HomeMy WebLinkAbout2022-156 PO 20200387 Amnd #2- RH2 Engineering Inc Purchase Order
'MS Fiscal Year 2020 Page: 1 of: 1
3'r '' it' 1t, 0 1.it'- -` LE'er
B City of Ashland
CITY RECORDER
L ATTN: Accounts Payable Purchase
L20 E. Main
Ashland, OR 97520 Order# 2 O�Q O�QQ V�
T Phone: 541/552-2010
O Email: payable@ashland.or.us
✓ RH2 ENGINEERING, INC H C/O Public Works Department
N 22722 29TH DRIVE SE, SUITE 210 I 51 nburn Way
D BOTHELL, WA 98021 P Ashlaland, OR 97520 •
R Email: AP@RH2.COM Phone: 541/488-5347
O
Fax: 541/488-6006
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04/03/2020 1229 FOB ASHLAND OR City Accounts Payable
Sanitary Sewer Master Plan
1 Comprehensive Sanitary Sewer Master Plan 1.0 $298,452.00 ' $298,452.00
Personal Services Agreement(Greater than $25,000.00)
Completion date: 12731/2021
Processed change order 09/15/2021
Amendment No. 1 (
Completion date: March 31-, 2022
Project Account:
2 ADDED: Processed change order 07/14/2022 1.0 $26,504.00 $26,504.00
Amendment No. 2
Additional Services
Project Account:
***************GL SUMMARY***************
086300-604100 $324,956.00 .
By: ! II( IJ
�flk Date: qV _ -
Authoriz-• ignature � � � 324 956.00
, FORM #lo CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request for a Change Order
Name of Supplier 1 Contractor 1 Consultant: RH2 Engineering INC e.Total.amount of this`
Purchase Order Number:20200387
contract amendment
$ 26:,504
Title 1 Description:Comprehensive Sanitary Sewer MP
❑� Per attached contract amendment
Contract Amendment
Original contract amount $298,452.00 100 %of original contract
Total amount of previous contract amendments o %of original contract
Amount of this contract amendment 26,504.00 8.88 %of original contract
TOTAL AMOUNT OF CONTRACT $324,956.00 108.8 %of original contract
In accordance with OAR 137-047-0800:1)The amendment is within the scope of procurement as described in the solicitation documents,Sole Source notice or approval of Special
Procurement.2)The amendment is necessary to comply with a change in law that affects performance of the contract.3)The amendment results from renegotiation of the terms and
conditions,including the contract price,of a contract and the amendment is advantageous to the City of Ashland,subject to all of the following conditions:a)goods and services to be
provided under the amended contract are the same as the goods and services to be provided under the unamended contract b)The City determines that,with all things considered,the
amended contract is at least as favorable to the City as the unamended contract;c)The amended contract does not have a tota I term greater than allowed in the solicitation document,
contract or approval of a Special Procurement.An amendment is not within the scope of the procurement if the City determines that if it had described the changes to be made by the
amendment in the procurement documents,it would likely have increased competition or affected award of contract
Contract amendment is within the scope of procurement: YES • NO (If"NO",requires Council approval 1 Attach copy of CC.)
Sourcing Method:
SMALL PROCUREMENT—Not exceeding$5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT,QRF or
❑"YES",the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50
amendments s$6,000. . 0 "YES",the total amount of cumulative amendments 0"YES",the total amount of original contract and
❑If"NO",amount exceeding authority requires s 25%of original contract amount or$250,000 cumulative amendments s$100K for Goods&Services,s
Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$50K forAttomey Fees.
Communication. 0 If"NO",amount exceeding authority requires 0 If"NO",amount exceeding authority requires Council
❑ Exempt—Reason: Council approval.Attach copy of Council approval.Attach copy of Council Communication.
PERSONAL SERVICES(Direct Appointment) Communication. 0 Exempt—Reason:
❑ "YES",cumulative amendments s$35,000 0 Exempt—Reason:
❑ If"NO",requires council approval.(Attach CC)
INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT
Goods&Services•>$5,000 and<$100,000 0 "YES",the total amount of cumulative amendments ❑ Written Findings:Document the nature of the
Personal Services•>$5,000 and<$75,000 s 25%of original contract amount or$250,000 emergency,including necessity and circumstances
❑ "YES",the total amount of cumulative whichever is less. requiring the contract amendment
amendments s 25%of original contract amount 0 If"NO",amount exceeding authority requires 0 Obtain direction and written approval from City
❑If"NO",amount exceeding authority requires Council approval.Attach copy of Council Administrator
Council approval.Attach copy of Council Communication. 0 If applicable,attach copy of Council Communication
Communication. 0 Exempt—Reason: 0 Exempt—Reason:
❑ Exempt—Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑"YES",the total amount of original contract and cumulative amendments are 0 Renewal of Intergovernmental Agreement:Terms modified in accordance with initial
within the amount and terms initially approved by Council as a Special agreement OR cost will not be more than 25%greater than initial agreement.Renewal
Procurement. approved by City Attorney and department head affected by renewal and approved/signed
❑ If"NO",amount exceeding authority requires Council approval. by City Administrator.AMC 2.28.045(B)
Attach copy of Council Communication. 0 If"NO",Council approval is required.Attach copy of Council Communication
Project Number Account Number - Account Number 086300.604100
*Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
Employee Signature:j(,(jite Department Head Signatur S -7-. S.2b%L
C -
—. rth•.$5,000)
C,jty Manager: • , . / -0 -
�% ' f ontract and ad., a gre ter than$35,000)
Funds appropriated for current fiscal year: 0/ NO • Z--
Fi fl I e.or(E.. a/to or greater than$5,000) Date
Comments:
Form#10-Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4/23/2020
F1112RH2 ENGINEERING,INC.
22722 29th Dr.,Suite 210 Letter of Transmittal
Bothell,WA 98021
425.951.5400 or 800.720.8052
Fax:425.398.2774
DATE: June 27,2022 JOB NO.: COA 1019-203
ATTENTION: Chance Metcalf
TO: City of Ashland RE: City of Ashland
51 Winburn Way Amendment No. 2—
Ashland, OR 97520 Comprehensive Sanitary Sewer Master Plan (SSMP)for
Signature
Sent Via: Email
WE ARE SENDING YOU THE FOLLOWING:
X Attached Under Separate Cover Via:
Shop Drawings Prints Plans Samples Specifications
Copy of Letter Change Order Submittals
CONTENTS:
COPIES DATE NO. DESCRIPTION
1 6/27/22 8 pgs Personal Services Agreement Amendment No. 2 for the Comprehensive
Sanitary Sewer Master Plan(SSMP)for City signature.
THESE ARE TRANSMITTED AS CHECKED BELOW:
For approval Approved as submitted Resubmit copies for approval
For your use Approved as noted Submit_copies for distribution
As requested . - Returned for corrections Return_corrected prints
For your information X Signature
For review and comment For bids due: Prints returned after loan to us
REMARKS:
Enclosed is Amendment No. 2 to the Personal Services Agreement for the above-referenced project for
execution.
Please forward a fully executed version of the contract to hfarris@rh2.com or contracts@rh2.com.
Payments can be sent to ap@rh2.com or to:
RH2 Engineering, Inc.
Attn: Accounts Payable
22722 29th Drive SE,Suite 210
Bothell,WA 98021 •
•
COPY TO: H Farris,J Ballard SIGNED:
06/27/22 3:14 PM 1:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\AMENDMENT NO 2\TRANST C METCALF RE AMEND NO.2 PSA SS MASTER PLAN FOR COA SIGN 20220627.DOCX
CONTRACT PAGE 1 OF 8
AMENDMENT NO. 2
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
("City")
and
RII2 ENGINEERING INC.,
("Contractor")
for
COMPREHENSIVE SANITARY SEWER MASTER PLAN
RECITALS
A. The City and Contractor previously entered into a Personal Services Agreement
effective February 28, 2020 (the "Agreement") to Contractor provide comprehensive
sanitary sewer services; and
B. The City and Contractor wish to amend the Agreement to extend the term of the
Agreement and increase the compensation.
AGREEMENT
NOW THEREFORE, in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows:
1. Amend the Completion Date as follows,with strikeout wording deleted and underscored
wording added:
COMPLETION DATE: March 31, 2022 August 15, 2022
2. Amend Section 2 of the Agreement as follows, with strikeout wording deleted:and
underscored wording added:
2.1 City shall pay Provider the sum of$324,956.00 (three hundred twenty-four thousand
nine hundred fifty-six dollars) $298�2,00 as provided herein as full compensation
for the Work as specified in the SUPPORTING DOCUMENTS.
2.2 In no event shall Provider's total of all compensation and reimbursement under this
Agreement exceed the sum of $324,956.00 (three hundred twenty-four thousand
nine hundred fifty-six dollars) $298,152.00 without the express, written approval'
from the City official whose signature appears below, or such official's successor in
office. Provider expressly acknowledges that no other person has authority to order
or authorize additional Work which would cause this maximum sum to be exceeded
Page 1 of 2: Amendment No.2 to Personal Services Agreement
CONTRACT PAGE 2 OF 8
and that any authorization from the responsible official must be in writing.
Provider further acknowledges that any Work delivered or expenses incurred
without authorization as provided herein is done at Provider's own risk and as a
volunteer without expectation of compensation or reimbursement.
3. This Amendment No. 2 is effective upon being signed by both parties.
4. Except as specifically modified by this Amendment No. 2,the terms and conditions of the
Agreement remain in full force and effect.
IN WITNESS WHEREOF the parties have caused this Amendment No. 2 to be signed in their
respective names by their duly authorized representatives as of the dates set forth below:
CITY OF ASHLAND,OREGON RH2 ENGINEERING,INC.(CONTRACTOR)
By: By:
Printed Name: Scsxr Printed Name: Richard L. Ballard
Title: p1H c years ptrtEct-UL Title: Director
Date: g. .21b2.Z Date: June 27, 2022
foto'�' , 'Ord,
k)0 k Le5s-circi
Page 2 of 2: Amendment No.2 to Personal Services Agreement
CONTRACT PAGE 3 OF 8
EXHIBIT A
Scope of Work
City of Ashland
Amendment No. 2
Additional Services
Comprehensive Sanitary Sewer Collection System Master Plan
June 2022
Background
RH2 Engineering, Inc., (RH2) completed a Comprehensive Sanitary Sewer Collection System Master
Plan (CSSCSMP)in early 2022 for the City of Ashland (City) under the original contract for this project.
The City has tasked RH2 with preparing presentation materials and presenting the CSSCSMP at the
City Council meeting scheduled for July 19, 2022.Additionally,the City would like RH2 to modify the
CSSCSMP by adding in Climate and Energy Action Plan (CEAP) language to align more closely with the
City's energy conservation goals. Services outlined in this Scope of Work will be performed to the
level of effort identified in the accompanying Fee Estimate. Throughout the course of the original
project, RH2 performed additional items. A description of the additional work is included in this
amendment under Task 4.
Task 1— Project Management
Objective: Coordinate with City staff. Manage the RH2 project team, including monitoring of the
project budget and schedule, and maintaining communication.
Approach:
1.1 Provide direction,coordination,and management to the RH2 project team. Coordinate with the
City.This subtask includes the following:
• Organize, manage, and coordinate the RH2 team, and implement quality assurance and
quality control to perform this Scope of Work in close coordination with City staff.
• Prepare monthly invoices.
• Create, maintain, and update an internal project schedule.
RH2 Deliverables:
• Regular communication with the City, either verbally or in writing, as required.
• Monthly invoices in electronic PDF.
1
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CONTRACt PAGE 4 OF 8
City of Ashland Exhibit A
Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work
Additional Services Amendment No.2
Task 2— Revise Master Plan
Objective: Revise the CSSCSMP to include the language addressing the City's CEAP.
Approach:
2.1 Revise CSSCSMP to include CEAP language. Additions will be made to the Executive Summary
and I/I Reduction Plan chapter only.
Provided by City:
• Preferred language to address CEAP. This has already been provided to RH2 via email
correspondence.
RH2 Deliverables:
• Revised CSSCSMP in electronic PDF.
Task 3— Prepare Presentation and Present at Council Meeting
Objective: Prepare a presentation and present at the City Council meeting.
Approach:
3.1 Prepare City Council presentation and provide to City for review. Incorporate City review
comments and finalize.
3.2 Present at City Council meeting.
Provided by City:
• Review of draft presentation.
RH2 Deliverables: •
• Draft and final presentation in electronic format(PowerPoint).
• Attendance at City Council meeting to give presentation.
Task 4—Additional Services
Objective: Additional services performed by RH2 in preparation of the CSSCSMP. This work was
already performed by RH2.
Approach:
4.1 Drainage Basin Boundaries: Drainage basin boundary definition work. This work involved an
update in GIS of the City's collection system drainage basins. Having clearly defined drainage
basin boundaries helped refine a higher level of accuracy in the hydraulic model.Clearly defined
drainage basins give a clearer picture of how the collection system operates and help to identify
bottle necks and other deficiencies.
4.2 SCADA Data Extraction and Conversion: Supervisory control and data acquisition (SCADA) data
extraction and conversion to Excel format. RH2 assisted the City with data extraction and
2
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CONTRACT PAGE 5 OF 8
City of Ashland Exhibit A
Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work
Additional Services Amendment No.2
conversion, which was a necessary component in understanding the current operation of the
collection system facilities that have telemetry and the loading within the associate drainage
basins. It was originally assumed that this work would be performed by City staff or a contractor
hired by the City.
4.3 Sanitary Sewer Model Update: Additional effort to support the sanitary sewer model update.
The City's existing InfoSewer model was planned to be converted to SewerGEMS and updated
for preparation of the CSSCSMP. The InfoSewer model was skeletonized, meaning only select
piping was included. RH2 built a new model of the complete collection system in SewerGEMS
using the City's GIS information. The complete model provided a more detailed hydraulic
evaluation than could have been achieved with a skeletonized model.
4.4 Side Sewer Condition Assessment: RH2 prepared side sewer customer surveys to assist the City
with data collection. Review of each of the side sewer video inspections was performed and
summaries of the videos and data were provided as appendices to the CSSCSMP. Collection
system condition data was expected to be provided by the City in Cartegraph.The City was not
able to provide this format, which added additional effort to the condition assessment. As
discussed in the CSSCSMP, side sewers can be a significant source of inflow/infiltration (I/I).The
additional effort on the side sewer assessment helped inform the capital improvement plan and
will help the City prioritize I/I reduction and maintenance efforts. Reduction in I/I could
potentially eliminate or delay the need for capacity-related infrastructure projects in the future,
resulting in potential savings for the City and improving the collection system efficiency. I/I
reduction also would align with the City's CEAP goals by reducing the total amount of treatment
necessary.
4.5 Project Management: Additional project management effort expended. The timeline for the
City's data collection was extended based on a change agreed upon with the City (extending
the flow monitoring period and moving side sewer inspections until after completion of flow
monitoring),causing delays to the project.Additional project management effort was expended
due to these delays and the resulting extended project schedule.The schedule change resulted
in the opportunity to collect additional flow monitoring data during the rainy season.
Establishing typical wet weather flows is crucial for determining rainfall-dependent I/I.
Targeting the source and type of I/I puts the City in a position to successfully reduce I/I and
improve overall collection system efficiency.
Assumptions:
• Task 4 will include billing for the work described in subtasks 4.1 through 4.5, which has already
been performed.
RH2 Deliverables:
• A final invoice for the additional work RH2 performed as described in subtasks 4.1 through
4.5 in electronic PDF.
3
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•
CONTRACT PAGE•6 OF 8
City of Ashland Exhibit A
Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work
Additional Services Amendment No.2
Project Schedule
RH2 can commence with the CSSCSMP Amendment No. 2 — Additional Services upon written
authorization from the City and will continue until completion of the project. The City Council
meeting is scheduled for July 19, 2022, which is the projected project end date.
4
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, d CONTRACT PAGE 7 OF 8
EXHIBIT B
Fee Estimate
City of Ashland
Amendment No.2
Comprehensive Sanitary Sewer Collection System Master Plan
Additional Services
Jun-22
Total Total!Alio]: Total Expense' Total Cost. ,
Description ...,. Hours '
Task 1 Project Management 4 $ 752 I $ 19 I $ 771
Task 2 Revise Master Plan 5 $ 756 I $ 19_ $_ - 775
Task 3 Prepare Presentation and Present at Council Meeting I 36 I.$ 6,847 I $ 190 I $ 7,037
Task 4 Additional Services - I $ -I $ - I $ 17,921
PROJECT TOTAL, .':, . 45 $_, 8,355 $ 228; '$. 26,504;
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t
i ' CONTRACT PAGE&OF 8
EXHIBIT C
•
RH2 ENGINEERING, INC.
2022 SCHEDULE OF RATES AND CHARGES
RATE LIST RATE UNIT
Professional I $153 $/hr
Professional II $166 $/hr
Professional III $182 $/hr
Professional IV $198 $/hr
Professional V $210 $/hr
Professional VI $227 $/hr
Professional VII $241 $/hr
Professional VIII $252 $/hr
Professional IX $252 $/hr
Control Specialist I $138 $/hr
Control Specialist II $149 $/hr
Control Specialist III $164 $/hr
' Control Specialist IV $180 $/hr
Control Specialist V $190 $/hr
Control Specialist VI $205 $/hr
Control Specialist VII $218 $/hr
Control Specialist VIII $229 $/hr
Technician I $114 $/hr
Technician II $126 $/hr •
Technician III $144 $/hr
Technician IV $155 $/hr _ _
Technician V $168 $/hr
Technician VI $184 $/hr
Technician VII $200 $/hr
Technician VIII $209 $/hr
Administrative I $76 $/hr
Administrative II $89 $/hr
Administrative III $105 $/hr
Administrative IV $126 $/hr
Administrative V $147 $/hr _
CAD/GIS System $27.50 $/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)11"X 17" $2.00 price per copy
Technology Charge 2.50% %of Direct Labor
price per mile
Mileage $0.5850 (or Current IRS Rate)
Subconsultants 15% Cost+
Outside Services at cost
Rates listed are adjusted annually.