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Home My WebLink About2006-135 CONT Chg Order #3 - Acres International Acres International Corporation 6 NickEllSOll Street Ann Building, Suite 101 Seallle, WA 98109 USA Tel: 206-352-5730' Fax: 206-352-5734 WWW.llcres.com June 14,2005 14774.01 Ms. Paula C. Brown, PE City of Ashland 20 East Main Street Ashland, OR 97520 Subject: Hosler Dam FERC Part 12 Safety Inspection Additional Field Investigations - Phase I Dear Ms. Brown; At our recent meeting in Portland, the FERC staff summarized their comments on our Finite Element Analysis & Shear Stability Update Report dated January 13,2005. Based on the analyses presented therein, their observation as stated to us is that the shear resistant parameters required to satisfY FERC stability criteria for the Hosler Dam are at the upper bound of values commonly used in engineering practice. Accordingly, it was their recommendation that field investigations be performed to confirm the applicability of these values. We propose to accomplish the required investigations in two phases. The first phase would cover our costs for the attendance at the FERC meeting and would include a field reconnaissance to perform geologic mapping and to defme the scope of a drilling program to be performed in the subsequent phase. The field reconnaissance would be accomplished by myself and Rick Donnelly, an Engineering Geologist from our office in Niagara Falls Ontario. It is our further thinking that the Phase II drilling program itself can be supervised by Golder Associates, whom we understand is involved with the pending work on the water supply pipeline / penstock. Specifically, Phase I would include the following activities: · Project Management . FERC Meeting · Field Reconnaissance · Investigation Planning . Drilling Program Specifications · Drilling Contractor Selection Our estimate for the completion of the above activities is $15,000 and we would initiate these activities as soon as possible such that the drilling program can be accomplished in conjimction with our work that is scheduled at the site this coming summer. As always, we appreciate the opportunity to work you on this assignment. If you have any questions regarding this proposal, be sure to give us a call. Sincerely, A. Richard Griffith, P.E. A member of the Hatch Group- CIT Y Of AS.HLAND Council Communication CONTRACT AMENDMENT FOR THE FERC PART 12 INSPECTION ENGINEERING SERVICES FOR HOSLER DAM Meeting Date: June 28, 2006 Department: Public WorKs Contributing Departments: Finance Approval: Martha Bennett .. . Primary Staff Contact: Paula Brown, Public WorKs Director I City Engineer, 552-2411 E-mail: Paula@ashland.or.us Secondary Staff Contact: Pieter Smeenk, Associate Engineer, 552-2413; E-mail: Pieter@ashland.or.us Estimated Time: Consent Agenda Statement: Approval of a contract amendment for Acres International to complete additional structural analysis, field investigations and security requirements implemented by the Federal Energy Regulatory Commission (FERC) Part 12 Safety Inspection Guidelines. Background: On January 27,2003, Acres International responded to the City's proposal and was awarded a contract to complete the Hosler Dam FERC Part 12 Safety Inspection and Associated Security and Seismic Analyses. All services were scheduled to be completed and submitted to FERC by May 2003. The scope of work included three primary tasks: 1) Evaluate and report upon the safety condition of Hosler Dam in Accordance with FERC Part 12 Safety Inspection Guidelines 2) Analyze the Dynamic Base Shear at the arch dam, foundation interface for Hosler Dam in accordance with FERC Engineering Guidelines, Chapter XI - Arch Dams 3) Evaluate and recommend appropriate changes to security procedures for Hosler Dam as provide in FERC Security Program for Hydropower Projects, June 2002 FERC's review of the initial Safety Inspection and Dynamic Base Shear Analysis submitted by Acres International, indicated a need for the City to complete a more in-depth structural analyses of Hosler Dam to meet FERC's revised structural guidelines. These new requirements, while within the scope of work, increased the worK necessary of Acres International and extended the completion time of the work. Two prior contract amendments were given to Acres International for the following items: · Contract Amendment No.1 (August 2003) increased the contract by $13,560.00 to conduct a Failure Modes Analysis which analyzed the unique ways remotely possible for the dam to fail and also provided training to staff on the analysis process. This was a new FERC requirement. · Contract Amendment NO.2 (June 2004) increased the contract by an additional $10,000.00 to accommodate the structural engineer's time to complete a more in-depth mathematical "Lombardi Analysisn requirement by FERC to show a different failure mode for base shear. When the Lombardi Analysis was submitted to FERC, they required additional field investigations to ensure stability at the face and base of the dam, hence the need for Contract Amendment No.3. Staff negotiated with G:\pub-wrksladminIPB Council\waler issues\CC Acres Contrad Amend No 3 22Jun06.doc r61 Acres International and agreed upon an amount of $15,000 to complete this field work when weather permitted and then re-run the base shear model as required by FERC. Revised City policy requires any contract amendment totaling 25% or more of the original contract amount to be approved by City Council acting as the Local Contract Review Board (LCRB). The contract amount with the two prior amendments was $79,560 (prior to the revised City policy) and with the third amendment, the contract amount increased to $94,560. This third contract amendment was accepted by the Public Works Department in July 2005, but the Department acted in error by not following through to gain LCRB authority to increase the total contracted amount. In addition, the work has been completed by the consultant, but as there is no authority for the contract amendment, there is no ability to properly pay the consultant. The requested Council action formalizes the third contract amendment and allows the consultant to be properly paid. Related City Policies: Ordinance 2917, adopted by City Council on March 1,2005, Section 2.52.050, states that if a contract amendment totals 25% or more of the original contract amount then the contract amendment must be approved by the Local Contract Review Board. Council Options: In this case, there is only one option as staff is regrettably bringing this to Council after the fact. Council must approve this third contract amendment for Acres International. Council could also formally remind staff to comply with Ordinance 2917 and bring these items to Council in a timely manner. Staff Recommendation: Staff recommends Council approve this third contract amendment for Acres International to complete the contract for additional structural analysis, field investigations and security requirements implemented by the Federal Energy Regulatory Commission (FERC) Part 12 Safety Inspection Guidelines. Potential Motions: It is motioned that the City Council, acting as the Local Contract Review Board, approve Contract Amendment No. 3 for Acres International to complete the contract for additional structural analysis, field investigations and security requirements implemented by the Federal Energy Regulatory Commission (FERC) Part 12 Safety Inspection Guidelines. Attachments: 1) Contract between the City of Ashland and Acres Intemational for the Hosler Dam FERC Part 12 Safety Inspection 2) Contract Amendment #1 3) Contract Amendment #2 4) Contract Amendment #3 (Proposed) G:\pub-wrksladminIPB Councillwaler issues\CC Acres Contrad Amend No 3 22Jun06.doc ~4' H" I ~A' CiTY RECORDE9'S COpy Page 1 / 1 CITY OF ASHLAND 20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 7/1/2;06 ] 03995 VENDOR: 006911 ACRES INTERNATIONAL 6 NICKERSON ST STE 101 SEATTLE, WA 98109 SHIP TO: Ashland Public Works (541) 488-5587 51 WINBURN WAY ASHLAND, OR 97520 FOB Point: Tenns: Net Req. Del. Date: 1/3/2003 Speciallnst: Req. No.: Dept.: PUBLIC WORKS Contact: Paula Brown Confinning? No THIS IS A REVISED PURCHASE ORDER BLANKET PURCHASE ORDER FERC Part 12 Safety Inspection 56,000.00 RFP Date of AQreement: January 2, 2003 BeQinninQ Date: January 3, 2003 Completion Date: May 31, 2003 Insurance reQuired/On file Revised purchase order 03/15/2004 ChanQe Order No. 1 Additon of the Failure Modes Analysis as part of existinQ contract Revised purchase order 07/08/2004 ChanQe Order No.2 Lombardi analysis follow-up Processed ChanQe Order 08/24/2006 ChanQe Order No.3 - Additional Field InvestiQations, Phase 1 - CO approved by Council June 28, 2006 13,560.00 10,000.00 15,000.00 *** This is a chanQe order. *** BILL TO: Account Payable 20 EAST MAIN ST 541-552-2028 ASHLAND, OR 97520 '\ SUBTOTAL TAX FREIGHT TOTAL E 670.08.15.00.60413 E 690.11.15.00.60413 E 690.11.18.00.60413 47 280.00 34 780.00 12 500.00 VENDOR COpy A request for a Purchase Order REQUISTION FORM CITYOF ASI-iLAND Date of ReqUest:_ THIS IS A REQUEST FOR A: [ X] Change Order (existing PO# 03995 ) Required Date of Delivery/Service:_ Vendor Name: Address: City, State, Zip Phone: Project Title: Project Number: ACRES INTERNATIONAL 150 NICKERSON STREET STE 310 SEATTLE WA 98109 2061352-5730 HOSLER DAM FERC PART 12 INSPECTION 02-28 Services Only Description Total Cost HOSLER DAM FERC PART 12 INSPECTION CO 1 Addition of the Failure Modes Analysis as part of existin contract CO 2 - Lombardi anal sis follow-up CO 3 - Additional Field Investigations Phase I - CO approved by Council June 28, 2006 Account Number 670.08.15.00.604130 (50%) 'Please Bttach /he Original signed oontract and IIISUIlJ1JCe CettificaI8s. Account Number Employee Signature: Supervisorl Depl Head Signature: NOTE: By signing this requisliion form, I certify tha the above request meets with CIiy of AShland So/icitia/ion Process requir8m Is G:PubwrksIEng\02-28 Acres CO No 3.x1s Updated on: 7/15102