HomeMy WebLinkAbout2026-090 AGRMT - West Yost - WTP Phase 1 -,CITY OF
�,SHLAND Personal Services Agreement
City Information Consultant Information
City of Ashland Firm Name: West Yost
Attn: Scott Fleury Contact: Brooke Barry
20 East Main Street Address: 3235 Hillcrest Park Drive Suite 106
Ashland, Oregon 97520 Medford OR 97504
Phone:(541)488-5587 Phone: 541.591.8405
Email: scott.fleury@ashland.or.us Email: bbarry@westyost.com
Contract Summary
Procurement Method: Direct award
Completion Date: 06/30/2027
Contract Amount: $ 249,984.00 not to exceed
Description of Services: Engineering Services for the City of Ash�and 20IS-201T6 Pfepafation Support and Pfo;ectF.lanagement o`a 7 MCD Water Treatment Pfant;Phaset
Supporting Documents: proposal Dated: 6/15/26
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 the Supporting Documents 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. The Consultant's initials [ U41ff -] herein signify
acknowledgment and agreement to this provision, if applicable, or if not sign "NIA".
Consultant's services are collectively referred to in this Agreement as the "Work."
Page 1 of 8 Personal Services Agreement Between the City of Ashland and West Yost
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.
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)clays 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, or licensed.
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 8 Personal Services Agreement Between the City of Ashland and West Yost
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 negligent 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.
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
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). —
4.7. Additional InsuredlCertificates of Insurance. Consultant shall name the City of
Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on
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 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
Page 3 of 8 Personal Services Agreement Between the City of Ashland and West Yost
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.
Page 4 of 8 Personal Services Agreement Between the City of Ashland and West Yost
5.5. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant
to subsections 5.1, 5.2, or 5.3 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 5.1, 5.2, 5.3, or 5A 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 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.
6. Indemnification: Consultant hereby agrees to Indemnify, save, and hold City, its officers,
employees, and agents harmless from any and all losses, claims, actions, costs, expenses,
judgments, 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 performance of this Agreement 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, costs, judgments, or other damages,
caused solely by the negligence of City.
7. Consultant's Compliance with Tax Laws: Consultant represents agrees and confirms to the
City that: Consultant shall comply with all Oregon tax laws, including but not limited to
ORS 305.620, ORS 305.380(4), and ORS Chapters 316, 317, 318, in addition to any
rules, regulations, charter provisions, or ordinances that implement or enforce any of the
foregoing tax laws or provisions and any tax provisions imposed by a political subdivisions of
the State of Oregon.
8. Living Wage Requirements: If the amount of this Agreement is $27,861.00 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.
9. 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:
Page 5 of 8 Personal Services Agreement Between the City of Ashland and West Yost
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, any copyright, patent,
trademark proprietary or any other protected intellectual property right shall vest in and is
hereby assigned.
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 27913.220, 27913.230 and
2798.235.
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
Page 6 of 8 Personal Services Agreement Between the City of Ashland and West Yost
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 helshe has read this agreement,
understands it, and agrees to be bound by its terms and conditions.
Page 7 of 8 Personal Services Agreement Between the City of Ashland and West Yost
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.
City of Ashland: West Yost (Consultant)
By:
07/09/26 Signature
Corie Moolenkamp
Date
Printed Name
Vice President
Title
Purchase Order No.
July 9, 2026
Date
(W--9 is to be submitted with this signed Agreement)
APPROVED AS TO FORM:
City Attorney
Date
Page 8 of 8 Personal Services Agreement Between the City of Ashland and Vilest Yost
CITY OF ASHLAND, i
City of Ashland
LIVING
WAGE
' per hour, effective June 30, 2026.
rpm
/', I The Living Wage is adjusted annually every
June 30 by the Consumer Price Index.
portion of the business of 401 K, and IRS eligible
their employer, if the cafeteria plans (including
employer has ten or more childcare) benefits to the
employees, and has received employee's amount of wages.
For all hours worked under a financial assistance for the
service contract between their project or business from the Y Note; For temporary and
employer and the City of City of Ashland over$27,861; part-time employees, the
Ashland if the contract Living Wage does not apply
exceeds $27,861 or more. If their employer is the City of to the first 1040 hours worked
Ashland, including the Parks in any calendar year. For
y For all hours worked in a and Recreation Department, more details, please see
Ashland Municipal Code
spends 50/Q
month, if t or more of the employee y In calculating the living wage, Section 3.12.020.
employee's time in that month employers may add the value
working on a project or of health care, retirement,
For additional information:
Call the Ashland City Manager's office at 541-488-6002 or write to the City Manager,
City Hall, 20 East Main Street, Ashland, OR 97520, or visit the City's website www.ashlandoregon.gov.
Notice to Employers: This notice must be posted in areas where it can be seen by all employees.
�C IT Y OF
ASHLA.ND
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 standard of care,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.
X (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.
X (2)Commercial advertising or business cards or a trade association membership are
purchased for the business.
X (3)Telephone listing is used for the business separate from the personal residence
listing.
X (4)Labor or services are performed only pursuant to written contracts.
X (5)Labor or services are performed for two or more different persons within a period
of one year.
X (6) Consultant assumes financial responsibility for defective workmanship or for
service not provided as evidenced by the ownership of performance bonds,
,5)�rranties,errors and omission(professional liability)insurance or liability insurance
afin to the Work or services to be provided.
Consultant's signature
July 8,2026
Date
Page 1 of 1: Exhibit C
Contract Clauses for contracts with
Professional Services Contractors
for projects funded by Safe Drinking Water financing
1. Duns Number and SAM Registration
All entities that enter into contracts with a Safe Drinking Water Revolving Loan Fund recipient (i.e.
contractors) must have both a DUNS number and be a SAM Registration.The links below can be
provided to contractors if they have not already addressed this requirement.
SAM Registration: http://ww.sam.gov/portal/public/SAM/ DUNS Number http://www.dnb.com/get-a-
duns-number.html
MOTE: The SAM registration expires annually and must be kept
active until the SDWRLF project is closed
Contract Clause Language
Instructions: The following language to be included verbatim in contracts according to any
accompanying instructions.
2. Source of Funds
Work under this contract is funded by the federal Safe Drinking Water Revolving Loan Fund through
Business Oregon and a partnership of Local and/or Private Funds.
3. Whistleblower (language to be included in all construction contracts and subcontracts)
"Contractor receiving SDWRLF funds shall under or through this contract to, post notice of the rights and
remedies provided to whistleblowers under No Fear Act Pub. L. 107-174. 29 CFR§ 1.614.703 (d)."
4. Non Discrimination
"The contractor shall not discriminate on the basis of race, color, national origin or sex in the
performance of this contract.The contractor shall carry out applicable requirements of 40 CFR part 33 in
the award and administration of contracts awarded under EPA financial assistance agreements. Failure
by the contractor to carry out these requirements is a material breach of this contract which may result
in the termination of this contract or other legally available remedies."
5. Termination for Cause and for Convenience & Breach of Contract
"Contractor shall address termination for cause and for convenience, including the manner by which it
will be effected and the basis for settlement. In addition, contractor shall address administrative,
contractual, or legal remedies in instances where contractors violate or breach contract terms, and
provide for such sanctions and penalties as appropriate."
6. Intellectual Property(language to be included in all contracts:)
"Contractor hereby grants to the U.S. E.P.A. a royalty-free, nonexclusive, and irrevocable license to
reproduce, publish or otherwise use, and to authorize others to use, for federal government purposes,
any intellectual property developed under this contract. Contractor shall secure from third parties the
37
same license in the name of the U.S. E.P.A. regarding any intellectual property developed by third
parties as subcontractors to perform this project,or developed under contract with the Contractor
specifically to enable Contractor's obligations related to this project."
7. Inspections; Information (language to be included in all contracts and subcontracts:)
"Contractor shall permit, and cause its subcontractors to allow[insert name of water system Owner], the
State of Oregon,the federal government and any party designated by them to:
(1) Inspect and make copies of any accounts, books and records, including, without limitation, its
records regarding receipts, disbursement,contracts, and any other matters relating to the Project,
and to its financial standing,and shall supply such reports and information as reasonably requested.
(2) interview any officer or employee of the Contractor, or its subcontractors, regarding the Project.
Contractor shall retain all records related to the Project for three years after final payments are made
and any pending matters are closed."
8. Prohibition on the Use of Federal Funds for Lobbying(Certification Regarding Lobbying form follows,
for any contracts in excess of$100,000)
(form follows)
38
Certification Regarding Lobbying
(Awards to Contractors and Subcontractors in excess of$100,000)
The undersigned certifies, to the best of his or her knowledge and belief,that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of any
agency,a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan,the entering into of any cooperative agreement,and the extension,
continuation, renewal, amendment, or modification of any Federal contract, grant, loan or cooperative
agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of Congress,
an officer or employee of Congress, or an employee of a Member of Congress in connection with this
Federal contract,grant, loan, or cooperative agreement, the undersigned shall complete and submit
Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants,
loans, and cooperative agreements)and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into.Submission of this certification is a prerequisite for making or
entering into this transaction imposed by section 1352, title 31, U.S. Code.Any person who fails to file
the required certification shall be subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each such failure.
Signed
Title Vice President
Date July 9, 2026
39
3235 Hillcrest Park Drive 458.299.0843 phone
Suite 106 530.756.5991 fax
WWESTYOST Medford OR 97504 westyost.com
Aff Water. Engineered.
June 15, 2026 SENT VIA: EMAIL
Scott Fleury, PE
Public Works Director
City of Ashland
51 Winburn Way
Ashland OR 97520
Proposal for Engineering Services for the City of Ashland 2018-20 ITB Preparation Support and
Project Management of a 7 MGD Water Treatment Plant; Phase 1: ITB Readiness Review
Dear Scott:
West Yost is pleased to provide this letter proposal (LP) for Phase 1 services for the City of Ashland (City)
2018-20 Invitation to Bid (ITB) Preparation Support and Project Management of a 7 million gallon per
day (mgd) water treatment plant. In this LP, ITB refers to the bid-ready advertisement package, including
the front-end documents, technical specifications, drawings, bid schedule and bid forms, the Engineer's
Opinion of Probable Construction Cost(EOPCC), and available supporting documentation provided by the
City and HDR.
Overall West Yost services are organized in two phases:
• Phase 1 is intended to give the City a standard-of-care and actionable readiness assessment
of the ITB before bid release. West Yost will review the ITB package to identify
constructability, biddability, operability/maintainability, startup/commissioning (CBOMSC)
issues that will be categorized and evaluated in terms of permit/regulatory, scope-gap,
document discrepancy, contractor-risk, and cost/schedule project risk. The review will
include one day for West Yost to present the issues to the City, a one-day workshop with the
City and select West Yost staff to review HDR's solutions. The review and collaboration
phases will be documented in an ITB readiness memorandum that distinguishes items that
must be fixed before bidding, items that should be handled by addendum, and construction
phase risks to be monitored.
• Phase 2 will provide project management support through bidding, construction, startup,
commissioning, and closeout. Within one month of Phase 1 closeout, West Yost will work
with the City to develop a Phase 2 project management support scope, schedule, and
budget for a potential contract amendment. West Yost will not replace HDR's technical
design authority or provide the construction cost estimate for the project. This LP does not
establish the final Phase 2 scope, schedule, or budget.
Scott Fleury
June 15, 2026
Page 2
PROJECT OVERVIEW
Phase 1 includes reviewing the ITB documents, producing a set of CBOMSC issues for City review, and
collaboration between the City, West Yost, and HDR to produce a prioritized owner action matrix.
Phase 1 Prioritization Framework
Define decision criteria:collaboratively develop
scoring criteria and weighting factors around
1 evaluating CBOMSC in terms of Common scoring basis and weighting
permit/regulatory,scope-gap,document assumptions.
discrepancy,contractor-risk,and cost/schedule
project risk.
Conduct multidisciplinary review of drawings, Issue log with CSI section,drawing references,
specifications, bid schedule/bid forms, EOPCC,
2 and available supporting reports,and obtain issue category, proposed resolution, responsible
party,due date,and status.
operator input.
3 Score candidate issues on a 0 to 5 basis using Ranked issue log and candidate high-priority
agreed criteria and weights. issues for workshop discussion.
4 Classify actions as Must Fix Before Bid, Prioritized action matrix and ITB
Addendum Candidate,Construction Phase Risk. Readiness Memorandum.
The Phase 1 prioritization framework will be established during pre-workshop activities, then validated
during ITB Collaboration.The intent is to move from a consolidated technical issue log to a concise owner-
action matrix of items that must be corrected before bid, items that can be addressed by addendum, and
items to monitor as construction-phase risks.The framework for the process is as follows:
Pre-workshop decision criteria. West Yost will confirm the decision criteria with the City before scoring
begins. Preliminary scoring fields will include CBOMSC issues that will be cross referenced with risk
categories that include permit/regulatory, scope-gap, document discrepancy, contractor-risk, and
cost/schedule project risk in a matrix structure.
Weighting approach.All scoring weights will start at 1.0. City may adjust weights to reflect City priorities.
West Yost will document the rationale for any City directed adjustment, so the final ranking
remains traceable.
• Issue log.An issue log will be developed that consolidates the review comments. Each issue
will receive a title, unique identifier, category, description, document reference,
Construction Specification Institute (CSI) specification section reference, drawing reference,
suggested resolution, scoring fields, responsible party, due date, and status. Each Issue will
be classified as Must Fix Before Bid, Addendum Candidate, or Construction Phase Risk and
the recommended next steps, responsible party, timing, and closure requirement will
be documented.
WEST YOST
Scott Fleury
June 15, 2026
Page 3
Collaboration. The collaboration phase will use three structured steps:
• West Yost will meet with the City to present the issues and adjust scoring based on City input.
• The City will provide the issue log to HDR for review and final proposed resolutions.
• A one-day workshop will be held with the City and select West Yost staff to review HDR's
proposed solutions,verify responsible parties and due dates, and identify unresolved City
decisions and next steps.
ITB Readiness Memorandum. West Yost will convert the issue log and decisions into a final prioritized
action matrix and will prepare the ITB Readiness Memorandum.
SCOPE OF SERVICES
The following tasks describe the Phase 1 scope of services.
Task 1. Project Management
West Yost will establish the management and controls framework for a transparent and decision-oriented
ITB readiness review.
The West Yost team will provide the following services in this task:
• Overall management of project scope, schedule, and budget.
• Coordination and management of West Yost staff and subconsultants.
• Oversight of West Yost quality assurance (QA) and quality control (QC) procedures.
• Participation in weekly progress check-in calls between West Yost and the City.
• Preparation of monthly progress reports and invoices.
• Kickoff meeting to review project scope, schedule, and ITB Readiness Review criteria
and weighting.
Task 1 Assumptions
• The City will provide a primary point of contact and timely access to HDR documents, current ITB
files, schedule assumptions, and available project controls information.
• The Kickoff Meeting will be two (2) hours in length and will be conducted in-person, with up to
two (2) West Yost team members attending.
• Weekly progress check-ins will be approximately 30 minutes in length and conducted virtually
between West Yost and City staff.
• Project management effort is based on the current anticipated twelve (12) week schedule;
extensions or additional phases may require further authorization.
Task 1 Deliverables
• Project management plan and MS Project schedule.
• Progress reports and invoices.
WEST YOST
Scott Fleury
June 15, 2026
Page 4
Task 2. Multidisciplinary ITB Readiness Review, Decision Criteria Definition, and
Issue Identification
West Yost will review the ITB package to identify CBOMSC issues that will be cross referenced with risk
categories that include permit/regulatory, scope-gap, document discrepancy, contractor-risk, and
cost/schedule project risk in a matrix structure. A qualitative review of scope/functional alignment("gold
plating") will be noted within each issue. Review materials will include front-end documents, technical
specifications, drawings, bid schedule and bid forms,the EOPCC, and available Basis of Design Report and
supporting documents provided by the City and HDR. Reviewers will use the pre-workshop issue-log
framework to consistently capture comments which can be scored, filtered, cross-referenced, and
converted into action categories.
Each issue will be entered into the issue log with an Issue ID, category, description, document reference,
CSI section, drawing reference, suggested resolution, scoring fields, responsible party, status, and due
date. Issues will be cross referenced to CSI specification sections and drawing references to reveal
repeated issue patterns and support efficient final corrections.
Task 2 Assumptions
• Review will be based on electronic documents provided by the City and HDR.
• Technical specialists will be engaged selectively and will not attend meetings unless their input
improves decision quality or accelerates closure.
• West Yost will perform a constructability and conflict review of the structural and architectural
drawings and specifications.This review is limited to identifying coordination issues, omissions,
inconsistencies, and potential construction conflicts. The review will not include evaluation of design
adequacy, structural calculations, code compliance, or any other form of detailed engineering
design review.
• Responsibility for all design elements, including engineering judgment and calculations, remains
solely with the Engineer of Record.
• A formal value engineering assessment will not be performed.
• HDR remains Engineer of Record and retains technical design authority; the City retains final
approval authority.
Task 2 Deliverables
• Consolidated issue log of CBOMSC issues.
Task 3. ITB Readiness Collaboration
West Yost will meet with the City for a one-day in-person Review Workshop to review the issue log and
to obtain city input on issues, scoring, weighting, and action category. Decisions and action items will be
documented in the issue log, and decision/action logs.
The City will provide the issue log to HDR for review and final proposed resolutions.
A one-day Solutions Workshop will be held with the City and select West Yost staff to review HDR's
proposed solutions, verify responsible parties and due dates, and identify unresolved City decisions and
closure requirements. Must Fix Before Bid items will be highlighted for immediate resolution. Addendum
WEST YOST
Scott Fleury
June 15, 2026
Page 5
Candidate items will be grouped for efficient bid-phase response if the project is advertised before all
revisions are incorporated. Construction Phase Risk items will be converted into Phase 2 tracking items.
Task 3 Assumptions
• The Review Workshop with the City will be conducted in person with up to three (3) West Yost
team members attending.
• Decisions will be documented in the issue log and action/decision log.
• The one-day Solutions Workshop with the City will be conducted in person with up to four(4)
West Yost team members attending.
• West Yost will review, coordinate, and recommend owner actions, but not direct design changes or
replace HDR technical decisions.
Task 3 Deliverables
• Meeting agendas, facilitation materials, scoring worksheets, and issue-log.
• Weighted scoring results and ranked issue log.
• Final, Prioritized action matrix showing Must Fix Before Bid, Addendum Candidate, and Construction
Phase Risk.
• Meeting notes and decision/action logs. The City retains final approval authority.
Task 4. ITB Readiness Memorandum
An ITB Readiness Memorandum will describe the review method,decision criteria,scoring weights, issue log
framework, ITB collaboration summary, prioritized issues, resolutions, and Phase 2 carry-forward items.
Task 4 Deliverables
• ITB Readiness Memorandum documenting methods,findings, and suggested actions.
PROJECT BUDGET
West Yost's proposed level of effort and budget for each of the tasks described above is shown in Table 1
and included in Attachment A. West Yost will perform the scope of services described above on a
time-and-expenses basis at West Yost's standard billing rates. Attachment B includes our current Billing
Rate Schedule. Fees will be limited to a not-to-exceed budget of $249,984. Any additional services not
included in this scope of services will be performed only after receiving written authorization and a
corresponding budget augmentation.
Table 1. Estimated Project Hours and Budget
TotalLevel of Effort, Estimated
hours Budget,dollars
Task 1. Project Management 146 38,936
Task 2. Multidisciplinary ITB Readiness Review, Decision Criteria 488 161,264
Definition,and Issue Identification
Task 3. ITB Readiness Collaboration 84 29,264
Task 4. ITB Readiness Memorandum 72 20,520
Total Project Hours and Budget 790 $249,984
WEST YOST
Scott Fleury
June 15, 2026
Page 6
SCHEDULE
West Yost has prepared a preliminary Phase 1 schedule (Attachment C) which assumes a
notice-to-proceed of June 22, 2026, and a Project duration of approximately 12 weeks.
We appreciate the opportunity to support the City of Ashland on this important water treatment plant
project. This proposed Phase 1 scope is designed to give the City a clear, prioritized, and implementable
readiness record before bid release while preserving HDR's Engineer-of-Record role and the City's final
decision authority. Please call if you have any questions or require additional information.
Sincerely,
WEST YOST
rooke Barry, PE orie oolenpmptIV�o
Senior Engineer/ Proj anager Infrastructure Business Sector Lead
RCE#85993 RCE#73588
541.591.8405
Attachment(s):
Attachment A. West Yost Fee Schedule
Attachment B.West Yost's 2026 Billing Rates
Attachment C. Preliminary Phase 1 Schedule
WEST YOST
Attachment A
West Yost Fee Schedule
WEST YOST
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Attachment B
West Yost 2026 Billing Rates
WEST YO5T
i
WEST YOST
Water. Engineered.
2026 Billing Rate Schedule
(Effective January 1,2026,through December 31,2026)*
LABOR CHARGES(DOLLARS PER HOUR)
ENGINEERING
Principal/Vice President $392
Engineer/Scientist/Geologist Manager 1/II $370 / $387
Principal Engineer/Scientist/Geologist 1/11 $333 / $355
Senior Engineer/Scientist/Geologist I/11 $297 / $312
Associate Engineer/Scientist/Geologist 1/11 $246 / $265
Engineer/Scientist/Geologist I/11 /111 $191 / $221 / $231
Engineering Aide $117
Field Monitoring Services $145
Administrative I/11/III/IV $107 / $133 / $160 / $176
ENGINEERING TECHNOLOGY
Engineering Tech Manager I/11 $384 / $387
Principal Tech Specialist I/11 orm $353 / $365
Senior Tech Specialist I/11 $320 / $334
Senior GIS Analyst $292
GIS Analyst $277
Technical Specialist I/11/III/IV $206 / $231 / $261 / $291
Technical Analyst I/11 $148 / $176
Technical Analyst Intern $119
Cross-Connection Control Specialist 1/11/111/IV $154 / $167 / $188 / $208
CAD Manager $233
CAD Designer I/11 $181 / $204
CONSTRUCTION
Senior Construction Manager $373
Construction Manager I/11/III/IV $222 / $237 / $251 / $318
Resident Inspector(Prevailing Wage Groups 4/3/2/1) $200 / $222 / $247 / $256
Apprentice Inspector $181
CM Administrative I/11 $96 / $130
Field Services
■ Hourly rates include charges for technology and communication,such as general and CAD computer software,
telephone calls,routine in-house copies/prints,postage,miscellaneous supplies,and other incidental project expenses.
■ Outside services,such as vendor reproductions,prints,and shipping;major West Yost reproduction efforts;as well as
engineering supplies,etc.,will be billed at the actual cost plus 15%.
■ The Federal Mileage Rate will be used for mileage charges and will be based on the Federal Mileage Rate applicable to
when the mileage costs were incurred.Travel other than mileage will be billed at cost.
■ Subconsultants will be billed at actual cost plus 10%.
■ Expert witness services,research,technical review,analysis,preparation,and meetings will be billed at 150%of standard hourly
rates.Expert witness testimony and depositions will be billed at 200%of standard hourly rates.
■ A finance charge of 1.5%per month(an annual rate of 18%)on the unpaid balance will be added to invoice amounts
if not paid within 45 days from the date of the invoice.
*This schedule is updated annually
i
WEST YOST
Water. Engineered.
2026 Billing Rate Schedule
(Effective January 1,2026,through December 31,2026)*
Equipment Charges
• BILLING RATES
2" Purge Pump&Control Box $300 /day
Aquacalc/Pygmy or AA Flow Meter $28 /day
Emergency SCADA System $35 /day
Field Vehicles(Groundwater) $200 /day
Gas Detector $80 /day
Generator $60 /day
Hydrant Pressure Gauge $10 /day
Hydrant Pressure Recorder,Impulse(Transient) $55 /day
Hydrant Pressure Recorder,Standard $40 /day
Low Flow Pump Back Pack $135 /day
Low Flow Pump Controller $200 /day
Powers Water Level Meter $32 /day
Precision Water Level Meter 300ft $30 /day
Precision Water Level Meter 500ft $40 /day
Precision Water Level Meter 700ft $45 /day
QED Sample Pro Bladder Pump $65 /day
Skydio 2+Drone(2 hour minimum) $100 /hour
Storage Tank 1 $20 /day
Sump Pump $24 /day
Transducer Communications Cable $10 /day A
Transducer Components(per installation) $23 /day
Trimble GPS—Geo 7x
Tube Length Counter $22 /day
Turbidity Meter
Turbidity Meter(2100Q Portable) $35 /day
Vehicle(Construction Management) $18.75 /hour
Water Flow Probe Meter $20 /day
Water Quality Meter $50 /day
Water Quality Multimeter $185 /day
Well Sounder $30 /day
*This schedule is updated annually Page 2 of 2
West Yost Phase 1 Schedule
WEST YOST
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