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Home My WebLink About2022-120 PO 20230137- United States DOI- US Geological Survey Purchase Order WA Mil C I T Y ,C FJ Fiscal Year 2023 Page: 1 of: 1 _ 4 x,ii . 5 _:, City of Ashland _ :;- _j .s. __� L ATTN: AccountS Payable I Purchase L 20 E. MaiOrder# 20230137 Ashland, OR 97520 -1- Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Public Works Department E UNITED STATES DOI - US GEOLOGICAL SURVEY 1 51 Winburn Way N PO BOX 71362 p Ashland, OR 97520 DPHILADELPHIA, PA 19176-1362 Phone: 541/488-5347 R T Fax: 541/488-6006 - vi---], a.=d€s€a=_ 41c -Vba€[a ira a ai= `-s_ a-_. s a,._ .^ _-=_-7—i---.74: -. - r - ,._,�.y __ c—.s�. 1='{c _..E�,.[ 'a lt�lli{��°5�:•� - _ _ �, �9�T�F�[.,..,..----:,:::=7�__-- - �� _ � - Scott Fleu -_ -�-- ---- MIaf �r .@roc .!Me) $-i[€ a —g: T 3 ie 2_- � e __ _ ..—.._.----`� - ��_r .]_]` �� y � € _3 . ��.. ----.- ��'�Y1= €§Ian§ .3eI��s1 _^-u 09/23/2022 334 FOB ASHLAND OR City Accounts Payable Gaging Stations Ashland Creek i 1 US Geological survey joint funding agreement for the gaging 1.0 •$45,888.00 $45,888.00 stations on the East and West Forks of Ashland Creek Project Account: • Project Account: *************** GL SUMMARY*************** I 081500-604100 $29,827.00 I I 086100-605700 $16,061.00 J 1 • i Yom --- T= _€ By: 41' i�� Date: _±_-____,.... Auth. ize• •n- re a*u =�- - $45,888.00 r , i(? FORM #3 k,';( f , CITY OF � 7 ASHLAND A request for a Purchase _rd�� y® 7 REQUISITION i Date of request: - 09/20/2022. Required date for delivery: ' -- I Vendor Name United States DOI,US Geological Survey Address,City,State,Zip PO Box 71362,Philadelphia PA 19176 Contact Name&Telephone Number . Peter Koestner Email address SOURCING METHOD 1 ❑ Exempt from Competitive Bidding ❑ Invitation to Bid El Emergency ❑ Reason for exemption: Date approved by Council: ❑ Form#13,Written findings and Authorization ❑ AMC 2.50 _(Attach copy of council communication) ❑ Written quote or proposal attached ❑ Written quote or proposal attached _(If council approval required,attach copy of CC) ❑ Small Procurement ❑ Request for Proposal Cooperative Procurement Not exceeding$5,000 Date approved by Council: 0 State of Oregon ❑ Direct Award _(Attach copy of council communication) Contract# ❑ VerbalPNritten bid(s)or proposal(s) ❑ Request for Qualifications(Public Works) 0 State of Washington Date approved by Council: Contract# _(Attach copy of council communication) ❑ Other government agency contract Intermediate Procurement ❑ Sole Source Agency GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) Contract# Greater than$5,000 and less than$100,000 ❑ Written quote or proposal attached Intergovernmental Agreement ❑ (3)Written bids&solicitation attached ❑ Form#4,Personal Services$5K to$75K Agency US Dept of Interior PERSONAL SERVICES Date approved by Council: ❑ Annual cost to City does not exceed$25,000. Greater than$5,000 and less than$75,000 Valid until: _ _(Date) Agreement approved by Legal and approved/signed by ❑ Less than$35,000,by direct appointment ❑ Special Procurement City Administrator.AMC 2.50.070(4) El (3)Written proposals&solicitation attached ❑ Form#9,Request for Approval 0 Ahnual cost to City exceeds$25,000,Council ❑ Form#4,Personal Services$5K to$75K ❑ Written quote or proposal attached approval required.(Attach copy of council communication) Date approved by Council: Valid until: Date Description of SERVICES US Geological survey joint funding agreement for the gaging stations on the East and West Forks TOTAL:COST of Ashland Creek. '$ 45,888 00 Item# Quantity Unit Description of MATERIALS Unit Price Total,Cost 0Per attached quotelproposal TOTAL COST Project Number Account Number 0 8 1 5 0 0.6 0 4 1 0 0 $29,827 Account Number - Account Number 0 8 5 1 0 0. 6 0 5 7 0 $16,061 *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 requisitionon�form,I certify that the City's public contracting requirements have been satisfied. Employee&k IJalfakh- Department H•_,:��;�(A\ 9.2.1.2.6LL �� 7/_f_, or/, / e• ertha $5,000) am!Manager/Supervisor: - City; a !-r• //s / (Greater than • s ) Funds appropriated for current fiscal year: dr NO /it 1 7.... , Y— in. in. ce Iirector-(Equal toorgreater than$5,000) Date Comments: Form#3-Requisition Form 9-1366 U.S. Department of the Interior Customer#:6000000240 (May 2018) U.S.Geological Survey Agreement#:23YFJFA031 Joint Funding Agreement Project#:YFOOTJE FOR TIN#:93-6002117 Water Resource Investigations Fixed Cost Agreement YES[X]NO[ ] THIS AGREEMENT is entered into as of October 1,2022, by the U.S.GEOLOGICAL SURVEY, Oregon Water Science Center, UNITED STATES DEPARTMENT OF THE INTERIOR, party of the first part, and the City of Ashland -Public Works party of the second part. 1.The parties hereto agree that subject to the availability of appropriations and in accordance with their respective authorities there shall be maintained in cooperation the operation and maintenance of the 3 gages,West and East Fork Ashland Creeks(14353000, 14353500)and Bear Creek below Ashland Creek'at Ashland, OR(14354200), herein called the program.The USGS legal authority is 43 USC 36C;43 USC 50,and 43 USC 50b. 2.The following amounts shall be contributed to cover all of the cost of the necessary field and analytical work directly related to this program.2(b)include In-Kind-Services in the amount of$0.00, (a) $25,812 by the party of the first part during the period October 1,2022 to September 30,2023 (b) $45,888 by the party of the second part during the period October 1,2022 to September 30,2023 (c) Contributions are provided by the party of the first part through other USGS regional or national programs, in the amount of:$0 Description of the USGS regional/national program: (d) Additional or reduced amounts by each party during the above period or succeeding periods as may be determined by mutual agreement and set forth in an exchange of letters between the parties. (e) The performance period may be changed by mutual agreement and set forth in an exchange of letters between the parties. 3.The costs of this program may be paid by either party in conformity with the laws and regulations respectively governing each party. 4.The field and analytical work pertaining to this program shall be under the direction of or subject to periodic review by an authorized representative of the party of the first part. 5.The areas to be included in the program shall be determined by mutual agreement between the parties hereto or their authorized representatives.The methods employed in the field and office shall be those adopted by the party of the first part to insure the required standards of accuracy subject to modification by mutual agreement. 6. During the course of this program, all field and analytical work of either party pertaining to this program shall be open to the inspection of the other party, and if the work is not being carried on in a mutually satisfactory manner, either party may terminate this agreement upon 60 days written notice to the other party. 7.The original records resulting from this program will be deposited in the office of origin of those records. Upon request, copies of the original records will be provided to the office of the other party. 8.The maps, records or reports resulting from this program shall be made available to the public as promptly as possible.The maps, records or reports normally will be published by the party of the first part. However,the party of the second part reserves the right to publish the results of this program, and if already published by the party of the first part shall, upon request, be furnished by the party of the first part, at cost, impressions suitable for purposes of reproduction similar to that for which the original copy was prepared.The maps, records or reports published by either party shall contain a statement of the cooperative relations between the parties'. The Parties acknowledge that scientific information and data developed as a result of the Scope of Work(SOW)are subject to applicable USGS review,approval, and release requirements,which are available on the USGS Fundamental Science Practices website(https://www.usgs.gov/about/organization/science-support/scienc e-quality-and-in tegrity/fundamental-science- practices). Form 9-1366 U.S. Department of the Interior Customer#:6000000240 (May 2018) U.S.Geological Survey Agreement#:23YFJFA031 Joint Funding Agreement Project#:YFOOTJE FOR TIN#:93-6002117 Water Resource Investigations 9. Billing for this agreement will be rendered quarterly. Invoices not paid within 60 days from the billing date will bear Interest, Penalties, and Administrative cost at the annual rate pursuant the Debt Collection Act of 1982, (codified at 31 U.S.C.§3717)established by the U.S.Treasury. USGS Technical Point of Contact Customer Technical Point of Contact Name: Marc Stewart Name: Scott Fleury Supervisory Hydrologist Public Works Director Address: 4890 North Runway Drive Address: 51 Winburn Way Medford, OR 97502 Asliland, Oregon 97520 Telephone: (541)776-4258 Telephone: (541)552-2412 Fax: (541)776-4257 Fax: Email: mastewar@usgs.gov Email: Scott.fleury@ashland.or.us USGS Billing Point of Contact Customer Billing Point of Contact Name: Peter Koestner Name: Tam DeMille Campos Hydrologic Technician Administrative Analyst Address: 2130 SW 5th Avenue Address: 20 East Main Street Portland, OR 97201 Ashland, Oregon 97520 Telephone: (503)251-3261 Telephone: (541)552-2420 Fax: (503)251-3470 Fax: Email: pkoestner@usgs.gov Email: tami.campos@ashland.or.us U.S.Geological Survey United States City of Ashland-Public Works Department of Interior Signature Signatures 4 Digitally signed by JAMES JAMES CRAMMOND\CRA MMOND By / Date:2(p:11 1721:07-0700' B Date: `t•IS 202-1- Name: b2_LName:James D. Crammond Name: Title: Center Director Title: putet.AL %t.tbaJ_SYOte.gLret... By V. / Date: / ZZ Na e: v;. L.Le :x0 Title: Lite gV\cur- By I `J Date: Name: Title: "44" T:" OP United States Department of the Interior -- ym `"�_ � 8 U.S. GEOLOGICAL SURVEY f Oregon Water Science Center �gacH 3 is° 2130 SW 5th Avenue Portland, OR 97201 April 19, 2022 Mr. Scott Fleury Public Works Director City of Ashland-Public Works 51 Winburn Way Ashland, Oregon 97520 Dear Mr.,Fleury: Enclosed is a siged original of our standard joint-funding agreement for the operation and maintenance of the 3 gages, West and East Fork Ashland Creeks (14353000, 14353500) and Bear Creek below Ashland Creek at Ashland, OR(14354200), during the period October 1, 2022 through September 30, 2023 in the amount of$45,888 from your agency. U.S. Geological Survey contributions for this agreement are$25,812 for a combined total of$71,700. Please sign and return one fully-executed original to Peter Koestner at the address above. Federal law requires that we have a signed agreement before we start or continue work. Please return the signed agreement by October 1,2022. If,for any reason,the agreement cannot be signed and returned by the date shown above,please contact Marc Stewart by phone number (541) 776-4258 or email mastewar@usgs.gov to make alternative arrangements. This is a fixed cost agreement to be billed quarterly via Down Payment Request(automated Form DI-1040). Please allow 30-days from the end of the billing period for issuance of the bill. If you experience any problems with your invoice(s),please contact Peter Koestner at phone number (503)251-3261 or email at pkoestner@usgs.gov. The results of all work performed under this agreement will be available for publication by the U.S. Geological Survey. We look forward to continuing this and future cooperative efforts in these mutually beneficial water resources studies. Sincerely, t`Digitally signed by JAMES JAMES CRAMMONDJ\cRAMMOND Date:2022.05.11 17:20:23-07'00' James D. Crammond Center Director Enclosure 23YFJFA031 • CITY OF ASH LAN •' Council Communication Approval of a Joint Funding Agreement with the US Geological Survey Meeting Date: September 8,2009 Primary Staff Contact: James H. Olson 552-2412 Department: Public Works/Engineering E-Mail: ' olsonj@ashland.or.us Secondary Dept.: Finance Secondary Contact: Pieter Smeenk Approval: Martha Bennett p' v Estimated Time: Consent Agenda Question: • Will the Council approve a joint funding agreement with the US Geological Survey to continue the ongoing water data collection program,which requires the City to provide one half of the$48,240 annual cost and authorize the City Administrator to sign future agreements? Staff Recommendation: Staff recommends that the Council approve a joint funding agreement with the US Geological Survey to continue the ongoing water data collection program and authorize the City to pay one half of the total$48,240 annual cost. Background: Action Summary The US Department of the Interior,through its US Geological Survey(USGS),continues to operate, maintain and calibrate two stream gauging stations on Ashland Creek, and one on Bear Creek near the wastewater treatment plant. Although the stations have been in place for many years,the joint funding agreement is on an annual renewal basis so that minor changes in maintenance costs can be adequately reflected. The Council's approval of this program and agreement would allow the City Administrator to sign this and future annual agreements as long as the costs remain-within approved budget constraints. History Stream gauging stations were first installed on the east and west forks of Ashland Creek in September of 1924. The first stations were cable crossings with a small gondola suspended under the cable. From this cable car, a technician would measure the depth and velocity of the stream at 5-foot intervals across the creek width. This procedure was only done once a year. • The cable crossings have since been replaced with continuous data collectors which transmit water flow data every 15 minutes. The three Ashland gauging stations are part of the USGS's National Streamflow Information Program(NSIP)which has about 4,780 funded stream gauges nationwide. In Oregon there are 183 of these gauges with about 94 of these providing water quality information as well as water flow information.. The Ashland stations provide only water quantity data in the format attached as Exhibits A, B, and C. The data is available online at the USGS website at www.waterdata.usgs.gov/or/nwis under the real-time data for: USGS 14353000—West Fork Ashland Creek USGS 14353500—East Fork Ashland Creek USGS 14354200—Bear Creek • Page 1 of 2 Fr , CITY 4) F SHLAND Related City Policies: The council established policy for approval of annual renewable IGA's requires•that the original IGA be approved by Council and that subsequent renewals may be approved by the City Administator, Council Options: ■ The Council may approve or reject the attached joint funding agreement with the USGS. Potential Motions: • Move to approve the attached joint funding agreement with the USGS • Move to delay or deny approval of the joint funding agreement with the USGS Attachments: Joint Funding Agreement Exhibit A—Water data for West Fork Ashland Creek • Exhibit B—Water data for East Fork Ashland Creek Exhibit C—Water data for Bear Creek Photos • • Page 2 of 2 • Fr , p\ ccs2, Carivk I ,oc semd . s Memota, wVAJO-e, < \ v`e_d AWL Jcrk . SOIrrla\ TO: Joseph L. Lessard, City Manager FROM: Tami De Mille-Campos, Administrative Analyst DATE: 9/15/2022 RE: City Manager Signature Needed for US Dept. of Interior Background: Action Summary The US Department of the Interior, through its US Geological Survey (USGS), continues to operate, maintain and calibrate two stream gauging stations on Ashland Creek, and one on Bear Creek near the wastewater treatment plant. Although the stations have been in place for many years, the joint funding agreement is on an annual renewal basis so that minor changes in maintenance costs can be adequately reflected. The Council's approval of this program and agreement would allow the City Administrator to sign this and future annual agreements as long as the costs remain within approved budget constraints. History Stream gauging stations were first installed on the east and west forks of Ashland Creek in September of 1924. The first stations were cable crossings with a small gondola suspended under the cable. From this cable car, a technician would measure the depth and velocity of the stream at 5-foot intervals across the creek width. This procedure was only done once a year. The cable crossings have since been replaced with continuous data collectors which transmit water flow data every 15 minutes. The three Ashland gauging stations are part 4 the USGS's National Streamflow Information Program (NSIP) which has about 4,780 funded stream gauges nationwide. In Oregon there are 183 of these gauges with about 94 of these providing water quality information as well as water flow information. The Ashland stations provide only water quantity data in the format attached as Exhibits A, B, and C. The data is available online at the USGS website at www.waterdata.usgs.gov/or/nwis under the real-time data for: USGS 14353000—West Fork Ashland Creek USGS 14353500—East Fork Ashland Creek USGS 14354200—Bear Creek Council Action: N/A CITY OF ASHLAND 20 East Main Street Tel:541-488-6002 Ashland,Oregon 97520 Fax:541-488-5311 ,� www.ashland.or.us TTY: 800-735-2900 Signatures Rem wired: n. CM,Daarialige COL razo coTftgan c:601311 Other Relevant Information: Insurance waived or reduced? N/A Who to return to if different from sender? Are all other signatures required collected? Yes If no,please collect before sending them to the City Manager. Are all attachments listed included? Yes Joint Funding Agreement CITY OF ASHLAND 20 East Main Street Tel:541-488-6002 Ashland,Oregon 97520 Fax:541-488-5311 www.ashland.or.us TTY: 800-735-2900 ,�