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HomeMy WebLinkAbout2012-139 Contract - OBEC Consulting Engineers Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: OBEC Consulting Engineers ASHLAND IT4 CONTACT: Bernardo, PE 20 East Main Street Ashland, Oregon 97520 ADDRESS: 831 O'Hare Parkway, Medford, OR 97504-4005 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: 541-774-5591 DATE AGREEMENT PREPARED:June 7,2012 FAX; 541-774-5591 BEGINNING DATE: June 11 2012 COMPLETION DATE: September 30, 2012 COMPENSATION: Not to exceed$18,531.00 per the proposal attached as Exhibit C. SERVICES TO BE PROVIDED: Scope of work includes the following:Task 1 —Project Management and Coordination;Task 2—Information gathering/Topographic Survey and Mapping; Task 3—Land Use Permit Coordination; Task 4—Prepare Preliminary Design Concepts and Cost Estimate per the proposal attached as Exhibit C. ADDITIONAL TERMS: FINDINGS: Pursuant to AMC 2.50.120, 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/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,fumish all 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 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. Payments shall 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:All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is$18,890 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter,to all employees performing work under this contract and to any Subcontractor who performs 50%or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where J it will be seen by all employees. J 9. Indemnification:Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless �l from any and all losses, claims,actions, costs, expenses,judgments, subrogations, or other damages resulting from injury to an rson LIE '2 in u resultin in death), or damage(including loss or destruction)to property, of whatsoever nature arising out of or incident to th erfonnance 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. Contract for Personal Services, Revised 0613012011,Page 1 of 5 b. City'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 th(s 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/Liability 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, c or 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 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 Liability 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 damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liability 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 Liability 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 or change. There shall be no cancellation material change, reduction of limits or Contract for Personal Services,Revised 06/30/2011,Page 2 of 5 intent not to renew the insurance coverage(s)without 30 days'written notice from the Consultant or its insurer(s)to the City. L Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials,officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract The consultant's insurance is primary and non-contributory.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, "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 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 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, 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 sign the certification attached hereto as Exhibit A and herein incorporated by reference. Consultant: City of Ashl By By / �lSignature 1 Department Head bIAA� DtaDC0.V►,SO K Jv--��r��—. Print Name p /Print Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract Purchase Order No. Contract for Personal Services,Revised 06/30/2011,Page 3 of 5 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 subject to 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 is a corporation 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 contract documents, and has checked four or more of the following criteria: ✓ (1) 1 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. �G (5) Labor or services are performed for two or more different persons within a period of one year. ✓ (6) 1 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. 6-11-1 Z Contractor a �OBt;G' (Date) Contract for Personal Services, Revised 06/302011,Page 4 of 5 e June 4, 2012 Don Robertson Director Ashland Parks & Recreation Department 340 S. Pioneer Street Ashland, OR 97520 RE: Calle Guanajuato Resurfacing Project OBEC Proposal No. P50S-003 Dear Mr. Robertson: OBEC Consulting Engineers appreciates the opportunity to provide the Ashland Parks & Recreation Department with this proposal to provide survey, preliminary engineering, and permit coordination services for resurfacing the Calle Guanajuato along Ashland Creek in downtown Ashland. This proposal presents our understanding of Phase 1 of the project, our proposed scope of work, and our not-to-exceed budget for Phase 1 services. Prolect Background s� �:. The Calle Guanajuato is a + linear pedestrian plaza i adjacent to Lithia Park along Ashland Creek between Winburn Way and North Main Street. The Ashland Don Robertson June 4, 2012 Q o� 7 Page 2 Parks & Recreation Department owns the Calle and commonly rents space along the alleyway to members of the Lithia Artisans Market and adjacent restaurants for outdoor seating. Supply vendors often drive supply trucks on the Calle to deliver food and supplies to the back entrances of restaurants and retail businesses. The Calle Guanajuato is currently hardscaped with a patchwork of concrete, brick, and asphalt pavements of varying age, color, and texture. There are numerous trench patches from the installation or repair of underground utilities, uneven surfaces due to settlement, and numerous open cracks and tripping hazards along the way. In the interest of public safety, the Ashland Parks & Recreation Department is proposing to resurface the Calle between fall 2012 and spring 2013 to provide a uniform surface and improve aesthetics of the area. It is understood that potential surfacing options to be considered include interlocking concrete pavers and colored/stamped concrete surfacing. The potential for future underground utility repairs within the project limits indicate that a modular system would be preferred. In addition, it is preferred that the design incorporate an 8-foot by 8-foot grid pattern in the areas that the Parks & Recreation Department rents vendor spaces. Storm drain improvements may also be necessary in conjunction with the resurfacing effort. In order to gather information, investigate potential solutions, and determine permitting requirements, OBEC has prepared the following scope of services. Scone of Work(Phase 1) Task 1 - Project Management and Coordination The major objectives of this task are to schedule, coordinate, and supervise project work and to establish lines of communications between OBEC and City Don Robertson � T June 4, 2012 ®� Page 3 of Ashland staff. OBEC shall keep the Ashland Parks & Recreation project manager informed of the Project work progress and aware of changes that may affect the Project, the schedule, and related costs. OBEC shall prepare and provide monthly project invoices with progress reports to Ashland Parks. For budgeting purposes, it is assumed that two OBEC staff members from the Medford office will attend one on-site coordination meeting to discuss the project with Ashland Parks and Recreation staff and coordinate design details. OBEC's project manager will attend up to one additional coordination meeting in Ashland to discuss design option with staff. Task 2 - Information Gathering/Topographic Survey and Mapping Survey staff located in OBEC's Medford office will travel to the project site to mark the site for utility locates, establish a local control network, and collect topographic survey information within the project limits. Existing features to be surveyed will include, but not be limited to, edge of pavement, pavement markings, driveways, curbs, railings, trees, buildings, steps, stairways, pedestrian bridge, existing utilities, and drainage features. Survey data collected will be utilized in preparing a project basemap and three- dimensional Digital Terrain Model (DTM). It is assumed that OBEC's survey crew will tie into existing vertical and horizontal control established by the City of Ashland engineering department. It is also assumed that retracement of the right-of-way and/or assistance with acquisition of new right-of-way will be handled by the City. Don Robertson June 4, 2012 Page 4 (( Task 3 - Land Use Permit Coordination OBEC shall coordinate with Ashland Parks & Recreation staff and City of Ashland Planning staff in person, by phone, and/or by email to determine the best approach to preparing a pre-application submittal to the planning department. OBEC shall prepare the pre-application submittal, including the project narrative, vicinity map, site plan, design concepts, quantities, and additional information. The Ashland Parks & Recreation Department will be responsible for paying all fees associated with the pre-application process. OBEC's PM from the Medford office shall attend and participate in the pre- application conference. Comments received at the pre-application process will be considered in determining the scope of work for Phase 2 of the project. Task 4 - Prepare Preliminary Design Concepts and Cost Estimates OBEC shall evaluate the existing conditions and provide design recommendations for resurfacing the Calle Guanajuato. The design shall consider factors such as cost, aesthetics, constructability, durability, permit requirements, and accommodation for future underground utility work. Vehicular loading from delivery trucks shall also be considered into the design. Up to two design alternatives shall be evaluated, including preparation of preliminary engineer's cost estimates, exhibits, and collection of product information for review by Ashland Parks. OBEC shall evaluate the need for storm water improvements in conjunction with resurfacing. OBEC shall make initial recommendations and estimate costs to construct storm water improvements, as necessary. According to OBEC policy and procedures, OBEC shall conduct an independent QA/QC review of all design deliverables and quantities prepared and submitted to Ashland Parks. Documentation of this internal review will be kept in OBEC's project files and will be available to Ashland Parks & Recreation upon request. Don Robertson June 4, 2012 Page 5 / (� Fee OBEC proposes to complete Tasks 1 through 4 on a time-and-materials basis with a not-to-exceed limit of $18,531 .00. A breakdown of projected hours per task is attached in Table 1 . Project billings will be prepared on a monthly basis based on the attached 2012 OBEC rate sheet. We appreciate the opportunity to present this proposal to you for this project. Please do not hesitate to contact me if you have any questions or need additional information. Sincerely, Jeff Bernardo, PE c d 12 Al 2 x O q % ewe G U � •`� yQ2 - _ UC w v � 5 W \1�\1 viw� e _ V o J O �nmMds Iqulwwullu3 0 V ♦IeSIUn� e° - c m �O O O O O \ O O O L 4=1 v°i `'y a 6MmS 'o m I loAwnS i laI(wd C� e n n �w E g7u at m6wng i5 3 V C WWd' LWIl OOVO C o p b C 411 NN O UOV]iS ' UU•{ U u 8E m uj iw011q e w m ri o e v R N N _ n N o O JnY1S ' N 0 g _ w a • O DyMqS-, O AAA ' L Q ��•ppNu�dnw,� E IJBw!fWd+S Lu r w G SEC i gg • o N C Y yQw g 6 � ar � L 'v E .• a 10 S U e e 3 E qm yC e i N J�j 6 0 ; Q gg � • F � 3� � � _ � _ Bddge/Struct"s . Roadway/Civil . SpedflaUans,Permitting&Utigtos Survey/Geomatics . Construction Figlneedng Management ft SNNSilIRS 1Ni1111i5 2012 Salary Grade&Hourly Rates Personnel Classification Personnel Classification Principal/Chief Engineer $199 Desian Construction Division Manager/Sr. Project Manager $168 Division Manager/Project Manager $141 Project Manager $157 Construction Group Manager $130 Sr. Specifications Engineer $144 Assistant Project Manager $122 Sr. Project Engineer $144 Sr. Engineering Technician $119 Project Engineer 4 $128 Field Engineer 3 $114 Project Engineer 3 $114 Engineering Technician 3 $92 Sr. Roadway/Bridge Designer $108 Field Engineer 2 $90 Utility Coordinator $101 Engineering Technician 2 $78 CAD Manager $101 Engineering Technician 1 $70 Specificiations Technician $101 Environmental Team Lead $99 Administration Bridge/Roadway Designer $90 Director Financial Operations $181 Environmental Specialist $90 Project Coordinator $119 Sr. CAD Technician $86 Contract Administrator $113 CAD Technician 2 $70 IT Manager $99 CAD Technician 1 $55 Project Controller $99 Engineering Intem $55 Administrative Team Lead $92 Sr. IT Specialist 3 $92 Surveying Staff Accountant/ProjectAccountant $92 Division Manager/Project Manager $141 Administrative Assistant 3 $69 Sr. Project Surveyor $114 Branch Office Administrator $69 Project Surveyor $96 IT Specialist 2 $69 Survey Technician 3 $86 Accounting Specialist 3 $58 Survey Technician 2 $70 Accounting Specialist 2 $58 Survey Technician 1 $55 Secretary 2 $58 Survey/Field Intern $55 Receptionist 1 $55 Travel/Reimbursable Expenses: Mileage: ODOT Current Rate Equipment Charges: Reimbursable job costs will be invoiced at cost. Special equipment @ direct rental cost EUGENE—Ce ft Omce PORTLAND AREA SALEM MEDFORD 6N.863.8080 803.620.6103 60].888.4100 881.774.8890 FAX: 5Ct.683.a378 PAX: 603820.9418 FAX: 603.689.1111 FAX: 611.771.5691 920 C =ry 02 Road,SWIe 6006 M M.a .Road,Sob 2335 MNdon 8~SE,Sui4 100 831 O`I .Peh t00S 130 "M.OMQM 9730Y1295 Medbni,Oregm 975044005 Eu00ne,OM.97401-0089 Lab O4wae0,Or on 87035. 4286 w .eb C. Client#: 331197 OBECCONE ACORD- CERTIFICATE OF LIABILITY INSURANCE DATE(MM/UD/YYYY) snvzolz THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder Is an ADDITIONAL INSURED,the policy(ies)must be endorsed.If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NTA NAME: Kibble&Prentice,a US]Co PR PHONE 206 441-6300 FAX 510-362-8528 ac,No,EXt: ac.No 601 Union Street,Suite 1000 EMAIL P I certrequest@kpcom.com com.com ADDRESS: • Seattle,WA 98101 INSURER(S)AFFORDING COVERAGE NAILp INSURER A:Hudson Insurance Company 25054 INSURED INSURER B: OBEC Consulting Engineers, Inc. INSURER C 920 Country Club Rd,#1006 INSURER D: Eugene,OR 97401 INSURER E INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT 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 CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADD L SUBR POLICY EFF POLICY EXP LIMITS LTR INSR WVD I POLICY NUMBER MM/DDIYYYY MM/DDIYYYY GENERAL LIABILITY PEACH OCCURRENCE $ COMMERCIAL GENERAL LIABILITY PREMISES EeE�orr nce $ CLAIMS-MADE [—]OCCUR MED EXP(Any one person) $ PERSONAL 8 ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS-COMP/OP AGO $ POLICY ROL LOC S AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT ccid Ea aent ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE S HIRED AUTOS H AUTOS Peraccident 8 UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION WCSTATU- OTH- ANDEMPLOYERS'UASILRY Y/N ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? NIA (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE 5 If Yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ A Professional AEE7254301 912512011 0912512012 $5,000,000 per claim Liability $5,000,000 annl aggr. DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(Attach ACORD 101,Addlllonal Remarks Schedule,if more apace Is required) Re:Contract for Personal Services-Calls Guanajuato Resurfacing Project. CERTIFICATE HOLDER CANCELLATION City f Ashland SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE y THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Attn: Karl Olson ACCORDANCE WITH THE POLICY PROVISIONS. 90 N. Mountain Avenue Ashland,OR 97520 AUTHORIZED REPRESENTATIVE �l ©1988.2010 ACORD CORPORATION.All rights reserved. ACORD 25(2010105) 1 of 1 The ACORD name and logo are registered marks of ACORD #S7347883/M6416897 MXTJU OP ID:JMC CERTIFICATE OF LIABILITY INSURANCE 06/12 DATDIYYYY) 06112/12 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PROWLER 800-338-1391 CONTACT 701 Market SH 888-621-3173 PHONE I ,Ea_6: FAX No: 701 Market St.,Ste.1100 St.Louis,MO 63101 E-MAIL Jeff B.Connelly ADDRESS, PRODUCER OBEC-01 CUSTOMER 10 r: INSURERS AFFORDING COVERAGE NAIC N INSURED OBEC Consulting Engineers INSURER A:Hartford Insurance Company 22357 920 Country Club Road INSURER B: Eugene,OR 97401-2231 INSURER C INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT 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 IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE IN UBR POLICY NUMBER MMIODY EFF MMIDOYEIYYI'P LTR Y LIMnS GENERAL LIABILITY EACH OCCURRENCE $ 2,000,06 A X COMMERCIAL GENERAL LIABILITY 84SBWPA4035 03120/12 03120/13 PREMISES E occurtence $ 2,000,00 CLAIMS-MADE a OCCUR MED UP(Any one person) S 10,06 PERSONAL B ADV INJURY $ 2,000,00 PROF.LIABILITY EXCLUDED GENERAL AGGREGATE $ 4,000,00 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMPMP AGO $ 4,000,000 POLICY 1l PRO- F-1 LOC S IFr.T AUTOMOBILE LWBIUTY COMBINED SINGLE LIMIT $ 2,000,00 A X ANY AUTO 84UEGPF0127 03120112 03/20113 (Ea a.denq BODILY INJURY(Per person) $ ALL OWNED AUTOS BODILY INJURY(Per accident) $ SCHEDULED AUTOS PROPERTY DAMAGE HIRED AUTOS IPerawtlenq $ NON-OWNEDAUTOS S X UMBRELLALIAB X OCCUR EACH OCCURRENCE $ 6,000,00 EXCESS ME CLAIMS MADE AGGREGATE $ 5,000,00 A 84XHGYH7723 03120I12 03120I13 HDEDUCTIBLE $ X RETENTION S 10,000 Is WORKERS COMPENSATION X WCSTATU- OTH- AND EMPLOYERS'LIABILITY OEYLIM A ANY RIETORIPARTNER/EXEGUHVE Y� NIA 84WBGBJ0746 03120112 03120113 EL EACH ACCIDENT $ 1,000,06 OFFICEtor,In ER EXCLUOED9 (Myantletory In NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,60 /DESCRIPTION OF OPERATIONS bebw E.L.DISEASE-POLICY LIMIT S 1,000,00 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101,AtltliUOnel Remarks S.h.d.I.,If more spec.Is req.1red) RE:Calle Guanajuato Resurfacing Project-The City of Ashland,Oregon and its elected officials,officers and employees are included as additional insured for above coverages except WC as required by written contract. Coverage is primary and non-contributory to any other insurance carried except Umbra Ila,(GLAL AutoAl CERTIFICATE HOLDER CANCELLATION CITYOF SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS. Attn: Karl Olson 90 N.Mountain Avenue AUTHORIZED REPRESENTATIVE Ashland,OR 97520 ©1988-2009 ACORD CORPORATION. All rights reserved. ACORD 25(2009/09) The ACORD name and logo are registered marks of ACORD POLICY NUMBER: 84SBWPA4035 BUSINESS LIABILITY COVERAGE INSURED: OBEC Consulting Engineers ADDITIONAL INSUREDS BY CONTRACT, AGREEMENT OR PERMIT This is a summary of the Coverage provided under the following: BUSINESS LIABILITY COVERAGE FORM SS 00 08 WHO IS AN INSURED (Section C)states that the following is also an additional insured: Additional Insured by Contract, Agreement or Permit Any person or organization is an additional insured when you have agreed, in a written contract, written agreement or because of a permit issued by a state or political subdivision, that such person or organization be added as an additional insured on your policy, provided the injury or damage occurs subsequent to the executive of the contract or agreement, or the issuance of the permit. A person or organization is an additional insured under the provision only for that period of time required by the contract, agreement or permit. With respect to the insurance afforded to the additional insured, this insurance does not apply to: "Bodily injury", "property damage"or"personal and advertising injury" arising out of the rendering of, or failure to render, any professional architectural, engineering or surveying services, including: (a) The preparing, approving, or failure to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders, designs or drawings and specification: or (b) Supervisory, inspection, architectural or engineering activities. Primary and Non-Contributory to Other Insurance When Required by Contract If you have agreed in a written contract, written agreement or permit that this insurance is primary and non-contributory with the additional insured's own insurance,this insurance is primary and we will not seek contribution from that other insurance. Rev4 OBEC Consulting Engineers 84UEGPF0127 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED AND RIGHTS OF RECOVERY AGAINST OTHERS This endasernerd nwdfies insurance provided under the following: BUSINESS AUTO COVERAGE FORM A. Any person or orgamzabon wham you are required by contract to name as additral insured is an insured" for UABILITY COVERAGE but only to the extent Out person or organization qualifies as an "insured"under the WHO IS AN INSURED provision of Section II-LIABILITY COVERAGE B. For any person or orgamzabon for whom you are required by contract to provide a waiver of subrogation, the Loss Cation-TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US is applicable. Form HA 9913 0187 Printed in U.SA June 4, 2012 Don Robertson Director Ashland Parks & Recreation Department 340 S. Pioneer Street Ashland, OR 97520 RE: Calle Guanajuato Resurfacing Project OBEC Proposal No. P505-003 Dear Mr. Robertson: OBEC Consulting Engineers appreciates the opportunity to provide the Ashland Parks & Recreation Department with this proposal to provide survey, preliminary engineering, and permit coordination services for resurfacing the Calle Guanajuato along Ashland Creek in downtown Ashland. This proposal presents our understanding of Phase 1 of the project, our proposed scope of work, and our not-to-exceed budget for Phase 1 services. Project Background The Calle Guanajuato is a linear pedestrian plaza adjacent to Lithia Park along Ashland Creek between Winburn Way and North I a Main Street. The Ashland Parks & Recreation Department owns the Calle and commonly rents space along the alleyway to members of the Lithia Artisans Market and adjacent restaurants for outdoor seating. Supply vendors often # drive supply trucks on the Calle to deliver food and supplies to the back entrances of restaurants and retail businesses. The Calle Guanajuato is currently hardscaped with a patchwork of concrete, brick, and asphalt pavements of varying age, color, and texture. There are numerous trench patches from the installation or repair of underground utilities, uneven surfaces due to settlement, and numerous open cracks and tripping hazards along the way. In the interest of public safety, the Ashland Parks & Recreation Department is proposing to resurface the Calle between fall 2012 and spring 2013 to provide a uniform surface and improve aesthetics of the area. Don Robertson June 4, 2012 Rage 2 It is understood that potential surfacing options to be considered include interlocking concrete pavers and colored/stamped concrete surfacing. The potential for future underground utility repairs within the project limits indicate that a modular system would be preferred. In addition, it is preferred that the design incorporate an 8-foot by 8-foot grid pattern in the areas that the Parks & Recreation Department rents vendor spaces. Storm drain improvements may also be necessary in conjunction with the resurfacing effort. In order to gather information, investigate potential solutions, and determine permitting requirements, OBEC has prepared the following scope of services. Scope of Work (Phase 1) Task 1 —Project Management and Coordination The major objectives of this task are to schedule, coordinate, and supervise project work and to establish lines of communications between OBEC and City of Ashland staff. OBEC shall keep the Ashland Parks & Recreation project manager informed of the Project work progress and aware of changes that may affect the Project, the schedule, and related costs. OBEC shall prepare and provide monthly project invoices with progress reports to Ashland Parks. For budgeting purposes, it is assumed that two OBEC staff members from the Medford office will attend one on-site coordination meeting to discuss the project with Ashland Parks and Recreation staff and coordinate design details. OBEC's project manager will attend up to one additional coordination meeting in Ashland to discuss design option with staff. Task 2—Information Gathering/Topographic Survey and Mapping Survey staff located in OBEC's Medford office will travel to the project site to mark the site for utility locates, establish a local control network, and collect topographic survey information within the project limits. Existing features to be surveyed will include, but not be limited to, edge of pavement,pavement markings, driveways, curbs, railings, trees, buildings, steps, stairways, pedestrian bridge, existing utilities, and drainage features. Survey data collected will be utilized in preparing a project basemap and three-dimensional Digital Terrain Model (DTM). It is assumed that OBEC's survey crew will tie into existing vertical and horizontal control established by the City of Ashland engineering department. It is also assumed that retracement of the right-of-way and/or assistance with acquisition of new right-of-way will be handled by the City. Don Robertson June 4, 2012 Page 3 Task 3 — Land Use Permit Coordination OBEC shall coordinate with Ashland Parks & Recreation staff and City of Ashland Planning staff in person, by phone, and/or by email to determine the best approach to preparing a pre- application submittal to the planning department. OBEC shall prepare the pre-application submittal, including the project narrative, vicinity map, site plan, design concepts, quantities, and additional information. The Ashland Parks & Recreation Department will be responsible for paying all fees associated with the pre-application process. OBEC's PM from the Medford office shall attend and participate in the pre-application conference. Comments received at the pre-application process will be considered in determining the scope of work for Phase 2 of the project. Task 4 — Prepare Preliminary Design Concepts and Cost Estimates OBEC shall evaluate the existing conditions and provide design recommendations for resurfacing the Calle Guanajuato. The design shall consider factors such as cost, aesthetics, constructability, durability, permit requirements, and accommodation for future underground utility work. Vehicular loading from delivery trucks shall also be considered into the design. Up to two design alternatives shall be evaluated, including preparation of preliminary engineer's cost estimates, exhibits, and collection of product information for review by Ashland Parks. OBEC shall evaluate the need for storm water improvements in conjunction with resurfacing. OBEC shall make initial recommendations and estimate costs to construct storm water improvements, as necessary. According to OBEC policy and procedures, OBEC shall conduct an independent QA/QC review of all design deliverables and quantities prepared and submitted to Ashland Parks. Documentation of this internal review will be kept in OBEC's project files and will be available to Ashland Parks & Recreation upon request. Fee OBEC proposes to complete Tasks 1 through 4 on a time-and-materials basis with a not-to- exceed limit of $18,531.00. A breakdown of projected hours per task is attached in Table 1. Project billings will be prepared on a monthly basis based on the attached 2012 OBEC rate sheet. We appreciate the opportunity to present this proposal to you for this project. Please do not hesitate to contact me if you have any questions or need additional information. Sincerely, Jeff Bernardo, PE 00 NF N SON AN.1� fQV I� TNtO _ QM • N N F j N N M M N 19 w K N C O O X Z v J y N a a �n O o W m Y 2 W o O N J w O N N N Q O N •p b n J, W co m moo Q O m w O O O L III'lslsstl 'uIWPV (� ' w • N N J O 0 O y p lsllelaedS °Le •° o °� °m r d Iele6WUOJIAU� U 0 o w W gle6eueW . ° m °° ° w O laa w m "' d lsuoO � w t4 Oa 1 Ae.�nS t7 o N ioAeninS v n N lOa(wd mloAamnS 0 11a1md'IS UY w E g ° C ' LJ Z 438100vo c Wf m 40a1 0 Qdtl'J'1$ O N N m vl U Waufilse0 a n m m ro'w Q Q °N n wo O O �oluaS � w w m C'lfiu3 P-Old d+ a Y -6-6 m - a6u3 - O ° O 'Dads'+S lj N w S AW dnmjU v ji6W[wd � N r r o ww Q w w'uwm E 0 o E ledlauud v N o w y . N8W'(md.1S N o 0 o m w F E N w w VI J N J LL m E W ° 0 O 1 m x E Q U N c n GO_ F O m N m W O C W 9 O m s C n W o O V IL 0 rn E 0 `o ° _o a c c 0 a I C C S O O C N m C _ N U a g n in .m G. o ° `o . O O O d Y E E Z E E E w w v' m a` a` a` ao c C L QO m O m O O O L m N E' V l0 E J U' •aF � •- N l7 Q � N 17 Y Haim xa deQ m A r N � U U Bridge/Structures Roadway/Civil . Specifications,Permitting 8 Utilities Survey/Geomatics . Constriction Engineering Management • � � CANSAIfINC > _. � fNAINfFAS 2012 Salary Grade& Hourly Rates Personnel Classification Personnel Classification Principal/Chief Engineer $199• Design Construction Division Manager/Sr. Project Manager $168 Division Manager/Project Manager $141 Project Manager $157 Construction Group Manager $130 Sr. Specifications Engineer $144 _ Assistant Project Manager $122 Sr. Project Engineer $144 Sr. Engineering Technician $119 Project Engineer 4 $128 Field Engineer 3 $114 Project Engineer 3 $114 Engineering Technician 3 $92 Sr. Roadway/Bridge Designer $108 Field Engineer 2 $90 Utility Coordinator $101 Engineering Technician 2 $78 CAD Manager $101 Engineering Technician 1 $70 Specificiations Technician $101 Environmental Team Lead $99 Administration Bridge/Roadway Designer $90 Director Financial Operations $181 Environmental Specialist $90 Project Coordinator $119 Sr. CAD Technician $86 Contract Administrator $113 CAD Technician 2 $70 IT Manager $99 CAD Technician 1 $55 Project Controller $99 Engineering Intern $55 Administrative Team Lead $92 Sr. IT Specialist 3 $92 Surveying Staff Accountant/Project Accountant $92 Division Manager/Project Manager $141 Administrative Assistant 3 $69 Sr. Project Surveyor $114 Branch Office Administrator $69 Project Surveyor $96 IT Specialist 2 $69 Survey Technician 3 $86 Accounting Specialist 3 $58 Survey Technician 2 $70 Accounting Specialist 2 $58 Survey Technician 1 $55 Secretary 2 $58 Survey/Field Intern $55 Receptionist 1 $55 Travel/Reimbursable Expenses: Mileage: ODOT Current Rate - Equipment Charges: Reimbursable job costs will be invoiced at cost. Special equipment @ direct rental cost EUGENE-Corporate O>fee PORTLAND AREA SALEM MEDFORD 641.683.6090 503.620.6103 503.583.4100 641.774.6590 FAX: 541.883.8578 FAX: 503.620 8416 FAX 503.589.4141 FAX: 541.774.5591 920 Country Club Road,Suite 5005 SW Meadows Reed.Sure 2235 Mission Street SE,Suite 100 831 O'Hare Parkway 1008 120 Salem,Oregon 97302-1295 Medford,Oregon 975044005 Eugene,Oregon 97401-6089 Lake Oswego,Oregon 97035- 4288 1wnv.obacxom Bridge/Structures • Roadway/Civil • Heavy Civil/Industrial Facilities Environmental/Permitting • SurveylGeomatics • Construction EngineeringlInspection � fNGINEfAS __ _ - June 12, 2012 To: Kari Olson Re: Contract for Personal Services Purchasing Representative Calle Guanajuato Resurfacing Project City of Ashland OBEC Project No P505-003.00 90 N. Mountain Avenue Ashland, OR 97520 We are sending you: ❑ By Mail ❑ By Messenger ® By FedEx Description: 1. One (1) signed original of the Contract for Personal Services for the Caller Guanajuato Resurfacing Project. 2. Certificates of Insurance in conformity with Section 14 of the Contract. Remarks: Please let me know if you have any questions. Sincerely, Steve Cooper Contarct Administrator SPC Enclosures EUGENE—Corporate Office PORTLAND AREA SALEM MEDFORD 541.683.6090 503.620.6103 503.589.4100 541.774.5590 Fax:541.683.6576 Fax:503.620.8416 Fax:503.589.4141 Fax:541.774.5591 920 Country Club Road,Suite 1008 5000 Meadows Road,Suite 420 2235 Mission Street SE,Suite 100 831 O'Hare Parkway Eugene,Oregon 97401-6089 Lake Oswego,Oregon 97035-2224 Salem,Oregon 97302-1295 Medford,Oregon 97504-4005 www.Obeacam Gf TY RECORDER Page 1 / , ' JJ�� CITY OF - ASHLAND DATE :`� 1��:� �. _'PO NUMBER'.:-. ,� 20 E MAIN ST. 6/20/2012 10923 ASHLAND, OR 97520 _ (541)488-5300 VENDOR: 010507 SHIP TO: Ashland Parks OBEC CONSULTING ENGINEERS C/O 90 N. MOUNTAIN 920 COUNTRY CLUB ROAD STE 100B (541)488-5354 EUGENE, OR 97401-6089 ASHLAND, OR 97520 FOB Point: Req.No.: , Terms: Net Dept.: Req.Del.Date: Contact: Rachel Dials Special Inst: Confirming? No Description � ..,.:' _��:. '-Unit Ptice .� •-.Ext P.nce";- Provide engineering services for the 18,531.00 Calle Guanajuato Resurfacing Project Contract for Personal Services Beginning date: June 11, 2012 Completion date: September 30, 2012 Insurance required/On file SUBTOTAL 18.531-001 BILL TO:Account Payable TAXI 0.00 20 EAST MAIN ST FREIGHT 1 0.00 541-552-2028 TOTAL 18,531.00 ASHLAND, OR 97520 ._ _ ';deeountNumter ;`;�.°,PiojeitNumber , � ._;. � 'Amount Account Number ': '_.�; ,:ProJecfNumber i- �.. .. `Amount' --; E 410.03.22.00.70420 E 000296.999 18 531.00 VENDOR COPY Authorized Signature FORM #3 CITY OF A request for a Purchase Order �S H LAN D REQUISITION Date of request: Required date for delivery: Vendor Name Address,City,State,Zip $31 Qty AtUt WAS/ Contact Name&Telephone Number c G 541-1 7 4-5S4 C Fax Number �yt-11u-5591 SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Ememencv ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form 913,Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Wdtten quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than$5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract# ❑ Verbal/Wdtten quote(s)or proposal(s) ❑ Stale of Washington Intermediate Procurement ❑ Sole Source Contract# GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) ❑ Other government agency contract $5,000 to$100.000 ❑ Written quote or proposal attached Agency ❑ (3)Written quotes attached ❑ Special Procurement Contract It PERSONAL SERVICES ❑ Form#g,Request for Approval Intergovernmental Agreement 5 000 to 75 000 ❑ Written quote or proposal attached ❑ Agency Less than$35,000,by direct appointment Date approved by Council: Dale original contract approved by Council: 3 Wdtten proposals attached Valid until: Date (Date) Description of SERVICES Total Cost r(rAILL1*VV.tt) preliM If(urn^t'' �&Ir0E,`F C i M*QA wvtLt,..o ro4n4%. l Cam. $ tQ ��� I Z �iwunq��. �4Y"�+'`�`� I J Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST Per attached quotelproposal $ Project Numbe0oaltp -Y31 Account Number 410.93U-OD-7atWD Account Number------------------- Account Number___-__-__- 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes/No signing..this`�quisitionn foam,,I certify that the City's public contracting requirements have be r s tisfied. Employee Signature> UAA U11.� D Department Head Signature: ( ial to orgreaterthan$5,000) Additional signatures(if applicable): Funds appropriated for current fiscal year: Ci" I NO Finance Director-(equal to or g6 rthan$5,000) Date Comments: Form#3-Requisition CITY OF ASHLAND FORM #4 DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to $75,000 To: Dave Kanner, Public Contracting Officer From: Don Robertson, Parks and Recreation Director Date: 6-8-12 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less than $75,000, the Department Head shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the services required under the proposed contract. However, the City Attorney, the Public Contracting Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that the purposes of this chapter are upheld. Backeround The department's intent is to contract with OBEC for survey,preliminary engineering and permit coordination for the Calle Guanajuato repaving project by June 13, 2012. . The estimated cost is $18,531 and amount budgeted is $19,000. The timeline of the intended contract will be June 13, 2012 with a completion date of September 30, 2012. Confirm the department has developed, and fully plans to implement, a written plan for utilizing such services which will be included in the contractual statement of work.] Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of City personnel to perform the services, and that the City does not have the personnel and resources to perform the services required under the proposed contract? There is a large amount of survey and preliminary engineering work that needs to be completed prior to the submittal of the pre-application. Parks and Recreation staff does not have the knowledge to lead this project and therefore we are relying on OBEC (who has been involved with past Calle projects) to take the lead on design concepts evaluation of existing conditions, site plans and other details. We have concerns about some of the existing conditions and we would like a 3`d party company to work with us to Form#4-Department Head Determinations to Procure Personal Services,Page 1 of 2,6/8/2012