HomeMy WebLinkAbout1995-078 Contract - Hardey Engineering ENGINEERING SERVICES CONTRACT
Engineering services contract made on the date specified below in Recital A between
the City and Engineer as follows:
Recitals:
A. The following information applies to this contract:
CITY: CITY OF ASHLAND
City Hall
20 E. Main St.
Ashland, Oregon 97520
(503) 482-3211
FAX: (503) 488-5311
ENGINEER: Hardey Engineering &
Associates, Inc.
Address: P.O. Box 1625
MEDFORD OR
Telephone: 503-772-6880
FAX: 503-772-9573
Date of this agreement: ¶B: RFP date: April 17, 1995
June 23, 1995 Proposal date: May 19, 1995
¶2.3. Contracting officer: City Director of Public Works
¶2.4. Project: East Main Street Improvement
~!6.1. Engineer's representative: John L. Hardey
¶8.3. Maximum contract amount: $28,700.00
97501
B. On the date noted above, City issued a request for proposals (RFP) for
engineering services needed by City for the project described above. Engineer
submitted a proposal in response to the RFP on the date noted above.
C. After reviewing Engineer's proposal and proposals submitted by other offerors,
City selected Engineer to provide the services covered by the RFP.
City and Engineer agree as follows:
1. Relationship between City and Engineer: Engineer accepts the relationship of trust
and confidence established between Engineer and City by this contract. Engineer
covenants with the City to perform services and duties in conformance to and
consistent with the standards generally recognized as being employed by
professionals of engineer caliber in the locality of the project. Engineer further
covenants to cooperate with City, City's representatives, contractors, and other
interested parties in furthering the interests of City with respect to the project. In order
to promote successful completion of the project in an expeditious and economical
manner, Engineer shall provide professional engineering services for City in all phases
of the project to which this contract applies, serve as City's professional engineering
representative for the project, and give professional engineering consultation and
advice during the term of this contract. Engineer acknowledges that City is relying on
PAGE 1-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
Engineer to provide professional engineering services in a manner that is consistent
with the interests of City.
2. Definitions: Generally words, terms and phrases used in this contract shall have
the meaning ascribed to them in the construction industry, unless the context clearly
indicates otherwise. As used in this contract:
2.1. "Contract documents" shall mean this contract, written authorizations
under subsection 5.4, written assignments under subsection 5.2, written amendments
to this contract, schedules established under subsection 5.4 and exhibits incorporated
in other contract documents.
2.2. "City" means the City of Ashland, Oregon.
2.3. "Contracting officer" means the person specified in Recital A above or that
person's designee.
2.4. "Project" means the project described in Recital A.
2.5. "Work" or "Services" shall mean all labor, materials, plans, specifications,
construction contract documents, opinions, reports, and other engineering services
and products which Engineer is required to provide under this contract.
3. Term: The term of this contract shall commence on the date specified in Recital A
above and end on completion of all services required by this contract unless sooner
terminated as provided in this contract.
4. Authority of contracting Officer: The contracting officer shall have the authority to
act on behalf of City in the administration and interpretation of this contract. Subject
to the limitations on authorization of assignments under subsection 5.2, the contracting
officer shall have complete authority to authorize services, the contracting Officer shall
have complete authority to authorize services, transmit instructions, receive
information, interpret and define City's policies and make other decisions with respect
to Engineer's services.
5. Engineering Services:
5.1. Engineer shall provide services to City that are described in Exhibit 1
which is attached to and incorporated in this contract.
5.2. In addition to the services described in Exhibit 1, the parties may agree to
have Engineer provide other discrete services that are necessary for completion of the
project. Such services will be initiated by written assignments as follows:
5.2.1. Assignments under this subsection should be used only for
services that are beyond the scope of the services described in Exhibit 1.
No assignment is necessary to authorize services that are customarily
PAGE 2-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
provided in conjunction with, or are ancillary to, the services described in
Exhibit 1.
5.2.2. Assignments which cover services that will cost less than
$15,000 may be initiated by the contracting officer. Assignments that
cover services which will cost more than $15,000 must be approved by
the City Administrator.
5.2.3. Each assignment shall specify the duties of Engineer, the
objective of the assignment, the scope of the assignment and the
estimated cost of the services.
5.2.4. Each assignment shall be signed by both parties.
5.2.5. Each assignment shall incorporate and be subject to the
provisions of the contract documents unless the assignment specifically
provides otherwise.
5.3. In connection with the services described in Exhibit I and services
authorized by assignments under subsection 5.2, Engineer shall:
5.3.1. Consult appropriate representatives of City to clarify and
define City's requirements relative to the services.
5.3.2. Review available data relative to the services.
5.3.3. Identify data which is not available and is needed to fulfill
the services, and act as City's representative in obtaining such data.
5.3.4. Prepare monthly progress reports to the contracting Officer
on the status of services.
5.3.5.
exchange of
project.
Cooperate with other consultants retained by City in the
information needed for completion of the services and the
5.4. The services described in Exhibit I are divided into discrete work
elements. Engineer shall commence performance of services within five days after
receiving written authorization from the contracting officer for work elements described
in Exhibit 1 or assignments made under subsection 5.2. Engineer shall perform the
services as expeditiously as is consistent with professional skill and care and the
orderly progress of the project. Upon request of City, Engineer shall submit for City's
approval, a schedule for the performance of work elements described in Exhibit 1 and
assignments made under subsection 5.2. Each schedule shall include allowance for
periods of time required for City's review and approval of Engineer's services. Each
schedule, approved by City, shall become a part of this contract.
PAGE 3-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
5.5. Engineer shall perform the services as an independent contractor in
accordance with generally accepted standards in Engineer's profession. Engineer
shall be responsible for the professional quality, technical accuracy and the
coordination of all services performed by Engineer. Engineer shall, without additional
compensation, correct or revise any error or deficiencies in the services that are
caused by Engineer's negligence. City's review, approval, acceptance of, or payment
for, any of the services shall not be construed to waive any of City's rights under this
contract or of any cause of action arising out of Engineer's services. In the event of
any breach of this contract by Engineer or negligent performance of any of the
services, City's cause of action against Engineer shall not be deemed to accrue until
City discovers such breach or negligence, or should have, with reasonable diligence,
discovered such breach or negligence. The preceding sentence shall not be
construed, however, to allow City to prosecute an action against Engineer beyond the
maximum time limitation provided by Oregon law.
6. Assignment of Engineer's Personnel:
6.1. The services covered by this contract shall be rendered by, or under the
supervision of the person specified in Recital A above, who shall act as Engineer's
representative in all communications and transactions with City.
6.2. Engineer will endeavor to honor reasonable specific requests of City with
regard to assignment of Engineer's employees to perform services if the requests are
consistent with sound business and professional practices.
7. Responsibilities of City:
7.1. City will cooperate fully with Engineer to achieve the objectives of this
contract.
7.2. City will provide information, documents, materials and services that are
within the possession or control of City and are required by Engineer for performance
of the services.
7.3. City will arrange for access to, and make all provisions for Engineer to
enter upon, public and private property as required for Engineer to perform the
services.
7.4. City will provide all permits necessary for completion of the project.
7.5. The contracting officer will act as liaison between City, Engineer, public
agencies, and others involved in the project.
7.6. City shall perform such other functions as are required by written
assignments under subsection 5.2.
PAGE 4-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
8. Payment:
8.1. City shall pay Engineer for services and reimburse Engineer for expenses
incurred by Engineer in performance of services in accordance with a payment
schedule to be submitted by Engineer and accepted by City. No reimbursement will
be made for expenses that are not specifically itemized in this payment schedule
without prior approval by the contracting officer.
8.2. Engineer shall submit monthly invoices to City for Engineer's services
within ten days after the end of the month covered by the invoice.
8.3. Total payments under this contract or any amendments shall not exceed
the sum specified in Recital A above.
9. Compliance with Law:
9.1. This contract will be governed by and construed in accordance with laws
of the State of Oregon. Engineer shall promptly observe and comply with all present
and future laws, orders, regulations, rules and ordinances of federal, state, City and
city governments with respect to the services including, but not limited to, provisions of
ORS 279.312, 279.314, 279.316 and 279.320.
9.2. Pursuant to ORS 279.316(2) any person employed by Engineer who
performs work under this contract shall be paid at least time and a half pay for all
overtime in excess of 40 hours in any one week, except for persons who are excluded
or exempt from overtime pay under ORS 653.010 to 653.261 or under 29 U.S.C.
Sections 201 to 209.
9.3. Engineer is a "subject employer" as defined in ORS 656.005 and shall
comply with ORS 656.017. Prior to commencing any work, Engineer shall certify to
City that Engineer has workers' compensation coverage required by ORS Chapter
656. If Engineer is a carrier insured employer, Engineer shall provide City with a
certificate of insurance. If Engineer is a self-insured employer, Engineer shall provide
City with a certification from the Oregon Department of Insurance and Finance as
evidence of Engineer's status.
10. Ownership of Documents: All documents prepared by Engineer pursuant to this
contract shall be the property of City. To the extent permitted by law, City shall, within
the limits of the Oregon Tort Claims Act, defend, indemnify and hold harmless
Engineer, its consultants, agents and employees against all damages, claims,
expenses and losses arising out of any reuse of plans, specifications and other
documents prepared by Engineer without prior written authorization of Engineer.
11. Records:
11.1. Engineer shall develop and maintain complete books of account and
other records on the services which are adequate for evaluating Engineer's
PAGE 5-ENGINEERING SERVICES AGREEMENT
performance. Engineer shall maintain records in such a manner as to provide a clear
distinction between the expenditures and revenues related to the project and the
expenditures and revenues related to Engineer's other business.
11.2. Engineer's books and records shall be made available for inspection by
City at reasonable times, to verify Engineer's compliance with this contract. City shall
have the right to request an audit of Engineer's books and records by a certified
public accountant retained by City.
12. Indemnifigation: Engineer shall defend, indemnify and save City, its officers,
agents, and employees harmless from any and all claims, actions, costs, judgments,
damages or other expenses resulting from injury to any person (including injury
resulting in death,) or damage to property (including loss or destruction), of
whatsoever nature arising out of or incident to the negligent performance of this
contract by Engineer (including but not limited to, the negligent acts or omissions of
Engineer's employees, agents, and others designated by Engineer to perform work or
services attendant to this contract). Engineer shall not be held responsible for any
claims, actions, costs, judgments, damages or other expenses, directly and
proximately caused by the negligence of City.
13. Insurance:
13.1. Engineer shall, at its own expense, at all times during the term of this
contract, maintain in force:
13.1.1. A comprehensive general liability policy including coverage
for contractual liability for obligations assumed under this contract,
blanket contractual liability, products and completed operations and
owner's and contractor's protective insurance;
13.1.2. A professional errors and omissions liability policy; and
13.1.3. A comprehensive automobile liability policy including
owned and non-owned automobiles.
13.2. The coverage under each liability insurance policy shall be equal to or
greater than the limits for claims made under the Oregon Tort Claims Act with
minimum coverage of $500,000 per occurrence (combined single limit for bodily injury
and property damage claims) or $500,000 per occurrence for bodily injury and
$100,000 per occurrence for property damage.
13.3. Liability coverage shall be provided on an "occurrence" basis. "Claims
made" coverage will not be acceptable, except for the coverage required by
subsection 13.1.2.
13.4. Certificates of insurance acceptable to the City shall be filed with City
prior to the commencement of any work by Engineer. Each certificate shall state that
PAGE 6-ENGINEERING SERVICES AGREEMENT {p:agree\eng-rfp.fk2
coverage afforded under the policy cannot be cancelled or reduced in coverage
cannot be made until at least 30 days prior written notice has been given to City. A
certificate which states merely that the issuing company "will endeavor to mail" written
notice is unacceptable.
14. Default:
14.1. There shall be a default under this contract if either party fails to perform
any act or obligation required by this contract within ten days after the other party
gives written notice specifying the nature of the breach with reasonable particularity. If
the breach specified in the notice is of such a nature that it cannot be completely
cured within the ten day period, no default shall occur if the party receiving the notice
begins performance of the act or obligation within the ten day period and thereafter
proceeds with reasonable diligence and in good faith to effect the remedy as soon as
practicable.
14.2. Notwithstanding subsection 14.1, either party may declare a default by
written notice to the other party, without allowing an opportunity to cure, if the other
party repeatedly breaches the terms of this contract.
14.3. If a default occurs, the party injured by the default may elect to terminate
this contract and pursue any equitable or legal rights and remedies available under
Oregon law. All remedies shall be cumulative.
14.4. Any litigation arising out of this contract shall be conducted in Circuit
Court or District Court of the State of Oregon for Jackson County.
15. Termination without Cause:
15.1. In addition to the right to terminate this contract under subsection 8.4 or
subsection 14.3, City may terminate by giving Engineer written notice sixty days prior
to the termination date.
15.2. In addition to the right to terminate this contract under subsection 14.1,
Engineer may complete such analyses and records as may be necessary to place its
files in order and, where considered necessary to protect its professional reputation, to
complete a report on the services performed to date of termination.
15.3. If City terminates the contract under subsection 15.2, Engineer shall be
paid for all fees earned and costs incurred prior to the termination date. Engineer
shall not be entitled to compensated for lost profits.
16. Notices: Any notice required to be given under this contract or any notice
required to be given by law shall be in writing and may be given by personal delivery
or by registered or certified mail, or by any other manner prescribed by law.
PAGE 7-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
16.1. Notices to City shall be addressed to the contracting officer at the
address provided for the City in Recital A above.
16.2. Notices to Engineer shall be addressed to the engineer's representative
at the address provided for the Engineer in Recital A above.
17. Assignment: City and Engineer and the respective successors, administrators,
assigns and legal representatives of each are bound by this contract to the other party
and to the partners, successors, administrators, assigns and legal representatives of
the other party. Engineer shall not assign or subcontract Engineer's rights or
obligations under this contract without prior written consent of City. Except as stated
in this section, nothing in this contract shall be construed to give any rights or benefits
to anyone other than City and Engineer.
18. Modification: No modification of this contract shall be valid unless in writing and
signed by the parties.
CITY
city o~p~m~nt
REVI,L;z3/VED AS TO FORM
City Legal/Coynsel_
Date: ?/5, .J .~-~
Coding
(for City use only)
PAGE 8-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
CITY OF ASHLAND
PUBLIC WORKS DEPARTMENT
PROPOSAL FORM
May 19, 1995
City of Ashland
Public Works Department
20 East Main Street
Ashland, Oregon 97520
(503) 488-5347 or 488-5587
PROPOSER:
Hardey Engineering & Associates Inc.
P.O. Box 1625
Medford, Oregon 97501
(503) 772-6880
FIRM HISTORY:
A. Number of years in business
14
15
B. Average number of employees during the past year
Co
Address of Main Office
Hardey Engineering & Associates, Inc.
1600 Sky Park Drive, Suite E
Medford, Oregon 97504
D. Firm specialty (if any):
Public Works/Traffic/Environmental
PHILOSOPHY OF FIRM: To serve our clients and provide them with a project that is done right,
on budget, and on time, every time.
PROPOSED STAFF: We currently employ 17 people which allows us to respond to projects with
full force if needed. The force includes two survey crews, two professional engineer/professional
land surveyors, one professional land surveyor, three cadd draftsmen/engineering technicians, one
engineering project manager, and clerical staff. The following is a listing of key personnel and their
anticipated tasks relative to this project.
Vicki Hardey - President and Contracting Officer, will be responsible for tracking the
project and ad~ninistering the contract.
John Hardey, P.E., P.L.S. - Vice President, will assist in all phases of the project
including design and project administration. It will be his responsibility to ensure that
the project is properly executed. He has 23 years of experience in the engineering and
surveying field.
Eric Johnson, P.E., P.L.S. - Project Manager/Engineer, will be responsible for .
preparation of the civil plans for the project, attending the pre-bid and pre-
construction conferences, make recommendations for contract award, provide input as
needed during construction, and assist in the preparation of as-built drawings. He has
13 years of experience in the engineering and surveying field.
Thomas Holmes - Project Manager, will be responsible for preparation of the project
bid documents. He has 18 years of experience in the engineering field.
Richard L. Bath, P.L.S., W.R.E. - Director of Surveying, will be responsible for all
phases of surveying including, topographic mapping, and construction staking as
needed. He has 23 years of experience in the surveying field.
(Resumes of key personnel attached.)
PROPOSED PROCESS: The process for this project as we see it is broken down into several
different areas. We would be responsible for most of the tasks but the City would be responsible for
those set forth in the Request For Proposals or modified as they determine would be best for the
project. We are capable of doing this project with no input from the City at all but we prefer to
work closely if possible. This ensures that the completed project is what our clients want. The
following is a basic outline of how we expect the project to proceed:
1. Preliminary review and fact finding.
a. Obtain data from the City and utility companies that would affect the project.
b. Review data with the City regarding item la above and any other concerns or ideas
that could affect the project.
c. Analyze data to be incorporated in the project design.
2. Mapping
a. Obtain existing survey control information relative to the project such as bench
marks, right-of-way monumentation, centerline stationing, etc.
b. Call for utility locates along the project and/or pothole existing utilities as needed.
c. Survey the project doing topographic work as needed, tie in existing utilities, tie in
right-of-way monumentation and centerline monuments, tie in elevation datum, etc. as
needed to complete the base mapping.
d. Prepare the base mapping on AUTOCADD version 12 at a scale of 1" =20'. Using
our system, we can easily change the map scales to whatever scale we may need.
3. Preliminary engineering.
a. Prepare a tentative layout of the project on the base maps prepared above.
b. Review item 3a with the City staff, and affected utility companies.
c. Revise as needed to establish a horizontal location for the proposed improvements.
CITY INVOLVEMENT: It is our intent, as always, to involve our clients to the degree that they
want to be involved. We have the capabilities to do this entire project with no involvement from the
City at all. The Request for Proposals, however, has set forth some items that the City will do. The
following is list of those items and additional items that we feel would make the project proceed
smoothest.
a. "As-built information on existing facilities." In addition, we would request other pertinent data on
the project such as, survey control data, elevation datum information, right-of-way information, and
other items of concern and input that should be considered in the design.
b. "Utility dig-up services."
c. "Advertisement for bids."
d. "Distribution of plans and specifications to prospective bidders."
e. "Conduct the bid opening." As noted previously, we will attend the pre-bid conference and be
available to make recommendations on the contract award.
f. "Have general oversight over the project." It is our intention to involve the City in; review of the
tentative layout, review of the final plans, and review and coordination to prepare the specifications
and bid documents.
g. "Provide supplemental construction inspection." We understand that the City will provide most of
the inspection services and we are to assist. This arrangement is satisfactory with us.
TIME FOR COMPLETION: We understand that the intent is to have this project bid on or before
May 1, 1996 and completed by August 1, 1996. It is our objective to see that this is accomplished.
Our discussion with staff indicated that it would be acceptable to prepare the plans and specifications
this winter. We will approach the project in this manner because the construction season is busy
this year and since the project will not be built till next year, we felt it would be appropriate to
proceed as noted. We can coordinate a different schedule with staff if this schedule is unacceptable.
Submit Engineering Proposal
City Award of Engineering Contract
Preliminary Review & Fact Finding
Utility Locates
Mapping
Engineering Plan Preparation
Bid Document Preparation
Plan Approvals
Bidding Process
Evaluation and Contract Award
Construction
Closeout and Asbuilts
5/19
5/19 to 6/1
11/13 to 11/30
12/4 to 12/7
12/4 to 12/30
1/1 to 3/15
3/1 to 3/15
3/18 to 4/5
4/8 to 5/1
5/1 to 5/15
5/16 to 8/1
8/1 to 8/22
Hardey Engineering & Assoc. Inc.
(503)772-6880
P.O. Box 1625 · Medford, Oregon 97501-0124
Fax (503) 772-9573
May 19, 1995
City of Ashland
Public Works Department
20 East Main Street
Ashland, Oregon 97520
REQUEST FOR PROPOSALS
Engineering Services for Design of East Main Street from
the C. O. & P. Railroad to Walker Avenue
We, at Hardey Engineering, would like to thank you for the opportunity to present this
proposal and estimate for engineering and surveying services.
It is our intention to work on a time and materials basis on this project. We anticipate that
the fees will range from $26,100 to $28,700 based on our understanding of the project. We
will obviously do everything in our power to keep to costs to a minimum and bill only for
what we do. Our estimate is based on work normally associated with a project of this nature
and does not include any fees for permit applications, filing, inspection, etc. that may be
required by governmental agencies as part of the approval process. Attached is a printout of
our estimated man hours and costs by task.
Thank you again for the opportunity to present this proposal, If you have any questions,
please do not hesitate to contact us. If you select us to do this project, you will be very
pleased with the results.
Sincerely,
HARDEY ENGINEERING & ASSOCIATES INC.
John L. Hardey, P.E., P.L.S.
Vice President
File:MN2WALKR. PRO/WPr0
Public facilities design and engineering · Survey and mapping · Environmental affairs · Traffic engineering and planning
3 Topo Survey - Reduce notes
3 Topo Survey - Rap prep
3 Tnpo Survey - Map prep
Administration
Predesign Checklist
Predesign Checklist
Study government reguirements
Design Wozksheet
Tentative Design
Review v/tffected Agencies
Review w/Client
Cover sheet !ay~ut
Cover sheet - draft
Street plans - design
Street plans - draft
Field layout of pavement removal
Field measure pavement removal
Earthwork
Earthwork
Storm Drainage - Design
Storm Drainage - Drafting
Lighting Plan - Design
Lighting Plan - Drafting
Sanitary sever - Design
Sanitary sever - Draft
Water plan - Design
Water plan - Draft
Landscape plan - Design
Landscape plan - Draft
Retaining wall - Design
Retaining wall - L:aft
Plotting
Detail sheets - design
Detail sheets - draft
Coordinate v,'~2~z
Discussions v/client
Submit plans
Submit plans
Review coordination
Revisions - Design -=
Revisions -D[afting
8 R. Bath 1 0,5 $236.88
8 R. Bath 1 0.5 .~ $236.88
57 J. Higday 1 ~ $1,150.5~ }
TOPO MAP PREPARATION TOTAL 55,495.66
1 J. Hardey ~ 0.~5 $282.00
71 E. Johnson I 0.5 ....$252.11
1 J. Hardey 1 0 50.00
1 J. Hardey 1 0 $O.OO
1 J. Hardey 1 0 - $0.00
71 E. Johnson 1 0.5 $252.11
71 E. Johnson 1 0 $O.OO
71 E. Johnson 1 0.5 $252.11
71 E. Johnson 1 0.5 5252.11
59 V. Tucker 1 0.5 $157.92
71E. Johuson 1 3 $1~512.65
55 W. Tucker 1 7 $2,210.B8
71 E. Johnson 1 0.5 $252.11
72 R. Grehn 1 0.5 $157.92
72 R, ~rehn 1 0.5 $157.)2
1 J. Ha~dey 1 0 $0.00
71 E. Johnson 1 3 51~512.65
59 V. Tucker i 3 $947.52
1 J. Hardey 1 0 $0.00
1 J. Ha:dey 1 0 $0.00
71 E. Johnson 1 0 $0.00
5) W. Tucker 1 0 50.00
1 J. Hardey 1 0 $0.00
1 J. Hardey 1 0 $0.00
1 J. Hardey t 0 $0.00
1 J. Hardey ..1 0 $0.00
1 J. Nardey '1 0 $0.00
i J. Hardey 1 0 ~
I J. Hardey 1 0.5 $282.00
71 E. Johnson 1 D.5 $252.11
55 ~. ~u:i:er 2 0.5 $i57.~2
i J. ~a~ey i 0 $0.00
! J. Ha~dey ! 0 S0.00
59 W. Tucker 1 0.25 $78.96
78 M. Hamilton i 0.5 $28.56
1 J. Hardey i 0 $0.00
71 E. Johnson 1 0.5 $252.11
7i E. Johnson i 1 $504.22
55 V. Tucker i i $3t5.84
PLAN PREPARATION ~D
APPROVES
5260.57
5260.57
$1~265.62'
$6f045.23
$310.20
..... $277.32 ~'
50.00
$0.00
$0.00
$227.32
50.00
$227.32
$227.32-
$173.71
$1,663.91
$2,{31.9]
5277.32
$173.71
$173.71
50.00
$1~663.91
$1,042.27
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
50.00
$0.00
$0.00
$O.OO
$310.20
$277.32
$i73.71
$0.00
$0.00
$0.00
$86.86
$86.86
$0.00
$277.32
5554.H.
$347.42'
$10,122.1i $11,134.32
Const. Cost Est. - Ouanti~y takeoff
5
5 Const. Cost Est. - Bid list
5 Const. Cost Est. - Estimate
5 Coctract Docunents - Clerical
5 Contract Documents - Invit for Bid
5 Contract Documents - Special Specs
5 Contract Docuzents - Boiler Plate
5 Contract Documents - Contract
5 Contract Documents - Print & Bind
59 W. Tucke~ 1 0.75 $236.88
74 T. Holmes 1 0.125 ' $54.9)
74 T. Holmes 1 0.25 $109.98
78 H. Hamilton 1 2 $315.84
74 T. Hol~es 1 0.25 $10~.98
71 Y. Hol~es .1 2 $879.84
74 ?. Holmes 1 0.25 $t09.98
~4 T. Holmes 1 0 $0.00
78 M. Hamilton 1 0.5 $78.96
$260.57
$60.49
$120.98
$347.42
$t20.98
$967.82
$120.98
$0.00
$86.86
ENGINEERING SERVICES CONTRACT
Engineering services contract made on the date specified below in Recital A between
the City and Engineer as follows:
Recitals:
A. The following information applies to
CITY: CITY OF ASHLAND
City Hall
20 E. Main St,
Ashland, Oregon 97520
(503) 482-3211
FAX: (503) 488-5311
this contract:
ENGINEER: Hardey Engineering &
Associates, Inc.
Address: P.O. Box 1625
MEDFORD OR 97501
Telephone: 503-772-6880
FAX: 503-772-9573
Date of this agreement: ¶B: RFP date: April 17, 1995
June 23, 1995 Proposal date: May 19, 1995
¶2.3. Contracting officer: City Director of Public Works
~!2.4. Project: East Main Street Improvement
¶6.1. Engineer's representative: John L. Hardey
~!8.3. Maximum contract amount: $28,700.00
B. On the date noted above, City issued a request for proposals (RFP) for
engineering services needed by City for the project described above. Engineer
submitted a proposal in response to the RFP on the date noted above.
C. After reviewing Engineer's proposal and proposals submitted by other offerors,
City selected Engineer to provide the services covered by the RFP.
City and Engineer agree as follows:
1. Relationship between City and Engineer: Engineer accepts the relationship of trust
and confidence established between Engineer and City by this contract. Engineer
covenants with the City to perform services and duties in conformance to and
consistent with the standards generally recognized as being employed by
professionals of engineer caliber in the locality of the project. Engineer further
covenants to cooperate with City, City's representatives, contractors, and other
interested parties in furthering the interests of City with respect to the project. In order
to promote successful completion of the project in an expeditious and economical
manner, Engineer shall provide professional engineering services for City in all phases
of the project to which this contract applies, serve as City's professional engineering
representative for the project, and give professional engineering consultation and
advice during the term of this contract. Engineer acknowledges that City is relying on
PAGE 1-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
Engineer to provide professional engineering services in a manner that is consistent
with the interests of City.
2. Definitions: Generally words, terms and phrases used in this contract shall have
the meaning ascribed to them in the construction industry, unless the context clearly
indicates otherwise. As used in this contract:
2.1. "Contract documents" shall mean this contract, written authorizations
under subsection 5.4, written assignments under subsection 5.2, written amendments
to this contract, schedules established under subsection 5.4 and exhibits incorporated
in other contract documents.
2.2. "City" means the City of Ashland, Oregon.
2.3. "Contracting officer" means the person specified in Recital A above or that
person's designee.
2.4. "Project" means the project described in Recital A.
2.5. "Work" or "Services" shall mean all labor, materials, plans, specifications,
construction contract documents, opinions, reports, and other engineering services
and products which Engineer is required to provide under this contract.
3. Term: The term of this contract shall commence on the date specified in Recital A
above and end on completion of all services required by this contract unless sooner
terminated as provided in this contract.
4. Authority of contracting Officer: The contracting officer shall have the authority to
act on behalf of City in the administration and interpretation of this contract. Subject
to the limitations on authorization of assignments under subsection 5.2, the contracting
officer shall have complete authority to authorize services, the contracting Officer shall
have complete authority to authorize services, transmit instructions, receive
information, interpret and define City's policies and make other decisions with respect
to Engineer's services.
5. Engineering Services:
5.1. Engineer shall provide services to City that are described in Exhibit 1
which is attached to and incorporated in this contract.
5.2. In addition to the services described in Exhibit 1, the parties may agree to
have Engineer provide other discrete services that are necessary for completion of the
project. Such services will be initiated by written assignments as follows:
5.2.1. Assignments under this subsection should be used only for
services that are beyond the scope of the services described in Exhibit 1.
No assignment is necessary to authorize services that are customarily
PAGE 2-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
provided in conjunction with, or are ancillary to, the services described in
Exhibit 1.
5.2.2. Assignments which cover services that will cost less than
$15,000 may be initiated by the contracting officer. Assignments that
cover services which will cost more than $15,000 must be approved by
the City Administrator.
5.2.3. Each assignment shall specify the duties of Engineer, the
objective of the assignment, the scope of the assignment and the
estimated cost of the services.
5.2.4. Each assignment shall be signed by both parties.
5.2.5. Each assignment shall incorporate and be subject to the
provisions of the contract documents unless the assignment specifically
provides otherwise.
5.3. In connection with the services described in Exhibit 1 and services
authorized by assignments under subsection 5.2, Engineer shall:
5.3.1. Consult appropriate representatives of City to clarify and
define City's requirements relative to the services.
5.3.2. Review available data relative to the services.
5.3.3. Identify data which is not available and is needed to fulfill
the services, and act as City's representative in obtaining such data.
5.3.4. Prepare monthly progress reports to the contracting Officer
on the status of services.
5.3.5.
exchange of
project.
Cooperate with other consultants retained by City in the
information needed for completion of the services and the
5.4. The services described in Exhibit 1 are divided into discrete work
elements. Engineer shall commence performance of services within five days after
receiving written authorization from the contracting officer for work elements described
in Exhibit I or assignments made under subsection 5.2. Engineer shall perform the
services as expeditiously as is consistent with professional skill and care and the
orderly progress of the project. Upon request of City, Engineer shall submit for City's
approval, a schedule for the performance of work elements described in Exhibit 1 and
assignments made under subsection 5.2. Each schedule shall include allowance for
periods of time required for City's review and approval of Engineer's services. Each
schedule, approved by City, shall become a part of this contract.
PAGE 3-ENGINEERING SERVICES AGREEMENT {p:agree\eng-rfp.fk2
5.5. Engineer shall perform the services as an independent contractor in
accordance with generally accepted standards in Engineer's profession. Engineer
shall be responsible for the professional quality, technical accuracy and the
coordination of all services performed by Engineer. Engineer shall, without additional
compensation, correct or revise any error or deficiencies in the services that are
caused by Engineer's negligence. City's review, approval, acceptance of, or payment
for, any of the services shall not be construed to waive any of City's rights under this
contract or of any cause of action arising out of Engineer's services. In the event of
any breach of this contract by Engineer or negligent performance of any of the
services, City's cause of action against Engineer shall not be deemed to accrue until
City discovers such breach or negligence, or should have, with reasonable diligence,
discovered such breach or negligence. The preceding sentence shall not be
construed, however, to allow City to prosecute an action against Engineer beyond the
maximum time limitation provided by Oregon law.
6. Assignment of Engineer's Personnel:
6.1. The services covered by this contract shall be rendered by, or under the
supervision of the person specified in Recital A above, who shall act as Engineer's
representative in all communications and transactions with City.
6.2. Engineer will endeavor to honor reasonable specific requests of City with
regard to assignment of Engineer's employees to perform services if the requests are
consistent with sound business and professional practices.
7. Responsibilities of City:
7.1. City will cooperate fully with Engineer to achieve the objectives of this
contract.
7.2. City will provide information, documents, materials and services that are
within the possession or control of City and are required by Engineer for performance
of the services.
7.3. City will arrange for access to, and make all provisions for Engineer to
enter upon, public and private property as required for Engineer to perform the
services.
7.4. City will provide all permits necessary for completion of the project.
7.5. The contracting officer will act as liaison between City, Engineer, public
agencies, and others involved in the project.
7.6. City shall perform such other functions as are required by written
assignments under subsection 5.2.
PAGE 4-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
8. Payment:
8.1. City shall pay Engineer for services and reimburse Engineer for expenses
incurred by Engineer in performance of services in accordance with a payment
schedule to be submitted by Engineer and accepted by City. No reimbursement will
be made for expenses that are not specifically itemized in this payment schedule
without prior approval by the contracting officer.
8.2. Engineer shall submit monthly invoices to City for Engineer's services
within ten days after the end of the month covered by the invoice.
8.3. Total payments under this contract or any amendments shall not exceed
the sum specified in Recital A above.
9. (;;ompliance with Law:
9.1. This contract will be governed by and construed in accordance with laws
of the State of Oregon. Engineer shall promptly observe and comply with all present
and future laws, orders, regulations, rules and ordinances of federal, state, City and
city governments with respect to the services including, but not limited to, provisions of
ORS 279.312, 279.314, 279.316 and 279.320.
9.2. Pursuant to ORS 279.316(2) any person employed by Engineer who
performs work under this contract shall be paid at least time and a half pay for all
overtime in excess of 40 hours in any one week, except for persons who are excluded
or exempt from overtime pay under ORS 653.010 to 653.261 or under 29 U.S.C.
Sections 201 to 209.
9.3. Engineer is a "subject employer" as defined in ORS 656.005 and shall
comply with ORS 656.017. Prior to commencing any work, Engineer shall certify to
City that Engineer has workers' compensation coverage required by ORS Chapter
656. If Engineer is a carrier insured employer, Engineer shall provide City with a
certificate of insurance. If Engineer is a self-insured employer, Engineer shall provide
City with a certification from the Oregon Department of Insurance and Finance as
evidence of Engineer's status.
10. Ownershi_D of Documents: All documents prepared by Engineer pursuant to this
contract shall be the property of City. To the extent permitted by law, City shall, within
the limits of the Oregon Tort Claims Act, defend, indemnify and hold harmless
Engineer, its consultants, agents and employees against all damages, claims,
expenses and losses arising out of any reuse of plans, specifications and other
documents prepared by Engineer without prior written authorization of Engineer.
11. Records:
11.1. Engineer shall develop and maintain complete books of account and
other records on the services which are adequate for evaluating Engineer's
PAGE 5-ENGINEERING SERVICES AGREEMENT
performance. Engineer shall maintain records in such a manner as to provide a clear
distinction between the expenditures and revenues related to the project and the
expenditures and revenues related to Engineer's other business.
11.2. Engineer's books and records shall be made available for inspection by
City at reasonable times, to verify Engineer's compliance with this contract. City shall
have the right to request an audit of Engineer's books and records by a certified
public accountant retained by City.
12. Indemnifk;~tion: Engineer shall defend, indemnify and save City, its officers,
agents, and employees harmless from any and all claims, actions, costs, judgments,
damages or other expenses resulting from injury to any person (including injury
resulting in death,) or damage to property (including loss or destruction), of
whatsoever nature arising out of or incident to the negligent performance of this
contract by Engineer (including but not limited to, the negligent acts or omissions of
Engineer's employees, agents, and others designated by Engineer to perform work or
services attendant to this contract). Engineer shall not be held responsible for any
claims, actions, costs, judgments, damages or other expenses, directly and
proximately caused by the negligence of City.
13. Insurance:
13.1. Engineer shall, at its own expense, at all times during the term of this
contract, maintain in force:
13.1.1. A comprehensive general liability policy including coverage
for contractual liability for obligations assumed under this contract,
blanket contractual liability, products and completed operations and
owner's and contractor's protective insurance;
13.1.2. A professional errors and omissions liability policy; and
13.1.3. A comprehensive automobile liability policy including
owned and non-owned automobiles.
13.2. The coverage under each liability insurance policy shall be equal to or
greater than the limits for claims made under the Oregon Tort Claims Act with
minimum coverage of $500,000 per occurrence (combined single limit for bodily injury
and property damage claims) or $500,000 per occurrence for bodily injury and
$100,000 per occurrence for property damage.
13.3. Liability coverage shall be provided on an "occurrence" basis. "Claims
made" coverage will not be acceptable, except for the coverage required by
subsection 13.1.2.
13.4. Certificates of insurance acceptable to the City shall be filed with City
prior to the commencement of any work by Engineer. Each certificate shall state that
PAGE 6-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
coverage afforded under the policy cannot be cancelled or reduced in coverage
cannot be made until at least 30 days prior written notice has been given to City. A
certificate which states merely that the issuing company '~vill endeavor to mail" written
notice is unacceptable.
14. Default:
14.1. There shall be a default under this contract if either party fails to perform
any act or obligation required by this contract within ten days after the other party
gives written notice specifying the nature of the breach with reasonable particularity. If
the breach specified in the notice is of such a nature that it cannot be completely
cured within the ten day period, no default shall occur if the party receiving the notice
begins performance of the act or obligation within the ten day period and thereafter
proceeds with reasonable diligence and in good faith to effect the remedy as soon as
practicable.
14.2. Notwithstanding subsection 14.1, either party may declare a default by
written notice to the other party, without allowing an opportunity to cure, if the other
party repeatedly breaches the terms of this contract.
14.3. If a default occurs, the party injured by the default may elect to terminate
this contract and pursue any equitable or legal rights and remedies available under
Oregon law. All remedies shall be cumulative.
14.4. Any litigation arising out of this contract shall be conducted in Circuit
Court or District Court of the State of Oregon for Jackson County.
15. Termination without Cause:
15.1. In addition to the right to terminate this contract under subsection 8.4 or
subsection 14.3, City may terminate by giving Engineer written notice sixty days prior
to the termination date.
15.2. In addition to the right to terminate this contract under subsection 14.1,
Engineer may complete such analyses and records as may be necessary to place its
files in order and, where considered necessary to protect its professional reputation, to
complete a report on the services performed to date of termination.
15.3. If City terminates the contract under subsection 15.2, Engineer shall be
paid for all fees earned and costs incurred prior to the termination date. Engineer
shall not be entitled to compensated for lost profits.
16. Notices: Any notice required to be given under this contract or any notice
required to be given by law shall be in writing and may be given by personal delivery
or by registered or certified mail, or by any other manner prescribed by law.
PAGE 7-ENGINEERING SERVICES AGREEMENT (p:agree\eng-rfp.fk2
16.1. Notices to City shall be addressed to the contracting officer at the
address provided for the City in Recital A above.
16.2. Notices to Engineer shall be addressed to the engineer's representative
at the address provided for the Engineer in Recital A above.
17. Assignment: City and Engineer and the respective successors, administrators,
assigns and legal representatives of each are bound by this contract to the other party
and to the partners, successors, administrators, assigns and legal representatives of
the other party. Engineer shall not assign or subcontract Engineer's rights or
obligations under this contract without prior written consent of City. Except as stated
in this section, nothing in this contract shall be construed to give any rights or benefits
to anyone other than City and Engineer.
18. Modification: No modification of this contract shall be valid unless in writing and
signed by the parties.
ENGINEER
CITY
' REVIEWED A,~ CO_NTFNT
City Department H~d
Date:
REVI.~;z'yVED AS TO FORM
By
City Legal,~Coynsel
Date:
Coding
(for City use only)
PAGE 8-ENGINEERING SERVICES AGREEMENT {p:agre®\®ng-rfp.fk2
CITY OF ASHLAND
PUBLIC WORKS DEPARTMENT
PROPOSAL FORM
May 19, 1995
City of Ashland
Public Works Department
20 East Main Street
Ashland, Oregon 97520
(503) 488-5347 or 488-5587
PROPOSER:
Hardey Engineering & Associates Inc.
P.O. Box 1625
Medford, Oregon 97501
(503) 772-6880
FIRM HISTORY:
A. Number of years in business
14
15
B. Average number of employees during the past year
Co
Address of Main Office
Hardey Engineering & Associates, Inc.
1600 Sky Park Drive, Suite E
Medford, Oregon 97504
D. Firm specialty (if any):
Public Works/Traffic/Environmental
PHILOSOPHY OF FIRM: To serve our clients and provide them with a project that is done right,
on budget, and on time, every time.
PROPOSED STAFF: We currently employ 17 people which allows us to respond to projects with
full force if needed. The force includes two survey crews, two professional engineer/professional
land surveyors, one professional land surveyor, three cadd draftsmen/engineering technicians, one
engineering project manager, and clerical staff. The following is a listing of key personnel and their
anticipated tasks relative to this project.
Vicki Hardey - President and Contracting Officer, will be responsible for tracking the
project and administering the contract.
John Hardey, P.E., P.L.S. - Vice President, will assist in all phases of the project
including design and project administration. It will be his responsibility to ensure that
the project is properly executed. He has 23 years of experience in the engineering and
surveying field.
Eric Johnson, P.E., P.L.S. - Project Manager/Engineer, will be responsible for .
preparation of the civil plans for the project, attending the pre-bid and pre-
construction conferences, make recommendations for contract award, provide input as
needed during construction, and assist in the preparation of as-built drawings. He has
13 years of experience in the engineering and surveying field.
Thomas Holmes - Project Manager, will be responsible for preparation of the project
bid documents. He has 18 years of experience in the engineering field.
Richard L. Bath, P.L.S., W.R.E. - Director of Surveying, will be responsible for all
phases of surveying including, topographic mapping, and construction staking as
needed. He has 23 years of experience in the surveying field.
(Resumes of key personnel attached.)
PROPOSED PROCESS: The process for this project as we see it is broken down into several
different areas. We would be responsible for most of the tasks but the City would be responsible for
those set forth in the Request For Proposals or modified as they determine would be best for the
project. We are capable of doing this project with no input from the City at all but we prefer to
work closely if possible. This ensures that the completed project is what our clients want. The
following is a basic outline of how we expect the project to proceed:
1. Preliminary review and fact finding.
a. Obtain data from the City and utility companies that would affect the project.
b. Review data with the City regarding item la above and any other concerns or ideas
that could affect the project.
c. Analyze data to be incorporated in the project design.
2. Mapping
a. Obtain existing survey control information relative to the project such as bench
marks, right-of-way monumentation, centerline stationing, etc.
b. Call for utility locates along the project and/or pothole existing utilities as needed.
c. Survey the project doing topographic work as needed, tie in existing utilities, tie in
right-of-way monumentation and centerline monuments, tie in elevation datum, etc. as
needed to complete the base mapping.
d. Prepare the base mapping on AUTOCADD version 12 at a scale of !" =20'. Using
our system, we can easily change the map scales to whatever scale we may need.
3. Preliminary engineering.
a. Prepare a tentative layout of the project on the base maps prepared above.
b. Review item 3a with the City staff, and affected utility companies.
c. Revise as needed to establish a horizontal location for the proposed improvements.
d. Per discussions with City Staff, we do not anticipate a need for geotechnical
investigations.
4. Final engineering and plan preparation.
a. Prepare plan and profile sheets of the proposed improvements based on item 3
above.
b. Prepare a cover sheet for the project.
c. Prepare detail sheets for the project.
d. Submit said plans to the City, and affected utilities and agencies for review.
e. Revise plans as required and resubmit for final plan approval.
f. Obtain final approval of the plans.
h. Obtain permits from the appropriate agencies. (City to perform)
5. Bid document preparation.
a. Obtain and review current contract documents of recent projects from the City.
Also obtain disk of current specifications.
b. Modify specifications as needed for the project.
c. Coordinate with the City to establish bid dates, contract time, and other pertinent
data relative to the project and the invitation for bids.
d. Prepare bid list and engineers estimate.
e. Review contract documents with the City making corrections as needed.
f. Provide the City with 25 sets of plans and specifications as requested by City Staff
for bidding.
6. Bidding and contract award.
a. Answer questions as needed during bidding.
b. Attend a pre-bid meeting.
c. The City will do pre-bid reference checks on the contractors that are not currently
prequalified with the City.
d. Assist the City in review of the bids and selection of the contractor.
e. The City will prepare and transmit the "Notice to Proceed" to the contractor.
7. Construction.
a. The City will set up and administer the preconstruction meeting. We will attend to
answer any questions that may arise.
b. The City will verify items such as contractors insurance binders, schedules, etc.,
prior to construction.
c. Construction staking for project.
d. The City will do the majority of the inspection of the project which would include;
review of work in progress, process pay requests, process change/extra work orders,
testing, and final inspection of the project. We will assist as needed in this process.
8. Asbuilts and project closeout.
a. Prepare asbuilts of the project.
b. Prepare final certification of the project and process through DEQ.
c. Forward to the City copies of pertinent data, mylars, and cadd disks of the
drawings.
CITY INVOLVEMENT: It is our intent, as always, to involve our clients to the degree that they
want to be involved. We have the capabilities to do this entire project with no involvement from the
City at all. The Request for Proposals, however, has set forth some items that the City will do. The
following is list of those items and additional items that we feel would make the project proceed
smoothest.
a. "As-built information on existing facilities." In addition, we would request other pertinent data on
the project such as, survey control data, elevation datum information, right-of-way information, and
other items of concern and input that should be considered in the design.
b. "Utility dig-up services."
c. "Advertisement for bids."
d. "Distribution of plans and specifications to prospective bidders."
e. "Conduct the bid opening." As noted previously, we will attend the pre-bid conference and be
available to make recommendations on the contract award.
f. "Have general oversight over the project." It is our intention to involve the City in; review of the
tentative layout, review of the final plans, and review and coordination to prepare the specifications
and bid documents.
g. "Provide supplemental construction inspection." We understand that the City will provide most of
the inspection services and we are to assist. This arrangement is satisfactory with us.
TIME FOR COMPLETION: We understand that the intent is to have this project bid on or before
May 1, 1996 and completed by August 1, 1996. It is our objective to see that this is accomplished.
Our discussion with staff indicated that it would be acceptable to prepare the plans and specifications
this winter. We will approach the project in this manner because the construction season is busy
this year and since the project will not be built till next year, we felt it would be appropriate to
proceed as noted. We can coordinate a different schedule with staff if this schedule is unacceptable.
Submit Engineering Proposal
City Award of Engineering Contract
Preliminary Review & Fact Finding
Utility Locates
Mapping
Engineering Plan Preparation
Bid Document Preparation
Plan Approvals
Bidding Process
Evaluation and Contract Award
Construction
Closeout and Asbuilts
5/19
5/19 to 6/1
11/13 to 11/30
12/4 to 12/7
12/4 to 12/30
1/1 to 3/15
3/1 to 3/15
3/18 to 4/5
4/8 to 5/1
5/I to 5/15
5/16 to 8/1
8/1 to 8/22
DESCRIPTION OF FINAL PRODUCT: The final product as we see it at this time will consist of
the following:
1. Construction plans which will be prepared on standard 24 inch by 36 inch mylar sheets consisting
of:
a. Cover sheet showing project location, project layout, sheet index, general notes,
affected utility companies with contacts, client information, approval and revision
section, survey benchmark data, and other pertinent data as needed.
b. Plan and profile sheets. The plan view will show the base topo mapping, .existing
utility information, horizontal location of the proposed street and storm drain
improvements including stationing, right-of-way data, and other pertinent data as
needed to build the project. The profile view will show the existing ground at
centerline, proposed grades for the improvements, and critical crossings or tie-ins to
the existing utilities.
c. Detail sheets. These sheets will show details that are necessary to provide clarity to
the plan and profile sheets. These details will typically include, curbs, street sections,
sidewalks, trench sections, manholes, cleanouts, critical tie-ins, special structures,
testhole information, etc.
These plans will be prepared using AutoCADD version 12 in a DCA format. The mylars will be
plotted on a Hewlett Packard DesignJet 220 inkjet plotter. We will provide the City with disks if
desired.
2. Bid documents will be prepared to the City's standard using their boiler plate and the APWA
specifications as noted in the RFP. We will provide 25 sets of bid documents to the City for
distribution as requested. Included in the documents will be the basic format such as; cover,
invitation to bid, table of contents, bidding procedures, general conditions, specifications, special
specifications, bid forms, bid bond form, receipt of addenda, contract form, etc.
Enclosed for your review are sample sheets from previous projects so that you can get a look at our
work.
REFERENCES: We have worked on countless projects that involve street and storm drain line
projects for private and public clients. The staff involved in this project has designed in excess of
50 miles of streets ranging from local streets to highways and freeway off ramps. The
experience of this team is more than adequate to do this job.
The following is a listing of recent projects and references to contact relative to those projects. If
you would like to see samples of these projects, please let us know. Also, there is a listing of all
street projects designed by this company. Many of these projects required public bidding as well as
many of our other projects. There should be no doubt that we have enough experience to do this
project. We also prepared the plans and specifications for the Lithia Way Parking lot project for the
Hardey Engineering & Assoc. Inc.
(503) 77,2-6880
P.O. Box 1625 · Medford, Oregon 97501-0124
Fax (503) 772-9573
May 19, 1995
City of Ashland
Public Works Department
20 East Main Street
Ashland, Oregon 97520
REQUEST FOR PROPOSALS
Engineering Services for Design of East Main Street from
the C. O. & P. Railroad to Walker Avenue
We, at Hardey Engineering, would like to thank you for the opportunity to present this
proposal and estimate for engineering and surveying services.
It is our intention to work on a time and materials basis on this project. We anticipate that
the fees will range from $26,100 to $28,700 based on our understanding of the project. We
will obviously do everything in our power to keep to costs to a minimum and bill only for
what we do. Our estimate is based on work normally associated with a project of this nature
and does not include any fees for permit applications, filing, inspection, etc. that may be
required by governmental agencies as part of the approval process. Attached is a printout of
our estimated man hours and costs by task.
Thank you again for the opportunity to present this proposal, If you have any questions,
please do not hesitate to contact us. If you select us to do this project, you will be very
pleased with the results.
Sincerely,
HARDEY ENGINEERING & ASSOCIATES INC.
John L. Hardey, P.E., P.L.S.
Vice President
File :MN2WALKR. PRO/WP60
Public facilities design and engineering · Survey and mapping · Environmental affairs · Traffic engineering and planning
PROJECT ENGINEERING ESTIMATE
FILE: ASHLMAIN.H3
PROJECT: EAST MAIN STREET iMPROVEMENTS - ASHLAND
1850 LF OF UTILITI- COST PEH LF OF UTILITY:
$0.00 ~LAN~I~GiCOST PE~ LF
$9.29 DESIGN COST PER LF
$0,00 BON DEDICATION COST PER LF
$1.64 BIDDING tND CONST ADMtN PER LF
$2,94 CONSTRUCTION STHING PER LF
$0,47 MISC PER LF
TODAY'S DATE: 18-May-95
CREATED OR REVISED: 18-Nay-95
$15.54
- Charges Cont.
PLMNING TOT~ ~ : $0~00 $0.00
RIGHT OF WAY DEDICATION ............... $0.007'i ....... $0.00
TOPO MAP PREP~AYION ?OY~ '$5,495.66 $6,045.23
PLAN PREP~AYION ~D ~PROVALS $10,122.11 $11,134.32
ESTtNATES~ t CONTRACt. DOCUMENTS $2,188.95 $2,407.85
BIDDING MD AViD $567.24 $623.97
CONSTRUCTION t INSPECTION $2,031.53 $2,234.6}
CONSTRUCTION STAKINg ~ $~,943.0! $5,437.34
NtSC MD CLOSEOUT $785.26 $863.79
YOTAL $26,!33.79 $28,747.17
$26,100.00 $28,700.00
Task Staii ~-~s/ Plus
Number Task Description Ko. Kase Rate Units Charges I Cont.
Placning administration 1
Planning ~eseazch 1
Planning layout for project 1
Phnning site plan 1
Planning si~e plan 1
Planning application p~eparation 1
Planning-application preparation 1
Planning submittal 1
Planning-<heazings i
Planning hearings - app~a!~ 1
Planning hearings - appeals LUHA 1
J. Hardey 1 O $0.00
J. Hardey 1 0 $0.00
J. Ha[dey 1 0 $0.00
J. Hardey 1 O $0.00
J. Hazdey 1 0 $0.00
J. Hazdey 1 0 $0.00
J. Ha]dey 1 0 $0.00
J. Hardey 1 0 $0.00
J. Ha[dey 1 0 ~ $0.00
J. Ha[dey 1 0 $0.00
J. Ha~dey 1 0 $0.00
PLMNING TOT~
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$O.0O
$0.00 $0.00
Boundary - ad~k~tzation 9 R. Bath
Boundary - research 9 R. B~th
Boundary survey 9 R. Bath
ROW-Ca!c ~nw takes 9 R. Bath
ROW-Prepare legal description 9 R. Bath
ROW-Prepare iegal description 9 R. ~th
ROW-Process lot line adjustment 9 R. Hath
Blank 9 R. Bath
Bhnk 9 R. Bath
Blank ~ R. Bath
Blank 9 R. Bath
RIGHT OF VAY DEDICATION
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.OO
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00
3 Topo administration
3 Mark utilities
3 Topo research
3 Topo Survey - Crew
3 Topo Survey - Cze~
8 R. Bath 1 0.25
75 W. Whathy 1 0.25
75 W. Whatley 1 1
17 3Man Crew 1 1
14 2Man Crew 1 i
$118.44 { $130.28
$81.78 I $89.96
$327.12 { $359.83
$78~.00 { $862.~0
$2,560.00 { $2,816.00
3 ?opo Survey - Reduce notes
3 ?opo Survey - Rap prep
3 Topo Survey - Map prep
8 R. Bath 1
8 R. Bath 1
57 J. Higday 1
TOPO NAP PREP~ATION TOTAL
Administration 1 J. Nazdey
Predesign Checklist 71 E. Johnson 1
Predesign Checklist 1 J. Hardey 1
Study governnent reguire~ents 1 J. Harde~
Design Worksheet 1 J, Hardey 1
Tentative Design 71 E. Johnson 1
Review w/Affected Agencies 71 E. Johnson 1
Review w/Client 71 E. Johnson 1
Cove] sheet layout 71 E. Johnson 1
Cover sheet - draft 59 W, Tucker 1
Street plans - design 71 E. JoNson 1
Street plans - draft 59 W. Tucker 1
Field layout of pavement removal 71 E. Johnson 1
Field measure pavement re~oval 72 R. Grehn 1
Earthvork 72 R, Urehn 1
Earthwork 1 J. Hardey 1
Storm Drainage - Design 71 E. Johnson 1
Storm Drainage - D~afti~g 59 V. Tucker
Lighting Plan - Design 1 J. Ha[dey 1
Lighting Plan - Drafting 1 J. Ha]dey 1
Sanitary sewe~ - Design 71 E. Johnson 1
Sanitary sever - Draft 55 W, ~ucke[ 1
Water plan - Design 1 J. Razdey 1
Water plan - Draft 1 J, Hardey ..1
Landscape plan - Design 1 J. Ha~dey 1
Landscape plan - Draft 1 J. Hardey _1
Retaining wall - Design 1 J. Hardey
Retaining ~alt - L:ait i J. Rardey 1
Plotting 1 J. Hardey 1
Detail sheets - ~esign 71 E. Johnson 1
Detail sheets - ~rait 59 {. ~u:i~e[
Coordinate v.'~:~: i J. ~a:~ey
Discussions ~/c!ient ! J. Ha:deF 1
Prepare Materials for 9~baitta! 59 W. Tucker 1
Sub,it plans 78 M. Hamilton i
Sub,it plans 1 J. Har~ey 1
Review coordination 71 E. Johnson 1
R6visions - Design -; 7i R. Johnson i
Revisions - Drafting 55 V. Tucker
0.5 $236.8'8 I $260.52
0.5 .:~ $236.88 I $260.57
4 $1~150.56'l $1f265.62'
.$5~4~5.66 $6~045.23
PLAN PREPARATION AND
0.5 $282.00
0.5 .... $252.11
0 $0.00
0 $0.00
0 ' $0,00
0.5 $252.11
0 $0.00
0.5 $252.11
0.5 $252.11
0,5 $157.~2
3 $1,512.65
7 $2~210.B8
0.5 $252.11
0.5 $157.92
0.5 $157,92
0 SO,OD
3 $1,512.65
3 $9~7.52
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0.5 $282.00
0.5 $252.11
~.5
0 $0.00
0 $0,00
0 S0.00
0.25 $78.96
0.5 $28.96
0 $0.00
0.5 $252.11
1 $50t.22
i $3t5.81
~PROV~S
$310.20
..... $277.32
$0.00
$0.00
$0.00
$277.32
$0.00
$2V7.32
$277.32-
$173.71
$1~663.51
$277.32
$173.71
$173.71
$0.00
$1~663.91
$1~012.27
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Se.oD
$31o.2o
$277.32
Sii3.7t
$0.o0
$0,00
$SG.B6
$86.86
$0.00
$277.32
$554.64.
$347.42'
$10,122.11 $11,134.32
5 Const. Cost Est. - Ouantitytakeoff 59 W. Tucker 1
5 Const. Cost Est. - Bid list 24 T. Hol~es 1
5 Const. Cost Est. - Estimate l! T. Hol~es 1
5 Coztract Docuaents - Clerical ~8 H. Hamilton 1
5 Contract Documents - Invit for Bid 24 T, Hol~es 1
5 Contract Documents - Special Specs 74 T. Holmes .1
5 Contract Documents - Boiler Plate 7t ?. Hol~es 1
5 Contract Documents - Contract la T. Holmes 1
5 Contract Documents - Print & Bind 78 M. Hamilton 1
0.75
0.125
0.25
2
0.25
2
0.25
O
0.5
$236.8B
$54.99
$109.98
$315.81
$109.98
$879.84
$109.98
$0.00
$260.57
$60.49
$120.98
$347.t2
$120.98
$967.82
$120.98
$0.00
$86.~6
5 Contract Docnments - Print & Bind
5 Contract Documents - Print & Bind
6 Coord w/client
6 Bid Project - Administration
6 Bid Project - Prebid ~eeting-
6 Bid Project- Prebid reefing
6 Hid Project - Questions
6 Hid Project - Open Bids
6 Bid Project - Evaluate & Award
6 Bi~ ?:oject - C~p!ete Contract
6 Bi~ 2zoHect - Eotice to Procede
Meeting w/contractors as required
Periodic Review of Vork in Progress
Periodic Review of Work in Progress
Review change orders/pay :eguests
Review change orders/pay requests
Final Inspection
Final Inspection
Clerical
Stake - adsinist:ation
Stake - calculations
Stake - calculations
Stake - c!earin.,
..c--'.=..: _ .-,:c,.-~
Stake - building
Stake sanitary __~..
Stake - sto¢~
Stake - water
Stake - light poles
Stake - re~a~c~
Stake - finish
Stake -cu[bs
Stake - gas~ phone~
501 Blueline 1 1050
502 Xerox 1 2200
ESTIMATES, & CONTRACT DOCUMENTS $2,t88.95
$157,50 { $123.25
$135;00 } $148.50
$2,407.85
24 T. Holmes 1 0 $0.00
1 J. Ha[dey~ · 1 0 $0.00
71 E. JohnsoQ3..L,?~c~l'~ -0.25'- $126.05
74 T. Holme$.~~.v¢C 1 ~='~i 0 ' .$0.00
71E. Johnson:., :.~1 i ~.. 0.5 $252.1!
71 E. Johnson ::'~" 1 0.25 $126.05
71 E. Johnson~ 1 0.125 $63.03
7i E, Johnson 1 0 $0.00
71 E. Johnson 1 0 $0.00
BIDDING AND AWARD
I $0.00
I ~0.00
$138,65'
· :=, $0.00
,
':. $1}8,66'
$69.33
$0.00
~' $0.00
.............. "-'7'T"
$567.2~ $623.~2
ll Z. Johnson 1 i $504.22
72 R. Grehn ' 1 0 $0.00
71 E. Johnson 1 2 $1~008.43
22 R. Grehn 1 0 $0.00
24 T. Ho!~es 1 0.5 $219.96
22 R. Grehn 1 0 $0.00
24 T. Bol~es 1 0.5 $219.96
78 M, Hamilton I 0.5 $78.96
COHSTRUCTION & I~SPECTION
$554.6!
$0.00
$1~109.28
$0.00
$241.96
$0.00
$24!.96
$86.86
$2~031.53 $2f234.68
8 R. Bath 1 0.5
8 R. Bath..: 1 0.5
75 W. Whatley 1 2
~! 2~an Crew 1 0.5
I( 2K~: Crew !
i4 2Man Crew 1 0
l( 2Man Crew 1 0
1~ 2Man Crew 1 1.5
13 R. Bath 1 0
13 R. Bath 1 0
'? ~ lath ' 0
13 R, Bath ! !
13 R, Bath 1 3
i3 R. Bath 1 0
$236.88
$236.88
$654.24
$320.00
$0.00
$0.00
$960.00
S0.00
$0.00
$0.00
$!,42!,28
$0.00
$260.52
$260.52
$71~.66
$352.00
$0.00
$0.00
$!~056.00
$0.00
$0.00
$0.00
$1~563.41
$0.00
Asbuiits
Asbuiits
Project close-out
Project close-out
Misc., prints, mylar, etc.
74 T. Hol~es 1
55 V, Tucker 1
74 T. Holmes 1
i8 M. Ha~iiton i
903 Direct Exp. 1
XiSC AND CLOSEOUT
0,5 $2i9.96 [ $241.96
1 $315.8t { 5347.42
0.25 $109.98 I $120.58
0.25 $39,(8 I $43.(3
t00 $100.00 } $110.00
$785.26 $863.79
INSERT ABOVE THiS LiHE INSERT ~BOVE THIS LINE INSERT ABOVE THIS LIRE
CITY OF
ASHLAND
CITY HALL
ASHLAND, OREGON 97520
telephone (code 503) 482-3211
NOTICE OF TRANSMITTAL
TO:
Jill Turner
Barbara Christensen
Bob Nelson
DATE
PROJECT
JOB NO.
SUBJECT
08/02/95
E. Main St. Improv.
95-10
Contract Documents
THE FOLLOWING ITEMS ARE BEING SENT TO YOU:
Jill Turner:
Barbara:
Bob Nelson:
Copy of signed contract with requisition for purchase.
Original Contract for filing.
Original insurance certificates.
ENCLOSED X
UNDER SEPARATE COVER
REMARKS:
COPIES TO:
Steve Hall
Department of Public Works
Engineering Division
By: James H. Olson
Title: Assistant City Engineer