HomeMy WebLinkAbout2004-054 PO - Carollo EngineersCiTY OF ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
CITY RECORDER'S COPY
Page 1
VENDOR: 000162
CAROLLO ENGINEERS, PC
3033 N. 44TH STREET STE. 101
PHOENIX, AZ 85018
SHIP TO: Ashland Public Works
(541) 488-5587
27-1/2 N MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net 30 days
Req. Del. Date:
Special Inst:
Req. No.:
Dept.: PUBLIC WORKS
Contact: Paula Brown
Confirming? No
Quantity I Unit Descript on Un t Price Ext, Price
Engineering design for the Talent, 75,000.00
, Ashland, Phoenix (TAP) Water ne
extension from Talent to Ashland
RFP
Date of a.qreement: Jan 05 2004
Insurance required/On file
SUBTOTAL 75,000.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 75,000.00
ASHLAND, OR 97520
Account Number Amount Account Number Amount
E 670.08.18.00.604130 25,000.00
E 670.08.36.00.604110 50,000.00
Signature
VENDOR COPY
CITY OF
- SHLAND
NOTICE OF TRANSMITTAL
TO:
KARI OLSON DATE:
PURCHASING PROJECT:
JOB NO.:
SUBJECT:
FEBRUARY 10, 2004
TAP WATERLINE EXTENSION
03-34
CONTRACT DOCUMENTS
THE FOLLOWING ITEMS ARE BEING SENT TO YOU:
Please find attached the original contract and requisition for Carollo Engineers for the TAP
Waterline Extension engineering project. Insurance should already be on file.
ENCLOSED ~,
UNDER SEPARATE COVER
REMARKS'
COPIES TO:
Department of Public Works
B.y: Dawn .La. mb~j//'i .
Title: Admims~¢e Assistant
PUBLIC WORKS Tel: 541488-5587
20 E. Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland,or.us
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 IH Contract Req NOT 2 04.doc
CITY OF
kSHLAND
REQUISITION
No. PW - FY 2004
Department Public Works Date February 10, 2004
Vendor CAROLLO ENGINEERS Requested Delivery Date ASAP
4380 SW MACADAM AVE STE 350 Deliver To PAULA BROWN
PORTLAND OR 97239 Via
Account No. ~. ~'?O, O~ , .~.,3 . C,~). ~,~p I IO (* Note: PI .... Ilow approximately two(2) weeks for delivery on it ..... t
..-~.,~ ...... ' generally caried in stored, and approximately two (2) months on printing jobs.)
4,z~-~ -~[:,-7o, o:Y. t o% oO. ~, 0'7 t '~
Item No. Quantity Unit Description Use of Purchasing Office Only
Unit Price Total Price PO No.
'Engineering design for the Talent, Ashland
Phoenix (TAP) Waterline extension from
l'alent to Ashland $ 75,000.00
TOTAL $ 75,000.00
for Kari:
BID /RFP / EXEMPT: RFP
COntraCt Start Date: January 5, 2004
ContraCt COmpletion Date:
Insurance on file: ~ NO
Project No: 03-34
Job No. Unit No.
I hereby certify that the above items are necessary for the operation
of this department and are budgeted
/f epartment ea or ul orize erson
Issued By
Date
Received By
G:Pubwrks\eng\deptadmin\engineer\project\03-34 Carollo TAP Requisition I 04.xls
ENGINEERING SERVICES CONTRACT
Consultant services contract made on the date specified below in Recital A
between the City and Consultant as follows:
Recitals:
A. The following information applies to this contract:
CITY: CITY OF ASHLAND
City Hall
20 E. Main St.
Ashland, Oregon 97520
(541) 488-5347
FAX: (541 ) 488-6006
Consultant:
Address:
Telephone:
FAX:
CAROLLO ENGINEERING
ROBERT EIMSTAD, PE
5100 SW MACADAM AVE, STE 440
PORTLAND OR 97201
503/227-1885
503/227-1747
Date of this agreement: ¶ B: RFP date: November 24, 2003
January 5, 2004 Proposal date: December 10, 2003
¶2.2. Contracting officer: Paula C. Brown, PE
¶2.4. Project: TAP Water Line Extension Project
¶6. Consultant's representative: Robert Eimstad, PE
¶8.3. Maximum contract amount: NTE $75,000.00
B. On the date noted above, City issued a request for proposals (RFP) for
consulting services needed by City for the project described above. Consultant
submitted a proposal in response to the RFP on the date noted above.
C. After reviewing Consultant's proposal and proposals submitted by other
offerors, City selected Consultant to provide the services covered by the RFP.
City and Consultant agree as follows:
To accept submitted proposal, revised scope of work and deliverables.
1. Relationship between City and Consultant: Consultant accepts the relationship
of trust and confidence established between Consultant and City by this contract.
Consultant 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 consultant's caliber in the locality of the project.
Consultant 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, Consultant shall provide professional
consulting services for City in all phases of the project to which this contract
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJEC'R2003\03-34 Carollo Contract 1 04.doc
applies, serve as City's professional consulting representative for the project, and
give professional consultation and advice during the term of this contract.
Consultant acknowledges that City is relying on consultant to provide
professional consulting 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. "City" means the City of Ashland, Oregon.
2.2. "Contracting officer" means the person specified in Recital A above or
that person's designee.
2.3. "Project" means the project described in Recital A.
2.4. "Work" or "Services" shall mean all labor, materials, plans,
specifications, opinions, reports, and other consulting services and products
which Consultant 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 contractinq Officer: The contracting officer shall have the authority
to act on behalf of City in the administration and interpretation of this contract.
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 Consultant's services.
5. Consultinq Services: Consultant shall provide services to City that are
described in the RFP.
5.1. In connection with the services described in the RFP, Consultant
shall:
5.1.1. Consult appropriate representatives of City to clarify
and define City's requirements relative to the services.
5.1.2. Review available data relative to the services.
5.1.3. Identify data which is not available and is needed to
fulfill the services, and act as City's representative in obtaining such
data.
5.1.4. Prepare monthly progress reports to the contracting
Officer on the status of services.
5.1.5. Cooperate with other consultants retained by City in
the exchange of information needed for completion of the services
and the project.
5.2. Consultant shall commence performance of services within five days
after receiving written authorization from the contracting officer for work
described in the RFP. Consultant shall perform the services as expeditiously as
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~.003\03-34 Carollo Contract I 04.doc
is consistent with professional skill and care and the orderly progress of the
project. Upon request of City, Consultant shall submit for City's approval, a
schedule for the performance of work elements described in the RFP. Each
schedule shall include allowance for periods of time required for City's review and
approval of Consultant's services. Each schedule, approved by City, shall
become a part of this contract.
5.3. Consultant shall perform the services as an independent contractor in
accordance with generally accepted standards in Consultant's profession.
Consultant shall be responsible for the professional quality, technical accuracy
and the coordination of all services performed by Consultant. Consultant shall,
without additional compensation, correct or revise any error or deficiencies in the
services that are caused by Consultant'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 Consultant's services. In the event of any breach of this contract by Consultant
or negligent performance of any of the services, City's cause of action against
Consultant 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 Consultant beyond the maximum time
limitation provided by Oregon law.
6. Assignment of Consultant'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
Consultant's representative in all communications and transactions with City.
6.2. Consultant will endeavor to honor reasonable specific requests of City
with regard to assignment of Consultant'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 Consultant 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 Consultant for
performance of the services.
7.3. City will arrange for access to, and make all provisions for Consultant
to enter upon, public and private property as required for Consultant 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, Consultant,
public agencies, and others involved in the project.
8. Payment:
8.1. City shall pay Consultant for services and reimburse Consultant for
expenses incurred by Consultant in performance of services in accordance with a
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 Carollo Contract I 04.doc
payment schedule to be submitted by Consultant 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. Consultant shall submit monthly invoices to City for Consultant'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. Consultant 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 Consultant 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. Consultant is a "subject employer" as defined in ORS 656.005 and
shall comply with ORS 656.017. Prior to commencing any work, Consultant shall
certify to City that Consultant has workers' compensation coverage required by
ORS Chapter 656. If Consultant is a carrier insured employer, Consultant shall
provide City with a certificate of insurance. If Consultant is a self-insured
employer, Consultant shall provide City with a certification from the Oregon
Department of Insurance and Finance as evidence of Consultant's status.
9.4. If the amount of this contract is $15,713.00 or more, Consultant is
required to comply with chapter 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in this chapter, to all employees performing work under
this contract and to any subcontractor who performs 50% or more of the service
work under this contract. Consultant is also required to post the attached notice
predominantly in areas where it will be seen by all employees.
10. Ownership of Documents: All documents prepared by Consultant 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 Consultant, 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 Consultant without prior
written authorization of Consultant.
11. Records:
11.1. Consultant shall develop and maintain complete books of account
and other records on the services which are adequate for evaluating Consultant's
performance. Consultant 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 Consultant's other business.
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 Carollo Contract 1 04.doc
11.2. Consultant's books and records shall be made available for
inspection by City at reasonable times, to verify Consultant's compliance with this
contract. City shall have the right to request an audit of Consultant's books and
records by a certified public accountant retained by City.
12. Indemnification: Consultant 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 Consultant (including but not limited to, the
negligent acts or omissions of Consultant's employees, agents, and others
designated by Consultant to perform work or services attendant to this
contract). Consultant 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. Consultant 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 Consultant. Each certificate shall
state that 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
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 Carollo Contract 1 04.doc
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 1.4.1, 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 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
14.3, City may terminate by giving Consultant written notice sixty days prior to
the termination date.
15.2. In addition to the right to terminate this contract under subsection
14.3, Consultant 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, Consultant
shall be paid for all fees earned and costs incurred prior to the termination date.
Consultant shall not be entitled to compensation 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.
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 Consultant shall be addressed to the Consultant's
representative at the address provided for the Consultant in Recital A above.
17. Assignment: City and Consultant 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. Consultant shall not assign
or subcontract Consultant'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
Consultant.
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJEC'lA2003\03-34 Carollo Contract 1 04.doc
8. Modification: No modification of this contract shall be valid unless in writing
and signed by the parties.
BY
Fed.
REVIEWED ONTENT
BY Depa~
City
Date:
Coding
(for City use only)
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 Carollo Contract 1 04.doc
SCOPE OF SERVICES
The following scope of services details specific work elements to be completed by Carollo
Engineers on the TAP Intertie Extension Project.
Task 1. Project Initiation
Subtask 1.1. Workshop I - Project Kick-off Meeting. Conduct a project kick-off meeting
with City staff to introduce Carollo team members, review the scope of services, and formalize
City goals and objectives.
Subtask 1.2. Gather and Review Background Data. Following the Project Kickoff Meeting,
gather and review existing water system data including the existing H2ONet hydraulic model,
TAP project design information and as-built construction drawings, GIS data files, copies of
TAP-related reports, geo-technical reports and studies, data and information available from
Rogue Valley Council-of-Governments (RVCOG), aerial photographs, topographic information,
environmental and natural resources data, and other related information.
Subtask 1.3. Identify Project Constraints. Review and conduct necessary meetings or
conversations with local and state agencies to identify key project constraints, environmental
concerns, costs, and funding opportunities. Identified constraints will be used to develop and
evaluate alternatives. Agencies will include, at a minimum, those listed in the RFP work
description.
Subtask 1.4. Develop Design and Cost Criteria. Develop criteria for sizing pipelines, pump
stations and storage reservoirs, and for reviewing hydraulic and water quality impacts of the
TAP connection to the City's water system. Develop capital and life cycle cost criteria for
evaluating alternatives.
Deliverables - Task 1
· Summary Notes from the Project Kick-off Meeting.
· Summary notes from meetings/conversations with local and state agencies and
franchise utilities.
· Technical Memorandum #1 summarizing project constraints, and design and cost
criteria.
Task 2. Evaluate Storage, Distribution System, and Water Quality Requirements
Subtask 2.1. Review Existing TAP Project and Pumping Facilities. Review the existing
TAP project drawings, design documents, and construction specifications. Evaluate
requirements for connection to the existing pipeline, and pumping requirements.
Subtask 2.2. Review Water System Demands. Review current and future water system
demands and water production capacity at the City's Water Treatment Plant.
Subtask 2.3. Develop and Evaluate Storage Options. Evaluate storage requirements for
each of the City's designated reservoir service areas based upon current and build-out land use
conditions. The storage analysis will consider requirements for operational equalization,
emergency, and fire reserve. Develop and evaluate storage options to address current and/or
future storage deficits. Review locations for a future TAP Reservoir, if recommended.
~:\Car~Pr~jects~`sh~an¢TAP~atermainPreDesign\~ntract\Revised~ntractSc~pe_P~vm 1 .doc 1
Subtask 2.4. Calibrate Water System Model. Use pressure and flow data provided by the
City to finalize calibration of the City's H2ONET water system hydraulic model to facilitate
evaluation of connection alternatives.
Subtask 2.5. Develop and Evaluate TAP Connection Options. Develop alternatives for the
TAP connection based upon current and future storage requirements. Identify preliminary
pipeline size and pumping requirements for each alternative using the water system model.
Select the optimum TAP connection point. Evaluate impacts of the TAP connection on
distribution system hydraulics, including flow direction and velocity. If recommended, select a
preliminary site for a future TAP Reservoir.
Subtask 2.6. Review TAP Water Quality Impacts. Evaluate the quality of MWC water and
develop recommendations to mitigate potential impacts on water quality associated with mixing
of TAP and City-produced waters. Recommend facilities or operational strategies to mitigate
any noted water quality impacts (e.g. clear well, chemical feed, etc).
Subtask 2.7. Workshop 2 - TAP Storage and Delivery Options. Conduct a workshop with
City staff to review TAP storage and delivery options, and review potential hydraulic and/or
water quality impacts associated with the TAP connection.
Subtask 2.8. Finalize TAP Reservoir Size and Location and Pumping Requirements.
Based upon feedback from Workshop 2, finalize the preliminary size and location of the TAP
reservoir location and pumping requirements for delivery of MWC water from existing TAP
facilities to the City. If necessary, conduct preliminary geotechnical and environmental
evaluations on proposed reservoir site.
Deliverables - Task 2
· Calibrated H2ONETWater System Model.
· Technical Memorandum #2 summarizing current and future water system demands,
storage requirements, TAP connection alternatives, and potential hydraulic and/or water
quality impacts associated with TAP connection and MWC water.
· Summary notes for Workshop 2.
Task 3. Conduct Pipeline Routing Study
Subtask 3.1. Identify Preliminary Pipeline Routes. Develop up to three (3) pipeline routing
options for delivery of MWC water from the existing terminus of the TAP pipeline to the
recommended water system connection. Consider contracted flows, current and future
demands, diameter, system head losses, and pumping requirements.
Subtask 3.2. Evaluate Constraints for Route Options. Review comments with local and
state regulatory agencies to evaluate specific constraints and requirements for each preliminary
route. Evaluate natural resources, environmental, geological, permitting and other constraints
for each option.
Subtask 3.3. Estimate Capital and Life-cycle Costs. Prepare preliminary project cost
estimates and estimated 20-year life cycle costs for each option using cost criteria developed in
Task 1.
Subtask 3.4. Evaluate Pipeline Alternatives. Evaluate each pipeline alternative using a
matrix-based approach considering economic and non-economic criteria and weighting factors.
I:~CarolloP rojects~Ashland\TAPWatermainPreDesign\Contract\RevisedContractScope_Plvm 1 .doc 2
Criteria to be included in the analysis may include criteria summarized in the project approach,
and other criteria specified by City staff. Weighting factors will be determined with input from
City staff.
Subtask 3.5. Workshop 3 - TAP Pipeline Alternatives. Conduct a workshop with City staff to
pipeline routing alternatives for the TAP pipeline from the existing terminus to the selected TAP
reservoir location.
Subtask 3.6. Select Optimum Pipeline Route. Based upon feedback from Workshop 3 and
the pipeline alternative evaluation, select the optimum pipeline route.
Subtask 3.7. Provide TAP Scenario for Water System Model. Update the City's H2ONet
hydraulic model with a future scenario for the TAP pipeline, including water mains, reservoirs,
pumping and water quality facilities.
Deliverables - Task 3
· TAP scenario for the H2ONET Water System Model.
· Technical Memorandum #3 summarizing pipeline routing alternatives, capital and life
cycle costs associated with each option, and the recommended pipeline route.
· Summary notes from Workshop 3.
Task 4. Complete Conceptual Design
Subtask 4.1. Evaluate Right-of-Way and Prepare Oversized Drawing. The City will collect
and compile right-of-way and topography information along the selected pipeline route and
prepare an AutoCAD base map. Carollo will add the routing options including connections to
existing water mains, and proposed pipeline alignment, pump stations, and reservoirs. The final
oversized drawing will identify pipeline alternatives, existing rights-of-way and easements, land
acquisition requirements, public and franchise utilities, creeks and streams, wetlands and ntural
resource elements, soil boring locations, and miscellaneous structures and obstructions.
Subtask 4.2. Prepare Reservoir & Pump Station Schematic Drawings. Prepare schematic
drawings of proposed reservoirs and pump stations to be included in the final report. Schematic
drawings for reservoirs will show preliminary site drawings with plan and profile views.
Schematic drawings of pump stations will show preliminary site layout and a preliminary plan for
the pump station.
Subtask 4.3. Prepare Conceptual Cost Estimates. Prepare cost estimates for the
recommended alternative. Estimates will include all project costs including construction,
easement and right-of-way acquisition, final design engineering, permit acquisition, and
construction management.
Subtask 4.4. Complete Permit Applications. Prepare applications for required permits
associated with the recommended alternative. Permits or agreements for the TAP project may
be required from ODOT (right-of-way permit), Oregon Health Division (construction permit),
Oregon Department of Environmental Quality (NPDES 1200C and other permits), Oregon Water
Resources Department, Talent Irrigation District, Medford Water Commission, City of Talent,
and/or Jackson County.
I:\Ca rolloP rojects~Ashlan~TAPWatermain PreDesign\Cont ract\RevisedCont ractScope_Plvm 1 .doc 3
Subtask 4.5. Prepare Land/Easement Acquisition Documents. Prepare legal descriptions
and exhibit maps for identified rights-of-way, easements, and land to be acquired by the City
prior to construction of the TAP project.
Subtask 4.6. Prepare Preliminary Design Report. Prepare a draft Preliminary Design Report
summarizing the study. The report will include alternatives, analyses, cost estimates,
conclusions and recommendations, the oversized alternatives drawing prepared with City
assistance, schematic design drawings for reservoirs and pump stations (1 lx17). Permit
applications, and legal descriptions for land and easement acquisitions will be provided
separately.
Subtask 4.6. City Council Acceptance. Make a presentation of the Preliminary Design Report
to City Council providing an overview of work completed on the project, a summary and
justification of recommendations.
Deliverables - Task 4
1. Five (5) hard copies and one electronic copy of the Draft and Final Preliminary Design
Reports.
2. One electronic copy of reservoir and pump station schematic drawings drawings. (Note: All
documents or drawings will be provided in a Microsoft Word or AutoCAD format compatible
with the City's software.)
3. Five (5) hard copies and one electronic copy of all required permit applications.
4. Five (5) hard copies and one electronic copy of all right-of-way/easement acquisition legal
descriptions and exhibit maps.
I:\CarolloProjects~shlanc~TAPWatermainPreDesign\Contract\RevisedContractScope Plvml.doc 4
C { T Y
0 F
^ ~ ~I L A N D
OREGON
TAP Waterline Extension
Project No. 2003-34
November 26, 2003
City of Ashland
Department of Public Works
51 Winburn Way
Ashland, OR 97520
Attention: Ms. Paula Brown
Subject:
Proposal for Preliminary Engineering Services - TAP Waterline Extension
Project No. 2003-34
Dear Paula:
Our goal on the TAP project is to provide the City with the greatest benefit from it's new
water supply. If selected, we will identify where and how to make the TAP connection to
control costs, to allow the best utilization of the water, and to help the City address any
water storage and distribution deficiencies. Our familiarity with your system and your
H20Net model will allow us to complete the work without putting a burden on your staff
resources. We will hit the ground running.
I am proposed as both the Project Manager and the partner-in-charge. I enjoy working for
the City of Ashland and I believe that my planning and preliminary design expertise will help
the City find the best alternative. I have maintained my personal commitment to high quality
service to the City for the past seven years. That commitment to service will be maintained
throughout this project. You know that our work is of high quality and that we will be
responsive to any issues or concerns that you may have as the project unfolds.
I am pleased to be able to offer Preston Van Meter as the Project Engineer. Preston has the
right mix of skills, project experience and energy to push this project to successful
completion. I know he has been responsive and helpful during his review of your water
system planning and your H20Net model. That is indicative of the service that he will
provide on this project.
Give me a call if you need additional information or have questions and have a great
Thanksgiving!
Very truly yours,
Partner
RBE:tb
V:\Client89XAshland\Prop~2003\TAPproject'l 103~Docs\TAPCoverLetter.d0c
4380 SOUTHWEST MACADAM AVENUE, SUITE 350 · PORTLAND, OREGON 97239-6406 · (503) 227-1885 · FAX (503) 227-1747
Extension
{STANDING
has been providing
of Ashhmd for over
we have completed a
'~ects and have consistently
to high qt,ality service
The Carollo team offers a detailed understanding of
the engineering issues and community needs that
must be addressed in completing preliminary design
of the TAP pipeline extension and connection to the
City's water distribution system. Our past work in
preparing your Long-Range Comprehensive Water
Supply Plan established water demands over a range
of conservation scenarios, identified future supply
deficits, and evaluated alternative supply sources. The
plan had extensive community involvement resulting
in buy-in from a broad cross section of the community
and resulted in the City sharing the cost of the TAP
project. No other firm understands the City's water
supply issues as well as Carollo.
Carollo also has a thorough understanding of your
water distribution system. We completed the initial
development of your water distribution system
hydraulic model and, most recently, a technical review
of your Water Master Plan and hydraulic model.
Our understanding of your community and long-range
water supply issues, our knowledge of your water
distribution system, our expertise in H20Net modeling,
and our water system planning and design expertise
will help ensure project success.
Project Objectives
We will provide recommendations for the TAP pipeline
considering all impacts on the City and the City's
existing water distribution system:
Storage reservoir and pumping recommendations
for the TAP connection that will strengthen the
City's ability to meet water demand in all zones;
· The optimum TAP pipeline route that minimizes
costs and impacts (both environmental and
community);
} Mitigation of hydraulic and water quality impacts
from the TAP connection to City's distribution
system;
} Pe~itting and right-of-way/easement acquisition
assistance;
} Detailed preliminary cost estimates; and
} Use of TAP water in conjunction with Ashland's
water to meet demand and optimize the Ciw's
water costs.
KEY ISSUES
Key project issues are summarized herein.
Identify TAP Water Delivery Options
The regional pump station does not have capacity
to deliver TAP water to the City of Ashland.
Intermediate pumping facilities will be required. A list
of additional improvements for the City of Ashland to
utilize the TAP pipeline included in the August 1997
TAP Waterline Intertie Study noted that a booster
pump station may be required.We will utilize the
City's water distribution system hydraulic model to
evaluate options to minimize pumping while providing
additional storage as recommended in the City's Water
Master Plan. Options may include:
· Installing a small booster pump station near Hwy
99 to deliver TAP water to a new storage reservoir
or distribution system connection in a Iow pressure
zone
· Installing a larger booster pump station near Hwy
99 to deliver TAP water to Crowson Reservoir, a
new reservoir, or a distribution system connection
in a high pressure zone.
· Constructing a new reservoir outside the city
limits (e.g. Jackson County), and pumping to the
distribution system connection point.
V:\Client89~Ashland\Prop\TapProject~lnd&Proposall103.indd C o r o I I o E n g i n e e r s · A-I
Optimize Water Storage and Distribution System
Hydraulics
The October 2002 City of Ashland Water Distribution
Analysis and Capital Improvement Plan (Master
Plan) estimates a storage deficit in the City of 5.17
million-gallons by 2022. Therefore, the Master Plan
recommends the City construct two new 2.5 million-
gallon reservoirs. One of these reservoirs would store
TAP water and provide storage for lower pressure zones
near the incoming TAP connection.
However, our review of the Master Plan storage
assumptions indicates the future storage deficit may
not be this large. An indication of this is the City's
current problem with utilization and turnover in Alsing
Reservoir. We will use the City's calibrated hydraulic
model to provide storage recommendations meeting
your long-term storage requirements, and optimizing
utilization and turnover in your existing reservoirs.
We will also review hydraulic impacts associated
with pipeline velocities and pumping requirements in
evaluating and locating a TAP water reservoir. Pumping
into the existing distribution system will likely increase
velocities and may reverse the direction of flow in some
pipelines. These changes can negatively impact water
quality in pipelines by dislodging pipe tuberculation. We
will evaluate these potential impacts and recommend
mitigation strategies and system improvements to
protect water quality for all of Ashland's customers.
Review TAP Water QualityImpacts
We will review the water chemistry of the finished water
from the two sources and evaluate potential impacts of
the mixing of City of Ashland water with TAP water.
There is a potential that the mixing of these two water
sources could negatively impact water quality or cause
variations in taste and water quality that could displease
customers. We will review the chemistry of the two
water sources and identify any potential impacts. If
potential impacts exist, we will recommend mitigation
strategies.
Recommend the Best Long-Range Solution
We will develop several pumping, storage and pipeline
routing options, considering initial construction costs
associated with the pipeline, storage reservoir, pumping,
land acquisition, distribution system improvements, and
other direct costs. Our detailed approach and expert
cost estimating databases will allow us to accurately
assess these costs.
We will base the final recommendation on an evaluation
of economic and non-economic criteria. We will work
with the City to develop a list of criteria and weighting
factors to select the best long-range alternative.
Potential criteria may include: initial construction cost,
life-cycle cost, constructability, storage optimization,
distribution system impacts, environmental and
natural resources impacts, permitting, operations and
maintenance, water supply reliability, and other factors.
Prepare Conceptual Design and Detailed Cost
Estimates
We will complete preliminary design of recommended
pipelines, pumping facilities, and reservoirs. This
preliminary design will be developed in sufficient detail
to uncover fatal flaws, identify all costs associated with
the TAP connection, and allow a smooth transition
into final design and construction. We will provide
conceptual design drawings showing the recommended
TAP pipeline and pumping facilities delivered from
the end of the pipeline near the City of Talent to the
recommended connection point within the City's
existing distribution system.
The detail of our preliminary design and cost estimates
will allow the City to systematically implement this
project to fit within its Capital Improvement Program.
Where possible, we will identify intermediate projects
in the Preliminary Design Report that can or should
be completed prior to pipeline construction. These
projects may include property and easement acquisition,
distribution system improvements to reduce impacts
of the TAP connection, pumping facilities, and
optimization strategies for the City's existing storage
reservoirs.
Provide Right-of-Way/Easement Documents
Once the recommended location of additional storage
facilities and the TAP pipeline are determined, we
will prepare legal descriptions and provide preliminary
drawings. The legal descriptions and drawings will be
valuable in explaining impacts to property owners and
will be attached as exhibits to finalized agreements.
We will also conduct research and include costs for
easement and right-of-way acquisition in the overall
costs for the project.
V:\Client89\Ashland\Prop\TapProject~Indd~Protx,sall103.mdd C o r o I I o E n § i n e o r s · A-2
SCOPE OF SERVICES
The following scope of services outlines specific tasks to
be completed by Carollo for the TAP Intertie Extension
Project. We will complete all services required in the
Request for Proposals.
A list of tasks follows the scope of services and provides
further detail to our anticipated services.
Task 1. Project Initiation
Subtask 1.1. Workshop 1 - Project Kick-off
Meeting. Conduct a project kick-off meeting with
City staff to introduce Carollo team members
and review the scope of services, City goals, and
objectives.
Subtask 1.2. Gather and Review Background
Data. Gather and review existing water system data
including the existing H2ONet hydraulic model,
TAP design information and as-built construction
drawings, GIS data files, copies of TAP-related
reports and studies, data and information available
from Rogue Valley Council-of-Governments
(RVCOG), aerial photographs, topographic
information, environmental and natural resources
data, and other related information.
Subtask 1.3. Identify Project Constraints. Conduct
meetings with local and state agencies to identify key
project constraints, environmental concerns, costs,
and funding opportunities. Constraints will be used
to develop and evaluate alternatives. Agencies will
include, at a minimum, those listed in the RFP work
description.
Subtask 1.4. Review Existing TAP Project and
Pumping Facilities. Review the existing TAP project
drawings, design documents, and construction
specifications. Evaluate requirements for connection
to the existing pipeline, and pumping requirements
in addition to the existing regional pump station.
Task 2. Evaluate Storage, Distribution System,
and Water Quality Requirements
Subtask 2.1. Assess Future Storage Requirements.
Complete an evaluation for each of the City's
water system pressure zones to assess future storage
requirements. The storage analysis will consider
storage required for operational equalization,
emergency, and fire reserve. Provide the size
and pressure zone for a future TAP reservoir, if
recommended.
Subtask 2.2. Identify TAP Reservoir Location and
Pumping Requirements. Use the City's H2ONet
water system model to identify the optimum location
of any TAP reservoir and pumping requirements.
Evaluate impacts of the reservoir on distribution
system hydraulics, including flow direction and
velocity. Select a preliminary site for any future TAP
Reservoir.
Subtask 2.3. Evaluate Pipeline Size Requirements.
Review current and future water system demands
and water production capacity at the City's Water
Treatment Plant. Identify the optimum size TAP
pipeline based upon contracted flows and potential
future demands, system head losses, and pumping
requirements.
Subtask 2.4. Review TAP Water Quality Impacts.
Evaluate the quality of MWC water and develop
recommendations to mitigate potential impacts on
water quality associated with mixing of TAP and
City-produced waters. Recommend facilities or
operational strategies to mitigate any noted water
quality impacts (e.g. clearwell, chemical feed, etc).
Subtask 2.5. Workshop 2 - Future Storage and
Pumping Requirements. Conduct a workshop with
City staff to review future storage and pumping
requirements, and preliminary locations for the
future TAP reservoir.
Subtask 2.6. Finalize TAP Reservoir Size and
Location and Pumping Requirements. Based upon
feedback from Workshop 2, finalize the preliminary
size and location of the TAP reservoir location and
pumping requirements for delivery of MWC water
from existing TAP facilities to the City. If necessary,
conduct preliminary geotechnical and environmental
evaluations on proposed reservoir site.
Subtask 2.7. Update Water System Hydraulic
Model. Update the City's H2ONet hydraulic
model with a future scenario for the TAP pipeline,
including water mains, reservoirs, pumping and water
quality facilities, if needed.
V:\Client89kAshland\Prop\TapProjectklnddkProposal1103.indd C o r o I I o E n § i n e e r s · A-3
Task 3. Conduct Pipeline Routing Study
Subtask 3.1. Identify Preliminary Pipeline Routes.
Develop 2 or 3 pipeline routing options for delivery
of MWC water from the existing terminus of the
TAP pipeline to the connection with the City's
existing water distribution infrastructure.
Subtask 3.2. Evaluate Constraints for Route
Options. Review comments with regulatory agencies
to evaluate specific constraints and requirements for
each preliminary route. Evaluate natural resources,
environmental, geological, permitting and other
constraints for each option.
Subtask 3.3. Estimate Project and Life-cycle Costs.
Prepare preliminary project cost estimates and
estimated 20-year life cycle costs for each option.
Subtask 3.4. Evaluate Pipeline Alternatives.
Evaluate each pipeline alternative using a matrix-
based approach considering economic and non-
economic criteria and weighting factors. Criteria
to be included in the analysis may include criteria
summarized in the project approach, and other
criteria specified by City staff. Weighting factors will
be determined with input from City staff.
Subtask 3.5. Workshop 3 - TAP Pipeline
Alternatives. Conduct a workshop with City staff to
get input on pipeline routing alternatives.
Subtask 3.6. Select Optimum Pipeline Route.
Select the optimum pipeline route based upon the
results of the pipeline alternative evaluation.
Task 4. Complete Conceptual Design
Subtask 4.1. Prepare Conceptual Design Drawings.
Prepare preliminary design drawings for the
recommended alternative. Drawings will include
water main size and location, pumping facilities,
storage reservoirs, water quality facilities, distribution
system improvements, sediment and erosion control
plans, electrical, instrumentation and controls, and
other specialty design requirements associated with
the recommended alternative. Plans will identify
areas with required land, right-of-way, or easement
acquisition.
Subtask 4.2. Prepare Conceptual Cost Estimates.
Prepare cost estimate based upon the preliminary
design drawings. Estimates will include all project
costs including construction, easement and right-of-
way acquisition, engineering, permits, etc.
Subtask 4.3. Complete Permit Applications.
Prepare applications for required permits associated
with the recommended alternative.
Subtask 4.4. Prepare Land/Easement Acquisition
Documents. Prepare legal descriptions and exhibit
maps for identified rights-of-way, easements, and
land to be acquired by the City prior to construction
of the TAP project.
Subtask 4.5. Prepare Preliminary Design Report.
Prepare a draft Preliminary Design Report
summarizing the study. Include preliminary design
drawings (1 lx17), and cost estimates. Permit
applications, and acquisition legal descriptions and
exhibits will be provided separately.
Subtask 4.6. City Council Acceptance. Present the
Preliminary Design Report to City Council.
CITY AND CONSULTANT DELIVERABLES
For this project, we will need from you (estimated
hours):
1. General City Project Management (1-2 hours per
week)
2. Attend Project Workshops (3 workshops @ 2-3
hours each)
3. Assist in gathering background information (4 hours)
4. Review TAP Reservoir Site options (2 hours)
5. Review TAP pipeline routing alternatives (2 hours)
6. Provide H2ONet water system hydraulic model and
summary documentation (2 hours)
7. Review Draft Preliminary Design Report (4 hours)
8. Attend the City Council study session and
presentation meetings (2 meetings ~ 3 hours)
V:\Client89~shland\Prop\%pProject\lndd~roposall103.mdd C o r o I I o E n g i n e e r s ° A-4
We will provide you with:
1. Presentation materials and facilitation of project
meetings and workshops, the City Council study
session, and the City Council presentation.
2. Five (5) hard copies and one electronic copy
of summary notes from project meetings and
workshops, public meetings with community groups,
and meetings with regulatory agencies.
3~ Five (5) hard copies of summary notes from all
project-related meetings and workshops
4. Five (5) hard copies and one electronic copy of the
Draft and Final Preliminary Design Reports
5. Five (5) hard copies and one electronic copy of all
right-of-way/easement acquisition legal descriptions
and exhibits, and permit applications
6. Five (5) hard copies of all permit applications
7. Updated H2ONet files for any new supply scenarios
analyzed as part of the project
8. All documents or drawings will be provided in a
Microsoft Word or AutoCAD format compatible
with the City's software
2 - FIRM CAPABILITIES
Carollo Engineers has significant experience in the
planning, design, and construction of complex pipelines
through environmentally sensitive terrain. In the past
70 years, we have designed over 700 miles of water
transmission mains and pipelines ranging in size from
less than eight inches to over 100 inches in diameter.
We are a full-service civil and environmental firm with
over 600 employees in 21 offices located throughout the
United States.
Work Quality and Cost Controls
We will utilize specific control measures to produce
high quality work products meeting your schedule and
budget. These controls will be developed early in the
project with the preparation of the Project Procedures
Memorandum, including QA/QC procedures, that will
guide completion of the project, establish cost controls
and progress monitoring protocols, and highlight
procedures to manage the project scope and schedule.
Management and Organizational Structure
Carollo's organizational structure is based on our belief
in the special nature of the owner/client relationship.
Administrative duties are split among our 40
partners, and every project has a partner-in-charge of
coordinating the project team. The partner-in-charge
has final responsibility for all contractual matters, final
project quality, and client satisfaction. This provides
our clients with the talent of top management and
strengthens our efforts in directing staff through each
assignment. As a result, our work is executed in a timely
and efficient manner in accordance with the needs
and directives of our clients. To ensure continuity, we
maintain the assignment of the partner and project
manager on each project from the planning stage to
completion of construction and start-up.
Bob Eimstad has maintained a close working
relationship with the City on several past projects,
and will continue an active presence in ensuring that
our work products are delivered on time and with the
level of quality you have come to expect from Carollo
Engineers.
Impact of Concurrent or On-going Projects
We have highlighted the availability of key team
members in the Project Team section of this proposal.
Our proposed project staff does not currently have any
concurrent projects that will limit their availability or
impact completion of the project. Contingencies for
any change in project staffing will be addressed in the
Project Procedures Manual. Our team is ready and
available to begin work on this exciting and challenging
project.
SIMILAR SERVICES
City of Ashland - Lon§ Ran§e Comprehensive Water
Supply Plan
Carollo completed a long-range water supply plan for
the City of Ashland. The City's supply reservoir is small
and has inadequate capacity to supply Ashland with
water during drought years. The City also had concerns
regarding the reliability of its drinking water supply
since both the reservoir and the treatment plant were
potentially vulnerable to catastrophic failure. Carollo
projected water demands for the 50-year planning period
and evaluated seven different supply alternatives to
meet projected water supply deficits.
\~\Client89~shland\Prop\TapProject\Indd~roposall103.indd C o r o I [ o E n g i n e e r s ° A-5
The planning effort included extensive public
involvement. There were community concerns about
the impact that the supply alternatives would have on
community growth, business development, and public
health. Carollo facilitated a citizens advisory committee
with 14 members. The plan recommended that the City
of Ashland share in the cost of the TAP project.
County of San Luis Obispo, CA - Nacimiento Water
Supply Project
Carollo evaluated alternatives for a comprehensive
water supply system to service 18 different water
purveyors in San Luis Obispo County. The project
includes program development, engineering, and EIR
development for two new water treatment plants, 72
miles of raw water pipeline, upgrades to two existing
water treatment plants, two new steel storage reservoirs,
two high-lift pump stations, one 2,500-foot tunnel, and
one multi-port surface water reservoir intake. Carollo
performed an evaluation to examine the potential for
corrosion and aesthetic problems based on different
blends of two source waters.
City of Everett, WA - Panther Creek Reservoir
Carollo is providing engineering services for the
planning and design of the Panther Creek Reservoir for
the City of Everett, Washington. Sizing the reservoir
required analysis of the projected water demands for
the transmission system and sizing to allow the reservoir
to serve its intended function. Carollo completed
numerous computer simulations of the transmission
system to determine the appropriate location of the
reservoir in the hydraulic grade line.
City of Santa Cruz, CA - Water System Improvements
Carollo has provided engineering on a number of water
system improvement projects for the City of Santa Cruz,
CA. The Bay Street Reservoir is the primary treated
water storage component of the City of Santa Cruz's
water distribution system but, the reservoir is not being
used to its fullest extent.
Carollo is conducting an engineering analysis of the
distribution system to identify how the operation of the
reservoir can be improved by providing more operational
flexibility and reliability.
The preferred alternative will likely include pipeline
improvements, a new booster station and/or new
operational strategies to meet the Santa Cruz's overall
objective of improved reservoir operation without
frequent changes in the flow rate at the Graham Hill
Water Treatment Plant.
Carollo also completed an evaluation of the best way
to supply water from the City to the University of
California Santa Cruz (UCSC).The purpose of the study
was to identify pumping and storage improvements
which provide cost effective water distribution for
the current and future demands. Carollo developed
layouts for the recommended upgrades, preliminary cost
estimates for the recommended facilities, and a phased
implementation plan for each of the recommended
project elements.
San Francisco PUC - East Bay Municipal Utility
District, CA - Emergency Water Intertie
Carollo conducted a feasibility study for constructing an
emergency intertie between the SFPUC and EBMUD
water supply systems. The facility's purpose is to convey
large amounts ofwate between the two systems when
either system is addressing an emergency condition that
has impacted its water supply capacity.
City of Lake Oswego, OR - McNary Reservoir No. 2
In addition to designing improvements to the City's
water treatment plant, Carollo provided complete
services from planning and permitting through
construction of McNary Reservoir No. 2. The facility
was place on-line in June 2000, four months ahead of
schedule, in time to provide peaking water supplies
during a dry period experienced that summer.
The reservoir is a buried, rectangular, cast-in-place
concrete structure that is fully covered by extensive
landscaping and a small children's play area. A lengthy
permitting process was required to obtain the necessary
approval for the project. Included in this process
were several meetings with the local neighborhood
association, the preparation of a land use application,
and public presentations to the local development
review commission. A limited site area and strict
conservation requirements present several challenges to
the construction phase of the project.
V:\Client89\.Ashlana\Prop\TapProjectkh~dd~Proposall103.indd C o r o I I o E n g i n e e r s ° A-6
3 - PROJECT TEAM
This section identifies the key project team members,
provides a brief synopsis of their relevant experience,
describes their role on the project, and identifies time
commitments to this project. A more complete summary
of each team member's experience can be found in her/
his resume, located in the Appendix.
Partner-in-Charge/Pro~ect Manager
Bob F. Jmstacl, RE.
Project Engineer
Pre, ton Van Meter, RE.
Technical Advisor
Jim Hagstrom, RE.
Project Team
Modeling - Dave Kraska, RE.,
Pumping Systems -
Water Quality issues -
ElectricaVl&'C -
Environmental/Permitting -
Surveying -
Geotechnica~ -
Jurisdictional Coordination -
Preston Van Meter, RE.
Allen de Steiguer, RE.
Dave Kraska, RE.
Doug Handran, RE.
Robert Dillinger, Ph.D. (1)
Travis Foster, PLS (2)
Jerry Jacksha (3)
Joe Strahl (2)
Sul~onsult~nts
(1) Natural Resources Planning Services
(2) WS'H Pacific
(3) Kleinfelcler
Carollo is teamed with Natural Resources Planning
Services for environmental permitting, W&H Pacific
for survey and easement acquisition services, and
Kleinfelder (formerly Squire Associates) for geotechnical
services. Carollo has teamed with each of these
subconsultants on previous projects.
Key Team Members
Robert Eimstad (25% availability) is proposed as the
Project Manager and as Carollo's partner-in-charge.
Bob has been working with the City of Ashland for
nearly seven years on both water and wastewater
projects, including the design of the improvements to
the City's wastewater treatment plant, the Long Range
Comprehensive Water Supply Plan, and the City's
Collection System Master Plan. Bob has broad-ranging
experience in pipeline design, pump station design, and
infrastructure planning and design. Bob will be actively
involved in your project from start to finish to ensure
that our work products are delivered on time and with
the level of quality you expect.
Preston Van Meter (50% availability) is the proposed
Project Engineer. Preston has a detailed familiarity of the
City of Ashland's water distribution system through his
review of the City's Water Master Plan and the City's
H2ONet hydraulic model. Preston has extensive project
experience helping small and medium sized Oregon
communities improve their water supply capabilities.
His experience includes:
· Project manager for the preliminary design, design
and construction management of the Ballston Road
1.5 million gallon Reservoir and Pump Station
Project in Sheridan, OR
· Project engineer for the preliminary design, design,
and construction management of the Olinger Water
System in Donald, OR. This reservoir, pipeline,
and pump station serves a commercial/industrial
development along the I-5 corridor.
· Project engineer for several pipeline projects for the
City of Keizer, OR including replacing 3000 lineal
feet of 10-inch water main on Chemawa Road, 5,000
lineal feet of 12-inch transmission main on Cherry
Avenue, and 8,000 lineal feet of the City's 14-inch
primary transmission main on the City's primary
arterial street. These projects included easement
acquisition assistance, permitting, traffic control, and
complex project sequencing.
Allen deSteiguer (20% availability) is a leader of
Carollo's Infrastructure Group and will assist Preston
with the pump station design. Allen has designed
numerous pump stations, both large and small,
throughout the Northwest.
Dave Kraska (20% availability) will review all modeling
efforts and help with identifying and resolving any water
quality issues associated with connecting to TAP. Dave
developed the initial H20Net model for the City and
identified measures needed to allow Crowson Reservoir
to be taken out of service. Dave has extensive H20Net
water distribution system modeling experience and
knows Ashland's distribution system.
V:\Client89X?xshlandXProp\TapProject~lndd~Prolx~sal1103.indd C o r o I I o E n g i n e e r s °
References
Carollo prides itself on the continuing relationships that we have developed with our clients. In the table below, we
have provided references for several of our key projects for water conveyance summarized in the previous section.
We invite you to contact these individuals to verify our responsiveness and quality of service on similar projects.
City of Ashland - Long Range Comprehensive Water Ms. Paula Brown, P.E., Public Works 541-552-2411
Supply Plan Director/City Engineer
County of San Luis Obispo, CA - Nacimiento Water Ms. Christine Ferrara, Utilities Division 805-781-5272
Supply Project Manager
City of Everett, WA - Panther Crek Reservoir Mr. Mark Sadler, Senior Engineer 425-257-8967
City of Santa Cruz, CA - Water System Improvements Mr. Bill Kocher, Director Water Dept. 831-420-5200
City of Lake Oswego, OR- McNary Reservoir No. 2 Mr. Joel Komarek, P.E., City Engineer 503-697-6588
4 - RESOURCES
Carollo's staff numbers more than 600 employees
including over 250 registered engineers. We are a full-
service company with the experience and qualified
professionals to successfully manage water related
projects of any size. Our staff includes civil, sanitary,
hydraulic, environmental, electrical, mechanical,
chemical, structural, control systems, and corrosion
control engineers, as well as architects, planners, and
specialists in other areas.
Carollo also has state-of-the-art communications
infrastructure to facilitate sharing work between offices
and to strengthen project team communications. In
addition to our local area networks (LANs) within
each office and wide area network (WAN) between our
offices, we have a Carollo Intranet and video conference
equipment in each office. Video conferencing reduces
travel costs and enhances our ability to tap into
expertise throughout the company.
We have added three subconsultants to provide
expertise on this project:
Natural Resources Planning Services (NRPS) will
provide any needed natural resource and environmental
evaluations and any necessary environmental
assessments. NRPS has a detailed understanding of the
local area, having provided environmental services for
the Bear Creek Greenway. They are currently providing
environmental services for the WISE project and for the
City of Medford's reclamation pipeline.
Kleinfelder (formerly Squire Associates) will provide
geotechnical information for the preliminary design.
Squire provided geotechnical services for the TAP
pipeline design and has familiarity with the local
geology and soils.
W&H Pacific will provide survey and easement
acquisition assistance. Joe Strahl of W&H Pacific has
an excellent working relationship with Jackson County.
5 - RESPONSE TIME
Key milestones - including meetings, workwhops and
deliverables - are highlighted in the graphic below.
As shown, we envision completing the project in
approximately ten months, including presentation of
findings to the Ashland City Council.
Workshop No. 1 - Project Kick- Jan. 19, 2004
off Meeting
Workshop No. 2 - Future Storage Apr. 30, 2004
and Pumping Requirements
Workshop No. 3 - TAP Pipeline Jul. 16, 2004
Alternatives
Draft Report Submitted Sop. 15, 2004
City Council Presentation Oct. 1, 2004
Final Report and Documents Oct. 15, 2004
Submitted
V:\ClientS9~shland\Prop\TapProject~Indd~roposall103.indd C o r o I I o E FI g i [1 e e r s · A-8
RESUMES
The following resumes are included in this appendix for your review.
Bob Eimstad, P.E. Carollo Engineers Parnter-in-Charge/Project Manager
Preston Van Meter, P.E. Carollo Engineers Project Engineer
James Hagstrom, P.E. Carollo Engineers Technical Advisor
David Kraska, P.E. Carollo Engineers Water Quality Issues/Modeling
Allen de Steiguer, P.E. Carollo Engineers Pumping Systems
Doug Handran, P.E. Carollo Engineers Electrical/l&C
Robert Dillinger, Ph.D. Natural Resources Planning Services Environmental/Permitting
Travis Foster W&H Pacific Surveying
Jerry Jacksha Kleinfelder Geotechnical
Joe Strahl W&H Pacific Constructability Review
V:\Client89~Ashland\Prop\TapPiojectkIndd~Proposall103.indd C 121 r o I } o E iq g [ iq e e F $ ~'
CITY OF
DEPARTMENT OF PUBLIC WORKS
WATERLINE EXTENSION
PROJECT NO.:
TYPE OF PROPOSAL:
2003-34
GENERAL ENGINEERING DESIGN & RELATED
SERVICES FOR THE TAP WATERLINE EXTENSION
PROPOSAL DUE DATE: NOVEMBER 26, 2003, 1:30 PM
TO RECEIVE A PROPOSAL CONTACT: Dawn Lamb, Administrative Assistant
20 EAST MAIN STREET
ASHLAND OR 97520
541/488-5587
TABLE OF CONTENTS
PA~E
Ad~tis~t ........................................................................................ 3
Fdlow on Find Endne~ing DEsign ........................................................ 4
Bc~kgound ......................................................................................... 4
Work De~idion ................................................................................... 5 - 8
Scope of Work ............................................................................. 5-6
De~iption of Consultont's Dutie~ ................................................. 6-7
Acidtiond Consultont Re~ponsibilitie~ ............................................ 7
City R~ponsibilitie~ ...................................................................... 7
Propced Contents .................................................................................. 8
Pre-Prqocsd IVleding .............................................................................. 8
Criteria for Sdedion ............................................................................... 9 - 10
Propcsd Evdudion and Sdedion ...........................................................11
Contrcd & Terms ................................................................................... 12
Contr a~ ...................................................................................... 12
Contrad Term .............................................................................. 12
Appendx
SaTde Contrcd ................................................................. 14-20
aty of Ashlond Living Wcl~ Requirement ............................ 21
Vidnity IVlcp ....................................................................... 22
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03~34 TAP Waterline Extension RFP 10 03.doc Page 2 of 22
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
PRELIMINARY ENGINEERING SERVICES
TAP WATERLINE EXTENSION
T he Oh/of Ashland requests prolz~ds for prdirninory engneering serviaes required for the
eventud E~tension of the TAP (Tdent Ashland Phoenix) wderline frann it's terminus in Tdent to
a yet to be ddermined Icx:dian the Ashland wrier dstributian system. T his projEd indudes:
~. evdude wderline routing fecsibility q3tions
~ sded a prel:errEd di~nment option
identify and dtdn dl potentid right of way ecs~ts or fee title a3zluisition,
identify permit requirE~n~ts and prE~oore initid permit c1:tdiodian proc~s,
azn-dete prdiminory endneering c~ign(10% ) of the preferred routing,
ca-rlflde E~ndranrnentd, sdls and erosion andysis and any dher su~peddty ondysis,
pravide a3curde prdimincry construdion estimdes.
Also induded in this prdiminory endneering is an ondysis of the qztoro13riate connection ond
Icx:dion to the Gty's system, devdion, hyctoulics, pumldng and any re-chlorindion or dher
proc~s improvements thof would be necessory far that ultimde oonnedion. APl~ide
Ioadion and any deor wdl or dstriloution reservdr d this Ioadian must be induded If a decr
wdl or dstribution reservdr is recorTrr~ded, prdiminory endneering and site Icx:dion, right of
wa7, dc must be identified and andyzed T his portion dso indudes 13repordion of cost
estimates d al3rdiminc~y (10%) c~sig~ levd.
Proposds must be recdved by 1:30 PM, NaverTi0er 26~, 2003, in the aty of Ashlond
Endneering C~fioe Icx:ded d 51 Winburn Wc~/, Ashland (DR 97520; mailing address: 20 E.
Main Street Ashland OR 97520.
Prq3osd d3cu~ts ore avdlctJe d the dzove cdcfess md dl IOrOposds must at:tess the RFP
formal. Propcsds ore limited to 8 pclE~. Consultant sdedian will be hosed upon wdghted
criteria cs dted in the Request for Prolzcsd ctzxzu~t. A standcrd sdectian criterion includes,
but is not limited to E~perience, c~dldfility, schedule, response time and cost. T he prq:x:ser
must be redstered cs a Professiond Endneer (a vi L) with the Stale of Cregon.
The City of Ashland reserves the right to rejed any and d113rqz~ds, to wdve formdities or to
a3:E~ any pqocsd, which ~s to serve the best interest of the City of Ashland
For further informdion, contact Paula Brown, PulJicWorks DirEdor/aty Endneer or Pitier
Sme~k, Assodde Endneer dr 541/488-5587.
! Paula C Brawn, P.E.
PublicWorks Diredor/aty Endneer
G:Xpub-wrks\eng\dept-admin\ENGINEER\PROJECTX2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 3 of 22
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
PRELIMINARY ENGINEERING SERVICES
TAP WATERLINE EXTENSION
CONCEPT
T he aty of Ashland intends to hire a a:zqodent dvil engneering firm (or tea-n) to provide a
wide range of andysis and ccrrdete prdirdncry engneering servia~s required for design and
ultimde a3nstrudion for the extension of the T AD (T dent Ashland Phoenix) wderline from it§
terrdnus in T dent to a yet to be ddermined lEx:dion in the Ashland wd6r dstributian system.
This prdirnincry endneering andysis must be dddled enough to sded a preferred dterndive
routing, identify dl of the required right of wo/needs, oost estimdes and prooess/dstributian
system irqorov~ts.
FOLLOW ON FI NAL ENGINEERINGDESIGN
T he City may deal to utilize the scrne engineering d~siGn firm (teorn) to oorrdete the find
endneering design. However, bdng hired for initid p'diminory endneering is not a guorantee
and does not irnldy any further work cn this effort. Thetirning of find design is not firm and
mo/nd be danned until sometirT~ in the future, FY08 or beyond I nduded in the find design
scope (to be defined fully if there is any fdlow an contrcd work) will be a dsoussian of the
benefits of design build, vdue endneering or other oontrading options, and the requirement to
pre-qudify a~ntra~ors for this lecd of ~itive bid p'ojeds.
BACKGROUND
T he Oty of Ashland portidpated with the dties of T dent and Phoenix, dang with support from
the RoGue Vdley Coundl of G:~vernments and the IViE~ord Wrier CaTrdssian, to reserve
ccpcdty and shore in the cost of buildng the T AD Pipdine and Redand Booster Stdian from
the MEn,ford Wrier Corrrdssian mdn transrdssian lineto the City of Tdent. The projed wcs
designed by Mont~y Wdsan Endneering (now IV~H) and built by Jcrnes W. Fader for a
tdd ocst of $9,227,906. Ashlan~ shorewcs $1.1 rdllion. Construdian wcs substantidly
a:~qolde in June 2002. Referenoe ctawings and cs-builts ore c~/dlcble.
T he City of Ashland hcs reserved acpadty for 1.5 million 9dlons of wafer a day, and dthough
the system wcs initidly envisianed for ddivery to affset surrcr~ pecks, the wafer oould be
ddivered yeor-oround Bcsed an awder supdy andysis caYCded in 1998 by Cordlo
Endneers, theaty Coundl is a3mrdttedto the projed. Theprojed is indudedin the C_qfitd
I mprov~ts Prc~em (a P) for a 2008-09 stort, b, fl st(:ff does not antidpafe construdian
stort until 2010-2012.
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJEC~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 4 of 22
WORK DESCRIPTION
SE]OPE CE WCRK: T he sdeded a~nsultonts will provide endneering d~ig~ servia~
thd indude, but ore not lirdted ta.
A. Evdudion of wderline routing fecsilfility cptions. Thecurrent routing for theTAP
line from lVlec~ord to T dent is dong Hwy 99. T he consultont should e~dude iikdy
dterndive odions, the pro~ ond acns of eaSn option ond recormnend a prderred
option to stoff for presentdion ond Coundl q3ffiovd. T his e~duafion should
indude acst-rdded effeds on the find endneering d~ign and o0nstrudion of
ec~h digest option ond the future ddlity to rndntdn the line. T his
r~ddion should indude a oorrp:rison of a~ts ond bendits of the two or
three mcst likdy dterndive~.
B. Sdedion of a prderred dif~nrnent odion. T he consultont should v~rify the
prderred diEjnnnent option, the prcs ond cons ond with stctf, gdn Coundl
q0provd.
C With minimd aty cssistonoe, the consultont shdl identify ond cssist with
documentdion to attdn dl potentid right of way ecsernents or fee title a0quisition.
T his itE~-n indud~ working with the aty stoff on identifying ac~ts cssodated with
each aoquisition, de~dq~ng dl legd c~criptions or q~e~ments, ond other
cssodded doa, Jmentdion. T his item do~ nd nea~sorily mean thd the
consultont will negotide with property owners, b, Jt mo/cssist the Ofy with this
effort for identifying a0mpcrc~le a~ts, dc
D. T he consultant will identify dl projed perrdt requirements ad prepc~e initid
perrdt cpdiEdions. T his item indud~ corndding initid title sec~ch, legd
descriptions ond filling out the initid pcper work with stale ond load ~dE~. I t is
ontidpded thd the fdlowing cl~E~nd~ will need to be invdved (ond there may be
dhers): CDOT, NOAA (c~eek cra~sings), TID, BCR, Ofy of Tdent, Jackson County,
Me~ord Wrier ~ssion, TAP ~ttee (with RVCOGproddng c~tnninistrdive
oversight), ond C~egon Stale Division of Wrier.
E. T he consultont will comdde prdiminory engneering d~ig~ (bcsicdly to the
cona~t c~ign stc~e) of the prderred routing to indude, lout nd nea~sorily be
lirdted to, topog'~ic information, depth ond g'cde~, pipe sizing, purnldng
requirements (gaffe bcsed), SC/~DA system need~, ond identify dl a~a~ent
properfy awnership, generd rnderids ond generd layout. Prdirdnory endneering
shdl fdlow CDOT ond APWAc~ign stondcr~.
F. T o properly conndde the prdirdnory endneering ond sdedion of the prderred
routing, the consultont will ccmdde environrnentd, sdls ond erodon ondysis ond
ony dher required sub~peddty ondysis (list each sub~peddty ond subaonsultont
in the response to the RFP).
Provide a0curde prdirdncry construdion (indudng system irr13rovements -
purnlfing, oonnedions, re~ervdrs, dc) E~tirndE~ d the conaeptud encjneering
le~d. I ndude cpprq3ridejustificdion for dl aontingeno/figure~. For the sdeded
dterndive, prodde suffident a~t dddl to dlow for i~dent verifia~ion of
a~ts ond a c~dled saope of work to be used in find d~ign prepcrdion. Find
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003103-34 TAP Waterline Extension RFP 10 03.doc Page 5 of 22
Ho
c~ign ond aonstrudion work may be comdeted through a d~ign-build
dterndive. I ndude an ondysis and r~ddion of this cption.
Provide an ondysis of the cp~c~ide oonnedion and Iocdion to the Gty§ syster~
devdion, hyctoulics, putting (and purTldng fa~lities) and any re-chlccinafion cc
other proa~s improv~ts thd would be nea~sccy fcc thd ultirnde connedian.
Stc~f hcs initidly cssumed that the TAP ~ipdine a0nnedion would be d the nccth
end c~ town (Ashland Mne Road ccea) and feed one cc more of the lower pressure
zones. It rdght be q~zopride to hc~e a redJnd~t cc SUlEdernentccy pumdng
systE~n to pUrTIO sa'ne cc dl of the TAP water to the Qty~ mdn feeder reservdr
(Qowson) for better flow dstribution. These ond dher options should be
evduded and dscussed with stoff pricc to r~ddions bdng marie. Indude
on ondysis of the rddive ao~t of stcca~e aq0cdty, a~ess, mdntenonoe issues,
dc fcc ec~h Ioodion.
Adc~ess the nE~d fcc and q0pr~ide Ioadion and size (to ~e a 20-yecr
plonning horizon) of ony decr wdl cc dstribution reservdr d the aonnedion
lEx:dion. If adecc wdl cc dstribution reservdr is r~ded, pravide
prdirdncry endne~ing ond site Iocdion, right of way, sdls cd~ulofions and
construdion type, operdiond neecO, size, devdions, ddng, dc
T he Ioadion of the connedion to the Oty§ systE~nn should be mcdded using the
Oty§ H20 Nd rncx~ to show the c~feds of the aclcitiond 1.25 - 1.5 mgd ccpadty
to the Oty§ dstribution system d the recommended Iocdion/devdion.
Indude prdiminc~y c~ign and construdion a~t estimdes of the aonnedion ond
dl cssodded irTlorovE~nnents.
II.
DESCRIPTICN CF COlXL~ULTANr DUTIES:
A The a3nsultont will pradde a bcsicunderstondng to fallow the scope of wcck, and
dddled aost estimdes fcc the servicE~ to be perfccn'Ed, time fra'ne and on
a3:E~dfle list of projed personnd.
B. Reseccch ond prep~e cdequde rTd~rids fcc the projed dements cs d~cTibed in
the scope of work.
C Prepcce presentdion rnderids fcc vccious public a-d infccrndiond medings.
D. Attend working medin~ and public medings (ofternoon/evening) cs required-
ldon on two public medings, one coundl study session (rdd d~/) and one aoundl
presentation d a regulcc meeting (evening). T he consultant shdl keep stc~f
infccmed on a regulcc bcsis of projed devd~ts, schedule ond ao~ts. Wccking
medings shdl be hdd cs often cs is nea~sccy, but no less than onae every 2-3
months. T he consultant should show the meeting frequency in the propcsd.
E. T he a~nsultont shdl supervise speddty a0nsultont servia~ fcc the fdlowing types
of speddties: hyctoulicmodding, environmentd, geotechniod, gedodd, cc
similcr speddty work items. These servia~ cce to be induded in your p-opcsd
a~ts and should be spedficdly identified cs such.
F. T he a3nsultont shdl provide 5 copies of dl reports, techniEd merncconda and
cratings, indudng thcse from sub-aonsultonts. T he aonsultont shdl prodde a
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 6 of 22
cop/of dl techniad merT~an~ and reports/reazrrrn~datians (indudng sub-
consultants) in WCRD format and dl dradngs in CADD formal aonsistent with the
aty§ versian of AutoCAD. Provide a copy of dl input and output dda for the
hyctculic andysis and any survey/fidd work in ddtd and mcp formal dong with
the find report. Use H20 Nd for the Water Distribution Modding
III.
ADDI TI CNAL CE~SULT ANT S RESPCNSI BI LIT I ES: T he aonsultant§ person in chorge of
the projed must be an Oregon Professiond Gvil Endneer cs required by Oregon
Redsed Stdut~ and shdl cssume full r~ponsildlitie~ for the fdlawing
A. Persannd, IVlderids &Equipment: Theoansultant shdl provide qudified and
aa-rlodent personnd and shdl furnish dl supdiE~, equipment, tods and
inddentds requiredto cz:corrdish thework. All mderids crdsuplflie~ shdl beof
good qudity and suitd31e for the cssigned work.
B. Scfety Equipment: T he consultant shdl pradde and use dl scfdy equilzrnent
indudng, 10ut not lirdted to had hals, scfety ve~ts and dofhing required by Stale
and Federd reguldior~s and DEp~t~t pdidE~ and proaedJre~.
C BusinEss License Required Thesdeded oonsultant must have a ~urrent aty of
Ashland business license prior to conduding any work for the aty.
D. ProfE~siond RE~pansibiliti~: T he consultant shdl perform thework usingthe
standcrds of a~e, skill and dligenae normdly pradded by a professiond in the
p~forrnanoe of suah servia~ in resped to sirdlc~ work and shdl a:~ply with dl
cpdia~e coc~ and standcrds.
E. Sub-aonsultant IVlan~t: T he consultant shdl sup~vise speddty consultant
services for the fdlawing types of speddtiE~: enviranmentd, gEotechniad,
gedogod, or similor speddty work itE~ms.
IV. OTY RESPONSIBILITIES:
In the deyd~t and imlflernentdion of this projed the Gty of Ashland will cssume the
fdlowing re~pansibilitiE~:
A Prodde a projed mancEler and lidscn
B. Prodde avdldfle "cs-built" ddafor theTAP Pipdine
C Provide a timdy review of subrdttds
D. Prodde dda an hyctant flaw and stdic prE~surE~ throughout the City§ system
Provide data on pressure zones within the aty~ dstribution system and dl
mcxJding informdion in our H20 Net softwcr~
E. Prodde a copy of the aty§ aerid photo (1998) ond topo~c1~icla~,ers (1998)
to the sdeded engineering tecrn (prq0c~ers ma7 purchcse this informdion d
a totd acst of $125).
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 7 of 22
PROPOSAL CONTENTS
T he consultant shdl suL~nit three cold~ of the prq3csd for considerdian by the Oty. T he
propcsd shdl cdctE~s each of the fdladng listed items and shdl be organized in a0c~danoe
with this sedion of the i~opcsd.
Propcsd shdl indude the fallowing information:
Title of Project
Pr oposer's Contact
Title.
Phone & Fa~ NurT'ber:
Date of Opening
Proposal: Each p'cpcsd is limited to no more thc~ 8 pages; re~urn~ mo/be dta~hed cs
an cpp~dx; and shdl contdn the fdladng informdian: (see dso Oiteria for Sdedion)
A. T ransrniltd Shed / Cover Ldter
B. Projed d~cription indudng firm§ scope c~ servioE~
C Firr~ cqoc~litiE~ and r~ouroE~
D. Propcsed stcfl and propcsed time con-~trnents for ~imory stoff medoers
E. Proa~s of a3n~eting the work and crnount of time reqJired of aty stoff.
F. Projed Cd~ndcr with spedficcon~dion dde~ or mil~toneddE~ for each sedion
of work.
H. C~t of Serda~ (fee strudure, numb~ of hours for each tcsk and the totd fee
indudng dl rdmbursc~e items)
PRE-PROPOSAL MEETING
There alii be an informd I~e-prqoasd rneding d the Public Works Confer~nae Room, 51
Winburn Wc¥, Ashland, Cregon, on Nav~ 5th from 2:00 - 4:00 PM This meding is
dEdgned to onswer gE~nerd ~peddions for the I~ojed. Although non-monddory, it is
suited thd interested consultonts, at lecst the I~irnory consultont for the teann, be in
dtendcnae cs dher stcff interEdions may be limited
G:\pubwrks\eng\dept-admin\ENGINEER\PROJEC~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 8 of 22
CRITERIA FOR SELECTION
PROJEC[ UNDERST ANDI NG
MAX SCCRE 10 PTS
T he consultant shdl prodde a decr and condse understandng of the serviaes to be
provided bcsed an misting informction. Prcdde a generd d~criptian of the requested
servic~ and the primory issues to be aJ~essed
II.
FI RIVlS CAPABILITIES
~ SOE~E 25 PT S
T his rddes to the firm~ aZlZXJfilities in performing the requested servioes. References
mai be induded in this sedian of the cziteric~ T he response should cEtztess the
fdladnG
Similor servia~, performed within the Icst five ye:rs, thd best chcra:terize work
qudity and a~t contrd; indude at lest three aJrrent reference;
Acknaded~ ea:h type of d~iGn servicE~ requested and prodde information an
strengths and weckness to perform each type of design;
Internd prooedures and/or pdides rdded to work qudity and a:st contrd,
IVlan~t and organizdiond strudure;
Ofher on-gdng projeds thd may c~fed a~dlcbility for this work;
Avdldfility to perform the work for the durdian of the contrad.
III.
PROJEC[ TEAM
MAX SOORE 20 PT S
he projed teann is aiticd for the Oty. Provide informdian on the projed prindpd, the
projed manaEier, key stctf and sub-consultants. T he consultant must provide the tea-n§
qudifiodians and experienae rdded to the requested servia~: Extent of prindpd invdvernent,
CUrrent on-gdng work cssignrnents, projed types, and Iocdian of key merdz~s,
Ncrn~ of key members x~ho will be performing the work on this projed andthdr
responsibilities,
QJdifiadians and rdevant indvidud E~<perienae, indudng sd>consultants,
Experienae cs a tecrn on similor or rdded proj eds,
Projed IVlan~§ e~<perienae with sirdlor projeds and interdsdlflinory tea-ns.
List potentid sub-dsddine consultants thd could be cdled for speddty work and
pravide ncrnes of key 131c~,ers and current fee schedule for the fdlowing dsdlflines:
environmentd, geotechnicd, gedodcd, and engneering d~ign.
List five current referencE~ for similor work projeds.
IV.
RESCURCES
MAX SCENE 15 PTS
T his rddes to the totd resources dlooded to prodcing the requested serdc~.
( ~ azlcl es : personnel to hond e the project, qq~r ~ i d e s ut:> o~ns ul ton t pcr ti d pct ion,
azrqc~ible cz~rqaJter equilz~nent, adequ~e survey equi~t, etc ).
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 9 of 22
RESPCNSE TI RE
MAX SCORE 15 PTS
T his cTit~ria rddE~ to the time corrrdtrnent and the time frcrne of the ~ojed cnd v~nd
I~iority is cssigned to this City projed.
CE~T CF SERVICES
MAX SOE~RE 15 PTS
I n an attcdqed seded ~nvdope, provide a sumrnory of serviae acsts indudnG
e Prindpd Endneer (or other rdded nqan~t pcdtion) rate(s),
e Prof~siond Endne~r rde,
e Endneer in Trdningrde,
e Engneering T eohnidcn rde,
e Droftsperson rate,
e Ofher profE~siond/sub-prof~siond rde(s),
e Dired non-lcb~ co6ts that rdf~t be qEtfli~e.
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJEC~2003~03-34 TAP Waterline Extension RFP 10 03.doc Page 10 of 22
II.
PROPOSAL EVALUATION AND SELECTION
REVIEW
Propcsds will be rede~ed and evduofed by persannd frann the Gty of Ashland
D~portrnent of PulflicWorks. Ea:h propcsd will be e,~duated an content qudity and
aorndeteness cs d~E~ibed in the I~eaedng sedion. I ntervie~vs may be Eonduded with
the top ranking firms if the aty deems it nea~sory.
EVALUAT I ON CRI T ERI A
Each propcsd will be judged cs a dernanstrdian of the consultant§ cEtoc~lities and
understandng of the servia~ recluested Evdudian will be cs fdlo~s:
Criteria Maximum Score
A. Undsrstandng of Requested Serviass 10
B. Firms Cc:tEx:ifilities 25
C. Projed Tecrn 20
D. Resources 15
E. Reslsanse Tirne 15
F. Cast of Serviass 15
TOTAL 100 Points
III.
IV.
Ci T Y RESERVAT I ON
T he ah/of Ashland reserves the right to wdve irregulcrities or dscrepandes in a
prqacsd if 'the ah/ddermines thd the wdver is in the best interest of the City.
ADDENDAT OT HE RFP
T he provisions of this RFP aannd be modfied by ord interprdofions or stdE~ments. If
inquiries or ~ts by offerors rdse issues thd require dorificdion by the ah/, or
the Oty dedd~ to revise any pcrt of this RFP, aclct~da will be prodded to dl persons
known to the cantcd person who ha~e reodved or will subsequently readve the RFP.
Readpt of c_dd~da must be acknowledged by signing and returning it with the prop~d.
PROT EST
Any prospective consultant who aontend~ thd the I~odsions of the RFP or any csped of
the ~r~t ~s alii ~r~ f~itism in the ~d of the ~tr~, ~
su~t~tidly d~nish ~iti~, ~st file a ~itt~ ~d~t to the RFP d I~t t~
~s ~i~ to the ~e sd f~ the ~ing ~ ~ds. Fdlure to file a ~d~t rill ~
~a~v~ ~ ~y ddm ~ ~ off~ thd the ~r~t ~s ddd~ ~y
~si~ ~ ~S ~ 279, the ON ~ ~hl~d L~ ~tr~ R~ B~d Rul~ ~
the ~ ~r~ f~ s~ing ~d sd~i~ ~ ~s~ to ~f~m ~s~d
s~d~.
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 11 of 22
II.
CONT RACI' AND TERMS
~RACT
T he engneering firm (tecrn) sde~ted by the aty will be expeded to enter into a w~itten
aontrcd in the form dtached to this RFP in the Appendx. T he prop~d should indade
a~oE~otonae of the aty~ contrcd provisions or sugg~t re~sondfle dternofive$ thd do
not su~tontidly ir~pdr the Oty~ rights und~ the oontrcd. If indusion of any of the
Qty~ a~ntrcd provisions wilt result in higher a~ts for the servio~, suah a~ts must be
spedfia~ly identified in the propa~d. Una3ndtiond rE~usd to ca~E~ the oontrcd
provisions propcsed by the Qty without dffering a~E~c~e dterndivE~ may result in
dsqudificdion of the offeror or a IE~s fa~ord31e e~dudion of its prqoa~d.
CCNT RACT TERM
I t is ontidpated the en~neering firm (tea-n) will de~ine the time nea~sory to EE~T~ete
the contrcd, but in no ccse shdl the initid prdirninory endneering andysis ~tend
beyond 18 months (through June 30, 2[]05).
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJEC~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 12 of 22
APP NDI X
CONSULTANT SERVICES CONTRACT
Consultant services contract made on the date specified below in Recital A between the
City and Consultant as follows:
Recitals:
A. The following information applies to this contract:
CITY: CITY OF ASHLAND
City Hall
20 E. Main St.
Ashland, Oregon 97520
(541) 488-6002
FAX: (541) 488-5311
Consultant:
Address:
Telephone:
FAX:
Date of this agreement: ¶ B: RFP date:
Proposal date:
¶2.2. Contracting officer:
¶2.4. Project:
¶6. Consultant's representative:
¶8.3. Maximum contract amount:
B. On the date noted above, City issued a request for proposals (RFP) for consulting
services needed by City for the project described above. Consultant submitted a
proposal in response to the RFP on the date noted above.
C. After reviewing Consultant's proposal and proposals submitted by other offerors, City
selected Consultant to provide the services covered by the RFP.
City and Consultant agree as follows:
1. Relationship between City and Consultant: Consultant accepts the relationship of
trust and confidence established between Consultant and City by this contract.
Consultant 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 consultant's caliber in the locality of the project. Consultant 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,
Consultant shall provide professional consulting services for City in all phases of the
project to which this contract applies, serve as City's professional consulting
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT/2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 14 of 22
representative for the project, and give professional consultation and advice during the
term of this contract. Consultant acknowledges that City is relying on consultant to
provide professional consulting 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. "City" means the City of Ashland, Oregon.
2.2. "Contracting officer" means the person specified in Recital A above or that
person' s designee.
2.3. "Project" means the project described in Recital A.
2.4. "Work" or "Services" shall mean all labor, materials, plans, specifications,
opinions, reports, and other consulting services and products which Consultant 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 contractinq Officer: The contracting officer shall have the authority to act
on behalf of City in the administration and interpretation of this contract. 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
Consultant' s services.
5. Consultinq Services: Consultant shall provide services to City that are described in
the RFP.
5.1. In connection with the services described in the RFP, Consultant shall:
5.1.1. Consult appropriate representatives of City to clarify and
define City' s requirements relative to the services.
5.1.2. Review available data relative to the services.
5.1.3. Identify data which is not available and is needed to fulfill the
services, and act as City' s representative in obtaining such data.
5.1.4. Prepare monthly progress reports to the contracting Officer
on the status of services.
5.1.5. Cooperate with other consultants retained by City in the
exchange of information needed for completion of the services and the
project.
5.2. Consultant shall commence per[ormance of services within five days after
receiving written authorization from the contracting officer for work described in the
RFP. Consultant 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,
Consultant shall submit for City' s approval, a schedule for the performance of work
elements described in the RFP. Each schedule shall include allowance for periods of
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 15 of 22
time required for City' s review and approval of Consultant' s services. Each schedule,
approved by City, shall become a part of this contract.
5.3. Consultant shall perform the services as an independent contractor in
accordance with generally accepted standards in Consultant' s profession. Consultant
shall be responsible for the professional quality, technical accuracy and the coordination
of all services performed by Consultant. Consultant shall, without additional
compensation, correct or revise any error or deficiencies in the services that are caused
by Consultant' 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 Consultant' s services. In the event of any breach of
this contract by Consultant or negligent performance of any of the services, City' s cause
of action against Consultant 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 Consultant beyond the maximum time limitation
provided by Oregon law.
6. Assi.qnment of Consultant' 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 Consultant' s
representative in all communications and transactions with City.
6.2. Consultant will endeavor to honor reasonable specific requests of City with
regard to assignment of Consultant' 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 Consultant 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 Consultant for performance
of the services.
7.3. City will arrange for access to, and make all provisions for Consultant to
enter upon, public and private property as required for Consultant 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, Consultant, public
agencies, and others involved in the project.
8. Payment:
8.1. City shall pay Consultant for services and reimburse Consultant for
expenses incurred by Consultant in performance of services in accordance with a
payment schedule to be submitted by Consultant 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.
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 16 of 22
8.2. Consultant shall submit monthly invoices to City for Consultant' 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. Consultant 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 Consultant 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. Consultant is a "subject employer" as defined in ORS 656.005 and shall
comply with ORS 656.017. Prior to commencing any work, Consultant shall certify to
City that Consultant has workers' compensation coverage required by ORS Chapter
656. If Consultant is a carrier insured employer, Consultant shall provide City with a
certificate of insurance. If Consultant is a self-insured employer, Consultant shall
provide City with a certification from the Oregon Department of Insurance and Finance
as evidence of Consultant' s status.
9.4. If the amount of this contract is $15,713.00 or more, Consultant is required
to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as
defined in this chapter, to all employees performing work under this contract and to any
subcontractor who performs 50% or more of the service work under this contract.
Consultant is also required to post the attached notice predominantly in areas where it
will be seen by all employees.
10. Ownership of Documents: All documents prepared by Consultant 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
Consultant, 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 Consultant without prior written authorization of Consultant.
11. Records:
11.1. Consultant shall develop and maintain complete books of account and
other records on the services which are adequate for evaluating Consultant' s
performance. Consultant 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 Consultant' s other business.
11.2. Consultant' s books and records shall be made available for inspection by
City at reasonable times, to verify Consultant' s compliance with this contract. City shall
G:\pub-wrks\eng\dept-adrnin\ENGINEER\PROJECT~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 17 of 22
have the right to request an audit of Consultant' s books and records by a certified public
accountant retained by City.
12. Indemnification: Consultant 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 destructiion), of
whatsoever nature arising out of or incident to the negligent performance of this
contract by Consultant (including but not limited to, the negligent acts or omissions
of Consultant' s employees, agents, and others designated by Consultant to perform
work or services attendant to this contract). Consultant 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. Consultant 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 Consultant. Each certificate shall state that
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
G:\pub-wrks~eng\dept-admin\ENGINEER\PROJECT~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 18 of 22
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 oppodunity 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
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 14.3, City
may terminate by giving Consultant written notice sixty days prior to the termination
date.
15.2. In addition to the right to terminate this contract under subsection 14.3,
Consultant 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, Consultant shall be
paid for all fees earned and costs incurred prior to the termination date. Consultant shall
not be entitled to compensation 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.
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 Consultant shall be addressed to the Consultant' s representative
at the address provided for the Consultant in Recital A above.
17. Assi.qnment: City and Consultant 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. Consultant shall not assign or subcontract Consultant' 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 Consultant.
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 19 of 22
18. Modification: No modification of this contract shall be valid unless in writing and
signed by the parties.
CONSULTANT CITY
BY BY
Fed. ID #
REVIEWED AS TO CONTENT
BY
City Department Head
Date:
Coding
(for City use only)
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 20 of 22
City of As hi and
LIVING
B~,~per hour effective June 30, 2003
(Increases annually every June 30 by the
Consumer Price Index)
For all hours worked under a
service contract between their
employer and the City of
Ashland if the contract
exceeds $15,713 or more.
For all hours worked in a
month if the employee spends
50% or more of the
employee's time in that month
working on a project or portion of
business of their employer, if the
employer has ten or more
employees, and has received
financial assistance for the project
or business from the City of
Ashland in excess of $15,713.
If their employer is the City of
Ashland including the Parks
and Recreation Department.
In calculating the living wage,
employers may add the value of
health care, retirement, 401K and
IRS eligible cafeteria plans
(including childcare) benefits to
the amount of wages received by
the employee.
Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator,
City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland.or, us.
Notice to Employers: This notice must be posted predominantly in areas where it will be seen by all
employees.
CITY OF
SHLAND
G:Xpub-wrks\eng\dept-adrnin\ENGINEER\PROJEC%2003\03-34 TAP Waterline Extension RFP 10 03.doc Page 21 of 22