Paragraph D.2. Liability And Medical Expenses Limits Of Insurance is replaced by the following: The most we will pay under this endorsement for the sum of all damages because of all "property damage" to premises while rented to you or temporarily occupied by you with the permission of the owner is the Limit of Insurance shown in the Declarations. 3. Paragraph D.3. Liability And Medical Expenses Limits Of Insurance does not apply. C. Incidental Medical Malpractice Injury 1. Paragraph (4) under Paragraph B.1.j. Exclusions -Applicable To Business Liability Coverage -Profes- sional Services does not apply to "Incidental Medical Malpractice Injury" coverage. 2. With respect to this endorsement, the following is added to Section F. Liability And Medical Expenses Definitions: a. "Incidental Medical Malpractice Injury" means bodily injury arising out of the rendering of or failure to render, during the policy period, the following services: (1) Medical, surgical, dental, x-ray or nursing service or treatment or the furnishing of food or beverages in connection therewith; or (2) The furnishing or dispensing of drugs or medical, dental or surgical supplies or appliances. b. This coverage does not apply to: (1) Expenses incurred by the insured for first-aid to others at the time of an accident and the Duties in the Event of Occurrence, Offense, Claim or Suit Condition is amended accordingly. (2) Any insured engaged in the business or occupation of providing any of the services described under a. above. (3) Injury caused by any indemnitee if such indemnitee is engaged in the business or occupation of providing any of the services described under a. above. D. Mobile Equipment Section C. Who Is An Insured is amended to include any person driving "mobile equipment" with your permission. E. Blanket Additional Insured (Owners, Contractors Or Lessors) 1. Section C. Who Is An Insured is amended to include as an insured any person or organization whom you are required to name as an additional insured on this policy under a written contract or written agreement. The written contract or agreement must be: a. Currently in effect or becoming effective during the term of this policy; and b. Executed prior to the "bodily injury", "property damage", or "personal and advertising injury". 2. The insurance afforded to the additional insured is limited as follows: a. The person or organization is only an additional insured with respect to liability arising out of: (1) Real property, as described in a written contract or written agreement, you own, rent, lease, maintain or occupy; and (2) Caused in whole or in part by your ongoing operations performed for that insured. b. The Limit of Insurance applicable to the additional insured are those specified in the written contract or written agreement or the limits available under this policy, as stated in the Declara- tions, whichever are less. These limits are inclusive of and not in addition to the Limit of Insurance available under this policy. c. The insurance afforded to the additional insured does not apply to: (1) Liability arising out of the sole negligence of the additional insured; (2) "Bodily injury", "property damage", "personal and advertising injury", or defense coverage under the Supplementary Payments section of the policy arising out of an architect's, en- gineer's or surveyor's rendering of or failure to render any professional services including: © 2016 Liberty Mutual Insurance BP 79 96 09 16 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 2 of 4 (a) The preparing or approving of maps, shop drawings, opinions, reports, surveys, field orders, change orders, or drawings and specifications; and (b) Supervisory, inspection, architectural or engineering activities. (3) Any 'occurrence" that takes place after you cease to be a tenant in the premises described in the Declarations; or (4) Structural alterations, new construction or demolition operations performed by or for the person or organization designated in the Declarations. 3. Any coverage provided hereunder shall be excess over any other valid and collectible insurance avail- able to the additional insured whether primary, excess, contingent or on any other basis unless a contract specifically requires that this insurance be primary or you request that it apply on a primary basis. F. Newly Formed Or Acquired Organizations The following is added to Section C.Who Is An Insured: Any business entity acquired by you or incorporated or organized by you under the laws of any individual state of the United States of America over which you maintain majority ownership interest exceeding fifty percent. Such acquired or newly formed organization will qualify as a Named Insured if there is no similar insurance available to that entity. However: 1. Coverage under this provision is afforded only until the 180th day after the entity was acquired or incorporated or organized by you or the end of the policy period, whichever is earlier; 2. Section A.1. Business Liability does not apply to: a. "Bodily injury" or "property damage" that occurred before the entity was acquired or incorporated or organized by you; and b. "Personal and advertising injury" arising out of an offense committed before the entity was ac- quired or incorporated or organized by you. 3. Records and descriptions of operations must be maintained by the first Named Insured. No person or organization is an insured with respect to the conduct of any current or past partnership, joint venture or limited liability company that is not shown as a Named Insured in the Declarations. G. Aggregate Limits The following is added to Paragraph D.4. Aggregate Limits Liability and Medical Expenses Limits Of Insurance: 1. The Aggregate Limits apply separately to each of the "locations" owned by or rented to you or temporarily occupied by you with the permission of the owner. 2. The Aggregate Limits also apply separately to each of your projects away from premises owned by or rented to you. For the purpose of this endorsement only, "location" means premises involving the same or connect- ing lots, or premises whose connection is interrupted only by a street, roadway, waterway or right- of-way of a railroad. H. Duties In The Event Of Occurrence, Offense, Claim Or Suit 1. Paragraph E.2.a. Duties In The Event Of Occurrence, Offense, Claim Or Suit Liability And Medical Expenses General Condition applies only when the "occurrence" is known to any insured listed in Paragraph C.1. Who Is An Insured or any "employee" authorized by you to give or receive notice of an "occurrence" or claim. 2. Paragraph E.2.b. Duties In The Event Of Occurrence, Offense, Claim Or Suit Liability And Medical Expenses General Condition will not be considered breached unless the breach occurs after such claim or "suit" is known to any insured listed under Paragraph C.1. Who Is An Insured or any "employee" authorized by you to give or receive notice of an "occurrence" or claim. © 2016 Liberty Mutual Insurance BP 79 96 09 16 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 3 of 4 v I. Section F.Liability And Medical Expenses Definitions is modified as follows: 1. Paragraph F.3. is replaced by the following: 3. "Bodily Injury" means bodily injury, sickness, disease, or incidental medical malpractice injury sustained by a person, and includes mental anguish resulting from any of these; and including death resulting from any of these at any time. 2. Paragraph F.9. is replaced by the following: 9. "Insured contract" means: a. A contract for a lease of premises. However, that portion of the contract for a lease of prem- ises that indemnifies any person or organization for damage by fire to premises while rented to you or temporarily occupied by you with permission of the owner is not an "insured contract"; b. A sidetrack agreement; c. Any easement or license agreement, except in connection with construction or demolition operations on or within 50 feet of a railroad; d. An obligation, as required by ordinance, to indemnify a municipality, except in connection with work for a municipality; e. An elevator maintenance agreement; f. That part of any other contract or agreement pertaining to your business (including an indem- nification of a municipality in connection with work performed for a municipality) under which you assume the tort liability of another party to pay for "bodily injury" or "property damage" to a third person or organization, provided the "bodily injury" or "property damage" is caused, in whole or in part, by you or by those acting on your behalf. However, such part of a contract or agreement shall only be considered an "insured contract" to the extent your assumption of the tort liability is permitted by law.. Tort liability means a liability that would be imposed by law in the absence of any contract or agreement. Paragraph f. does not include that part of any contract or agreement: (1) That indemnifies a railroad for "bodily injury" or "property damage" arising out of con- struction or demolition operations, within 50 feet of any railroad property and affecting any railroad bridge or trestle, tracks, road-beds, tunnel, underpass or crossing; (2) That indemnifies an architect, engineer or surveyor for injury or damage arising out of: (a) Preparing, approving, or failing to prepare or approve, maps, shop drawings, opin- ions, reports, surveys, field orders, change orders or drawings and specifications; or (b) Giving directions or instructions, or failing to give them, if that is the primary cause of the injury or damage; or (3) Under which the insured, if an architect, engineer or surveyor, assumes liability for an injury or damage arising out of the insured's rendering or failure to render professional services, including those listed in (2) above and supervisory, inspection, architectural or F. engineering activities. 3. Paragraph F.14.b. Personal And Advertising Injury is replaced by the following: b. Malicious prosecution or abuse of process; © 2016 Liberty Mutual Insurance BP 79 96 09 16 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 4 of 4 COMMERCIAL AUTO AC 85 01 06 18 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BUSINESS AUTO COVERAGE ENHANCEMENT ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM With respect to coverage afforded by this endorsement, the provisions of the policy apply unless modified - by the endorsement. If the policy to which this endorsement is attached also contains a Business Auto Coverage Enhancement Endorsement with a specific state named in the title, this endorsement does not apply to vehicles garaged in - that specified state. COVERAGE INDEX SUBJECT PROVISION NUMBER ACCIDENTAL AIRBAG DEPLOYMENT 13 ADDITIONAL INSURED BY CONTRACT, AGREEMENT OR PERMIT 4 - AMENDED DUTIES IN THE EVENT OF ACCIDENT, CLAIM, SUIT OR LOSS 21 - AMENDED FELLOW EMPLOYEE EXCLUSION 6 AUDIO, VISUAL AND DATA ELECTRONIC EQUIPMENT COVERAGE 15 BODILY INJURY REDEFINED 25 EMPLOYEES AS INSUREDS (Including Employee Hired Auto) 3 EXTRA EXPENSE- BROADENED COVERAGE 11 GLASS REPAIR-WAIVER OF DEDUCTIBLE 17 HIRED AUTO COVERAGE TERRITORY 23 HIRED AUTO PHYSICAL DAMAGE (Including Employee Hired Auto) 7 LOAN / LEASE GAP (Coverage Not Available In New York) 16 NEWLY FORMED OR ACQUIRED SUBSIDIARIES 2 PARKED AUTO COLLISION COVERAGE(WAIVER OF DEDUCTIBLE) 18 PERSONAL EFFECTS COVERAGE 12 PHYSICAL DAMAGE -ADDITIONAL TRANSPORTATION EXPENSE COVERAGE 9 PHYSICAL DAMAGE DEDUCTIBLE -VEHICLE TRACKING SYSTEM 14 PRIMARY AND NON-CONTRIBUTORY -WRITTEN CONTRACT OR WRITTEN AGREEMENT 24 RENTAL REIMBURSEMENT 10 SUPPLEMENTARY PAYMENTS 5 TOWING AND LABOR 8 TRAILERS - INCREASED LOAD CAPACITY 1 TWO OR MORE DEDUCTIBLES 19 UNINTENTIONAL FAILURE TO DISCLOSE HAZARDS 20 WAIVER OF TRANSFER OF RIGHTS OF RECOVERYAGAINST OTHERS TO US 22 SECTION I-COVERED AUTOS is amended as follows: 1. TRAILERS-INCREASED LOAD CAPACITY The following replaces Paragraph C.1. Certain Trailers, Mobile Equipment And Temporary Substitute Autos of SECTION I-COVERED AUTOS: "Trailers" with a load capacity of 3,000 pounds or less designed primarily for travel on public roads. © 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 1 of 7 SECTION II -LIABILITY COVERAGE is amended as follows: 2. NEWLY FORMED OR ACQUIRED SUBSIDIARIES SECTION II - LIABILITY COVERAGE, Paragraph A.1. - Who Is An Insured is amended to include the following as an "insured": d. Any legally incorporated subsidiary of which you own more than 50 percent interest during the policy period. Coverage is afforded only for 90 days from the date of acquisition or formation. However, "insured" does not include any organization that: (1) Is a partnership or joint venture; or (2) Is an "insured" under any other automobile policy except a policy written specificall y to apply in excess of this policy; or (3) Has exhausted its Limit of Insurance or had its policy terminated under any other automobile policy. Coverage under this provision d. does not apply to "bodily injury" or "property damage" that occurred before you acquired or formed the organization. 3. EMPLOYEES AS INSUREDS SECTION II - LIABILITY COVERAGE, Paragraph A.1. Who Is An Insured is amended to include the following as an "insured": e. Any "employee" of yours while using a covered "auto" you do not own, hire or borrow but only for acts within the scope of their employment by you. Insurance provided by this endorsement is excess over any other insurance available to any "employee". f. Any "employee" of yours while operating an "auto" hired or borrowed under a written contract or agreement in that "employee's" name, with your permission, while performing duties related to the conduct of your business and within the scope of their employment. Insurance provided by this endorsement is excess over any other insurance available to the "employee". 4. ADDITIONAL INSURED BY CONTRACT, AGREEMENT OR PERMIT SECTION II - LIABILITY COVERAGE, Paragraph A.1. Who Is An Insured is amended to include the following as an "insured": g. Any person or organization with respect to the operation, maintenance or use of a covered "auto", provided that you and such person or organization have agreed in a written contract, written agreement, or permit issued to you by governmental or public authority, to add such person, or organization, or governmental or public authority to this policy as an "insured". However, such person or organization is an "insured": (1) Only with respect to the operation, maintenance or use of a covered "auto"; (2) . Only for "bodily injury" or "property damage" caused by an."accident" which takes place after you executed the written contract or written agreement, or the permit has been issued to you; and (3) Only for the duration of that contract, agreement or permit. The "insured" is required to submit a claim to any other insurer, to which coverage could apply for defense and indemnity. Unless the "insured" has agreed in writing to primary noncontributory wording per enhancement number 24, this policy is excess over any other collectible insurance. 5. SUPPLEMENTARY PAYMENTS SECTION II - LIABILITY COVERAGE, Coverage Extensions, 2.a. Supplementary Payments, Paragraphs (2) and (4) are replaced by the following: (2) Up to $3,000 for cost of bail bonds (including bonds for related traffic violations ) required because of an "accident" we cover. We do not have to furnish these bonds. (4) All reasonable expenses incurred by the "insured" at our request, including actual loss of earnings up to $500 a day because of time off from work. © 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 2 of 7 • 6. AMENDED FELLOW EMPLOYEE EXCLUSION In those jurisdictions where, by law, fellow "employees" are not entitled to the protection afforded to the employer by the workers compensation exclusivity rule, or similar protection, the following provi- sion is added: SECTION II - LIABILITY, Exclusion B.5. Fellow Employee does not apply if the "bodily injury" results from the use of a covered "auto" you own or hire if you have workers compensation insurance in force for all of your "employees" at the time of "loss". This coverage is excess over any other collectible insurance. SECTION III -PHYSICAL DAMAGE COVERAGE is amended as follows: 7. HIRED AUTO PHYSICAL DAMAGE Paragraph A.4. Coverage Extensions of SECTION III - PHYSICAL DAMAGE COVERAGE, is amended by adding the following: If hired "autos" are covered "autos" for Liability Coverage, and if Comprehensive, Specified Causes of Loss or Collision coverage are provided under the Business Auto Coverage Form for any "auto" you ` own, then the Physical Damage coverages provided are extended to "autos": a. You hire, rent or borrow; or b. Your "employee" hires or rents under a written contract or agreement in that "employee's" name, but only if the damage occurs while the vehicle is being used in the conduct of your business, subject to the following limit and deductible: a. The most we will pay for "loss" in any one "accident" or "loss" is the smallest of: (1) $50,000; or (2) The actual cash value of the damaged or stolen property as of the time of the "loss"; or (3) The cost of repairing or replacing the damaged or stolen property with other property of like kind and quality, minus a deductible. b. The deductible will be equal to the largest deductible applicable to any owned "auto" for that coverage. c. Subject to the limit, deductible and excess provisions described in this provision, we will provide coverage equal to the broadest coverage applicable to any covered "auto" you own. d. Subject to a maximum of $1,000 per "accident", we will also cover the actual loss of use of the hired "auto" if it results from an "accident", you are legally liable and the lessor incurs an actual financial loss. e. This coverage extension does not apply to: (1) Any "auto" that is hired, rented or borrowed with a driver; or (2) Any "auto" that is hired, rented or borrowed from your "employee" or any member of your "employee's" household. Coverage provided under this extension is excess over any other collectible insurance available at the time of "loss". 8. TOWING AND LABOR SECTION III - PHYSICAL DAMAGE COVERAGE, Paragraph A.2. Towing, is amended by the addition of the following: We will pay towing and labor costs incurred, up to the limits shown below, each time a covered "auto" classified and rated as a private passenger type, "light truck" or "medium truck" is disabled: a. For private passenger type vehicles, we will pay up to $75 per disablement. b. For "light trucks", we will pay up to $75 per disablement. "Light trucks" are trucks that have a gross vehicle weight (GVW) of 10,000 pounds or less. c. For "medium trucks" , we will pay up to $150 per disablement. "Medium trucks" are trucks that have a gross vehicle weight (GVW) of 10,001 -20,000 pounds. However, the labor must be performed at the place of disablement. @ 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 3 of 7 9. PHYSICAL DAMAGE -ADDITIONAL TRANSPORTATION EXPENSE COVERAGE Paragraph A.4.a. Coverage Extensions, Transportation Expenses of SECTION III - PHYSICAL DAMAGE COVERAGE, is amended to provide a limit of$50 per day and a maximum limit of $1,500. 10. RENTAL REIMBURSEMENT SECTION III -PHYSICAL DAMAGE COVERAGE,A. Coverage, is amended by adding the following: a. We will pay up to $75 per day for rental reimbursement expenses incurred by you for the rental of an "auto" because of "accident" or "loss", to an "auto" for which we also pay a "loss" under Comprehensive, Specified Causes of Loss or Collision Coverages. We will pay only for those ex- penses incurred after the first 24 hours following the "accident" or "loss" to the covered "auto." b. Rental Reimbursement requires the rental of a comparable or lessor vehicle, which in many cases may be substantially less than $75 per day, and will only be allowed for the period of time it should take to repair or replace the vehicle with reasonable speed and similar quality, up to a maximum of 30 days. c. We will also pay up to $500 for reasonable and necessary expenses incurred by you to remove and replace your tools and equipment from the covered "auto". This limit is excess over any other collectible insurance. d. This coverage does not apply unless you have a business necessity that other "autos" available for your use and operation cannot fill. e. If "loss" results from the total theft of a covered "auto" of the private passenger type, we will pay under this coverage only that amount of your rental reimbursement expenses which is not already provided under Paragraph 4. Coverage Extension. f. No deductible applies to this coverage. g. The insurance provided under this extension is excess over any other collectible insurance. If this policy also provides Rental Reimbursement Coverage you purchased, the coverage provided by this Enhancement Endorsement is in addition to the coverage you purchased. For the purposes of this endorsement provision, materials and equipment do not include "personal effects" as defined in provision 12.B. 11. EXTRA EXPENSE-BROADENED COVERAGE • Under SECTION III - PHYSICAL DAMAGE COVERAGE, A. Coverage, we will pay for the expense of returning a stolen covered "auto" to you. The maximum amount we will pay is $1,000. 12. PERSONAL EFFECTS COVERAGE A. SECTION III -PHYSICAL DAMAGE COVERAGE, A.Coverage, is amended by adding the following: If you have purchased Comprehensive Coverage on this policy for an "auto" you own and that "auto" is stolen, we will pay, without application of a deductible, up to $600 for "personal effects" stolen with the "auto." The insurance provided under this provision is excess over any other collectible insurance. B. SECTION V-DEFINITIONS is amended by adding the following: For the purposes of this provision, "personal effects" mean tangible property that is worn or carried by an "insured." "Personal effects" does not include tools, equipment, jewelry, money or securi- ties. 13. ACCIDENTAL AIRBAG DEPLOYMENT SECTION III -PHYSICAL DAMAGE COVERAGE, B.Exclusions is amended by adding the following: If you have purchased Comprehensive or Collision Coverage under this policy, the exclusion for "loss" relating to mechanical breakdown does not apply to the accidental discharge of an airbag. Any insurance we provide shall be excess over any other collectible insurance or reimbursement by manufacturer's warranty. However, we agree to pay any deductible applicable to the other coverage or warranty. © 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 4 of 7 • 14. PHYSICAL DAMAGE DEDUCTIBLE -VEHICLE TRACKING SYSTEM + SECTION III -PHYSICAL DAMAGE COVERAGE, D. Deductible, is amended by adding the following: Any Comprehensive Deductible shown in the Declarations will be reduced by 50% for any "loss" caused by theft if the vehicle is equipped with a vehicle tracking device such as a radio tracking device or a global position device and that device was the method of recovery of the vehicle. 15. AUDIO, VISUAL AND DATA ELECTRONIC EQUIPMENT COVERAGE SECTION III - PHYSICAL DAMAGE COVERAGE, B. Exclusions, Paragraph a. of the exception to exclu- sions 4.c. and 4.d. is deleted and replaced with the following: Exclusions 4.c. and 4.d. do not apply to: a. Electronic equipment that receives or transmits audio, visual or data signals, whether or not de- signed solely for the reproduction of sound, if the equipment is: (1) Permanently installed in the covered "auto" at the time of the "loss" or removable from a housing unit that is permanently installed in the covered "auto"; and (2) Designed to be solely operated by use from the power from the "auto's" electrical system; and E (3) Physical damage coverages are provided for the covered "auto". If the "loss" occurs solely to audio, visual or data electronic equipment or accessories used with this equipment, then our obligation to pay for, repair, return or replace damaged or stolen property will be reduced by a$100 deductible. 16. LOAN /LEASE GAP COVERAGE(Not Applicable In New York) A. Paragraph C. Limit Of Insurance of SECTION III - PHYSICAL DAMAGE COVERAGE is amended by adding the following: The most we will pay for a "total loss" to a covered "auto" owned by or leased to you in any one "accident" is the greater of the: 1. Balance due under the terms of the loan or lease to which the damaged covered "auto" is subject at the time of the "loss" less the amount of: a. Overdue payments and financial penalties associated with those payments as of the date of the "loss"; b. Financial penalties imposed under a lease due to high mileage, excessive use or abnormal wear and tear; c. Costs for extended warranties, Credit Life Insurance, Health, Accident or Disability Insur- ance purchased with the loan or lease; d. Transfer or rollover balances from previous loans or leases; e. Final payment due under a"Balloon Loan"; f. The dollar amount of any unrepaired damage which occurred prior to the "total loss" of a covered "auto"; g. Security deposits not refunded by a lessor; h. All refunds payable or paid to you as a result of the early termination of a lease agreement or as a result of the early termination of any warranty or extended service agreement on a covered "auto"; i. Any amount representing taxes; j. Loan or lease termination fees; or 2. The actual cash value of the damage or stolen property as of the time of the "loss". An adjustment for depreciation and physical condition will be made in determining the actual cash value at the time of the "loss". This adjustment is not applicable in Texas. B. Additional Conditions This coverage applies only to the original loan for which the covered "auto" that incurred the "loss" serves as collateral, or lease written on the covered "auto" that incurred the "loss". © 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 5 of 7 C. SECTION V -DEFINITIONS is changed by adding the following: As used in this endorsement provision, the following definitions apply: "Total loss" means a "loss" in which the cost of repairs plus the salvage value exceeds the actual cash value. A "balloon loan" is one with periodic payments that are insufficient to repay the balance over the term of the loan, thereby requiring a large final payment. 17. GLASS REPAIR-WAIVER OF DEDUCTIBLE Paragraph D. Deductible of SECTION III - PHYSICAL DAMAGE COVERAGE is amended by the addition of the following: No deductible applies to glass damage if the glass is repaired rather than replaced. 18. PARKED AUTO COLLISION COVERAGE(WAIVER OF DEDUCTIBLE) Paragraph D. Deductible of SECTION III - PHYSICAL DAMAGE COVERAGE is amended by the addition of the following: The deductible does not apply to "loss" caused by collision to such covered "auto" of the private passenger type or light weight truck with a gross vehicle weight of 10,000 lbs. or less as defined by the manufacturer as maximum loaded weight the "auto" is designed to carry while it is: a. In the charge of an "insured"; b. Legally parked; and c. Unoccupied. The "loss" must be reported to the police authorities within 24 hours of known damage. The total amount of the damage to the covered "auto" must exceed the deductible shown in the Declarations. This provision does not apply to any "loss" if the covered "auto" is in the charge of any person or organization engaged in the automobile business. 19. TWO OR MORE DEDUCTIBLES Under SECTION III - PHYSICAL DAMAGE COVERAGE, if two or more company policies or coverage forms apply to the same "accident", the following applies to Paragraph D. Deductible: a. If the applicable Business Auto deductible is the smaller (or smallest) deductible, it will be waived; or b. If the applicable Business Auto deductible is not the smaller (or smallest) deductible , it will be reduced by the amount of the smaller (or smallest) deductible; or c. If the "loss" involves two or.more Business Auto coverage forms or policies, the smaller (or smallest) deductible will be waived. For the purpose of this endorsement, company means any company that is part of the Liberty Mutual Group. SECTION IV -BUSINESS AUTO CONDITIONS is amended as follows: 20. UNINTENTIONAL FAILURE TO DISCLOSE HAZARDS SECTION IV- BUSINESS AUTO CONDITIONS, Paragraph B.2. is amended by adding the following: If you unintentionally fail, to disclose any hazards, exposures or material facts existing as of the incep- tion date or renewal date of the Business Auto Coverage Form, the coverage afforded by this policy will not be prejudiced. However, you must report the undisclosed hazard of exposure as soon as practicable after its discovery, and we have the right to collect additional premium for any such hazard or exposure. © 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 6 of 7 ti • 21. AMENDED DUTIES IN THE EVENT OF ACCIDENT, CLAIM, SUIT, OR LOSS SECTION IV -BUSINESS AUTO CONDITIONS, Paragraph A.2.a. is replaced in its entirety by the follow- ing: a. In the event of"accident", claim, "suit" or "loss", you must promptly notify us when it is known to: (1) You, if you are an individual; (2) A partner, if you are a partnership; (3) Member, if you are a limited liability company; (4) An executive officer or the "employee" designated by the Named Insured to give such notice, if you are a corporation. To the extent possible, notice to us should include: (a) How, when and where the "accident" or "loss" took place; (b) The "insureds" name and address; and (c) The names and addresses of any injured persons and witnesses. 22. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US SECTION IV - BUSINESS AUTO CONDITIONS, Paragraph A.5. Transfer Of Rights Of Recovery Against Others To Us, is amended by the addition of the following: If the person or organization has in a written agreement waived those rights before an "accident" or a "loss", our rights are waived also. 23. HIRED AUTO COVERAGE TERRITORY SECTION IV - BUSINESS AUTO CONDITIONS, Paragraph B.7. Policy Period, Coverage Territory, is amended by the addition of the following: f. For "autos" hired 30 days or less, the coverage territory is anywhere in the world, provided that the "insured's" responsibility to pay for damages is determined in a "suit", on the merits, in the United States, the territories and possessions of the United States of America, Puerto Rico or Canada or in a settlement we agree to. This extension of coverage does not apply to an "auto" hired, leased, rented or borrowed with a driver. 24. PRIMARY AND NON-CONTRIBUTING IF REQUIRED BY WRITTEN CONTRACT OR WRITTEN AGREE- MENT The following is added to SECTION IV -BUSINESS AUTO CONDITIONS, General Conditions, B.5. Other Insurance and supersedes any provision to the contrary: This Coverage Form's Covered Autos Liability Coverage is primary to and will not seek contribution from any other insurance available to an "insured" under your policy provided that: 1. Such "insured" is a Named Insured under such other insurance; and 2. You have agreed in a written contract or written agreement that this insurance would be primary and would not seek contribution from any other insurance available to such "insured". SECTION V -DEFINITIONS is amended as follows: 25. BODILY INJURY REDEFINED Under SECTION V -DEFINITIONS, Definition C. is replaced by the following: "Bodily injury" means physical injury, sickness or disease sustained by a person, including mental anguish, mental injury, shock, fright or death resulting from any of these at any time. © 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 7 of 7 CA 00 01 03 06 BUSINESS AUTO COVERAGE FORM Various provisions in this policy restrict coverage. SECTION I - COVERED AUTOS Read the entire policy carefully to determine rights, duties and what is and is not covered. ITEM TWO of the Declarations shows the "autos" that are covered "autos" for each of your cov- Throughout this policy the words "you" and erages. The following numerical symbols de- "your" refer to the Named Insured shown in the scribe the "autos" that may be covered "autos". Declarations. The words "we", "us" and "our" The symbols entered next to a coverage on the refer to the Company providing this insurance. Declarations designate the only "autos" that are Other words and phrases that appear in quotation covered "autos". marks have special meaning. Refer to Section V - A. Description Of Covered Auto Designation Definitions. Symbols Symbol Description Of Covered Auto Designation Symbols 1 Any "Auto" 2 Owned Only those "autos" you own (and for Liability Coverage any "trailers" "Autos" you don't own while attached to power units you own.) This includes Only those "autos" you acquire ownership of after the policy begins. 3 Owned Only the private passenger "autos" you own. This includes those private Private passenger "autos" you acquire ownership of after the policy begins. Passenger "Autos" Only 4 Owned Only those "autos" you own that are not of the private passenger type "Autos" Other (and for Liability Coverage any "trailers" you don't own while attached Than Private to power units you own). This includes those "autos" not of the Passenger private passenger type you acquire ownership of after the policy begins. "Autos" Only • 5 Owned Only those "autos" you own that are required to have No-Fault benefits "Autos" in the state where they are licensed or principally garaged. This Subject includes those "autos" you acquire ownership of after the policy begins To No-Fault provided they are required to have No-Fault benefits in the state where they are licensed or principally garaged. 6 . Owned Only those "autos" you own that because of the law in the state where "Autos" they are licensed or principally garaged are required to have and Subject cannot reject Uninsured Motorists Coverage. This includes those To A "autos" you acquire ownership of after the policy begins provided Compulsory they are subject to the same state uninsured motorists requirement. Uninsured Motorists Law 7 Specifically Only those "autos" described in Item Three of Declarations for which Described a premium charge is shown (and for Liability Coverage any "trailers" "Autos" you don't own while attached to any power unit described in Item Three). 8 Hired "Autos" Only those "autos" you lease, hire, rent or borrow. This does not include Only, any "auto" you lease, hire, rent, or borrow from any of your "employees", partners (if you are a partnership), members (if you are a limited liability company) or members of their households. CA 00 01 03 06 ©ISO Properties, Inc., 2005 Page 1 of 13