HomeMy WebLinkAbout2010-066 Contract - Thornton Engineering
CONTRACT FOR PERSONAL SERVICES
CITY OF
ASHLAND
20 East Main Street
Ashland, Oregon 97520
Telephone: 541/488-6002
Fax: 541/488-5311
CONSULTANT: Thornton Engineering, Inc.
CONTACT: Mike Thornton
ADDRESS: PO Box 476, Jacksonville, OR 97530
DATE AGREEMENT PREPARED:
BEGINNING DATE: March 17,2010
COMPENSATION: Not to exceed $22,865.00
TELEPHONE: (541) 899-1489
FAX: (541) 899-3419
COMPLETION DATE: March 17, 2011
SERVICES TO BE PROVIDED: See attached proposal with scope of services.
ADDITIONAL TERMS:
FINDINGS:
Pursuant to AMC 2.52.040E and AMC 2.52.060, after reasonable inquiry and evaluation, the undersigned Department
Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have
adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for
utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and
capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and
financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the
compensation negotiated herein is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
follows:
1. Findings 1 Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper perfomnance
of such service.
3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel
assigned to the work required under this contract are fully qualified to perform the service to which they will be
assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded.
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above,
5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified
above. Once work commences, invoices shall be prepared and submitted by the tenth of the month for work
completed in the prior month. Payments shall be made within 30 days of the date of the invDice. Should the contract
be prematurely terminated, payments will be made for work completed and accepted to date of termination.
6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
City. Consultant shall have no liability for any claims, suits, actions, judgments, losses, costs, expenses or damages
resulting from City's reuse or misuse of Consultant's work products on other projects or in connection with making
additions to the Project if Consultant is not retained in connection therewith.
7. Statutory Requirements: When applicable ORS 279B.220, 279 B.225, 279B.230, 279B.235, ORS Chapter 244,
ORS 670.600, 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract as though these
provisions were set forth in full herein.
8. Living Wage Requirements: If the amount of this contract is $18,088 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
perfomning 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 notice attached hereto as Exhibit B predDminantly in areas where
it will be seen by all employees.
9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, sub rogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature to the extent the harm caused arises out of or is incident to the performance of this contract by
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Consultant (including but not limited to, 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 losses,
expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately
caused by the negligence of City;
10. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties,
b. Citv's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Consultant, or at such later date as may be established by City under any of the following
conditions:
i. If City funding from federal, state, county or other sources is not' obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase urider this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Consultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking terminatiDn shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period 'as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every Dbligation and duty under
this contract. City by written notice to Consultant of default or breach may at any time temninate
the whole or any part of this contract if Consultant fails to provide services called for by this
contract within the time specified herein or in any extension thereof..
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obliqation/Liabilitv of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, cor d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City.
Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide
workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract; its ORF status pursuant to the ORF
~ules or loses any license, certificate or certification that is required to perform the Services or to qualify as a ORF if
consultant has qualified as a ORF for this agreement; institutes an action for relief in bankruptcy or has instituted
against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business
on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or
delegate duties under, the Contract.
14. Insurance. Consultant shall at its own expense provide the following insurance:
a, Worker's ComDensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. ProfessiDnal Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1.000.000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to
cover damaaes caused by error, omission or neolioent acts related to the professional services to be nrovided
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under this contract.
c. General Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1.000.000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
d. Automobile Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1.000.000, or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
e. Notice of cancellation Dr chance. There shall be no cancellation, material change. reduction of limits or
intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to
the City.
f. AdditionallnsuredlCertificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on its general liability and automobile insurance
policies required herein with respect to Consultant's services to be provided under this Contract. As evidence of
the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates
prior to commencing work under this contract. The certificate will specify all of the parties who are Additional
Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of
insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially
responsible for all pertinent deductibles, self-insured retentions andlor self-insurance.
15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from.any claim or from the jurisdiction.
16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HEISHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
17. Nonappropriations Clause, Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitatiDns Dr other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further
liability to Consultant.
Certification. Consultant shall si n the certification attached hereto as Exhibit A and herein incor orated b reference.
CONSULTANT CITY OF ASHLAND:
BY ;11~~~
. . gnalure
0'('11 1vYl
Print Name
BY
Afl1A
FINANCE DIRE
R
TITLE tfe?IJ"...J.
DATE
iJ
DATE
3~ -=3- (0
CONTRACT AWARD AND FIND
By:
City Department Head
Approved as 10
form by Legal:
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30f6
FederallD#
q~-130151'1
ACCOUNT #
96tJ rY!7f 9 rYcJ7t?1~-o
(For City purposes only)
'Completed W9 form must be submitted with contract
PURCHASE ORDER #
ct/ tt17'0c/
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EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subjectto backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it isa corporation authorized to act on
behalf of the entity designated above and auUiorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
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(1) I carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the' location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
(6) I assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
yY)/Wr"~
Contractor
3~'3-(o
. (Date)
'.
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EXHIBIT C
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PROPOSALS FOR
ENGINEERING SERVICES. . .
LAUREL STREETSII)EWALK IMPROVEMENTPRo.JECT
" CITY OF ASHLAND .
PUBLIC WORKS/ENGINEERING DIVISION
PRO.lECT NO. 2006.18 .
Submitted No_mber 5. 2009
'--''\
Proiect Manaaer/Contact Person
. Mike Thornton, PE '.
, Kev Team Members
. Kirk Daley, P.E:
James Pearson: p, E. .
, Shawn Kampman, L.L.S,
Thornton Enginee'ring, Inc, .
By: ;YJ/V( f?~' ~
Michael P. Thornton, President
Email: mikethorntontalowestoffice.net
, 541~899-1489
'Tax ID: 93-1309519
\
/-
~ HIORNTO
. .ENGINEERI
. p.o. box 476 . 260 nort\! 3rd street
.' jacksonville. . o~egon 97530 .
GINC. (541) 899-1489 .(54])899-3419 fax
"Laurel Street Sidewalk Improvement Project
T~ornton Engineering. Inc.
)
Introduction.
Thornton Engmeering.Inc. has recently provided engineering services for the.construction 00,300
lineal fe.et of safe routes to serve the new South Medford High School. In addition, we have provided. .
. engineering services to the City of Ashland for the successful completion of approximately 5,000 lineal
feet of sidewalk within the last few years.
,I SCOPE OF SERVICES
Design Parameters
The new sidewalk (or saferoute) design will need to provide a safe pedestrian route along an existing
street while accommodating existing obstacles such as trees, driveways, mailboxes, landscaping, utilitY '
poles 'and guys, street crossings, curbs/gutters,' and storm drainage. The completed project will enhance
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the street;s ability to accommodate the existing and proposed uses, such as; vehicle movements, .
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pedestrians; bicycles, existing trees, school access, existing driveways and storm drairiage. The
folloWing scope of services proposes to accomplish the project successfully:
Services. , '.. . .'
Based on our experitlnceswith sidewalk design projects within the City of Ashland and the City's
request for proposals, we've identified the following scope of services: '., .
1. Preliminary Design Meeting - We will meet with the City staff to discuss the project scope and
schedule aildto obtain record information.
~ . .
2. Fieldand Record Research - We will conduct site visits and perform "as-built" and record
information review to' establish a background of knowledge for the.project survey and design.
3. Topographic Survey - We will conduct a topographic survey, as-required, for the project. The
topographic map will be p~epar~d in electronic format for use as the basemap of the c~nstruction
drawings. We ~II utilize the City's eldsting aerial topogiaphy as applicable to design the project:.
4. Utility Location and Mapping - We will schedule utility locates and include pertinent utility.
information on the basemap~
5. . Reference Centerline Survey - ~e will reference the centerline survey and other survey monuments
on.the basemap.
6. Prepare & Submit Preliminary Design Drawings, 30%& 90% - We will prepare the preliminary
construction dfilwings for review .and. comment by the City staff, for use in the public meetings, and
,for presentation to tp.e.City's Transportation Commission.
)
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Proposal -1
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Laurel Street Sidewa/fc Improvement Project
. Thornton Engineering,.Inc.
7. Attend Neighborhood Design Meetings - We will coordinate with the City staff for the scheduling
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and conducting of two neighborh06d meetings to discuss design issues.
8. Plan Revisions - We will perform revisions to the pl80 as requested by City staff, the Tr8Osportation
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Committee, 80d as determined from neighborhood input.
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9. Final Project Plan - We will prepare the [mal construction drawings for review,8Od approval by the
'City staff.
10, Specifications & Contract Documents c We will prepare the specifications 80d bid documents for the
guid80ce of the bidding 80d construction of the project: We will submit the documents to the City
Jor review 80d approval.
\' 1. Engineer's Construction Cost Estimate ~ We will prepare a construction cost estimate for the
proj ect.
12, Publish Specification, Bid Docu~ents and Construction Drawings' - We will provide original sets of
, .
pl80s 80d specifications for bidding for the City to publish copies as needed. .
13, Pre-Bid and Pre-CiJnstruction,Conference - We will attend the pre-bid 80d pre-construction
conference. We will emphasis the need for good communication during the entire construction
process.
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14'. Respond to Bid-Inquiries - We will respond to inquiries from bidders 80d the City staff during the
bidding process.
15. Construction Staking- We will provide construction staking during the course ofllie project.
Construction staking required to be. ie-done because of circumst80ces beyond our control shall be
. .
performed at the. hourly rates specified.
.16. "As-needed" Construction Inquiries - We will respond to inquiries from the <:;ity 80d contractor
during the construction process on an "as-needed" basis as requested by the City,
17. Limited Construction QualitY Control- We wiUcoordinate with City staff to prov'ide construction
. . .' . .,
quality control. Inspections will be performed as required to ensUre a quality project. W ewill be
aVl\ilable when contacted .by the City to obserVe the construction work in progress 80d provide
recommendations on quality control. Response to construction inquiries beyond the estimate in the
. . . cost of services shall be performed at the hoUrly rate specified, : . .'. .
'18. Provide "As-Built" Drawings - We Will provide the City with record drawili.gs on mylar80d in
electronic format.
)
Proposal -2
Laurel-Street Sidew~lk improvement Project
, .' Thorntf:!n En.gineer~ng; Inc..
FIRM'~ CAPABILITIES
'1
. . ' . . . .
Thornton Engineering's capability to complete the propo~ed scope of services is de~onstrated by oW"
successful experience with siriiilar projects,oW" qualified and talented personnel available for this
project, oW" excellent professional relationship with the City's staff, oW" current availability and work
schedule, the ~lose proximity of oW" Jacksonville office to the project site, and the close proximity of the
sUrveyor, Polans Surveying, which is located in Ashland.
. .'
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As ~entioned in the introduction, we have recently provided the engineering services for projects which
included over eight thousand lineal :feet of safe route and sidewalk design and construction in Ashland .
and Medford. In addition, we have assisted the City of Ashland in the design imd construction of twenty
public works projects in recent years. Thornton Engineering's staff (see below) will accommodate the
varying workload contemplated under the contract by the availability of oUr three well qualified
professional engin~ers in oW" Jacksonville office and oW" surveying team located inAshland. Excluding
. the lag time required for the City's staff and commission reviews and neighborhood meetings, Thornton .'
Engineeriilg is prepared to perform the survey and design services for this project in approximately foW"
to six weeks after receiving the notice to proceed.
:"")
We propose to increase efficiency of ehgineeringand surveying services, and reduce costs, by iltilizing
tIle City's aerial topogiaphyto the greatest exteht possible where the quality of the design and
constructed product will not be compromised. The design engineer will gather supplemental topographic
information when performing the site visits required for an engineering knowledge of the project.
PROJECT ,TEAM AND QUALIFICATIONS I'
. Thornton Engineering has extensive experience with public works design' and construction in the .
Rogue Valley.(over 50 public works ~onsiruction projects for local agencies in the last ten years-
see partial list).
\
. . Thornton Engineering continues to develop repeat municipal clients by. providing engineering
services for successful public works projects (see list <if references included in the appendix).
· Thornton Engineering is .very familiar with the local and state project design, approval and .
construction process.
)
ThorntonEngineering, Inc. has been one of the leading Southern Oregon engineering firins in the design
of municipal improvements. In the last several years; we have performed the engineering services for
more than fifty public improvement projects. In addition, we have de~igned hundreds of new street. .
"construction Jlrojects for private developers. The Project Team has a perfect balance of staff size. One .
of the benefits of this size team is that it is large enough toensW"e that additional staff is available to .
assist in the project if needed for any reason but not too large that additional staff would be unfamiliar .
Proposal c3
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:"",
,
Laurel Street Sidewalk Improvement Project
. Thornton Engineering, Inc.
)
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. with the project. Mr. Thornton has provided complete construction management services for'multiple
municipal and privateprojects.
Michael P. Thornton, P.E., Principal Engineer, Project Manager. :Mr. Thornton will be the Project
Manager in charge of all items related to this project. He will be responsible for all project. .
administration and management. He will also be providing supervisory and fmal input and
recommendations for the design and construction of the project. . Mr. Thornton has a B.S. degree in civil,
engineering with areas of emphasis in municipal engineering; he.has also completed extensive course
work in project management. He has over 27 years experience throughout California and Oregon with
all forms of civil engilleering projects. Throughout his .career, Mr. .Thof!lton has 'been project manager
and project engineer on hundreds of projects, scores of which involved municipal improvements and
reconstruction, He has provided consulting serviCes to most of the agencies and mimicipiliities in the
Rogue Vailey as well as a multitude of private clients.
. Kirk J. Daley, P.E., Project Engineer.. Mr. Daley.will be the Engineer of Record~ He will be the
principle participant in meetings with the City~ Mr. Daley will report to the Project Manager or
designated representative. He will attend all meetings with the City and Contractor. He will take over the .
. duties Of proj ect Manager in'Mr. Thornton's absence. He will supervise design imd the preparation of
the construction draWings and documents: Mr. Daley has a RS. degree in civil engineering, He has
over 24 years experience in general'civil works projects in Jackson and Josephine Counties. Throughout
his career, Mr. Daley has participated in and managed scores of civil engineering related projects. Mr.
Daley is also excellent at managing projects through the planning stage, to the preparationof
construction plans imd speCifications, to the construction and completion of the project..
. .
. James I. Pearson, P.E.,StaffEngineer. Mr.-Pearson will be the' Staff Engineer for the project. He will .
participant in meetings with the' Public Works Department. . Mr. Pearson will report to Mr. Daley. He
will perform the design and the preparation of the construction dfawings. Mr. Pearson has a RS.
degree in civil engineering. He has overseven years' experience in general civil works projects in
Jackson and Klamath County.. He has performed the design of over 150 Civil engineering projects.Mr:
Pearson has experience working on multi-million dollar, multi-discipline projects here in the Rogue
Valley, Mr. Pearson's experience and abilities to research, analyze, and proactively problem solve,
brings to ,Thornton Engineering a high standard of design and document preparation. .
Polaris Land Surveying, Survey Team. Polaris Land SurveyiIi.g,ILC is a full service local Ashland
land survey firm .with the majority of business being performed within the City of Ashland and the
greater Rogue Valley, arid is currently under contract with the City of Ashland to provide general
. surveying services on an as needed basis. The majority of our work is predominantly hind boundary
surVeys, topographic and engmeering site surveys, flood elevation surveys and construction staking. We
are a local community business with experienced employees and associates, The managing member for
Polaris Land Surveying, LtC is Shawn Kampmann; a Professional Land Surveyor registered in Oregon
and Alaska an4 is in charge of all survey field and office activities, research, computations and project
maliagement. Oui' survey. team is dedicating four .well qualified s~eyors and technicians to be available
for this project: . . .
)
.' Proposal -4
, .
Partial Lis/of Public Works Projects:
ProiectName. ,
Liberty Street'Improvements
Misc. Concrete Projects for 2006 .
. Misc. Concrete Projects for 2004
. Misc. Concrete Projects for 2002
Nevada Street LID
8th Street Sidewalk
Scenic Park'
Ashland Creek Park
Flood Study - Neil Creek
Siskiyou Blvd. Waterline
Tolman Creek Road LID
. . .
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Bridge Street Storm Drain
Bear Creek Trunk Sewer - Phases 3, 4, and 5
Granite Street Sewer
Mountain Ave. Stomi Drain
'..::-') Morton Street Storm Drain
North Main Pump Stati,on
South Medford High School Off site Improvements & Safe Routes
Master Meter Valve
Taylor Road Waterli~e
Peninger Road Waterline
East Pine - Bear Creek Waterline
Flood Study - Kirtland Road
Grant Road Stabilization,
Hamilton Street Improvement : .
4th. Street S~nitary Sewer.
Chestnut Avenue Reconstruction,
Midway'Storm Drain ,
13th Street Reconstruction'
9th Street Parking Lot .
South Medford Interchange Utility Conflicts
North Ross Lane & West Main Street Waterline
Proposal -5
Laurel Street Sidewalk Improvement Project
Thorn/on Engineering, Inc.
Aeencv
City of Ashland
City of Ashland
City of Ashland
City of Ashland
. City of Ashland
City of Ashland
City of Ashland
City of Ashland
City of Ashland
. City of Ashland
City of Ashland
City of Ashland
City of Ashland
City of Ashland
City of Ashland
City of Ashland
City of Ashland
South Medford High School
. City of Central Point.
City of Central Point
City of Central Point
City of Central Point
Jackson County Roads
Jackson County Roads
City of Medford
. CitY of Medford
City of Medford
. City.of Medford
City of Medford
. . MedfordBuilding Dept
Medford Water.Commission
Medford Water Commission
Laurel Street Sidewalk Improvement Project
Thornton Enginee.ring, Inc.
I
RESOURCES
, One of our strengths as is relates to this project is in our experience providing engineering services to the
. . .
. .
City of Ashland for the same type of proj~ct. We believe we have developed a harmonious working
relationship with the City staff. We have also participated in several neighborhood meetings in Ashland
and we have'developed aD. appreciation for the quality of life desired by the residents. oUr experience.
also includes the design of several' safe routes to schools, which sometimes may require' improvements
which are more unique than the typical city standard, Our experience working with the City has also
'. '.
tau'ght us that some efficiency and cost savings can be ~chieved with this type of project by prudent use
of the City's aerial topography supplemented by limited site topography surveying.
. , ,.
As mentioned above, weare dedicating seven well qualified staff members toihis proj~ct and a full
compliment of engineering and surveying equipment and software required to provide the services.
~I
RESPONSE TIME
Thornton Engineering is able to commence work on this project immediately after receiving the notice
. .
. '.' .. '
.. , .
to proceed. We anticipate providing a 30% preliminary construction drawing within two weeks for the
City staff's review. We will submit 90% preliminary drawings within one to two weeks after receiving
. . .
. .
the City's review comments. We will submit the construction drawings to staff within one to two weeks
I . , . .' ' . ., . -. ,. .
after receiving the comments from the City's Transportation Commission' and the neighborhood
. reviews.
We will be able to respond to all unscheduled requests from the City staff for additional meetings; site
visits, construction staking, and revisions within 24 hours or less.
I
,
Proposal -6
Lau~el Street Sidewalk lmprovemf;nt Project
Thornton Engifl!!ering, lr:c.
)
THORNTON ENGINEERlNG.~ INSURANCE
r
Prior to entering into a contract with the city, ThointonEngineering, Inc. will name the City of Ashland
as Illsured on our policies. . .
We have the following required insurance:
(A) General Liability Insurance: Mutual of Eriumclaw Policy #NC55347
. .
'.' .
(B) . Automobile Irisurance: Mutual of Emimclaw Policy #'s 10- CP20053077
. .
. .
(C)' Workers Compensation Insurance: ~AIF Policy #910109, in accordance with Oregon State law
(D) Professional Liability ,Insurance with St.Paul Travelers: Policy #QP038093 ~2
I
. LIST OF REFERENCES
. . '--"
- -i.
Carl Tappert, District Engineer
Rogue V alley Sewer Services
P.O. Box 3130 . .
Central Point, OR 97502
(541) 664-6300
Eric Johnson, Principal Engineer
Medford Water Commission .'
200 S. IVy, LausmaIin Aru1ex #177.
Medford, OR 97501
(541) 77.4-2452
Dan Dorrell, District 8 Traffic Engineer
Oregon Department of Transportation .
. 100 Antelope Road .
White City, OR 97503
(541) 774-6354
Jim Olson, Engineering Services Manager.
. City of Ashland .
51 Winburn Way
Ashland, OR 97520
(541) 552~2412
Dave Freel .
'Freel & Associates'
. .P.O. Box 587
. Shady Cove, OR. 97539
(541) 830-3930
Mark Ledford
Ledford Construction
3616 S. Pacific Hwy
Medford, OR 97501
(541) 535-8692 .
Brian Sjothim, Director. ..
Medford Parks & Recreation
411 W. 8th Street, Rni 225
Medford, OR 97501
(541) 774-2400
Chris Reising, Building Safety Director
BuildingUepartment
200 $. Ivy, Rm 277.
Medford,OR 97501
(541) 774-2351 '
)
Appendix - 1 .
COST OF SERVICES
Laurel Street Sidewalk Improvement Project
Thornto_n Engineering, Inc.
ITEM TASK STAFF HOURS RATE TOTAL
1 Preliminary Design Meeting Principal Engineer 1 $105.00 $105.00
. Se~lor Engiri~r 1. . $95,00 $95,00
2 . Field and Record Research Senior Engineer 1 $95.00 $95.00
. Project Engineer 2 $85.00 $170.00
Surveyor $300.00
3 Topographic Survey . Senior Engineer I $95.00 . . $95.00
Project Engineer 2 $85.00- $170.00
Surveyor .. $1,500.00
4 Utility Location and Mapping Project Engineer 2 $85.00 $170.00
5 Reference Centerline -SurVey p.roject Engineer I $85.00 $85.00
6 Prepare & Submit Preliminary Design Drawings, 30% & 90% Senior Engineer 4 $95.00 $380.00
Project Engineer 40 $85.00 $3,400.00
7 Attend Neighborhood Design Meetings (2). Principal Engineer 4 $105,00 $420.00
8 Plan Revisions Senior Engineer 1. $95.00 $95.00
Project Engineer rc- $680.00
. 8 $85.00
9 Final Project Plan . Principal Engineer I $105.00 $105.00
. Senior Engineer 4 $95.00 $380.00
. Project Engineer 20 $85.00 $'1,700.00
10 Specifications;& Contract Documents Principal Engineer .\ $105'.00 $105.00
Senior Engineer 4 $95.00 $380.00
II Publish'Specification, Bid Documents and Construction DraWings Senior Engineer I $95.00 $95,00
Project Engineer \. $85.00 $85.00
12 Pre-Bid and Pre-Construction Conference Prinicipal Engineer 2 $105.00 $210.00
Senior Engineer 2 $95.00 $190.00
14 Construction Staking (10 hours) . surVey Field Crew 10 $120.00 $1,200.00
Survey Technician 2 $75.00 $150:00
15 Construction Inquiries "As:....needed" Senior Engineer .2 $95,00 $190.00
16 Provide "As,Built" Drawings' Senior Engineer .1 $95,00 $95.00
Project Engineer 4 $85.00 $340.00
. Anticipated Total Costs for Engineering Services: $12,985.00
Other Available Services (if required)
A, Engineer's Construction Cost Estimate Project Engineer 6 $85.00 $510.00
B. Right-ol-way & Survey Control Network Surveyor ' . $2,500.00
C. Full Topographic Ground Survey Surveyor .. $3,500,00
D. Right~ol-way & Topographic Mapping SurVeyor $1,500.00'
E. . Monument Recovery Map of Survey Suiveyor $1,200.00
F, Respond to Bid-Inquiries Senior Engineer 2 . $95.00 $190.00
. Project Engineer .4 $85.00 $340.00
G. Limited Construction Quality Control . Senior Engineer 2 $95.00 $\90.00.
. . Project Engin~r 6 . $85.00 $510.00
H. . Construction Staking - Additional Survey Field Crew 10 .$120.00. $1,200,00
. . Survey Technician 2. $75.00 $150~00
Cost of Services - 1 -.
Laurel $treet Sidf!!'Valk Improvement Project
Thornton Engineering, Inc:
I
THORNTON ENGINEERING - FEESCHEnULE'
Standard Hourly Rates Schedule.
Rates for servicesperfoimed outside the scope of serVices and on an hourly basis are:.
Principal Engineer
Senior Engineer
Project Engineer
Engineering Tech IV
Engineering Technician III
Engineering Technician II
Engineering Coordinator
Support Staff .
Legal Testimony & Preparation
Professional Land Surveyor
Survey Technician .
Drafting Technician
Survey Field Crew ( Standard)
ReimbUrsable Expenses Schedule
Costs for reimbUrsable expenses are:
. .
"II x 17"ecipies
Blueprint Copies
Mylars
Other Reimbursables
$I05/hour
$ 95/hour
$ 85/hour
$ 80/hour
$'75/hour
$ 65/hour
$ 45/hour
$ 45/hour
$150/hour
$IOO/hour
$'75/hour
$ 75/hour
$120/hoUr
No charge.
$ J.50/each
$7.00/each
Cost
. Cost of Services - 2
ACORD. CERTIFICATE OF LIABILITY INSURANCE OPID AS I DATE (MMIDDNYVY)
9THOREN 05/06/10
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMA TIO
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Hart Insurance HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
3389 Crater Lake Hwy ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW
Medford OR 97504
Phone: 541-779-4232 Fax: 541-772-3963 INSURERS AFFORDING COVERAGE NAIC#
INSURED INSURER A; Trave~ers casualty & Surety
INSURER B: Mutual of Enumclaw
Thornton Engineering Inc INSURER c:
PO Box 476 INSURER 0:
Jacksonville OR 97530
INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN 1$ SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH~
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR "SR TYPE OF INSURANCE POUCY NUMBER PD~'4~'fJMDE&WE pS.k!.pEYf~wb~J!X1't LIMITS
~NERAI.. UABIUlY EACH OCCURRENCE $ 1000000
B X ~ 5MMERCIAL GENERAL UABII..ITY NC955347 07/01/09 07/01/10 PREMISES Ea o~~nce) $ 300000
-':cc- CLAIMS MADE ~ OCCUR MED EXP (Anyone person) $ 10000
A X Professional E&O 105350491 10/01/09 10/01/11 PERSONAl.. & ArM INJURY $ 1000000
GENERAL AGGREGATE $ 2000000
il~ AGGRE~t IUM1T API~~t IPER; PRODUCTS-COMP~PAGG $2000000
X pOUCY ~~8r I..OC P E & 0 1000000
~TOMOBII..E I..lABll..ITY COMBINED SINGLE UMIT $1,000,000
B ~ Am AUTO CP20053077 07/01/09 07/01/10 (Eaaccidenl)
- ALL OWNED AUTOS BODILY INJURY
$
SCHEDULED AUTOS (Per person)
-
HIREDAUTDS BODlL Y INJURY
- $
NON-OWNED AUTOS (Per accident)
f-
f- PROPERTY Ql>.MAGE $
(Per accident)
GARAGE UABIUTY' AUTO ONLY - EA ACCIDENT $
R Am AUTO OTHER THAN EAACC $
AUTO ONLY; AGG $
t5ESSlUMBREI..LA UABIUTY EACH OCCURRENCE $
OCCUR D CLAIMS MADE AGGREGATE $
$
R DEDUCTIBLE $
RETENT10N $ $
WORKERS COMPENSATION AND ITC>\Y1Jl.l,'lt I IV.:;
EMPLOYERS'lIABlUTY
PJf'( PROPRIETORIPARTNERlEXECUTIVE E.L EACH ACCIDENT $
OFF1CERlMEMBER EXCLUDED? EL DISEASE - EA EMPLOYE $
~~Etl~Ls~bOV:S1o~s below E.L DISEASE - POUCY LIMIT $
OTHER
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES 1 EXCI..USIONS ADDED BY ENDORSEMENT 1 SPECIAL PROVISIONS
The City of Ashland is named as an additional insured as respects to general
liability.
CERTIFICATE HOLDER
CANCELLATION
SHOUI..D ANY OF THE ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE THE EXPIRATION
DAlE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN
NOTICE TO THE CERTlFICAlE HOLDER NAMED TO THE I..EFT, BUT FAILURE TO DO SO SHALL
City of Ashland IMPOSE NO OBUGATION OR lIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
20 E Main Street REPRESENTA11VE5.
Ashland OR 97520 AUTHORIZED REPRESENTATIVE
Tom Kaldunski
ACORD 25 (2001/08)
@ACORD CORPORATION 1
OREGON WORKERS' COMPENSATION
CERTIFICATE OF INSURANCE
~ saif
~~ corporation
CERTIFICATE HOLDER:
CITY OF MEDFORD
411 WEST 8TH ST
MEDFORD, OR 97501
The policy of insurance listed below has been issued to the insured named belDW for the policy
period indicated. The insurance afforded by the policy described herein is subject to all the terms,
exclusions and conditions of such policy.
.
POLICY NO,
910109
POLICY PERIOD
07/01/2009 TO 07/01/2010
ISSUE DATE
04/05/2010
INSURED:
THORNTON ENGINEERING INC
PO BOX 476
JACKSONVILLE, OR 97530-0476
BROKER OF RECORD:
LIMITS OF LIABILITY:
Bodily Injury by Accident $500,000
Bodily Injury by Disease $500,000
Bodily Injury by Disease $500,000
each accident
each employee
policy limit
DESCRIPTION OF OPERA TIONSIlOCATIONSISPECIAL ITEMS:
Consulting Services
IMPORTANT:
The coverage described above is in effect as of the issue date of this certificate. It is subject to
change at any time in the future.
This certificate is issued as a matter of information only and confers no rights to the certificate holder.
This certificate does not amend, extend or alter the coverage afforded by the policies above.
AUTHORIZED REPRESENTATIVE
~r?}>' JF R.q4.il-
President and CEO
--
@SAIFCORPORATION 1400 High St SE I Salem, OR 97312 I P: 800.285.85251 www.saif.com
~~,
::TY RECORDER
Page 1/1
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
-;;f<!DATE'~).:;m;~r:;i
t;.ii~~H~-0~NUMBER~~~
5/14/2010
09552
VENOOR: 003753
THORNTON ENGINEERING, INC
PO BOX 476
JACKSONVILLE, OR 97530-0476
SHIP TO: Ashland Public Works
(541) 488-5587
51 WINBURN WAY
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.:
Contact: Jim Olson
Confirming? No
:""::QlAihtjtij~,'_'~ ~;JiJnit~;: .." .'. ,'..,,' '<:' !,'.' . .',Oli~"ciii\ii8n:" .' . '~'~," ':':. :..,,': '." .';.c:" :,;X2LUfirt,j:Hite:~J.gH~ ~J>>IE,ti!P.~
Engineering services for the design and 22,865.00
development of the Laurel Street
sidewalk construction project. Approved
by the City Council on May 4, 2010.
Contract for Personal Services
Beginning date: March 17, 2010
Completion date: March 17,2011
Insurance required/On file
-
-
SUBTOTAL 22865.no
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0,00
541-552-2028 TOTAL 22,865.00
ASHLAND, OR 97520
C~ACCOl'-nt"Numbe_'riLC ' . ~roject'Nuniber_ ~ _.1.. :'I. ~i',;<'iAn"ciuiit.;. '-, :~, .!Acc'ount:Numtfe~::--1Ld: ;~~Rl?roject'Number;mm ~""'ouritll_1
E 260.08.12.00.70420 E 200618.100 22 865.00
h- :J. .
.~ J,-1?~2)
Auth ed Signature
VENDOR COPY
I FO~#10 I
f'lwf';;:T~~.~;7'!1'::'::::';;;~~::::;::~:"-;" _: ,,':,,<';.~';~<: 'f -'.: . _ .':':-"r~;:-~'":""'~:':~'!, ~: ': - " ':.: ",:."".; "-;'" -':.:~,.'1~:~7":H~i"5t':: -;l"""~:;~"i;::7;:'":1
G0NTRACT APPROVAL REQIlJEST.F0RM
~~_.;;.:;...:..-...._~,_ .:. '__~~_ ~_,,__ __...:0...:_ __ .__ _....__._.___~~--.....:....,:.....:..:.,~l
CITY OF
ASHLAND
Description of GOODS & SERVICES or PERSONAL SERVICES
Contractor/Consultant:c:::::r--? r-:
, ?/ k #--r n..-- Y/~,L::71 ~,A <-<'<LA-- L--~
~ attached contract tJ 0 ~ ~ .?--
PUBLIC CONTRACTING RE UIREMENTS Solicitation Process
D ExemDt from ComDetilive BiddinQ D Invitation to Bid (Copies on file) D Emertlencv
Reason for exemption: D Written findings attached
D Quote or Proposal attached
CooDerative Procurement
D State of Oregon
Contract #
D State of Washington
Contract #
D Other govemment agency contract
Agency
Contract #
D Interagency Contract
Agency
Contract #
D Small Procurement & Personal Services
Less than $5,000
Note: Total contract amount, including any
amendments may not exceed $6,000
ReQuest for ProDosal (Copies on file)
Please check one:
D Goods & Services
[]YPersonal Services
Intermediate Procurement
GOODS & SERVICES
~5,O00 to $75,000
o 3 Wrillen Quotes
PERSONAL SERVICES
$5.000 to $75.000
D (3) Written Proposals
D Sole Source
D Written findings attached
D Quote or Proposal attached
D
D
o
Soecial Procurement
Written findings attached
Quote or Proposal attached
Have all public contracting requirements been satisfied?
YES
If "NO", Council approval is required. Council approval received on
Total Amount
NO
(Date)
Have funds been budgeted for the purpose oflhis contract? YES
/"
NO
(Date)
If "NO", Council approval is required. Council approval received on
C76t? d~ 1'.9 ~ t7 /' -,
Please provide: Account Number _ _ _ . _ _ _ _ _ - _ _ ::::: _ "!"'.-~ C/
Is the amount of the contract less than $25,000?
YES
~
NO
(Date)
If "NO", Legal review Is required. Contract was "Approved as to form" by the Legal Department Dn
Is the amount of the contract less than $75,000 fDr Goods & Services
ur $50,000 for Personal Services?
YES
If "NO", Council approval is required. Council approval received on
/
NO
(Date)
Is the contract for a period of 24.months or less? YES
If "NO", Council approval is required. Council approval received on
/'
NO
Jd~
apj3d ~ I!
I3r .
(~~/1lJ .
/! .1- Ie.
tl ~ -{/ '(-
@
Please provide terms:
Start date: 3,// 7//'0
Completion date: '3/ /' 7 ~ I
Can the contract be terminated for convenience thirty (30) or fewer days
i jllowing delivery of written notice to the contractor? YES
~:te:
If "NO", Council approval is required. Council approval received on
~&C__
p-u r ~.jl A.~ V
(f 04' - / t/- /tJ
Date:
/
NO
Prepared by:
Pleasecircl~
~d./
Department:
Form #10 - Contract Approval Request Form, Page 1 of 1,5/14/2010
Not Approved
~ .7-- , -6--zr
Lee Tuneberg
5/0 pC!
CITY OF
ASHLAND
REQUISITION
No. PW_-FY201O
Department PW ENGINEERING
Vendor Thornton Engineering, Inc,
PO Box 476
Jacksonville, OR 97530
Account No, 260.08,12.00,704200
Date May 6, 2010
Requested Delivery Date
Deliver To Jim Olson
Via
Item No. Quantity Unit Description Use of Pur chasing Office Only
Unit Price Total Price POND.
Provide engineering services for the design,
development of the Laurel Street sidewalk
construction project approved by council
on May 4, 2010. $ 22,865,00 $22,865.00
faT Kari:
BID IRFP / EXEMPT:
Contract Start Date: 5/6/2010
Contract Completion Date: 3/17/2011
Insurance on file: IYES INO
Proiect No: 2006-29
Job No.
Unit No.
I hereby certify that the above items are necessary for the operation
of this department Wld are budgeted
tt\~. . e.-l? ~.
7"-~
Department Head or Authorized Person
Issued By
Date
Received By
~i.'
G:\pub-wrks\eng\06-18 Laurel St Sidewa[ks~Admin\06~18 Thomton Requisition.xls
PROJECT ACCOUNTING WORKSHEET
PROJECT NUMBER (YEAR XX)
12006-18
CITY OF
ASHLAND
pROJECT TITLE
ILaurel Street Sidewalk Construction
PROJECT DESCRIPTION
Construct sidewalks on the east side of Laurel Street from Hersey Street to Randy Street
Department
Project Manager
Department Head
BUDGET INFORMATION
Identify fiscal year I potential splits
Identify Funding Codes
and Funding Code names
DESIGN .100
Engineer Name
PO
COST
Change Orders 1
2
3
4
PW/EnQineering
Jim Olson/Morgan Wayman
Mike FauQht
FY101
5,000
260.08.12.00.704200
Thornton Engineering
Pending
Pending
$22,865.00
FY111
$286,000
260.08.12.00.704200
CONSTRUCTION .120
contractor name
PO
budget estimate
bid I contract total
changes
total
CONSTRUCTION .120
contractor name
PO
budget estimate
bid I contract total
changes
total
PERMIT COSTS (Building Dept) ,170
budget estimate
final costs
Pending
Pending
Miscellaneous Costs:
Daily Tidings Advertising
Daily Journal of Commerce
r.l1
G:Pub-wrksJeng/dept-adminlenglneer/projeeU06-18 Proj Acel Worksheel.xJs