HomeMy WebLinkAbout2025-149 AGRMT AMND #8 - HDR Engineering Inc. AMENDMENT NO. 8
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
City"'")
and
HDR ENGINEERING INC
("Cotrsultalit")
for
Design of a 7.5 Million Gallon a Day (MGD)water treatment plant—Phase 2: Final
Engineering
RECITALS
A. The City and Consultant previously entered into a Personal Services Agreement effective October
21, 2019 (the "Agreement"), for the Design of a 7.5 MilIion Gallon a Day (MGD) Water Treatment
Plant.
B. The City and Consultant now wish to amend the Agreement to increase the amount of
compensation to be paid to Consultant and to extend the expiration date.
AGREEMENT
NOW THEREFORE, in consideration of the mutual benefits and obligations set forth
herein, the parties agree as follows;
I. Amend the amount of compcnsation from $5,211,689 (five million, two hundred and eleven
thousand, six hundred and eight nine dollars)to $5,807,882 (five million, eight hutrdred and
seven thousand, eight hundred and eighty two dollars), at) increase of$596,193 (five hundred
and ninety six thousand, one hundred and ninety three dollars) as provided herein as full
compensation for the Work as previously defined in the original agreement, subsequent
approved amendments and the attached HDR supporting documentation that is incorporated
herein.
2. Amend the Term of the Agreement to extend the expiration date of the PO to December 31"
2026.
3. This Amendment No. 8 is effective upon being signed by both parties.
4. Except as specifically modified by this Amendment No. 8, the terms and conditions of the
Agreement remain in full force and effect
Page t of 2: Amendment No.8 to Personal Services Agreement between(he City of Ashland and HDR Engineering tile.
IN WITNESS WHEREOF the patties have caused this Amendment No. 8 to be signed in their
respective banes by their drily authorized representatives as of the dates set fot-th below:
CITY OF S LAND, ORE, HDR ENGINEERING INC
we
C t U✓ ` Digitally signed by Tracy
i Ellin
�] Date:2025.12.18
B y. B y: 20:34 03-08'00'
CityManager: Sabrina Cotta
Printed Name: Tracy Ellwein
Date: �lW�'V�� f/� title: Senior Vice President
12/18/2025
Date:
Page 2 of 2: Amendment No. 8 to Personal Services Agreement between the City of Ashland and HDR Engineering Inc.
December 12, 2025
Jason Strait, P.E., Public Works Project Manager
City of Ashland, Public Works
51 Winburn Way
Ashland, Oregon 97520
Subject: Design of a 7.6 MGD Water Treatment Plant(WTP)
Amendment No. 8 -- Request for Additional Services to Develop the Final Bid
Package for the Water Treatment Plant
Dear Mr. Strait:
HDR is providing professional engineering services to the City of Ashland (City)for the design of
the new WTP at the Granite site. HDR's agreement with the City has been amended seven limes
since it was executed on October 21, 2019:
Amendment 1 (Envision assessment)executed December 13, 2019
Amendment 2 (No-cost schedule extension) executed July 28, 2021
Amendment 3 (Additional design services) executed September 12, 2022
Amendment 4 (Additional design services) executed September 12, 2023
Amendment 5 (Additional design services for Chemical Storage) executed January 30, 2024
Amendment 6 (Additional design services for Creek Crossing Bid Package)executed
February 26, 2025
Amendment 7 (Engineering Services during Construction for Creek Crossing) executed July
18, 2025
HDR completed development of the 100% design submittal for the new WTP as one bid package
and provided it to the City. The City requested HDR divide the project into two separate bid
packages, one for the culvert crossing at Ashland Creek and appurtenant elements and the
second to be the new WTP.Amendment 6 funded preparation of the culvert crossing bid
package, which was completed in May 2025. The culvert crossing package is currently in
construction.
This Amendment (Amendment 8) provides HDR's proposed scope of work and fee for updating
the WTP design based on updates to the 2025 Oregon building codes and completing the
revised WTP bid package, with the culvert crossing removed. The principal activities to be
completed are:
• Updating drawings and specifications to remove project elements already being
constructed as part of the Creek Crossing project;
• Updating the structural basis of design from the 2014 Oregon Structural Specialty Code to
the 2025 Code;
• Updating the energy efficiency basis of design from the 2014 Oregon Energy Efficiency
Specialty Code to the 2025 Code;
• Complete a topographic and tree survey to confirm required tree protection and tree
removal within the project area;
hdrinc.com 1455 NW Irving Street,Suite 800,Portland,OR 97209-2276
(503)423-3700
City of Ashland, OR
Design of a 7.5 MCD Water Treatment Plant
Request for Additional Services to Develop the Final Bid Package for the WTP
• Finalizing the design for the canopy to be installed over the filters;
• Resubmitting permitting documents to Oregon Health Authority;
A summary of the scope of work to be provided is summarized in the paragraphs below.
Additional Project Management
The task includes additional project management due to extension of the project schedule.As a
part of this task HDR will monitor the project scope, schedule, and budget as well as provide
monthly status reports and invoices.
Assumptions
1. Project duration for the additional scope of work will be 8 months from NTP.
Deliverables
1. Monthly progress reports and invoices.
WTP Final Engineering
Develop final design including revisions to previously completed drawings, technical
specifications and cost estimates to prepare the final bid documents for the new WTP,
HDR Services
1. HDR will revise and update drawings and technical specifications from the 100%submittal
for the WTP to develop a final bid package for the new WTP that excludes work associated
with the Creek Crossing,
2. HDR will attend a 1-day Code Review Workshop with the City of Ashland to define work
associated with updating the design for the WTP to meet the requirements of the 2025
Oregon Structural Specialty Code and 2025 Oregon Energy Efficiency Specialty Code.
The workshop will be held at the City of Ashland Public Works office and will be attended
by up to 4 HDR staff. Prior to the workshop HDR staff will review the changes to the codes.
During the workshop, HDR will discuss the changes to the codes with City staff and
determine if the WTP design will need to be updated for compliance with the new codes.
3. HDR will subcontract with AKS Engineering & Forestry, LLC to perform a topographic and
tree survey for the creek crossing and WTP project areas. The tree survey will be
performed to confirm tree protection and tree removal requirements as well as overall tree
replacement that will be required. Trees 6-inch in diameter at breast height (DBH)will be
included in the tree survey. The survey will include:
a) Survey, title, road, and as-built research
b) Locating existing property corner monuments of record
c) Establishing properly lines, right-of-way lines, and easements
d) Elevating site to the North American Vertical Datum of 1988 (NAVD 88)
e) Establishing North American Datum of 1983 (NAD 83) 2011 State Plane Coordinates
f) Coordinating public utility locates
g) Providing notice to adjoining property owners
h) Field tying:
Page 2 of 5
City of Ashland, OR
Design of a 7.5 MGD Water Treatment Plant
Request for Additional Services to Develop the Final Bid Package for the WTP
1. Above ground located utilities (e.g. sanitary, storm, water, gas, power,
communications)
2. Hard surfaces (e.g, curb, sidewalk, concrete, asphalt, driveway drops, ramps)
3. Traffic signal poles, light poles, and signs
4. Trees 6-inch diameter at breast height and greater
5. Possible encroachments (e.g. fences, buildings, eves, walls, significant
landscaping)
6. Natural ground and break lines for 1-foot contours
i) Preparing an Existing Conditions Map showing the above items that can be
used for design purposes
4. Perform a quality review of the final WTP bid package, focused on the elements that have
been updated.
5. Constructabiiity Review will be completed by a third party to identify design or construction
features that may shorten construction durations, improve safety during construction,
reduce construction activities, or lower the overall construction cost. HDR will participate
in a 2 day Constructability Review Workshop for the final WTP bid package with the City
and third-party reviewers to discuss the findings of the review. The workshop will be held
at the City of Ashland Public Works office and will be attended by up to 3 HDR staff.
Assumptions
1. At least 27 drawings from the 100% submittal for the WTP will need to be updated to
incorporate the work completed as part of the culvert crossing project.Other drawings may
also require updates to develop the revised bid package for the WTP which will have a
total of approximately 400 sheets.
Deliverables
1, Final Bid Package for WTP; Includes sealed drawings, compiled project specifications
(HDR's technical specifications and City's contract specifications) and 3D Model.
Additional WTP Permitting Support
Provide City with assistance as necessary for updating permit applications for conditional land
use, building, fill/removal permits from City of Ashland, Jackson County, ODSL, and USACE.
Submit new application for Approval for Construction from Oregon Health Authority,
HDR Services
1. Update permit documents.
2. Prepare information for use in permit applications as needed,
3. Assist the City in consultations regarding permit applications.
4. Prepare project permit applications for the City to submit and pay for,
Assumptions
1. City will be responsible for permit application fees.
Deliverables
1. Revised permit applications.
Page 3 of 5
City of Ashland,OR
Design of a 7.5 MGD Water Treatment Plant
Request for Additional Services to Develop the Final Bid Package for the WTP
Bidding Support for WTP Project
HDR will assist the City and provide bid phase services associated with the WTP project. This
task includes providing bid phase support for the WTP including completing the following:
HDR Services
1. Assist the City with advertising the WTP project.
2. Participate in the pre-bid conference for the WTP project.
3. Respond to questions from prospective bidders.
4. Prepare and issue up to two addenda as directed by the City.
5. Prepare bid tabulation sheet and assist the City in evaluating bids for the WTP project.
6. Provide Recommendation of Award letter for the WTP project.
Assumptions
1. Pre-Bid Conference will occur at the City and be attended in-person by Pierre Kwan (or a
designee).
2. The City will be responsible for all effort associated with advertising the WTP project.
3. HDR will not provide dispute resolution services between the City and bidders.
4. HDR will issue up to two addenda, up to the level of effort agreed to in the fee estimate.
5. Scope does not include project rebidding. HDR efforts to support a rebid will be funded by
an amendment to this contract.
Deliverables
1. Pre-Bid Conference Meeting Minutes
2. Addenda
3. Bid Tabulation and Recommendation of Award Letter
Re-Design for Building Code Updates (Contingency Task)
Re-design will be completed to update the structural basis of design from the 2014 Oregon
Structural Specialty Code to the 2025 Code and update the energy efficiency basis of design
from the 2014 Oregon Energy Efficiency Specialty Code to the 2025 Code.
1. Based on the determinations made during the Code Review Workshop, if necessary, HDR
will update the structural basis of design from the 2014 Oregon Structural Specialty Code
to the 2025 Code and update the energy efficiency basis of design from the 2014 Oregon
Energy Efficiency Specialty Code to the 2025 Code. This will include updating design
calculations, models, drawings and technical specifications.
Assumptions
1, This task will not be completed unless authorized by the City.
2. The existing structural models will not require significant updates.
3. Completion of updates to the 2025 Oregon Structural Specialty Code and 2025 Oregon
Energy Efficiency Specialty Code may require additional effort due to unanticipated work
that may be required. If additional effort is required, HDR will discuss with the City and
negotiate an additional amendment to this contract prior to proceeding.
Page 4 of 5
City of Ashland, OR
Design of a 7.5 MGD Water Treatment Plant
Request for Additional Services to Develop the Final Bid Package for the WTP
Deliverables
1. Revised design calculations, models, drawing and technical specifications.
The fee associated with this Amendment is as follows:
Task No. Description Fee
001 Additional Project Management $40,170
Final WTP Engineering: $256,621
Topographic and tree survey; repackage drawings and
002 technical specs (incl. new filter canopy); quality review of final
bid package; complete review of building code updates and
attend 2-day code review workshop; and attend 1-day
constructability review workshop
003 Additional WTP Permitting Support $16,665
004 Bidding Support for WTP Project $84,787
Total Fee (Tasks 001 through 004) $398,244
Task No. Description Fee
C-001 Re-Design for Building Code Updates $189,984
Total Fee(Contingency Tasks) $189,984
Task C-001 will be completed only following receipt of written authorization from the City and will
be completed on a time and materials basis as shown in the table above. All other tasks will be
completed as part of the base scope.
A detailed fee breakdown for this Amendment is attached as Exhibit A.
We are ready to assist the City immediately to get the WTP package ready to bid. If you have
questions or would like additional information, please contact our Project Manager, Pierre Kwan
at(206) 826-4735 or pierre.kwan@hdrinc.com.
Sincerely,
HDR Engineering, /tic.
Tracy Ellwein, P.E. Pierre Kwan, P.E,
Senior Vice President/Oregon Area Manager Project Manager)
Attachments: Exhibit A—Fee Breakdown
Page 5 of 5
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December 8, 2025
Jason Strait, P.E., Public Works Project Manager
City of Ashland, Public Works
51 Winburn Way
Ashland, Oregon 97520
Subject: Design of a 7.5 MGD Water Treatment Plant(WTP)
Amendment 9—Request for Additional Services to Complete Archaeological
Evaluation of Boulder
Dear Mr, Strait:
HDR is providing professional engineering services to the City of Ashland (City) for the
design of the new WTP at the Granite site. HDR's agreement with the City has been
amended eight times since it was executed on October 21, 2019:
Amendment 1 (Envision assessment) executed December 13, 2019
Amendment 2 (No-cost schedule extension) executed July 28, 2021
Amendment 3 (Additional design services) executed September 12, 2022
Amendment 4 (Additional design services) executed September 12, 2023
Amendment 5 (Add] design services for Chemical Storage) executed January 30, 2024
Amendment 6 (Additional design services for Creek Crossing Bid Package)
executed February 26, 2025
Amendment 7 (Engineering Services during Construction for Creek Crossing)
executed July 18, 2025
Amendment 8 (Additional design services for WTP Bid Package) —submitted 11/24/2025
This Amendment (Amendment 9) provides HDR's proposed scope of work and fee to
complete an evaluation and prepare documentation of a boulder found during construction
of the creek crossing project that may be of cultural significance. HDR will subcontract with
Willamette Cultural Resources Associates, LTD (WCRA) to complete the required 4.
investigation and reporting. HDR will provide oversight and review of the work completed
by WCRA.
hdrinc.com 1455 NW Irving Street,Suite 800,Portland,OR 97209-2276
(503)423-3700
City of Ashland, OR
Design of a 7.5 MGD Water Treatment Plant(WTP)
Amendment 9—Request for Additional Services to Complete Archaeological Evaluation of Boulder
A summary of the scope of work to be provided is provided in the paragraphs below.
Project Management
As a part of this task HDR will monitor the project scope, schedule, and budget as well as
provide progress reports and invoices. This task also includes attendance of meetings with
the City.
Assumptions
1. Project duration for the required scope of work will be 1 month from NTP.
2. HDR and WCRA staff will attend rip to two virtual meetings with the City. Duration
of meetings will be no longer than 30 minutes and up to three HDR staff may
attend.
Deliverables
1. Progress reports and invoices.
Field Documentation
This task includes completion of Field investigation to examine the boulder in question and
document its current and former locations.
HDR Services
1. Coordination with WCRA.
WCRA Services
1. WCRA will examine the boulder and document its current and former locations
using tightly spaced (5-m) meandering pedestrian transects to identify objects on
the surface or within previously disturbed locations.
2. Collect photographs and spatial data.
3. Complete and submit archaeological excavation permit (if required).
Assumptions
1. Field documentation is limited to pedestrian survey of the boulder's current and
former locations only.
2. No excavation or collection of artifacts will be completed without obtaining an
Oregon State Historic Preservation Office (SHPO) archaeological excavation
permit.
Deliverables
1. All photos and spatial data collected will be provided to the City.
Page 2 of 4
City of Ashland, OR
Design of a 7.5 MGD Water Treatment Plant(WTP)
Amendment 9—Request for Additional Services to Complete Archaeological Evaluation of Boulder
Reporting
If required, this task consists of completing preparation of an Oregon Site Record Form
and brief Summary Memo to document the findings and provide any additional
recommendations.
HDR Services
1. Coordination with WCRA.
2. Review Oregon Site Record Form and Summary Memo.
WCRA Services
1. Prepare information for use in permit applications as needed.
2. Assist the City in consultations regarding permit applications.
3. Prepare project permit applications for the City to submit and pay for.
Assumptions
1. WCRA will prepare one site record form if boulder is determined to be culturally
significant. This form will not be prepared if boulder is determined not to be
culturally significant.
2. Summary Memo will be no longer than 1 to 2 pages in length.
Deliverables
1. Oregon Site Record Form if boulder is determined to be culturally significant.
2. Summary Memo.
The scope of services described above will be performed on a time and materials basis for
a Total Cost not to Exceed $7,965. The estimated fee for the work is summarized in the
table below:
Description Fee
Project Management $3,590
Field Documentation $2,279
Reporting $2,095
Total Fee $7,965
Page 3 of 4
City of Ashland, OR
Design of a 7.5 MGD Water Treatment Plant(WTP)
Amendment 9—Request for Additional Services to Complete Archaeological Evaluation of Boulder
A detailed fee breakdown for this Amendment is attached as Exhibit A.
We are ready to assist the City immediately with the completion of the archaeological
evaluation. If you have questions or would like additional information, please contact our
Project Manager, Pierre Kwan at (206) 826-4735 or pierre.kwan@a hdrinc.com.
Sincerely,
HOR Engrneeting, Inc.
Tracy Ellwein, P.E. Pierre an, P.E.
Senior Vice President I Oregon Area Manager Project Manager
Attachments: Exhibit A—Fee Breakdown
Page 4 of 4
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