HomeMy WebLinkAbout2010-100 Contract - Keller Associates
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CITY OF CONSULTANT: Keller Associates
ASHLAND CONTACT: Rod J, Linja
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 131 SW 5th Ave. Suite A
Telephone: 541/488-6002 Meridian, ID 83642
Fax: 541/488-5311
TELEPHONE: 208-288-1992
DATE AGREEMENT PREPARED: 5-17-2010 FAX: 208-288-1999
BEGINNING DATE: June 30th, 2010 COMPLETION DATE: June 30lh, 2012
COMPENSATION: The cost of the project shall not exceed $303,400.00 as specified in Attachment B,
SERVICES TO BE PROVIDED: The services to be provided are specified in Attachment A and Attachment B,
which are incoroorated herein bv this reference,
ADDITIONAL TERMS:
FINDINGS:
Pursuant to AMC 2,52,Q40E 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 lor
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 wili best serve the needs of the City; and (6) the
compensation negotiated herein is lair and reasonable,
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
loliows:
1, Findings'/ 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 shali, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish ali labor, equipment and materials required for the proper performance
of such service.
3, Qualified Work: Consultant has represented, and by entering into this contract now represents, that ali personnel
assigned to the work required under this contract are fuliy qualified to perform the service to which they will be
assigned in a skilied 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 shali pay Consultant for service performed, including costs and expenses, the sum specified
above, Once work commences, invoices shali be prepared and submitted by the tenth of the month for work
completed in the prior month, Payments shali be made within 30 days of the date of the invoice. Should the contract
be prematurely terminated, payments will be made for work completed and accepted to date of termination,
6, Ownership of Documents: AIi documents prepared by Consultant pursuant to this contract shali be the property of
City, Consultant shali 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
orovisions were set forth in full herein,
CONTRACT FOR PERSONAL SERVICES
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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 payin9 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 notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees, Exhibit B is incorporated herein by this reference,
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, subrogations, or other damages resultin9 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 intentional acts, negligent acts, or
errors or omissions in performance of this contract by 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 under 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 termination 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 obligation and duty under
this contract. City by written notice to Consultant of default or breach may at any time terminate
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, Oblioation/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 attemoted assianment or subcontract without written consent of City shall be
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void. Consultant shall be fully responsible for the acts or omissions 01 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 QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF 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 Compensation insurance in compliance with ORS 656,017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liabilitv insurance with a combined single limit, or the equivalent, of not less than
$1.000.000for each claim, incident or occurrence, This is to cover damages caused by error, omission or
ne91igent acts related to the professional services to be provided under this contract.
c, General Uabilitv insurance with a combined single limit, or the equivalent, of not less than $1.000.000, 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 sin91e limit, or the equivalent, of not less than $1,000.000,
for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned
vehicles, as applicable,
e, Notice of cancellation or chanoe, 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, Additional Insured/Certificates 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 and/or 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, '1he claim") between the City (and/or any other or department 01 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 01 Jackson County for the State of Ore90n, 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
HE/SHE 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 Citv's fiscal year budget. Consultant
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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, limitations or 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 inco
CONSULTANT CITY OF ASHLAND:
BY ~-f 1. 1,-.-------
Signature
'Roo S. L.1l"rll
Print Name
BY,
FINANCE DIREC
TITLE
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DATE
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DATE
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CONTRACT AWARD AND FINDINGS DETERMINED BY:
By:
City Dep rlment Head
Approved as 10
form by Legal:
FederallD#
4 5 - O~'l7 Lj rl~:n
ACCOUNT # (,,+-5.01:.2>8.00. <-0'\100
(For City purposes only)
PURCHASE ORDER # 6/ r Q'7 -<jJ
'Completed W9 form must be submitted wilh contract
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CONFIDENTIALITY AGREEMENT
In order to ensure that any and all data, documents, and background information provided to
I:'E.I-l'''' ASlo(,.m .1..>". (CONSULTANT) and its employees, subconsultants, and agents as
part of the City of Ashland (OWNER), be considered and treated as confidential information
(Confidential Information), CONSULTANT agrees:
I, Not to divulge Confidential Information to anyone other than employees of
CONSULTANT who have a need to know, and to subconsultants and agents who have
executed similar confidentiality agreements with CONSULTANT,
2, Confidential Information need not be labeled as such, or be provided to CONSULTANT
by OWNER directly, to enjoy the protections provided by this Agreement.
3. CONSULTANT shall not, without prior written consent from OWNER, use Confidential
Information for any purposes other than those related to the Project unless such
Confidential Information is: a) already in the public domain, b) legally known by
CONSULTANT prior to CONSULTANT's receipt of the Confidential Information via
the Project, or c) subject to a court order or subpoena. When CONSULTANT is required
by law to turn over Confidential Information via court order or subpoena,
CONSULTANT shall immediately notify OWNER, in writing, before complying with
such a request so as to afford OWNER with an opportunity to contest the court order or
subpoena.
4, CONSULT ANT shall protect Confidential Information utilizing the same controls
CONSULTANT employs to avoid disclosure of its own confidential information.
5. CONSULTANT's obligations hereunder respecting the Confidential Information
disclosed under the terms of this Agreement shall terminate five (5) years after the receipt
of that Confidential Information.
6. In the event of an alleged breach, this Agreement is to be governed by and construed in
accordance with the laws of the State of Oregon.
CONSULTANT
CITY OF ASHLAND
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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 eorrect taxpayer ID
(or is waiting for the number to be issued to it and (b) Contractor is not subject to
baekup withholding because (i) it is exempt from baekup withholding or (ii) it has not
been notified by the Internal Revenue Service (IRS) that it is subjeet to baekup
withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has
notified it that it is no longer subject to baekup withholding, Contraetor further
represents and warrants to City that (a) it has the power and authority to enter into and
perform the work, (b) the Contraet, when exeeuted and delivered, shall be a valid and
binding obligation of Contraetor enforceable in accordance with its terms, (c) the work
under the Contraet shall be performed in aceordanee with the highest professional '
standards, and (d) Contractor is qualified, professionally eompetent and duly lieensed to
perform the work. Contraetor also eertifies under penalty of perjury that its business is
not in violation of any Oregon tax laws, and it is a eorporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an
independent Contractor as defined in the eontraet documents, and has eheeked four or
more of the following eriteria:
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(1) I carry out the labor or services at a location separate from my residenee
or is in a specifie portion of my residence, set aside as the location of the
business,
(2) Commercial advertising or business eards or a trade assoeiation
membership are purchased for the business.
(3) Telephone listing is used for the business separate from the personal
residence listing.
(4) Labor or serviees are performed only pursuant to written eontraets.
(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 evideneed by the ownership of perfo~mance bonds,
warranties, errors and omission insuranee or liability insurance relating to the
labor or services to be provided.
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Contraetor Kc; LLEIL A Ho<.,'-' TWS I:NL
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(Date) ,
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CITY OF ASHLAND, OREGON
COMPREHENSIVE W ASTEW ATER MASTER PLAN (CWWMP)
ATTACHMENT "A"
SCOPE OF WORK
Tasl,l: Executive Summary, Regulatory Requirements, Technical Review Committee, and
Pnblic Involvement (Chapters 1 & 2)
1.1 Consultant Responsibilities
1.1.1 Create "Executive Summary" as Chapter 1 of Comprehensive Wastewater Master
Plan (CWWMP), The Executive Summary will include a summary of the master
planning efforts.
1.1.2 Regulatory Requirements (Chapter 2)
.
Review and summarize current, pending and future regulatory
requirements that influence operation, maintenance, and capital
improvements 10 the sanitary sewer system,
.
IdentifY compliance requirements to meet the CMOM (Capacity
Management Operations and Maintenance) operational regulations,
including spill response.
.
Consider the impact of Sanitary Sewer Overflow (SSO) requirements and
GASB-34 requirements.
.
IdentifY state and federal regulatory requirements that may influence
management ofthe sanitary sewer system. Include a description of how
these requirements are met or will be met by the City of Ashland.
.
Review and summarize the City of Ashland's compliance history with all
relevant regulatory requirements.
.
Review and evaluate the existing collection and facility sewer policies and
procedures and make recommendations for updates.
.
Review current City ordinances regarding wastewater collections system
and make recommendations for updates to ordinances 14.08 and 14.09.
Create draft versions of updated ordinance for City to use.
. Current, pending and future biosolids management requirements.
. Current, pending and future temperature (TMDL) requirements.
. Current, pending and future effluent re,use requirements.
. Current, pending and future effluent limit requirements.
1.1.3 Technical Review Committee Meetings
1.1.3.1 The City will establish a Technical Review Committee (TRC)
consisting of City management staff and members of the public to
review study recommendations and improvement options.
1.1.3.2 The Consultant shall schedule milestones throughout the project and
submit technical reports to the TRC at these milestones.
1.1.3.3 The Consultant shall set the TRC meeting schedule and notify all
members. For budgeting purposes, it is assumed that a total of eight
(8) TRC meetings will occur, including the kickoff meeting.
1.1.4 Public Involvement
1.1.4.1 Conduct two (2) open house format hearings during the master
planning process to provide an opportunity for the public to comment
on the master planning. Consultants may be asked to conduct
additional open house meetings to share the conceptual plans and cost
estimates with the public and answer questions. Additional public
input and involvement may be provided as requested hy the City. The
Consultant will be compensated for additional public
involvement/meetings on a time and materials basis.
1.1.4.2 InfoI'm the City Council of master planning status. Submit a monthly
status report to the Public Works Director for Council review.
I.] .4.3 Present a summary and the status of the master planning effort to
Council three (3) times during the duration ofthe project. For
budgeting purposes, it is assumed that these meetings will coincide
with TRC meetings.
1.1.4.4 Prepare three separate mailings, to be mailed by the City, which will
inform citizens of master planning efforts. Assist the City in drafting
three (3) news releases informing citizens ofthe progress of the
master planning efforts.
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1.2 City Responsibilities
1.2.1 Provide project team with requested copies of wastewater system infonnation'in a
timely manner.
1.2.2 Review and comment on draft documents in a timely manner.
1.2.3 Assist with development of comprehensive regulatory compliance plan elements.
1.2.4 Provide electronic copy of existing ordinances 14.08 aod 14.09.
1.2.5 Establish members of the TRC.
1.3 Deliverables
1.3.1 Draft and final copies of Chapters I & 2 in electronic format, including
spreadsheets, maps, and supporting reference material. Final copies to have
comments from TRC incorporated.
1.3.2 Maintain project schedule, including project milestones, TRC meetings, and
public meetings.
1.3.3 Monthly project updates.
1.3.4 Public meeting presentation materials.
1.3.5 Mailers and draft news letters to infonn citizens of project status.
Task 2: Assess Existing Collection System Conditions (Chapter 3)
2.1 Consultant Responsibilities
2.1.1 Meet with City staff to tour wastewater system facilities, and review system
condition and operational issues and concerns.
2. 1.2 Document collection system pipeline conditions. Summarize current service area,
and approximate pipeline age, size and material infonnation provided by the City.
Illustrate pipelines located within the City Limits and Urban Growth Boundary.
2.].3 Incorporate demographic projections completed by others for the City's service
area using a 6/20/50 year time period, These projects will take into account
expansion into the UGB.
2.1.4 Interview City staff and the City Engineer, view T.V. reports and internal pipe
rating system calculations to assess existing pipeline conditions and ratings. For
budgeting purposes, it was assumed that 16 hours of T.V., reports would provide
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a sufficient representation. If additional reviews are desired by the City, the
Consultant can provide this service on a time and materials basis.
2.1.5 City to conduct a City wide grease trap inventory using Consultant prepared form.
2.1.6 Review current City wide wastewater pre-treatment needs and make
recommendations.
2.1.7 Review and summarize pipeline maintenance records, operational theory and
make recommendations for improvements.
2,1,8 Provide one full day of field investigations for the purpose of checking sewer
flow directions and connectivity. Recommend corrections to current GIS
database where field reviews indicate changes. Field surveying and additional
field investigations of the collection system will be compensated for on a time and
materials basis.
2.1.9 Visit each lift station to evaluate lift station conditions and complete pump tests to
evaluate existing pump performance and capacity. This will include an evaluation
of the pump efficiencies for all lift stations using pump tests and available
electrical consumption records. Lift station evaluations will include a review of
back-up power needs and availability, and recommendations for the SCADA
control and alarm system for each lift station,
2.1.10 Analyze wastewater treatment plant (WWTP) and available lift station pump
runtime data in evaluating existing infiltration and inflow (III) into the sanitary
sewer system. The Consultant will also review the existing III flow measurement
program, III reduction approach (including smoke testing) and recommend any
changes, Based on available data, the Consultant may also recommend target
smoke testing areas.
2.1.11 Determine and summarize the annual average flow, dry weather average daily
flow (DW ADF), dry weather monthly maximum average daily flow
(DWMMADF), dry weather maximum daily flow (DWMDF), wet weather
average daily flow (WW ADF), wet weather monthly maximum average daily
flow (WWMMADF), wet weather maximum daily flow (WWMDF), and wet
weather peak instantaneous flow (WWPIF), as allowed by the City's available
data. Project the future flow rates for 6/20/50 year planning period using
demographic projections prepared by others.
2,1.12 Analyze non-sewer area within the city limits and urban growth boundary (UGB).
This will include reviewing available soil and groundwater conditions in these
non,sewer areas (City personnel will dig test pits where necessary). This sub-task
will also involve using available Jackson County data on septic tanks to prepare a
summary of septic tanks within the City limits. The Consultant will prepare a
septic tank survey to document septic tank performance and information on tank
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failure, The City will distribute and collect the septic tank survey document. The
Consultant will also use available mapping to quantifY housing densities for
existing developed, non-sewered areas.
2.2 City Responsibilities
2.2.1 Provide copies of requested wastewater system data and reference materials in a
timely manner. Data to include GIS map of existing system that includes pipe
size, pipe material, and available pipe age attribute information. Provide field
investigations to gather missing data, as required.
2.2.2 Host a wastewater facilities system tour for the project team. Provide personnel to
assist in lift station inventory and pump tests.
2.2.3 Review and comment on draft documents provided by consultant in a timely
manner.
2.2.4 Provide lift station record drawings showing pipe invert elevation(s), wetwell
dimensions and elevations, and pressure main information. Also provide daily
pump runtime records (2+ years), available electrical consumption records (2+
years), and on/off control and alarm settings, If available, provide access to
SCADA records. Also provide a list of major lift station upgrades and year
upgrades were made for each lift station.
2.2.5 Provide an electronic copy of the demographic projections used for the water
study. For consistency with the water planning effort, this should include both a
total projected population as well as a special distribution of future
demands/loads.
2.2.6 Complete septic survey and grease trap inventory as indicated above.
2.2.7 Provide copies oflast 5+ years of Discharger Monitoring Reports (DMRs) in
electronic spreadsheet format. Also provide corresponding daily precipita1ion
data.
2.2.8 Provide location and drainage areas of known sources of stoon water inflow.
2.3 Deliverable.
2.3.1 Consultant to create "Wastewater Collections System Condition" as chapter 3 of
the Comprehensive Wastewater Master Plan (CWWMP),
2.3.2 Draft and final copies of summary Chapter 3 in electronic format including
spreadsheets and maps. Final copies to have comments from TRC incorporated.
2.3.3 Maps showing available groundwater and soil conditions in non-sewer area.
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2.3.4 Map of housing density in non-sewer area.
2.3.5 Reference material used to create Chapter 3 provided in appendix.
Task 3: Wastewater Collection System Computer Model Development (Chapter 4)
3.1 Consultant Responsibilities
3.1.1 Assist in computer model selection, installation, and training. IdentifY the level of
detail to include within the model that best suits the City's need. Recommend the
most promising modeling software that will tie to current City GIS data and
computer systems, Consultant will purchase and install the selected model on
both the City's and Consultant's computers. The City shall own the collection
system model and software at the end of the contract. (For budgeting purposes,
Consultant assumed purchase ofMHW InfoSewer 1000 pipe license. If the City
desires to model all of the existing collection system pipelines, this license will
need to be upgraded). At the conclusion of the planning effort, the Consultant
will provide 1hree eight (8) hour training sessions (on consecutive days) and
orientation to City staff in the Wastewater model usage.
3.1.2 Construct a non-calibrated existing condition model for the collection system by
transferring the existing wastewater system data onto the computer model.
Superimpose preliminary flow rates on the model so that the model can be
exercised and run. Refer to Task 13 for Flow Monitoring support.
3.1.3 Calibrate model to meet present operating conditions. Exercise and adjust the
model so that the flow rate conditions match the existing flows from actual field
measurements throughout the system. This will be completed for both dry weather
and wet weather monitoring periods. Flow monitoring support will be completed
on a time and materials basis as part of Task 13. Model shall analyze surcharged
flows in the system as surcharged operation is possible and needed in this system.
3.2 City Responsibilities
3.2.1 Provide copies of requested wastewater system data and reference materials in a
timely manner.
3.2.2 Review and comment on draft documents provided by consultant in a timely
manner.
3.2.3 Provide an electronic copy of the existing collection system computer model.
Model assumed to include calibrated scenarios for the dry weather and wet
weather models.
3.2.4 Provide facilities in which Consultant will provide software training.
6
3.3 Deliverables
3.3.1 Consultant to provide and install waste water modeling software package on
selected City computers.
3,3.2 Provide electronic data associated with the wastewater model created by the
Consultant to the City.
3.3.3 Provide three eight (8) hour training sessions and orientation to City staff in the
wastewater model usage at City approved location.
3.3.4 Provide Chapter 4 "Wastewater Model Development" draft and final copies in
electronic format including all maps and spreadsheets. Final copies to have
comments from TRC incorporated. Include reference material and document
assumptions used to create Chapter 4.
Task 4: Evaluate Existing Collection System Performance (Chapter 5)
4.1 Consultant Responsibilities
4.1.1 Exercise existing calibrated model utilizing existing flows to identity existing
system deficiencies.
4.1.2 Provide maps and a summary of all existing system deficiencies for pipe
capacities, Utilize City provided data on T.V. ratings, available pipe material
information, and available pipe age information to provide general summary of
pipeline conditions.
4.1.3 The Consultant will calculate available remaining capacity in modeled pipelines
based on acceptable maximum flows (generally considered to be 75% to 90% of
pipe capacity). Where existing and future flows result in pipelines surcharging
into manholes, the Consultant will quantity the approximate surcharge levels in
the interceptors and assist the City in detennining the risks of backing up into
servIces.
4.2 City Responsibilities
4.2.1 Provide copies of requested wastewater system data and reference materials in a
timely manner. This data will include existing GIS base mapping (with pipe
attribute dilta, UGB, City limits, parcel boundaries, etc,), CarteGraph pipe
condition data, and DVD of representative TV logs.
4.2.2 Assist in identitying which parcels have developed since January 2004.
7
4.2.3 Review and comment on draft documents provided by consultant in a timely
manner.
4.2.4 City to identifY locations of homes with basements and homes with finish floor
elevations below street grade for pipeline sections where the City is willing to
entertain surcharging ofthe interceptors.
4.3 Deliverables
4.3.1 Provide Chapter 5 "Collection System Performance" draft and final copies in
electronic format. Final copies to have comments from TRC incorporated.
Deliverable will document assumptions, include figures showing existing system
deficiencies for condition and capacity, and reference material used to create
Chapter 5.
4.3.2 Provide an electronic copy ofthe calibrated existing system computer model.
Task 5: Evaluate Future Collection System Performance (Chapter 6)
5.1 Consultant Responsibilities
5.1.1 Project future flow rates for 6120/50 and build out conditions.
5.1.2 Impose future flow rates onto the computer model to determine the future
collection system deficiencies.
5.1.3 Summarize, prioritize, and map future system deficiencies in interceptor pipeline
capacity .
5.2 City Responsibilities
5.2.1 Provide copies of requested wastewater system data and reference materials in a
timely manner.
5.2.2 Review and comment on draft documents provided by consultant in a timely
manner.
5.3 Deliverables
5.3.1 Provide Chapter 6 "Future Collection System Performance" draft and final copies
in electronic format. Final copies to have comments from TRC incorporated.
Deliverable will document assumptions, include figures and reference material
used to create Chapter 6.
5.3.2 Provide an electronic copy of the future conditions system computer model.
8
Task 6: Develop Collection System 1m provement Alternatives (Chapter 7)
6.1 Consultant Responsihilities
6.1.1 Develop recommendations to correct system deficiencies.
6,1.1.1 Run the newly developed computer model with various conditions to
determine and recommend alternate methods for correcting collection
system deficiencies.
6. ] .1.2 Develop and recommend a plan and improvement options for repairing,
replacing, or lining of deteriorated pipelines. Correlate these deficiencies
with work completed under Tasks 2 and 4.
6.1.1.3 Develop and recommend improvement alternatives for eliminating III and
cross connections.
6.1.1.4 Develop and recommend alternatives for improving current maintenance
and operation methods.
6.1.2 Develop improvement alternatives to serve growth areas and non-sewer areas.
Exercise the existing condition computer model to include non-sewer areas and
growth areas. Using available contour and survey data, define alternative
interceptor lines and pump station configurations to service these areas.
6. 1.3 Define costs for needed improvements. Provide cost estimates for needed
improvements, including replacements, lining, extensions, etc. Include land and
right-of-way costs and ongoing operational costs. Consider cost-effective analysis
in this work.
6.1.4 Evaluate non-residential usage.
6.1.4.1 Summarize p01ential non-residential pre-treatment considerations and
needs,
6.1.4.2 Create a draft Fats, Oils and Grease (FOG) pre-treatment ordinance for the
City_ This ordinance will complement the City's existing FOG program.
6.1.4.3 Develop an educational outreach program for residential and non-
residential pre-treatment needs to be implemented by the City. This
program is intended to identify goals, document existing activities and
available resources, and provide general recommendations for the types of
activities and venues that could be employed by the City.
6.1 .5 Review potential environmental impacts of collection system alternatives and
identifY potential concerns. The environmental review is intended to include a
9
general, planning level environmental information document and does not include
obtaining environmental approvals, special mee1ings with regulatory agencies, or
field investigates.
6.2 Assumptions
6.2.1 Consultant to include environmentally sound recommendations wherever
applicable with regards to collection system improvement alternatives. The TRC
will decide on inclusion of final green recommendations into the CWWMP.
6.2.2 City to provide input on cost of right-of-way.
6,3 City Responsibilities
6.3.1 Provide copies of requested wastewater system data and reference materials in a
timely manner.
6.3.2 Work with Consultant team to evaluate alternatives and select project
prioritization criteria.
6.3.3 Review and comment on draft documents provided by consultant in a timely
manner.
6.4 DeJiverables
6.4.1 Provide Chapter 7 "Collection System Improvement Alternatives" draft and fmal
copies in electronic format Final copies to have comments from TRC
incorporated. Deliverable will document assumptions, include figures and
reference material used to create Chapter 7.
6.4.2 Provide an electronic copy of the system computer model used to evaluate the
alternatives.
Task 7: Recommend Collection System Improvement Plan (Chapter 8)
7.1 Consultant Responsibilities
7.1.1 Thoroughly review the sanitary sewer collection system improvement alternatives
developed in the previous tasks. Recommend, prioritize, aod define in greater
detail preferred collection system improvements including:
.
Pipeline capacity and condition improvements.
.
Collection system extensions to serve growth areas and un-sewered areas.
.
Maintenance and operational improvement recommendations,
10
. Lift station capacity and condition improvement recommendations.
. SCADA control and alarm system improvement recommendations.
. Cross connection and III elimination concepts.
7.1.2 Develop a detailed phasing plan for construction and maps of the recommended
collection system improvements.
. Include new sewer system improvements in the undeveloped areas within
the UGB. Show facilities as closely as possible to final design locations to
permit them to be constructed with development projects.
. Prepare system wide maps showing locations and phasing ofthese
improvements.
. Include conceptual plan/profile of main interceptor lines.
. Show all recommended improvements required by 6120/50 year
conditions.
7.1.3 Develop perpetual life replacement program for the collection system, including
recommended service life for pipel ines and lift station facilities.
. Work with City staff to organize and summarize system pipe age and line
break information to help evaluate remaining pipe life throughout the
system.
. The program shall include an average, annual revenue requirement needed
to fully fund a replacement program.
. The replacement program shall consider an assessment of backlogged
needs, recommend a specific program to address the backlog, and shall
recommend criteria for use in ranking projects.
. Develop a recommended ongoing maintenance program, detailing types of
maintenance needed to protect investment and frequency of maintenance
activities.
7.1.4 Recommend staffing needs for the 2/6120 year cycle for all projects in the
Collection System Improvement plan. Correlate staffing needs with phasing on
recommended improvements. Staffing needs should be adjusted to reflect current
collection system O&M service levels and expanded to match fu1ure required
service levels and CIP projects.
11
7.1.5 Receive input with regards to the recommended wastewater collection system
improvement plan from the staff and the Technical Review Committee.
7.2 Assumptions
7.2.1 Consultant to include environmentally sound recommendations wherever
applicable with regards to the collection system improvement plan. The TRC will
decide on inclusion of final green recommendations into the CWWMP.
7.3 City Responsibilities
7.3.1 Provide copies of requested wastewater system data and reference materials in a
timely manner.
7.3.2 Work with consultant team to evaluate collection system improvement plan
recommendations.
7.3.3 Review and cumment on draft documents provided by consultant in a timely
manner.
7.4 Deliverables
7.4.1 Provide Chapter 8 "Collection System Improvement Plan" draft and final copies
in electronic fonnat. Final copies to have comments from TRC incorporated.
Deliverable will document assumptions, include figures and reference material
used to create Chapter 8.
Task 8: Assess Existing Wastewater Treatment Plant (Chapter 9)
8.1 Consultant Responsibilities
8.1.1 Review and summarize existing WWTP structures, controls, unit processes,
facilities, and planning. Include the following:
. Maintenance recommendations, including the condition of significant
equipment and structures.
. Prepare a process schematic and hydraulic grade line ofthe treatment
process,
. High service pumping including VFD/soft-start.
. Chemical storage and feed systems.
. Monitoring systems.
12
. Power/utility systems.
. Emergency power.
. Administrative needs.
. Plant control systems.
. Evaluation of treatment plant safety (including spill containment
structures) .
. Review construction as-built and pre-design report for the plant.
. Review current TMDL and NPDES permit.
8_1.2 Determine the adequacy of the existing treatment plant site to meet current use
and possible future growth related expaosion.
8.1.3 Review plant operations in order to optimize them. Evaluation shall include the
following:
. Staffing needs for the 2/6120 year planning period based on consultant
recommendations for improvements.
. Control schemes_
. Emergency operations.
. Operational theory.
. Testing practices as related to new EP A standards_
. O&M procedures.
8.1.4 Apply impacts of growth over 6120/50 year planning period to determine future
treatment plant deficiencies. Because the significant changes in technologies and
regulations in the 50 year planning horizon and the limited life of treatment plant
facilities, the 50'year evaluation will be only a high level assessment that will
focus primarily on stlstainability and land foot print.
8.1.5 Summarize and prioritize the existing and future treatment plant deficiencies.
8.2 City Responsibilities
8.2.1 Provide copies of requested wastewater system data and reference materials in a
timely manner. This will include items such as lab data, previous studies, record
13
drawings, and O&M manuals. As directed by the Consultant, provide additional
water quality sampling and testing.
8.2.2 Review and comment on draft documents provided by consultant in a timely
manner.
8.3 Deliverables
8.3.1 Provide Chapter 9 "Wastewater Treatment Plant Existing Conditions" draft and
final copies in electronic format. Final copies to have comments from TRC
incorporated. Deliverable will document assumptions, include figures,
spreadsheets, and reference material used to create Chapter 9.
Task 9: Develop Treatment Plant Improvement Alternatives (Chapter 10)
9.1 Consultant Responsibilities
9.1.1 Develop several alternatives to solve treatment plant deficiencies and provide
additional needed treatment capacity.
9. 1.2 Include evaluation and recommendations for the plant's SCADA system.
9.1.3 Review environmental impacts of treatment plant alternatives and identify
potential concerns.
9.].4 Provide cost estimates for each improvement alternative, including staffing needs.
These cost estimates shall also include an impact to the annual City budget and
user rates, consider cost-effective analysis in this work.
9.].5 Analyze current effluent quantity, quality, and temperature then make
recommendations for re-use.
9.1.6 Review current biosolids management plan and make recommendations for
current and future disposal along with process improvements. Recommendations
should include beneficial Class AlB options.
9. 1.7 Evaluate existing membrane filtration system and make recommendations for
improvements including new technology or other inline process improvements.
9.1.8 Review current carbon footprint of wastewater treatment facility and make
recommendations for improvements.
9.2 Assumptions
9.2.1 Consultant to include environmentally sound recommendations, such as biosolid
use and effluent heat capture, wherever applicable with regards to wastewater
14
treatmeot plant alternatives. The TRC will decide on inclusion of final green
recommendations into the CWWMP.
9.2.2 It is assumed that the alternatives will be pre,screened and up to three alternatives
will be evaluated further with cost estimates and environmental impacts.
9.2.3 The environmental review is intended to include a general, planning level
environmental review and does not include obtaining environmental approvals,
special meetings with regulatory agencies, or field investigates. While
environmental field work and geotechnical investigations are not included as part
of the development of alternatives, they could be completed as additional
services.
9.3 City Responsibilities
9.3.1 Provide copies of requested wastewater system data and reference materials in a
timely manner.
9.3.2 Review and comment on draft documents provided by consultant in a timely
manner.
9.4 Deliverables
9.4.1 Provide Chapter 10 "Treatment Plant Improvement Alterna1ives" draft and final
copies in electronic format. Final copies to have comments from TRC
incorporated. Deliverable will document assumptions, include figures, and
reference material used to create Chapter 10.
Task 10: Recommend Wastewater Treatment Plant Improvement Plan
10.1 Consultant Responsibilities
10.1.1 Review the wastewater treatment plant improvement alternatives developed in the
previous tasks. Recommend, prioritize, and define in greater detail all preferred
wastewater treatment improvements.
.
Select the preferred wastewater treatment processes for providing
additional and new treatment capabilities.
.
Recommend the operational theory and procedures for effectively
operating the plant, as well as the testing practices.
.
Recommend biological modeling software for the treatment plant.
Consultant will purchase and install the selected software on the City's
computers. (For budgeting purposes, the Consultant has assumed the
purchase of BioWin).' The City shall own the software at the end ofthe
15
contract. Provide three eight (8) hour training sessions (on consecutive
days) and orientation to wastewater treatment plant staff in the software
usage.
. Recommend modifications or expansion of the treatment, monitoring, and
control facilities.
. Recommend staffing needs for the 2/6/20 year planning cycle based on
current and future permit requirements. Correlate staffing needs with
Tasks 7 and 8.
. Provide recommendations for improving the current pump controlled
SCADA system.
10.1_2 Develop a detailed phasing plan for construction and maps and report drawings of
the recommended treatment improvements.
. Prepare maps and conceptual level drawings showing locations and
phasing of these improvements. Show all recommended improvements
required for the 6/20/50 year planning period and build-out conditions.
10.2 Assumptions
10.2.1 Consultant to include environmentally sound recommendations, such as biosolid
use and effluent heat capture, wherever applicable with regards to Wastewater
Treatment Plant Alternatives. The TRC will decide on inclusion affinal green
recommendations into the CWWMP.
10,3 City Responsibilities
10.3.1 Provide copies ofrequested wastewater system data and reference materials in a
timely manner.
10.3.2 Review and comment on draft documents provided by consultant in a timely
manner.
10.3.3 Provide facilities in which software training can be completed.
10.4 Dcliverables
10.4.1 Provide Chapter II "Wastewater Treatment Plant Improvement Plan" draft an.d
final copies in electronic format. Final copies to have comments from TRC
incorporated. Deliverable will document assumptions, include figures,
spreadsheets, and reference material used to create Chapter I I.
10.4.2 Provide three (8) hour of software training sessions to City employees.
16
Task 11: Financial Analysis (Chapter 12)
11.1 Consultant Responsibilities
11.1.1 Past and Present Financial Condition - summarize Wastewater utility financial
performance for the past six years and document outstanding long-term debt.
11.1.2 Available Revenue Sources - document available sources of revenue and funding
for capital and operational costs and describe historical approaches and or policies
that are available to the City.
11,1.3 Capital Financing Alternatives and Approaches - identify sources of capital the
City qualifies for including federal and state grant and loan programs, the
municipal bond market, and the City's cash reserves.
11.1.4 Life Cycle Capital Replacement Program, incorporate order of magnitude cost
estimates for all the recommended wastewater system improvements developed as
part of the CW, and develop a life cycle capital replacement program for the
collection system and treatment plant.
II.] .4.1 The program will include an average annual revenue requirement to fund
a collection system replacement program.
11.1.4.2 The replacement program will consider an assessment ofbacklogged
needs, recommending a specific program to address the backlog and will
recommend criteria to rank projects for replacement.
1 1.1.4.3 Make recommendations to include in the City's on,going maintenance
program, detailing types of maintenance needed to protect investment
along with the frequency of maintenance activities required.
I I. I .4.4 Calculate future operation and maintenance costs that will be necessary to
operate the wastewater collection system and treatment plant.
11.1.5 Rate Analysis.
11.1.5.1 Project annual revenues requirements for operations, maintenance, and,
capital expenditures including debt service.
] 1.1.5.2 Develop rates that equitably allocates annual revenue requirements to
the City's sewer rate payers after considering non-rate revenues that may
be available from taxes, system development charges, or other sources.
11.1.6 Financial Strategy - recommend a financial strategy addressing funding, sources,
basic financial policies, rates and charges.
17
11.1.7 Update the sewer System Development Charge (SDC).
11.1.4.1 Based on the list of capital improvements to be developed in this project,
allocate the benefits of each project to current or future users of the
system.
11.1.4.2 Update the reimbursement and improvement fees of the current sewer
SDC.
11.1.4.3 Evaluate and if necessary recommend changes to the method used to
assess the SDC on new development.
11.1.4.4 Review the City's current SDC ordinance in light of any recent
Legislative changes to Oregon's SDC statutes.
11.1.4.5 Provide a means of updating the SDC annually for inflation.
11.1.4.6 Provide a means of determining credits that may arise from developer
contributions.
11.1.4.7 Evaluate the City's policy of collecting an adminis1rative fee as part of
the SOC.
11.2 City Responsibilities
11.2. I Provide copies of requested wastewater financial system data and reference
materials in a timely manner.
11.2.2 Review and comment on draft documents provided by consultant in a timely
manner.
11.2.3 Provide City attorney review to proposed changes (if recommended) to the City's
SDC Ordinance.
11.3 DeliverabJes
11.3_1 Provide printed and electronic copies (in a MS Word document) ofthe draft and
fmal Chapter 12, "Financial Plan." This document will include a summary ofthe
rate analysis and SDC methodology and will outline for the next 5 to ] 0 years the
projects and sources of revenues and expenditures for the sewer utility including
capital-related revenues and debt service. Comments from the TRC will be
incorporated into the documents.
11.3.2 Prepare separate standalone draft and final document(s} for the Fee and Rate
Study Analysis and SDC Update for the City's wastewater system
18
Task 12: Capital Improvement Program (Chapter 13)
12.1 Consultant Responsibilities
12.1.1 Work with the City during a workshop to discuss and develop project evalua1ion,
screening and prioritization criteria to be used in the selection of and prioritization
of projects. The contents of the ClP table and project sheets will also be reviewed
and refined at this workshop. For budgeting purposes, it was assumed that this
workshop wi II coincide with one of the TRC meetings or council updates.
12.1.2 Describe the CIP prioritization process, project justification and description.
12.\.3 As other project information is made available by the City, wastewater CIP
projects will be scheduled to coordinate with other City water and street
improvement projects in the same areas to minimize overall inrrastnlcture
improvement costs.
12.1.4 Provide justification for proposed capital and non-capital improvement projects.
12.1.5 Apply a standardized cost apportionment methodology to each recommended erp
project which describes the estimated cost of1he project. These values will be
used for comparison of alternatives and prioritization of projects within the
confines ofthe plan.
12.1.6 Prepare a CIP spreadsheet that can be used to describe and sort projects by date,
schedule, priority, or type. Each project in tbe spreadsheet will be linked to a
project sheet that describes the project and project justification.
12.1.7 Outline and summarize the schedule of capital improvement projects in a
summary table by year for the first 5 years, in 5 year increments for the next IS
years, and projects beyond the 20 year time frame. Develop a system exhibit that
identifies projects and timeframe for implementation.
12.1.8 Describe long-term strategies for the 50'year system vision, It is expected that
details of these stra1egies will be refined in subsequent CWWMP updates.
12.2 Assum ptions
12.2.1 City will provide available similar project cost information to help set up cost
models. '
12.2.2 Cost estimates prepared reflect conceptual level estimates. Since Consultant has
no control over the cost of labor, materials, equipment, or services furnished by
others, or over the Owner's and other contractor's methods of determining prices,
or over competitive bidding or market conditions, the Consultant cannot
19
guarantee that proposals, bids, or actual construction costs will not vary from
opinions of probable construction cost prepared by the Consultant.
12.3 City Responsibilities
12.3.1 Work with Consultant team to evaluate alternatives and select CIP projects.
12.3.2 Help to select project prioritization criteria.
12.3.3 Provide recent City Wastewater project bid tabulations to be used in developing
the cost estimating tool.
12.3,4 Review and commen1 on draft CIP.
12.4 Deliverables
12,4.1 Provide Chapter 13 "Capital Improvement Program" draft and final copies in
electronic format. Final copies to have comments from TRC incorporated.
Deliverable will summarize preferred alternatives, staffing needs, preferred
financing alternative(s), a recommended schedule of phasing, and will include
figures/schematics showing general size and location of proposed facilities.
Figures summarizing improvements will be labeled to as to easily identifY the
improvement with the CIP table.
Task 13: Management Reserve
13.1 A project budget of $34,000 has been set aside for optional services that are outside the
scope of work listed above. Optional services will be authorized in writing by the City
Public Works Director or Project Manager assigned to this project. The budget for this
management reserve was based on potential additional services contemplated at the time
this scope of work was prepared and may include the following:
. Flow Monitoring Support. The Consultant can assist by providing two flow
monitors and equipment installation and software support. It is anticipated that
flow monitoring will be needed at approximately 8- J 0 locations for two
monitoring periods. Consultant time spent in installation support, training, data
download and review, and directing City staff will be included in this task.
. Additional public outreach support. The level of public outreach may vary
depending on the nature of the alternatives considered. Additional public
meetings may be needed for sensitive options, especially when considering
options for wastewater treatment and disposal.
. Additional field work and survey support. The scope of this effort will vary
depending on the accuracy of available record drawings and supporting data. A
substantial surveying effort may be required if the computer modeling is
20
expanded to include all the collection system pipelines and inadequate record
drawings are available.
. Additional environmental investigations, including field investigations.
. Wastewater planoing, pre,design, and design services not identified above.
13.2 Unless'a specific scope of work and associated lump sum budget is approved by the
Public Works Director, all additional services will be completed on a time and materials
basis.
21
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ACORD. CERTIFICATE OF LIABILITY INSURANCE OPID NW I DATE (MM1DDI'1YYY)
KELLE-4 OS/27/10
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
The Har~11 ~orporation - Cal. HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
PO Box 400 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW,
Caldwell ID 83606
Phone: 208-459-1678 Fax: 208-454-1114 INSURERS AFFORDING COVERAGE NAlC#
INSURED INSURER A: ft.....l." Ind.. Co of ~rJ.ea
INSURER e' Liberty Ins. Underwriters
Keller Associates, Inc. INSURER c: 'h"n.l.n C..ualty " Burdy
131 SW 5th Avenue, suite A INSURER D: Phoenix Insurance Co
Meridian ID 83642
INSURER E:
COVERAGES
Tl-E POLICIES OF INSI...RJWCE LISTED BELOW HAVE BEEN ISSLeD TO THE INSURED ~ED ,ABOVE FOR TI-iE POlICV PERIOD INDICATED. NOTWITHSTPN)ING
/Wi REQUIREMENT, TERM OR CCK:lITlONOF IWY CONTRACT OR on-ER CXX:l.JotENfWlTH RESPECT TO INHICH lHlS CERTIFICATE MA.Y BE ISS\...ED OR
MAY PERTAJ~.J. THE INSURANCE AFFORDED BY TI-E POLICIES DESCRIBED HEREIN 1$ SLeJECT TO ALL THE TERMS. EXClUSIONS AI-O COfIDlTIQNS OF SllCH
POLICIES. AGGREGATE LIMITS SHOVvN MAY HAVE BEEN REDOCED BY PAID ClPJMS.
LTR NSR TYPE OF INSURANCE POLICY NUMBER OATE (MMIOONV) DATE (MMlOO1YY) LIMITS
~NERAL LJABlLrTY EACH OCCURRENCE $1000000
A X X COMMEPCIAl GENERAl LIABILITY PREMISES (Ea occurence) $ 1000000
I CLAIMS M/IDE [!] OCCUR t.ED EXP (Arry one persctl) .10000
I- 680-7877L118 12/01/09 12/01/10 PfRSONAL & PDV INJl...RY .1000000
I- GEtER.4.l AGGREGATE $ 2000000
GEN'L AGGREGATE LIMIT APPliES PER. PRODUCTS - CO~/OP AGG $ 2000000
h POliCY !Xl ~g n LOG
~OM08lL.E LIABILITY COMBINED SINGLE LIMIT $1,000,000
D X ~ _AUTO (Eaaccidert)
ALL QWI\E[) AUrOS BA7877L468 12/01/09 12/01/10 BODILYINJllRY
I- (Per person) $
I- SCHEDUlED AlJTOS
~ HIRED AUTOS BODILY INJURY
$
~ NON-OWNED AUTOS (Peracciderll)
PROPERTY DAMAGE $
(PeraCciderlt)
=rGE LIABILITY PJJTO ON... Y - EA ACC IDENT .
_A(J10 OTIoER THAN EAACC .
,lVTOON...Y: AGG ,
5~S$IUMBRE"LA UABIUTY EACH OCCURRENCE ,
OCC~ D CLAIMS w.DE AGGREGATE $
,
=i ~EOOCTlEl.E .
RETENTION $ ,
WORJ<ERS COMPENSATION AND X lTORY LIMITS I IUJ:t
C EMPLOYERS' UABLITY UB9722Y081 05/01/10 05/01/11 EL EACH .ACCIDENT $1,000,000
ANY PROPRIETORIPAATNER/EXECUfIVE
OFFICERlMEMBER EXCLUDED? INCL WA STOP GAP EL DISEASE EA EMPLOYEE $1,000,000
Ilyes.dtlscrlbeunder EL DISEASE POLICY LIMIT $ 1,000,000
SPECiAl PROVISIONS Delow
Oll<ER
B Prof. Liab. AEE196B86-0109 12/01/09 12/01/10 Ea. Claim $2,000,000
$50,000 Deduct Ann. Aqg. $2,000,000
DESCRIPTION OF OPERATIONS' LOCATIONS I VEHICLES 1 EXCL.USIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
The City of Ashland, Oregon, its elected officials, officers and employees
are additional insureds for general liability and auto liability when
required by contract and as provided by attached policy for.ms CGD381 and
CAT437. .
CERTtFICATE HOLDER
ACORD 25 (2001/081
CANCELLATION
SHOULD Atff OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAlL 30 DAYS \NRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO 00 SO SHALL
IMPOSE NO OBLIGATION OR UABILITY OF ANY KIND UPON THE NSURER, ITS AGENTS OR
REPRESENTATIVES.
A REPRE ENT~ K:!:;.oa~
@ACORDCORPORATION1988
ASllLA02
Ci ty of Ashland
25 E Main Street
Ashland OR 97520
.
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002218
.
.
COMMERICAL GENERAL LIABILITY
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
BLANKET ADDITIONAL INSURED
(ARCHITECTS, ENGINEERS AND SURVEYORS)
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
A. The following is added to WHO IS AN INSURED
(Section II):
Any person or organization that you agree in a
"contract or agreement requiring insurance" to in-
clude as an add~ional insured on this Coverage
Part, but only with respect to liability for "bodily In-
jury', "property damage" or "personal injury"
caused, in whole or in part, by your acls or omis-
sions or the acts or omissions of those acling on
your behalf:
a. In the perfonmance of your ongoing opera-
tions;
b. In connection with premises owned by or
rented to you: or
c. In conneclion with "your work" and included
within the 'products-completed operations
hazard",
Such person or organization does not qualify as
an additional insured for "bodily injury', "property
damage" or 'personal injury" for which that per-
son or organization has assumed liability in a con-
tract or agreement.
The insurance provided to such add~ional insured
is limited as follows:
d. This insurance does not apply on any basis to
any person or organization for which cover-
age as an additional insured specifically is
added by another endorsement to this Cover-
age Part.
e. This insurance does not apply to the render.
ing of or failure to render any "professional
services".
f. The lim~s of insurance afforded to the addi-
tional insured shall be the lim~s which you
agreed in that "contracl or agreement requir-
ing insurance" to provide for that add~ional
insured, or the lim~s shown in the Declara-
tions for this Coverage Part, whichever are
less. This endorsement does not increase the
limils of insurance stated in the LIMITS OF
CG D3 81 09 07
INSURANCE (Section III) for this Coverage
Part.
B. The following is added to Paragraph a. of 4.
Other Insurance in COMMERCIAL GENERAL
LIABILITY CONDITIONS (Section IV):
However, if you specifically agree in a "contract or
agreement requiring insurance" that the insurance
provided to an add~ional insured under this Cov-
erage Part must apply on a primary basis, or a
primary and non.contributory basis, this insurance
is primary to other insurance that is available to
such additional insured which covers such addi-
tional insured as a named insured, and we will not
share w~h the other insurance, provided that:
(1) The 'bodily injury" or 'property damage" for
which coverage is sought occurs; and
(2) The "personal injury' for which coverage is
sought arises out of an offense committed;
after you have entered into that "contracl or
agreement requiring insurance', But this insur-
ance still is excess over valid and collectible other
insurance, whether primary, excess, contingent or
on any other basis, that is available to the insured
when the insured is an additional insured under
any other insurance.
C. The following is added to Paragraph 8. Transfer
Of Rights Of Recovery Against Others To Us
'n COMMERCIAL GENERAL LIABILITY CON-
DITIONS (Section IV):
We waive any rights of recovery we may have
against any person or organization because of
payments we make for "bodily injury", 'property
damage' or "personal injury" arising out of "your
work' perfonmed by you, or on your behalf, under
a "contract or agreement requiring insurance" with
that person or organization. We waive these
rights only where you have agreed to do so as
part of the "contract or agreement requiring insur-
ance" with such person or organization entered
into by you before, and in effect when, the "bodily
@2oo7The Travelers Companies, Inc.
Includes the copyrighted material of Insurance Services OffICe, Inc., with its permission.
Page 1 of 2
COMME~ICAL GENERAL LIABILITY
~.
.
Injury" or "property damage" occurs, or the "per-
sonal injury" offense is committed.
D. The following definition is added to DEFINITIONS
(Section VI:
"Contract or agreement requiring insurance"
means that part of any contract or agreement un.
der which you are required to include a person or
organization as an additional insured on this Cov.
Page 2 of 2
erage Part, provided that the "bodily injury" and
"property damage" occurs, and the "personal in-
jury" is caused by an offense committed:
a. After you have entered into that contract or
agreement;
b. While that part of the contract or agreement is
in effect; and
c. Before the end of the policy period.
@2007 The Travelers Companies. Inc.
Includes the copyrighted material of Insurance Services Office, Inc.. with its permission.
CG D3 81 09 07
\
..
.'.~
.
CAT437 0808
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
BLANKET ADDITIONAL INSURED
This endorsement modifies insurance provided under the following:
BUSINESS AUTO COVERAGE FORM
MOTOR CARRIER COVERAGE FORM
TRUCKERS COVERAGE FORM
With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply
unless modified by the endorsement
The following is added to the Section II - Liability Coverage, Paragraph A.1. Who Is An Insured
Provision:
Any person or organization that you are required to include as additional insured on the Coverage Form
in a written contract or agreement that is signed and executed by you before the "bodily injury" or
'property damage" occurs and that is in effect during the policy period is an "insured" for Liability
Coverage, but only for damages to which this insurance applies and only to the extent that person or
organization qualifies as an "insured" under the Who Is An Insured provision contained in Section II.
CITY RECORDER
Page 1/1
~..
..11
CITY OF
ASHLAND
20 E MAIN ST,
ASHLAND, OR 97520
(541) 488-5300
~.':~,' ::' .;:~DATE/!';:"~:::'J.
6/22/2010
:;i;;~;-PO-;NUMBERn;:_~
09594
VENDOR: 015211
KELLER ASSOCIATES INC
131 SW 5TH AVENUE SUITE A
MERIDIAN, ID 83642
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: Mike Faught
Confirming? No
,t1i::Quanti" ~~~ :::j'UnI(:'; ':;: ,i
-Descri"tion':- .1
r": ::'~ijHli'~Rflcet;:~~_; ;:\;:tf~Ext.~~FfficEff~
303,400,00
Development of a Comprehensive
Wastewater Master Plan, Project 2009-23
Contract for Personal Services
Beginning date: June 30, 2010
Completion date: June 30, 2012
Insurance required/On file
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
303400,00
0,00
0.00
303,400,00
i:;~~c:couni~Number}::i~: .. .\"":yp'r8Jecf'Num6er<:'~:.-. , ~~;'{~\?Amounf._' - :.: '.Account:NumBer;I, ;~: ~ ~;~.:; .fifiOjectlNunlber~,:'?~1 ':~f1iEfAmouni:t~
" -'
E 675,08,38,00,6041 0 E 200923, 100 303 400.00
-
~ ..t. - " J-- ~ljjo
Authorized Signature
VENDOR COPY ,
I FORM #10 I
- . .0" , ~
~()N'TR4F"', ApPROVAL .r{l~Q~~.~T.F()RIVI
~
Description of GOODS & SERVICES or PERSONAL SERVICES
Contractor/Consultant
./ ~, t.Cv.r ~-'? <?.<J U d."y V
Gr Per attached contract -cJ C ? '9
PUBLIC CONTRACTING REQUI EMENTS - Solicitation Process
D ExemDt from ComDetitive Biddino D Invitation to Bid (Copies on file) D Emeroencv
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 government agency contract
Agency
Contract #
D Interagency Contract
Agency
Contract #
CITY OF
ASHLAND
Total Amount
.;"",
D Small Procurement & Personal Services
less than $5.000
Note: Total conlract amount. including any
amendments may not exceed $6,000
Reouest for ProDosal (Copies on file)
Piease check one: .y
D Goods & Services p v' "t:f
[3'" Personal Services V';;; tJ
Intermediate Procurement
GOODS & SERVICES
$5.000 to $75.000
D 3 Written 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
D
5Decial Procurement
Written findings attached
Quote or Proposal attached
Have all public contracting requirements been satisfied?
YES
(./"'"
NO
If "NO", Council approval is required. Council approval received on
(Date)
Have funds been budgeted for the purpose of this contract?
YES
~'
NO
If "NO", Council approval is required, Council approval received on
Please provide: Account Numbe~?:( ':"~- P!7- ~C? tf?~~(,?P CJ
(Date)
Is the amount of the contract less than $25,000?
YES
NO ~
If "NO", Legal review is required, Contract was "Approved as to form" by the Legal Department on
(Date)
..-----.--....-.---.. , , -----...
~ 'NO~>~~
c::? ~. .- /' 5' ~ ~,,:? r (~)
.-.....
,./'.....;2, -i,jif ,...-.
Is the amount of the contract less than $75,000 for Goods & Services
or $50,000 for Personal Services?
1N71. ~,<-
If "NO", Council approval is required, Council approval received on
Is the contract for a period of 24-months or less?
YES
If "NO", Council approval is required, Council approval received on
t? ~ . ~-c? --- ~t? ' 0 ,c? ~ - -;3.J .
Please provide terms: Start date:. Completion date:
(Dale)
;:2:.e? /'P-
Can the contract be terminated for convenience thirty (30) or fewer days
following delivery of written notice to the contractor? YES
......---
NO
If "NO", Council approv, reqUir~d, Coun,cit;Pyroval received on
~ ?~ / tt:2l~ Pleasec,,,,le:
Prepared by: ~ .. J Approved I Not Approved
Department: ~ t! ~ ct.~ 7 /'-j/ ~ -1 ~
(f /) /' Lee Tu~erg
fJ 6 --- :2/f- ['CJ Date: 1-/z7~
,
(Date)
Date:
Form #10 - Contract Approval Request Form, Page 1 of 1, 6/24/2010
A request for.e Purchase Order
REQlhSITION FORM
CITY OF
ASHLAND
THIS REQUEST IS A:
D Change Order(existing PO #
Date of Request I, C<.l \ l'lCIO 1
Required Date of Delivery/Service: I' ' , :1
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
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,~I .$",,1 5"'1 A.\lt> :,,,,'TE. A
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'2C~ - '2e,~ - I'\~,\
.:s-........e~ ~ ~D~
Mee.tl:>t""'~ . I.t::>. 83C.A1.
SOLICITATION PROCESS
Small Procurement D Sole Source D InvHation to Bid
D Less than $5,000 D Written findings attached (Copies on file)
D Quotes (Optional) D Quote 6r ProDosal attached
CooDerative Procurement ftI Reauest for Prooosal
D State of ORlWA contract (Copies on file)
Intermediate Procurement D Other government agency contract D Soeclall Exemot
D (3) Written Quotes D Copy of contract attached D Written findings attached
(Copies attached) D Quote or ProMsal attached
D Contract # D Emeraencv
D Written findings attached
D Quote or ProMsal attached
Description of SERVICES
.J::;>e"E<-cC?"'-e....r- oc::. A. ~1M\>2e~EN6l\(E.,
\j\{~nc:w.,.tE-~ Mo...",te~ ~~.
~ Per allached PROPOSAL - :S~l! = ~l~ P.f,:>l>t..e.,
Item #
Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number _1~o;t'\. _ . _'Z_~
D Per allached QUOTE
Account Number~~. ~ ~,?>.~. _~_4\.I_C)e
'Items and services must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately.
By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracting requirements,
and the documentation can be provided upon request.
Empl'Y"S;'"""(~
G: Finance\Procedure\AP\Forms\Requisition form 09-23
,Supervisor/Dept. Head Signature:
~1P. L ___
-
Updated on: 6/1/2010