HomeMy WebLinkAbout2024-078 PO 20250046 Frontier Consulting Engineers, Inc.
Purchase Order
Fiscal Year2025Page:1 of: 1
THISPO NUMBER MUSTAPPEAR ON ALL
INVOICES, AND SHIPPINGDOCUMENTS.
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City of Ashland
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ATTN:Accounts Payable
Purchase
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20 E. Main
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20250046
Order#
Ashland, OR 97520
Phone: 541/552-2010
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Email: payable@ashland.or.us
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VC/O Public Works- Operations
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FRONTIER CONSULTINGENGINEERS,INC.90 NorthMountain Ave.
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2727 BECHELLI LANEAshland, OR 97520
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REDDING, CA 96002Phone: 541/488-5353
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Fax: 541/552-2329
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Vendor Phone NumberVendor Fax NumberRequisition NumberDeliveryReference
20250065
DateOrderedVendor NumberFreight Method/TermsDepartment/Location
DateRequired
07/24/20248817Public WorksDepartment
Item#Description/PartNoQTYUOMUnit PriceExtended Price
Preparation of a Performance Specification for Bri
1Prep of a performance Specification for Briscoe school HVAC1.0EACH$21,000.00$21,000.00
upgrades
Project Account:
***************GL SUMMARY ***************
088400 - 704200$21,000.00
By:Date:
AuthorizedSignature
PO Total$21,000.00
Personal Services Agreement
City InformationConsultantInformation
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City of Ashland
Firm Name:
Jason Strait
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Attn:Contact:
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20 East Main Street
Address:
Ashland, Oregon 97520 Sfeejoh-DB:7113
541-488-5587
641.343.7271
Phone:Phone:
Email:Email:
Contract Summary
Direct Award
Procurement Method:
6/30/25
Completion Date:
$ 21,000.00
Contract Amount:
Preparation of a Performance
Description of Services:
6/21/24
Proposal
Supporting Documents:Dated:
Dated:
Dated:
Dated:
This Personal Services Agreement (hereinafter “Agreement”) is entered into by and between the
City of Ashland, an Oregon municipal corporation (hereinafter "City") and the Consultant listed
under Consultant Information above,("hereinafter “Consultant”), for the services listed under
Description of Services and Supporting Documents as noted in the Contract Summary above.In
the event of conflict between provisions of the Supporting Documents, the Supporting Documents
shall be given precedence in the order listed above.
This Agreement, the Exhibits and theSupportingDocuments shall be construed to be mutually
complementary 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 exhibits or supporting documents. TheConsultant's initials \[_____\]herein signify
acknowledgment and agreement to this provision, if applicable, or if not sign “N/A”.
Consultant’s services are collectively referred to in this Agreement asthe “Work.”
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Page1of Personal Services AgreementBetweenthe City of Ashland and
NOW THEREFORE,in 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 terminate upon the City's affirmative
acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final
payment therefore, but not later than the Completion Date listed under the Contract
Summary in the table one page one of this agreement.
1.1. Time is of the essence. 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 the Work called for by this Agreement within the time specified
herein or within any extension thereof.
2.Compensation: City shall pay Consultant the sum listed as the “Contract Amount” under the
Contract Summary on page one of this document 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 Contract Amount without
the express, written approval from the appropriate Department Head or City Manager.
Payments shall be made within thirty (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.
3.Consultant Obligations:
3.1. 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.
3.2. 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 services to which they will be assigned in a skilled manner
and, if required to be registered, licensed, or bonded by the State of Oregon, are so
registered, licensed, or bonded.
3.3. 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.
Page 2 of Personal Services Agreement Between the City of Ashland and
Frontier Consulting Engineers
3.4.Work Performance Obligation.Consultant shall, at its own risk, perform the Work
described in the Description of Services and in the Supporting Documents and, unless
otherwise specified in this Agreement, furnish all labor, equipment, and materials required
for the proper performance of such Work.
3.5. Certification. Consultant agrees to and shall sign the certification attached hereto as
“Exhibit C” and incorporated herein by this reference.
4.Insurance: Consultant shall, at its own expense, maintain the following insurance:
4.1. Worker’s Compensation. 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.
4.2. Workers’ Compensation Exemption. If applicable, Consultant affirms and certifies that
it is exempt from providing Workers’ Compensation per ORS 656.027.
Exemption criteria: Enter criteria here or delete if not applicable
Consultant initials if exempt: _________ Date: ___________
4.3. Professional Liability insurance with a combined single limit, or the equivalent, of not
less than $2,000,000 (two million dollars) per occurrence. This is to cover any damage
caused by error, omission or negligent acts related to the Work to be provided under this
Agreement.
4.4. 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.
4.5. 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.
4.6. 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 thirty (30) days’
prior written notice from the Consultant or its insurer(s) to the City.
4.7. 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
Frontier Consulting Engineers
Page 3 of Personal Services Agreement Between the City of Ashland and
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.
5.Termination:
5.1. Mutual Consent. This Agreement may be terminated at any time by the mutual consent
of both parties.
5.2. City's Convenience. This Agreement may be terminated by City at any time upon not
less than thirty (30) days’ prior written notice delivered by certified mail or in person.
5.3. 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:
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; or
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 Agreement; or
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.
5.4. For Default or Breach. 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.
5.4.1. 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 in its obligations under the Agreement; or attempts to assign rights in, or
delegate duties under, this Agreement.
Frontier Consulting Engineers
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5.5.Obligation/Liability of Parties.Termination or modification of this Agreement pursuant
to subsections 2.1, 2.2, or 2.3 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 of whether such notice is
given pursuant to subsection 2.1, 2.2, 2.3, or 2.4 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 documents, information, works-in-progress 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
6/2-6/3-6/4-ps6/5
accordance with this Agreement.
5.6. The rights and remedies of City provided in this subsection are not exclusive and are in
addition to any other rights and remedies provided by law or under this Agreement.
Indemnification:
Consultant’s Compliance with Tax Laws:
Living Wage Requirements: If the amount of this Agreement is $25,335.05 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 B”
predominantly in areas where it will be seen by all employees.
Notice: Whenever notice is required or permitted to be given under this Agreement, such
notice shall be given in writing to the other party by personal delivery, by sending via a
reputable commercial overnight courier, by mailing using registered or certified United States
mail, return receipt requested, postage prepaid, or by electronically confirmed at the
addresses set forth on page one of this agreement with a copy to:
Frontier Consulting Engineers
Page 5 of Personal Services Agreement Between the City of Ashland and
City of Ashland – Legal Department
20 E. Main Street
Ashland, Oregon 97520
Phone: (541) 488-5350
10.General Provisions:
10.1. Ownership of Work/Documents: All Work, work product, or other 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.
10.2. 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.
10.3. 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.
10.4. 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.
10.5. Governing Law: This Agreement shall be governed by the laws of the State of
Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any
action arising under this Agreement shall be in the Circuit Court of the State of Oregon
for Jackson County unless exclusive jurisdiction is in federal court, in which case
exclusive venue shall be in the federal district court for the district of Oregon. Each party
expressly waives any and all rights to maintain an action under this Agreement in any
Frontier Consulting Engineers
Page 6 of Personal Services Agreement Between the City of Ashland and
other venue, and expressly consents that, upon motion of the other party, any case may
be dismissed, or its venue transferred, as appropriate, so as to effectuate this choice of
venue.
11.Merger: 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.
Frontier Consulting Engineers
Page 7 of Personal Services Agreement Between the City of Ashland and
WITNESS WHEREOF, the parties have executed this Agreement in their respective names by
their duly authorized representatives as of the dates indicated below. This Agreement may be
executed in two counterparts, each of which shall be deemed an original, with equal force and
effect as if executed in a single document.
Frontier Consulting Engineers
Cityof Ashland:
By:___________________________________
Signature
____________________________________
Cfo!Bcsbibntfo
________________________________
Date
Printed Name
Qsftjefou
________________________________
Title
Purchase Order No.
1802303135
_______________________ _________________________________
Date
(W-9 is to be submitted with this signed Agreement)
APPROVED AS TO FORM:
____________________________________
City Attorney
8/22/35
____________________________________
Date
Frontier Consulting Engineers
Page8of Personal Services AgreementBetweenthe City of Ashland and
EXHIBIT B
Page 1 of 1: Exhibit B
Exhibit C
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 this Agreement 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 professional standards, and (d) Consultant is qualified, professionally
competent, and duly licensed (if applicable) to perform the Work. Consultant also certifies under
penaltyof 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 criteriathat apply to its business.
CB
______(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.
CB
______(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
CB
______(3) Telephone listing is used for the business separate from the personal residence
listing.
CB
______(4) Labor or services are performed only pursuant to written contracts.
CB
______(5) Labor or services are performed for two or more different persons within a period
of one year.
CB
______(6) Consultant assumes financial 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.
___________________________________
Consultant’s signature
1802303135
___________________________________
Date
Page 1 of 1: Exhibit C
June 21, 2024
Jason Strait
City of Ashland
51 Winburn
Ashland, OR 97520
Re:Briscoe ES HVAC Update
Proposal for Engineering Services
Jason,
Weappreciate the opportunity toprovide a proposalfor engineeringservicesrelated to the above-
referenced project. Based on review of the HVAC investigation reportand discussions with you, we
understand that the project consists ofreplacing existing HVAC systems serving the lower wing and gym at
the George A. Briscoe School, a total area of 21,300 square feet.Thescope of work related to the mechanical,
electrical,and plumbingsystems is as follows:
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Provide new roof mounted VRF heat pumps and ductless fan coils serving the classroomsand
supporting spacesOnly rooms currently served by existing steam
heating coils will be provided with new fan coils.
Provide new roof mounted energy recovery ventilators for ventilation of the classroom and
supporting spacesper latest edition of the Oregon Mechanical Specialty
Code.
Provide new packaged heat pump unit serving the gym. An electrical service upgrade is assumedto
accommodate new heat pump and electric resistance heating.
Provide new ductwork from the energy recovery ventilators and packaged heat pump unit.
Provide new outside air intakes and exhaust air discharges either in the form of roof ventilators or
wall louvers.
Existing steam/hot water heating coils, steam/hot water piping and boiler to be abandonedin place.
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Structural engineering evaluation of roof loads at locations where new HVAC units exceeding the size
of mini split heat pumps will be located.
Structural analysis ofexisting roof framing and bearing locations for install of new roof mounted
HVAC units.
Provide roof framing assessment report for support of new rooftop equipment.
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Condensate drain piping design for new fan coils.
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2727 Bechelli LaneFrontier Consulting Engineers, Inc.phone (530) 232-6160
Redding, CA 96002 www.frontierce.com fax (530) 232-2770
City of Ashland Briscoe ES HVAC Update
June21, 2024Page 2of 3
Power design for new HVAC equipment.
Design for electrical service upgrade.
SCOPE OF WORK FOR PERFORMANCE SPECIFICATION OPTION
We understand that the scope of work for this project will consist of the following:
1.Performance Specification: Perform one (1) site visit to evaluate existing conditions. Evaluate existing
electrical system capacity to determine if service upgrade will be required. Provide zoning plans with
proposed HVAC systems. Evaluate building structural capacity for new equipment. Prepare an
estimate of construction costs. Develop performance specification and schematic plan for design-
build project, using PDF markups. This option does not include preparation of construction
documents, energy compliance calculations, or engineering stamps. The deliverable will be a
schematic mechanical and electrical plan and a performance specification for mechanical, electrical,
and plumbing disciplines, as well as structural evaluation.
2.Bidding Assistance Phase: Assist the City in establishing list of Bidders or proposers. Participate in
pre-bid conferences. Respond to questions from Bidders or proposers and clarifications or
interpretations of the Bidding Documents. Prepare addendums as required. Review bid proposals
and schedule of values from contractors.
3.Construction Administration Services: Respond to Request for Information. Review and respond to
submittal documents and shop drawings. Provide additional drawings and design feedback. Review
and respond to change orders. Issue clarifications when needed. Provide site visits during
construction to observe the progress of the work. Provide site visits throughout the course of
construction. Provide a punch list at completion of construction.
CONTRACT EXCLUSIONS
The following items are excluded from the Scope of Work described above:
1.Asbestos testing and abatement services.
2.Fire sprinkler design.
3.Fire alarm design.
4.Lighting design.
5.Design services related to additional scope of work beyond what is identified above.
6.HVAC design for the upper wing of the building.
7.Structural design to retrofit the structure beyond what is necessary to support the HVAC equipment.
8.Commissioning services.
9.LEED consulting services.
10.Site visits beyond those described above.
11.Energy compliance calculations.
12.Coordination with utility provider for new service.
13.Construction documents.
PROJECT FEE
The fee for the Scope of Work will be a lump sum fee:
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Performance Specification Phase $ 17,500
Bidding Phase $ 2,000
Pre-Bid Walkthrough $ 1,500
Construction Administration Phase hourly
Total Fee $ 21,000
2727 Bechelli Lane Frontier Consulting Engineers, Inc. phone (530) 232-6160
Redding, CA 96002 www.frontierce.com fax (530) 232-2770
City of Ashland Briscoe ES HVAC Update
June21, 2024Page 3of 3
This includes all expenses such as travel, printing, and postage. All services will be invoiced monthly based on
the percent of work completed at that time. This proposal will be valid for a period of thirty (30) calendar
days. Please do not hesitate to contact me if you have any questions or concerns.
Sincerely,
Nathaniel Warfield, P.E.
Mechanical Engineer
2727 Bechelli Lane Frontier Consulting Engineers, Inc. phone (530) 232-6160
Redding, CA 96002 www.frontierce.com fax (530) 232-2770