HomeMy WebLinkAbout2004-054 Contract - Carollo Engineers
ENGINEERING SERVICES CONTRACT
Consultant services contract made on the date specified below in Recital A
between the City and Consultant as follows:
Recitals:
A. The following information applies to this contract:
CITY: CITY OF ASHLAND Consultant: CAROLLO ENGINEERING
City Hall ROBERT EIMSTAD, PE
20 E. Main St. Address: 5100 SW MACADAM AVE, STE 440
Ashland, Oregon 97520 PORTLAND OR 97201
(541) 488-5347
FAX: (541) 488-6006 Telephone: 503/227-1885
FAX: 503/227-1747
Date of this agreement: ¶ B: RFP date: November 24, 2003
January 5, 2004 Proposal date: December 10, 2003
¶2.2. Contracting officer: Paula C. Brown, PE
¶2.4. Project: TAP Water Line Extension Project
16. Consultant's representative: Robert Eimstad, PE
¶8.3. Maximum contract amount: NTE $75,000.00
B. On the date noted above, City issued a request for.proposals (RFP) for
consulting services needed by City for the project. described above. Consultant
submitted a proposal in response to the RFP on the date noted above.
C. After reviewing Consultant's proposal and proposals submitted by other
offerors, City selected Consultant to provide the services covered by the RFP.
City and Consultant agree as follows:
To accept submitted proposal, revised scope of work and deliverables.
1. Relationship between City and Consultant: Consultant accepts the relationship
of trust and confidence established between Consultant and City by this contract.
Consultant covenants with the City to perform services and duties in
conformance to and consistent with the standards generally recognized as being
employed by professionals of consultant's caliber in the locality of the project.
Consultant further covenants to cooperate with City, City's representatives,
contractors, and other interested parties in furthering the interests of City with
respect to the project. In order to promote successful completion of the project in
an expeditious and economical manner, Consultant shall provide professional
consulting services for City in all phases of the project to which this contract
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applies, serve as City's professional consulting representative for the project, and
give professional consultation and advice during the term of this contract.
Consultant acknowledges that City is relying on consultant to provide
professional consulting services in a manner that is consistent with the interests
of City.
2. Definitions: Generally words, terms and phrases used in this contract shall
have the meaning ascribed to them in the construction industry, unless the
context clearly indicates otherwise. As used in this contract:
2.1. "City' means the City of Ashland, Oregon.
2.2. "Contracting officer" means the person specified in Recital A above or
that person's designee.
2.3. "Project" means the project described in Recital A.
2.4. 'Work" or "Services" shall mean all labor, materials, plans,
specifications, opinions, reports, and other consulting services and products
which Consultant is required to provide under this contract.
3. Term: The term of this contract shall commence on the date specified in
Recital A above and end on completion of all services required by this contract
unless sooner terminated as provided in this contract.
4. Authority of contracting Officer: The contracting officer shall have the authority
to act on behalf of City in the administration and interpretation of this contract.
The contracting officer shall have complete authority to authorize services,
transmit instructions, receive information, interpret and define City's policies and
make other decisions with respect to Consultant's services.
5. Consulting Services: Consultant shall provide services to City that are
described in the RFP.
5.1. In connection with the services described in the RFP, Consultant
shall:
5.1.1. Consult appropriate representatives of City to clarify
and define City's requirements relative to the services.
5.1.2. Review available data relative to the services.
5.1.3. Identify data which is not available and is needed to
fulfill the services, and act as City's representative in obtaining such
data.
5.1.4. Prepare monthly progress reports to the contracting
Officer on the status of services.
5.1.5. Cooperate with other consultants retained by City in
the exchange of information needed for completion of the services
and the project.
5.2. Consultant shall commence performance of services within five days
after receiving written authorization from the contracting officer for work
described in the RFP. Consultant shall perform the services as expeditiously as
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is consistent with professional skill and care and the orderly progress of the
project. Upon request of City, Consultant shall submit for City's approval, a
schedule for the performance of work elements described in the RFP. Each
schedule shall include allowance for periods of time required for City's review and
approval of Consultant's services. Each schedule, approved by City, shall
become a part of this contract.
5.3. Consultant shall perform the services as an independent contractor in
accordance with generally accepted standards in Consultant's profession.
Consultant shall be responsible for the professional quality, technical accuracy
and the coordination of all services performed by Consultant. Consultant shall,
without additional compensation, correct or revise any error or deficiencies in the
services that are caused by Consultant's negligence. City's review, approval,
acceptance of, or payment for, any of the services shall not be construed to
waive any of City's rights under this contract or of any cause of action arising out
of Consultant's services. In the event of any breach of this contract by Consultant
or negligent performance of any of the services, City's cause of action against
Consultant shall not be deemed to accrue until City discovers such breach or
negligence, or should have, with reasonable diligence, discovered such breach
or negligence. The preceding sentence shall not be construed, however, to allow
City to prosecute an action against Consultant beyond the maximum time
limitation provided by Oregon law.
6. Assignment of Consultant's Personnel:
6.1. The services covered by this contract shall be rendered by, or under
the supervision of the person specified in Recital A above, who shall act as
Consultant's representative in all communications and transactions with City.
6.2. Consultant will endeavor to honor reasonable specific requests of City
with regard to assignment of Consultant's employees to perform services if the
requests are consistent with sound business and professional practices.
7. Responsibilities of City:
7.1. City will cooperate fully with Consultant to achieve the objectives of
this contract.
7.2. City will provide information, documents, materials and services that
are within the possession or control of City and are required by Consultant for
performance of the services.
7.3. City will arrange for access to, and make all provisions for Consultant
to enter upon, public and private property as required for Consultant to perform
the services.
7.4. City will provide all permits necessary for completion of the project.
7.5. The contracting officer will act as liaison between City, Consultant,
public agencies, and others involved in the project.
8. Payment:
8.1. City shall pay Consultant for services and reimburse Consultant for
expenses incurred by Consultant in performance of services in accordance with a
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payment schedule to be submitted by Consultant and accepted by City. No
reimbursement will be made for expenses that are not specifically itemized in this
payment schedule without prior approval by the contracting officer.
8.2. Consultant shall submit monthly invoices to City for Consultant's
services within ten days after the end of the month covered by the invoice.
8.3. Total payments under this contract or any amendments shall not
exceed the sum specified in Recital A above.
9. Compliance with Law:
9.1. This contract will be governed by and construed in accordance with
laws of the State of Oregon. Consultant shall promptly observe and comply with
all present and future laws, orders, regulations, rules and ordinances of federal,
state, City and city governments with respect to the services including, but not
limited to, provisions of ORS 279.312, 279.314, 279.316 and 279.320.
9.2. Pursuant to ORS 279.316(2) any person employed by Consultant who
performs work under this contract shall be paid at least time and a half pay for all
overtime in excess of 40 hours in any one week, except for persons who are
excluded or exempt from overtime pay under ORS 653.010 to 653.261 or under
29 U.S.C. Sections 201 to 209.
9.3. Consultant is a "subject employer" as defined in ORS 656.005 and
shall comply with ORS 656.017. Prior to commencing any work, Consultant shall
certify to City that Consultant has workers' compensation coverage required by
ORS Chapter 656. If Consultant is a carrier insured employer, Consultant shall
provide City with a certificate of insurance. If Consultant is a self-insured
employer, Consultant shall provide City with a certification from the Oregon
Department of Insurance and Finance as evidence of Consultant's status.
9.4. If the amount of this contract is $15,713.00 or more, Consultant is
required to comply with chapter 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in this chapter, to all employees performing work under
this contract and to any subcontractor who performs 50% or more of the service
work under this contract. Consultant is also required to post the attached notice
predominantly in areas where it will be seen by all employees.
10. Ownership of Documents: All documents prepared by Consultant pursuant to
this contract shall be the property of City. To the extent permitted by law, City
shall, within the limits of the Oregon Tort Claims Act, defend, indemnify and
hold harmless Consultant, its consultants, agents and employees against all
damages, claims, expenses and losses arising out of any reuse of plans,
specifications and other documents prepared by Consultant without prior
written authorization of Consultant.
11. Records:
11.1. Consultant shall develop and maintain complete books of account
and other records on the services which are adequate for evaluating Consultant's
performance. Consultant shall maintain records in such a manner as to provide a
clear distinction between the expenditures and revenues related to the project
and the expenditures and revenues related to Consultant's other business.
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11.2. Consultant's books and records shall be made available for
inspection by City at reasonable times, to verify Consultant's compliance with this
contract. City shall have the right to request an audit of Consultant's books and
records by a certified public accountant retained by City.
12. Indemnification: Consultant shall defend, indemnify and save City, its officers,
agents, and employees harmless from any and all claims, actions, costs,
judgments, damages or other expenses resulting from injury to any person
(including injury resulting in death,) or damage to property (including loss or
destruction), of whatsoever nature arising out of or incident to the negligent
performance of this contract by Consultant (including but not limited to, the
negligent acts or omissions of Consultant's employees, agents, and others
designated by Consultant to perform work or services attendant to this
contract). Consultant shall not be held responsible for any claims, actions,
costs, judgments, damages or other expenses, directly and proximately
caused by the negligence of City.
13. Insurance:
13.1. Consultant shall, at its own expense, at all times during the term of
this contract, maintain in force:
13.1.1. A comprehensive general liability policy including
coverage for contractual liability for obligations assumed under this
contract, blanket contractual liability, products and completed
operations and owner's and contractor's protective insurance;
13.1.2. A professional errors and omissions liability policy;
and
13.1.3. A comprehensive automobile liability policy including
owned and non=owned automobiles.
13.2. The coverage under each liability insurance policy shall be equal to
or greater than the limits for claims made under the Oregon Tort Claims Act with
minimum coverage of $500,000 per occurrence (combined single limit for bodily
injury and property damage claims) or $500,000 per occurrence for bodily injury
and $100,000 per occurrence for property damage.
13.3. Liability coverage shall be provided on an "occurrence" basis.
"Claims made" coverage will not be acceptable, except for the coverage required
by subsection 13.1.2.
13.4. Certificates of insurance acceptable to the City shall be filed with
City prior to the commencement of any work by Consultant. Each certificate shall
state that coverage afforded under the policy cannot be cancelled or reduced in
coverage cannot be made until at least 30 days prior written notice has been
given to City. A certificate which states merely that the issuing company "will
endeavor to mail" written notice is unacceptable.
14. Default:
14.1. There shall be a default under this contract if either party fails to
perform any act or obligation required by this contract within ten days after the
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other party gives written notice specifying the nature of the breach with
reasonable particularity. If the breach specified in the notice is of such a nature
that it cannot be completely cured within the ten day period, no default shall
occur if the party receiving the notice begins performance of the act or obligation
within the ten day period and thereafter proceeds with reasonable diligence and
in good faith to effect the remedy as soon as practicable.
14.2. Notwithstanding subsection 1.4.1, either party may declare a default
by written notice to the other party, without allowing an opportunity to cure, if the
other party repeatedly breaches the terms of this contract.
14.3. If a default occurs, the party injured by the default may elect to
terminate this contract and pursue any equitable or legal rights and remedies
available under Oregon law. All remedies shall be cumulative.
14.4. Any litigation arising out of this contract shall be conducted in Circuit
Court of the State of Oregon for Jackson County.
15. Termination without Cause:
15.1. In addition to the right to terminate this contract under subsection
14.3, City may terminate by giving Consultant written notice sixty days prior to
the termination date.
15.2. In addition to the right to terminate this contract under subsection
14.3, Consultant may complete such analyses and records as may be necessary
to place its files in order and, where considered necessary to protect its
professional reputation, to complete a report on the services performed to date of
termination.
15.3. If City terminates the contract under subsection 15.2, Consultant
shall be paid for all fees earned and costs incurred prior to the termination date.
Consultant shall not be entitled to compensation for lost profits.
16. Notices: Any notice required to be given under this contract or any notice
required to be given by law shall be in writing and may be given by personal
delivery or by registered or certified mail, or by any other manner prescribed by
law.
16.1. Notices to City shall be addressed to the contracting officer at the
address provided for the City in Recital A above.
16.2. Notices to Consultant shall be addressed to the Consultant's
representative at the address provided for the Consultant in Recital A above.
17. Assignment: City and Consultant and the respective successors,
administrators, assigns and legal representatives of each are bound by this
contract to the other party and to the partners, successors, administrators,
assigns and legal representatives of the other party. Consultant shall not assign
or subcontract Consultant's rights or obligations under this contract without prior
written consent of City. Except as stated in this section, nothing in this contract
shall be construed to give any rights or benefits to anyone other than City and
Consultant.
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18. Modification: No modification of this contract shall be valid unless in writing
and signed by the parties.
CONSUL
BY BY S
Fed. ID # f:?K- 09ffZFZ REVIEWED AS O CONTENT
BY
City Department He66
Date: //3/o v
Codin, '
(for City use only)
17ZI/
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SCOPE OF SERVICES
The following scope of services details specific work elements to be completed by Carollo
Engineers on the TAP Intertie Extension Project.
Task 1. Project Initiation
Subtask 1.1. Workshop 1 - Project Kick-off Meeting. Conduct a project kick-off meeting
with City staff to introduce Carollo team members, review the scope of services, and formalize
City goals and objectives.
Subtask 1.2. Gather and Review Background Data. Following the Project Kickoff Meeting,
gather and review existing water system data including the existing H20Net hydraulic model,
TAP project design information and as-built construction drawings, GIS data files, copies of
TAP-related reports, geo-technical reports and studies, data and information available from
Rogue Valley Council-of-Governments (RVCOG), aerial photographs, topographic information,
environmental and natural resources data, and other related information.
Subtask 1.3. Identify Project Constraints. Review and conduct necessary meetings or
conversations with local and state agencies to identify key project constraints, environmental
concerns, costs, and funding opportunities. Identified constraints will be used to develop and
evaluate alternatives. Agencies will include, at a minimum, those listed in the RFP work
description.
Subtask 1.4. Develop Design and Cost Criteria. Develop criteria for sizing pipelines, pump
stations and storage reservoirs, and for reviewing hydraulic and water quality impacts of the
TAP connection to the City's water system. Develop capital and life cycle cost criteria for
evaluating alternatives.
Deliverables - Task 1
• Summary Notes from the Project Kick-off Meeting.
• Summary notes from meetings/conversations with local and state agencies and
franchise utilities.
• Technical Memorandum #1 summarizing project constraints, and design and cost
criteria.
Task 2. Evaluate Storage, Distribution System, and Water Quality Requirements
Subtask 2.1. Review Existing TAP Project and Pumping Facilities. Review the existing
TAP project drawings, design documents, and construction specifications. Evaluate
requirements for connection to the existing pipeline, and pumping requirements.
Subtask 2.2. Review Water System Demands. Review current and future water system
demands and water production capacity at the City's Water Treatment Plant.
Subtask 2.3. Develop and Evaluate Storage Options. Evaluate storage requirements for
each of the City's designated reservoir service areas based upon current and build-out land use
conditions. The storage analysis will consider requirements for operational equalization,
emergency, and fire reserve. Develop and evaluate storage options to address current and/or
future storage deficits. Review locations for a future TAP Reservoir, if recommended.
1ACarolloProjects\Ashland\TAPWatermainPreDesign\Contract\RevisedContractScope_P1vm tdoc 1
Subtask 2.4. Calibrate Water System Model. Use pressure and flow data provided by the
City to finalize calibration of the City's H20NET water system hydraulic model to facilitate
evaluation of connection alternatives.
Subtask 2.5. Develop and Evaluate TAP Connection Options. Develop alternatives for the
TAP connection based upon current and future storage requirements. Identify preliminary
pipeline size and pumping requirements for each alternative using the water system model.
Select the optimum TAP connection point. Evaluate impacts of the TAP connection on
distribution system hydraulics, including flow direction and velocity. If recommended, select a
preliminary site for a future TAP Reservoir.
Subtask 2.6. Review TAP Water Quality Impacts. Evaluate the quality of MWC water and
develop recommendations to mitigate potential impacts on water quality associated with mixing
of TAP and City-produced waters. Recommend facilities or operational strategies to mitigate
any noted water quality impacts (e.g. clear well, chemical feed, etc).
Subtask 2.7. Workshop 2 - TAP Storage and Delivery Options. Conduct a workshop with
City staff to review TAP storage and delivery options, and review potential hydraulic and/or
water quality impacts associated with the TAP connection.
Subtask 2.8. Finalize TAP Reservoir Size and Location and Pumping Requirements.
Based upon feedback from Workshop 2, finalize the preliminary size and location of the TAP
reservoir location and pumping requirements for delivery of MWC water from existing TAP
facilities to the City. If necessary, conduct preliminary geotechnical and environmental
evaluations on proposed reservoir site.
Deliverables - Task 2
• Calibrated H20NET Water System Model.
• Technical Memorandum #2 summarizing current and future water system demands,
storage requirements, TAP connection alternatives, and potential hydraulic and/or water
quality impacts associated with TAP connection and MWC water.
• Summary notes for Workshop 2.
Task 3. Conduct Pipeline Routing Study
Subtask 3.1. Identify Preliminary Pipeline Routes. Develop up to three (3) pipeline routing
options for delivery of MWC water from the existing terminus of the TAP pipeline to the
recommended water system connection. Consider contracted flows, current and future
demands, diameter, system head losses, and pumping requirements.
Subtask 3.2. Evaluate Constraints for Route Options. Review comments with local and
state regulatory agencies to evaluate specific constraints and requirements for each preliminary
route. Evaluate natural resources, environmental, geological, permitting and other constraints
for each option.
Subtask 3.3. Estimate Capital and Life-cycle Costs. Prepare preliminary project cost
estimates and estimated 20-year life cycle costs for each option using cost criteria developed in
Task 1.
Subtask 3.4. Evaluate Pipeline Alternatives. Evaluate each pipeline alternative using a
matrix-based approach considering economic and non-economic criteria and weighting factors.
I:\CamlloPmie tsWshlandtTAPWatermainPreDesign\Contract\RevisedContractScope_Plvml.doc 2
Criteria to be included in the analysis may include criteria summarized in the project approach,
and other criteria specified by City staff. Weighting factors will be determined with input from
City staff.
Subtask 3.5. Workshop 3 - TAP Pipeline Alternatives. Conduct a workshop with City staff to
pipeline routing alternatives for the TAP pipeline from the existing terminus to the selected TAP
reservoir location.
Subtask 3.6. Select Optimum Pipeline Route. Based upon feedback from Workshop 3 and
the pipeline alternative evaluation, select the optimum pipeline route.
Subtask 3.7. Provide TAP Scenario for Water System Model. Update the City's H20Net
hydraulic model with a future scenario for the TAP pipeline, including water mains, reservoirs,
pumping and water quality facilities.
Deliverables - Task 3
• TAP scenario for the H20NET Water System Model.
• Technical Memorandum #3 summarizing pipeline routing alternatives, capital and life
cycle costs associated with each option, and the recommended pipeline route.
• Summary notes from Workshop 3.
Task 4. Complete Conceptual Design
Subtask 4.1. Evaluate Right-of-Way and Prepare Oversized Drawing. The City will collect
and compile right-of-way and topography information along the selected pipeline route and
prepare an AutoCAD base map. Carollo will add the routing options including connections to
existing water mains, and proposed pipeline alignment, pump stations, and reservoirs. The final
oversized drawing will identify pipeline alternatives, existing rights-of-way and easements, land
acquisition requirements, public and franchise utilities, creeks and streams, wetlands and ntural
resource elements, soil boring locations, and miscellaneous structures and obstructions.
Subtask 4.2. Prepare Reservoir & Pump Station Schematic Drawings. Prepare schematic
drawings of proposed reservoirs and pump stations to be included in the final report. Schematic
drawings for reservoirs will show preliminary site drawings with plan and profile views.
Schematic drawings of pump stations will show preliminary site layout and a preliminary plan for
the pump station.
Subtask 4.3. Prepare Conceptual Cost Estimates. Prepare cost estimates for the
recommended alternative. Estimates will include all project costs including construction,
easement and right-of-way acquisition, final design engineering, permit acquisition, and
construction management.
Subtask 4.4. Complete Permit Applications. Prepare applications for required permits
associated with the recommended alternative. Permits or agreements for the TAP project may
be required from ODOT (right-of-way permit), Oregon Health Division (construction permit),
Oregon Department of Environmental Quality (NPDES 12000 and other permits), Oregon Water
Resources Department, Talent Irrigation District, Medford Water Commission, City of Talent,
and/or Jackson County.
I:\CarolloPmiects\AshlandtTAPWatermainPreDesign\Contract\RevisedContmctScope Plvml.doc 3
Subtask 4.5. Prepare Land/Easement Acquisition Documents. Prepare legal descriptions
and exhibit maps for identified rights-of-way, easements, and land to be acquired by the City
prior to construction of the TAP project.
Subtask 4.6. Prepare Preliminary Design Report. Prepare a draft Preliminary Design Report
summarizing the study. The report will include alternatives, analyses, cost estimates,
conclusions and recommendations, the oversized alternatives drawing prepared with City
assistance, schematic design drawings for reservoirs and pump stations (11x17). Permit
applications, and legal descriptions for land and easement acquisitions will be provided
separately.
Subtask 4.6. City Council Acceptance. Make a presentation of the Preliminary Design Report
to City Council providing an overview of work completed on the project, a summary and
justification of recommendations.
Deliverables - Task 4
1. Five (5) hard copies and one electronic copy of the Draft and Final Preliminary Design
Reports.
2. One electronic copy of reservoir and pump station schematic drawings drawings. (Note: All
documents or drawings will be provided in a Microsoft Word or AutoCAD format compatible
with the City's software.)
3. Five (5) hard copies and one electronic copy of all required permit applications.
4. Five (5) hard copies and one electronic copy of all right-of-way/easement acquisition legal
descriptions and exhibit maps.
I:\CarolloProjects\Ashland\TAPWatennainPreDesign\Contracl\RevisedContmctScope_Plvmt.dm 4
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November 26, 2003
City of Ashland
Department of Public Works
51 Winburn Way
Ashland, OR 97520
Attention: Ms. Paula Brown
Subject: Proposal for Preliminary Engineering Services - TAP Waterline Extension
Project No. 2003-34
Dear Paula:
Our goal on the TAP project is to provide the City with the greatest benefit from it's new
water supply. If selected, we will identify where and how to make the TAP connection to
control costs, to allow the best utilization of the water, and to help the City address any
water storage and distribution deficiencies. Our familiarity with your system and your
H20Net model will allow us to complete the work without putting a burden on your staff
resources. We will hit the ground running.
I am proposed as both the Project Manager and the partner-in-charge. I enjoy working for
the City of Ashland and I believe that my planning and preliminary design expertise will help
the City find the best alternative. I have maintained my personal commitment to high quality
service to the City for the past seven years. That commitment to service will be maintained
throughout this project. You know that our work is of high quality and that we will be
responsive to any issues or concerns that you may have as the project unfolds.
I am pleased to be able to offer Preston Van Meter as the Project Engineer. Preston has the
right mix of skills, project experience and energy to push this project to successful
completion. I know he has been responsive and helpful during his review of your water
system planning and your H20Net model. That is indicative of the service that he will
provide on this project.
Give me a call if you need additional information or have questions and have a great
Thanksgiving!
Very truly yours,
CAR O ENGINEERS ~P.C.
Robert . Etmstad, P.E.
Partner
RBE:tb
V:\Client89W5htand\Prop\2003\TAPprolect1103\DM\TAF`G0"rLeRer.doc
4380 SOUTHWEST MACADAM AVENUE, SUITE 350 • PORTLAND, OREGON 97239-6406 • (503) 227-1885 • FAX (503) 227-1747
F • ; ;
erline Extension
a .qRp. STANDING > The optimum TAP pipeline route that minimizes
C>a Id V i o as been providing costs and impacts (both environmental and
en meerin City of Ashland for over community);
v n ear . time, we have completed a > Mitigation of hydraulic and water quality impacts
n m projects and have consistently from the TAP connection to City's distribution
t".6
oa commitment to high quality service system;
> Permitting and right-of-way/easement acquisition
The Carollo team offers a detailed understanding of assistance;
the engineering issues and community needs that > Detailed preliminary cost estimates; and
must be addressed in completing preliminary design
of the TAP pipeline extension and connection to the > Use of TAP water in conjunction with Ashland's
City's water distribution system. Our past work in water to meet demand and optimize the City's
preparing your Long-Range Comprehensive Water water costs.
Supply Plan established water demands over a range
of conservation scenarios, identified future supply KEY ISSUES
deficits, and evaluated alternative supply sources. The Key project issues are summarized herein.
plan had extensive community involvement resulting
in buy-in from a broad cross section of the community Identify TAP Water Delivery Options
and resulted in the City sharing the cost of the TAP
project. No other firm understands the City's water The regional pump station does not have capacity
supply issues as well as Carollo. to deliver TAP water to the City of Ashland.
Intermediate pumping facilities will be required. A list
Carollo also has a thorough understanding of your of additional improvements for the City of Ashland to
water distribution system. We completed the initial utilize the TAP pipeline included in the August 1997
development of your water distribution system TAP Waterline Interne Study noted that a booster
hydraulic model and, most recently, a technical review pump station may be required.We will utilize the
of your Water Master Plan and hydraulic model. City's water distribution system hydraulic model to
evaluate options to minimize pumping while providing
Our understanding of your community and long-range additional storage as recommended in the City's Water
water supply issues, our knowledge of your water Master Plan. Options may include:
distribution system, our expertise in H20Net modeling,
and our water system planning and design expertise > Installing a small booster pump station near Hwy
will help ensure project success. 99 to deliver TAP water to a new storage reservoir
Project Objectives or distribution system connection in a low pressure
zone
We will provide recommendations for the TAP pipeline > Installing a larger booster pump station near Hwy
considering all impacts on the City and the City's
existing water distribution system: 99 to deliver TAP water to Crowson Reservoir, a
new reservoir, or a distribution system connection
► Storage reservoir and pumping recommendations in a high pressure zone.
for the TAP connection that will strengthen the ► Constructing a new reservoir outside the city
City's ability to meet water demand in all zones; limits (e.g. Jackson County), and pumping to the
distribution system connection point.
vdCGco,69Nshl nd\Proi>\rprro;mvndd\ProV)s:dI103.fndd C o r o l l a Engineers • A-1
Optimize Water Storage and Distribution System other direct costs. Our detailed approach and expert
Hydraulics cost estimating databases will allow us to accurately
assess these costs.
The October 2002 City of Ashland Water Distribution
Analysis and Capital Improvement Plan (Master We will base the final recommendation on an evaluation
Plan) estimates a storage deficit in the City of 5.17 of economic and non-economic criteria. We will work
million-gallons by 2022. Therefore, the Master Plan with the City to develop a list of criteria and weighting
recommends the City construct two new 2.5 million- factors to select the best long-range alternative.
gallon reservoirs. One of these reservoirs would store Potential criteria may include: initial construction cost,
TAP water and provide storage for lower pressure zones life-cycle cost, constructability, storage optimization,
near the incoming TAP connection. distribution system impacts, environmental and
natural resources impacts, permitting, operations and
However, our review of the Master Plan storage maintenance, water supply reliability, and other factors.
assumptions indicates the future storage deficit may
not be this large. An indication of this is the City's Prepare Conceptual Design and Detailed Cost
current problem with utilization and turnover in Alsing Estimates
Reservoir. We will use the City's calibrated hydraulic
model to provide storage recommendations meeting We will complete preliminary design of recommended
your long-term storage requirements, and optimizing pipelines, pumping facilities, and reservoirs. This
utilization and turnover in your existing reservoirs. preliminary design will be developed in sufficient detail
to uncover fatal flaws, identify all costs associated with
We will also review hydraulic impacts associated the TAP connection, and allow a smooth transition
with pipeline velocities and pumping requirements in into final design and construction. We will provide
evaluating and locating a TAP water reservoir. Pumping conceptual design drawings showing the recommended
into the existing distribution system will likely increase TAP pipeline and pumping facilities delivered from
velocities and may reverse the direction of flow in some the end of the pipeline near the City of Talent to the
pipelines. These changes can negatively impact water recommended connection point within the City's
quality in pipelines by dislodging pipe tuberculation. We existing distribution system.
will evaluate these potential impacts and recommend
mitigation strategies and system improvements to The detail of our preliminary design and cost estimates
protect water quality for all of Ashland's customers. will allow the City to systematically implement this
project to fit within its Capital Improvement Program.
Review TAP Water Qualitylmpacts Where possible, we will identify intermediate projects
in the Preliminary Design Report that can or should
We will review the water chemistry of the finished water be completed prior to pipeline construction. These
from the two sources and evaluate potential impacts of projects may include property and easement acquisition,
the mixing of City of Ashland water with TAP water. distribution system improvements to reduce impacts
There is a potential that the mixing of these two water of the TAP connection, pumping facilities, and
sources could negatively impact water quality or cause optimization strategies for the City's existing storage
variations in taste and water quality that could displease reservoirs.
customers. We will review the chemistry of the two
water sources and identify any potential impacts. If Provide Right-of-Way/Easement Documents
potential impacts exist, we will recommend mitigation
strategies. Once the recommended location of additional storage
facilities and the TAP pipeline are determined, we
Recommend the Best Long-Range Solution will prepare legal descriptions and provide preliminary
drawings. The legal descriptions and drawings will be
We will develop several pumping, storage and pipeline valuable in explaining impacts to property owners and
routing options, considering initial construction costs will be attached as exhibits to finalized agreements.
associated with the pipeline, storage reservoir, pumping, We will also conduct research and include costs for
land acquisition, distribution system improvements, and easement and right-of-way acquisition in the overall
costs for the project.
V:\Cli.t89Wshland\Prop\T pProjeuUnddT,optrsa11103.indd C a r o I 1 o Engineers a A-2
SCOPE OF SERVICES storage required for operational equalization,
The following scope of services outlines specific tasks to emergency, and fire reserve. Provide the size
be completed by Carollo for the TAP Interne Extension and pressure zone for a future TAP reservoir, if
Project. We will complete all services required in the recommended.
Request for Proposals. Subtask 2.2. Identify TAP Reservoir Location and
A list of tasks follows the scope of services and provides Pumping Requirements. Use the City's H20Net
further detail to our anticipated services. water system model to identify the optimum location
of any TAP reservoir and pumping requirements.
Task 1. Project Initiation Evaluate impacts of the reservoir on distribution
system hydraulics, including flow direction and
Subtask 1.1. Workshop I - Project Kick-off velocity. Select a preliminary site for any future TAP
Meeting. Conduct a project kick-off meeting with Reservoir.
City staff to introduce Carollo team members
and review the scope of services, City goals, and Review current w c Evaluate Pipeline Size Requirements.
and future water system demands
objectives.
and water production capacity at the City's Water
Subtask 1.2. Gather and Review Background Treatment Plant. Identify the optimum size TAP
Data. Gather and review existing water system data pipeline based upon contracted flows and potential
including the existing H20Net hydraulic model, future demands, system head losses, and pumping
TAP design information and as-built construction requirements.
drawings, CIS data files, copies of TAP-related
reports and studies, data and information available Subtask 2.4. Review TAP Water Quality Impacts.
from Rogue Valley Council-of-Governmen[s Evaluate the quality of MWC water and develop
(RVCOG), aerial photographs, topographic recommendations to mitigate potential impacts on
information, environmental and natural resources water quality associated with mixing of TAP and
data, and other related information. City-produced waters. Recommend facilities or
operational strategies to mitigate any noted water
Subtask 1.3. Identify Project Constraints. Conduct quality impacts (e.g. clearwell, chemical feed, etc).
meetings with local and state agencies to identify key
project constraints, environmental concerns, costs, Subtask Workshop 2 - Future Storage and
and funding opportunities. Constraints will be used Pumping ng Requirements. Conduct a workshop with
to develop and evaluate alternatives. Agencies will City staff to review future storage and pumping
include, at a minimum, those listed in the RFP work requirements, and preliminary locations for the
future TAP reservoir.
description.
Subtask 2.6. Finalize TAP Reservoir Size and
Subtask 1.4. Review Existing TAP Project and
Location and Pumping Requirements. Based upon
Pumping Facilities. Review the existing TAP project
feedback from Workshop 2, finalize the preliminary
drawings, design documents, and construction
size and location of the TAP reservoir location and
specifications. Evaluate requirements for connection pumping requirements for delivery of MWC water
to the existing pipeline, and pumping requirements from existing TAP facilities to the City. If necessary,
in addition to the existing regional pump station.
conduct preliminary geotechnical and environmental
Task 2. Evaluate Storage, Distribution System, evaluations on proposed reservoir site.
and Water Quality Requirements Subtask 2.7. Update Water System Hydraulic
Subtask 2.1. Assess Future Storage Requirements. Model. Update the City's H20Net hydraulic
Complete an evaluation for each of the City's model with a future scenario for the TAP pipeline,
water system pressure zones to assess future storage including water mains, reservoirs, pumping and water
requirements. The storage analysis will consider quality facilities, if needed.
V.\Clie.,89Wshland\P.pkTapPrujec,VnddT,orw.11103.indd C a r o I l o Engineers • A-3
Task 3. Conduct Pipeline Routing Study Subtask 4.2. Prepare Conceptual Cost Estimates.
Subtask 3.1. Identify Preliminary Pipeline Routes. Prepare cost estimate based upon the preliminary
Develop 2 or 3 pipeline routing options for delivery design drawings. Estimates will include all project
of MWC water from the existing terminus of the costs including construction, easement and right-of-
TAP pipeline to the connection with the City's way acquisition, engineering, permits, etc.
existing water distribution infrastructure. Subtask 4.3. Complete Permit Applications.
Subtask 3.2. Evaluate Constraints for Route Prepare applications for required permits associated
Options. Review comments with regulatory agencies with the recommended alternative.
to evaluate specific constraints and requirements for Subtask 4.4. Prepare Land/Easement Acquisition
each preliminary route. Evaluate natural resources, Documents. Prepare legal descriptions and exhibit
environmental, geological, permitting and other maps for identified rights-of-way, casements, and
constraints for each option. land to be acquired by the City prior to construction
Subtask 3.3. Estimate Project and Life-cycle Costs. of the TAP project.
Prepare preliminary project cost estimates and Subtask 4.5. Prepare Preliminary Design Report.
estimated 20-year life cycle costs for each option. Prepare a draft Preliminary Design Report
Subtask 3.4. Evaluate Pipeline Alternatives. summarizing the study. Include preliminary design
Evaluate each pipeline alternative using a matrix- drawings (11x17), and cost estimates. Permit
based approach considering economic and non- applications, and acquisition legal descriptions and
economic criteria and weighting factors. Criteria exhibits will be provided separately.
to be included in the analysis may include criteria Subtask 4.6. City Council Acceptance. Present the
summarized in the project approach, and other Preliminary Design Report to City Council.
criteria specified by City staff. Weighting factors will
be determined with input from City staff. CITY AND CONSULTANT DELIVERABLES
Subtask 3.5. Workshop 3 - TAP Pipeline For this project, we will need from you (estimated
Alternatives. Conduct a workshop with City staff to hours):
get input on pipeline routing alternatives. 1. General City Project Management (1.2 hours per
Subtask 3.6. Select Optimum Pipeline Route. week)
Select the optimum pipeline route based upon the 2. Attend Project Workshops (3 workshops @ 2-3
results of the pipeline alternative evaluation. hours each)
Task 4. Complete Conceptual Design 3. Assist in gathering background information (4 hours)
Subtask 4.1. Prepare Conceptual Design Drawings. 4. Review TAP Reservoir Site options (2 hours)
Prepare preliminary design drawings for the 5. Review TAP pipeline routing alternatives (2 hours)
recommended alternative. Drawings will include 6. Provide H20Net water system hydraulic model and
water main size and location, pumping facilities, summary documentation (2 hours)
storage reservoirs, water quality facilities, distribution
system improvements, sediment and erosion control 7. Review Draft Preliminary Design Report (4 hours)
plans, electrical, instrumentation and controls, and 8. Attend the City Council study session and
other specialty design requirements associated with presentation meetings (2 meetings @ 3 hours)
the recommended alternative. Plans will identify
areas with required land, right-of-way, or easement
acquisition.
\5\Client89bA.hland\Pmp\Taprmject\fndd'P.o a11103.indd Co r o I l o Engineers • A-4
We will provide you with: Management and Organizational Structure
Carollo's organizational structure is based on our belief
1. Presentation materials and facilitation of project in the special nature of the owner/client relationship.
meetings and workshops, the City Council study Administrative duties are split among our 40
session, and the City Council presentation. partners, and every project has apartner-in-charge of
2. Five (5) hard copies and one electronic copy coordinating the project team. The partner-in-charge
of summary notes from project meetings and has final responsibility for all contractual matters, final
workshops, public meetings with community groups, project quality, and client satisfaction. This provides
and meetings with regulatory agencies. our clients with the talent of top management and
strengthens our efforts in directing staff through each
3. Five (5) hard copies of summary notes from all assignment. As a result, our work is executed in a timely
project-related meetings and workshops and efficient manner in accordance with the needs
4. Five (5) hard copies and one electronic copy of the and directives of our clients. To ensure continuity, we
Draft and Final Preliminary Design Reports maintain the assignment of the partner and project
manager on each project from the planning stage to
5. Five (5) hard copies and one electronic copy of all completion of construction and start-up.
right-of-way/easement acquisition legal descriptions
and exhibits, and permit applications Bob Eimstad has maintained a close working
relationship with the City on several past projects,
6. Five (5) hard copies of all permit applications and will continue an active presence in ensuring that
7. Updated H20Net files for any new supply scenarios our work products are delivered on time and with the
analyzed as part of the project level of quality you have come to expect from Carollo
8. All documents or drawings will be provided in a Engineers.
Microsoft Word or AutoCAD format compatible
with the City's software Impact of Concurrent or On-going Projects
We have highlighted the availability of key team
2 - FIRM CAPABILITIES members in the Project Team section of this proposal.
Carollo Engineers has significant experience in the Our proposed project staff does not currently have any
planning, design, and construction of complex pipelines concurrent projects that will limit their availability or
through environmentally sensitive terrain. In the past impact completion of the project. Contingencies for
70 years, we have designed over 700 miles of water any change in project staffing will be addressed in the
transmission mains and pipelines ranging in size from Project Procedures Manual. Our team is ready and
less than eight inches to over 100 inches in diameter. available to begin work on this exciting and challenging
We are a full-service civil and environmental firm with project.
over 600 employees in 21 offices located throughout the
United States. SIMILAR SERVICES
City of Ashland - Long Range Comprehensive Water
Work Quality and Cost Controls Supply Plan
We will utilize specific control measures to produce Carollo completed a long-range water supply plan for
high quality work products meeting your schedule and
budget. These controls will be developed early in the the City Ashland. The City's supply reservoir is small
and has inadequate capacity to supply Ashland with
project with the preparation of the Project Procedures water during drought years. The City also had concerns
Memorandum, including QA/QC procedures, that will regarding the reliability of its drinking water supply
guide completion of the project, establish cost controls since both the reservoir and the treatment plant were
and progress monitoring protocols, and highlight potentially vulnerable to catastrophic failure. Carollo
procedures to manage the project scope and schedule. projected water demands for the 50-year planning period
and evaluated seven different supply alternatives to
meet projected water supply deficits.
V:1CIimB9b\shlandWrop\TapProjecrUnddlPmposa11103A.dd C a r o I I o Engineers - A-5
The planning effort included extensive public operational strategies to meet the Santa Cruz's overall
involvement. There were community concerns about objective of improved reservoir operation without
the impact that the supply alternatives would have on frequent changes in the flow rate at the Graham Hill
community growth, business development, and public Water Treatment Plant.
health. Carollo facilitated a citizens advisory committee
with 14 members. The plan recommended that the City Carollo also completed an evaluation of the best way
of Ashland share in the cost of the TAP project. to supply water from the City to the University of
California Santa Cruz (UCSC).The purpose of the study
County of San Luis Obispo, CA - Nacimiento Water was to identify pumping and storage improvements
Supply Project which provide cost effective water distribution for
the current and future demands. Carollo developed
Carollo evaluated alternatives for a comprehensive layouts for the recommended upgrades, preliminary cost
water supply system to service 18 different water estimates for the recommended facilities, and a phased
purveyors in San Luis Obispo County. The project implementation plan for each of the recommended
includes program development, engineering, and EIR project elements.
development for two new water treatment plants, 72
miles of raw water pipeline, upgrades to two existing San Francisco PUC - East Bay Municipal Utility
water treatment plants, two new steel storage reservoirs, District, CA - Emergency Water Intertie
two high-lift pump stations, one 2,500-foot tunnel, and
one multi-port surface water reservoir intake. Carollo Carollo conducted a feasibility study for constructing an
performed an evaluation to examine the potential for emergency intertie between the SFPUC and EBMUD
corrosion and aesthetic problems based on different water supply systems. The facility's purpose is to convey
blends of two source waters. large amounts of wate between the two systems when
either system is addressing an emergency condition that
City of Everett, WA - Panther Creek Reservoir has impacted its water supply capacity.
Carollo is providing engineering services for the City of Lake Oswego, OR - McNary Reservoir No. 2
planning and design of the Panther Creek Reservoir for
the City of Everett, Washington. Sizing the reservoir In addition to designing improvements to the City's
required analysis of the projected water demands for water treatment plant, Carollo provided complete
the transmission system and sizing to allow the reservoir services from planning and permitting through
to serve its intended function. Carollo completed construction of McNary Reservoir No. 2. The facility
numerous computer simulations of the transmission was place on-line in June 2000, four months ahead of
system to determine the appropriate location of the schedule, in time to provide peaking water supplies
reservoir in the hydraulic grade line. during a dry period experienced that summer.
City of Santa Cruz, CA - Water System Improvements The reservoir is a buried, rectangular, cast-in-place
concrete structure that is fully covered by extensive
Carollo has provided engineering on a number of water landscaping and a small children's play area. A lengthy
system improvement projects for the City of Santa Cruz, permitting process was required to obtain the necessary
CA. The Bay Street Reservoir is the primary treated approval for the project. Included in this process
water storage component of the City of Santa Cruz's were several meetings with the local neighborhood
water distribution system but, the reservoir is not being association, the preparation of a land use application,
used to its fullest extent. and public presentations to the local development
Carollo is conducting an engineering analysis of the review commission. A limited site area and strict
distribution system to identify how the operation of the conservation requirements present several challenges to
reservoir can be improved by providing more operational the construction phase of the project.
flexibility and reliability.
The preferred alternative will likely include pipeline
improvements, a new booster station and/or new
V:\Cliem39\A,hland\Prop\TapPrujeaVndd\P.,o a1I 103.indd C o r o l l a Engineers - A-b
3 - PROJECT TEAM that our work products are delivered on time and with
This section identifies the key project team members, the level of quality you expect.
provides a brief synopsis of their relevant experience, Preston Van Meter (50% availability) is the proposed
describes their role on the project, and identifies time Project Engineer. Preston has a detailed familiarity of the
commitments to this project. A more complete summary City of Ashland's water distribution system through his
of each team member's experience can be found in her/ review of the City's Water Master Plan and the City's
his resume, located in the Appendix. H20Net hydraulic model. Preston has extensive project
experience helping small and medium sized Oregon
communities improve their water supply capabilities.
His experience includes:
1
partner-b-ciiamwProject manager Technical Advisor > Project manager for the preliminary design, design
Bob L7msted FE. Jim Hagstrom, P.E and construction management of the Ballston Road
1.5 million gallon Reservoir and Pump Station
Project in Sheridan, OR
Freston Van Meng eF > Project engineer for the preliminary design, design,
and construction management of the Olinger Water
Project Team System in Donald, OR. This reservoir, pipeline,
m-wing - Dave Kra" P.F-,
Preston van meter, F.F. and pump station serves a commercial/industrial
Pumping Systems - Allen de Steiguey F.E
Water 4uafKV issues - Dave Kraska, RE. development along the 1-5 corridor.
FiecbleaNbK - Doug Hendren, P.E
Frrvironrientawermilting - Robert DDiNger, Ph.D. (t) > Project engineer for several pipeline projects for the
SurVaYing - Travis Foster, PLS (2)
Geotedwcel - ic" Jadohe (3) City of Keizer, OR including replacing 3000 lineal
Judsdictionai coordination - joe Stralu (s)
feet of 10-inch water main on Chemawa Road, 5,000
Subconsuhants lineal feet of 12-inch transmission main on Cherry
(t) Natural Resources Phenirg Servic Avenue, and 8,000 lineal feet of the City's
14-inch
(g) W&H Padfic
(3) meinlelder primary transmission main on the City's primary
arterial street. These projects included easement
Carollo is teamed with Natural Resources Planning acquisition assistance, permitting, traffic control, and
Services for environmental permitting, W&H Pacific complex project sequencing.
for survey and easement acquisition services, and
Kleinfelder (formerly Squire Associates) for geotechnical Allen deSteiguer (20% availability) is a leader of
services. Carollo has teamed with each of these Carollo's Infrastructure Group and will assist Preston
subconsultants on previous projects. with the pump station design. Allen has designed
numerous pump stations, both large and small,
Key Team Members throughout the Northwest.
Robert Eimstad (25% availability) is proposed as the Dave Kraska (20% availability) will review all modeling
Project Manager and as Carollo's partner-in-charge. efforts and help with identifying and resolving any water
Bob has been working with the City of Ashland for quality issues associated with connecting to TAP. Dave
nearly seven years on both water and wastewater developed the initial H20Net model for the City and
projects, including the design of the improvements to identified measures needed to allow Crowson Reservoir
the City's wastewater treatment plant, the Long Range to be taken out of service. Dave has extensive H20Net
Comprehensive Water Supply Plan, and the City's water distribution system modeling experience and
Collection System Master Plan. Bob has broad-ranging knows Ashland's distribution system.
experience in pipeline design, pump station design, and
infrastructure planning and design. Bob will be actively
involved in your project from start to finish to ensure
V.\Cliem89\A,h1andV'rup\T.ipP,.ie.NnddT.,,,nl l 103.indd C a r o I l o Engineers e A-7
References
Carollo prides itself on the continuing relationships that we have developed with our clients. In the table below, we
have provided references for several of our key projects for water conveyance summarized in the previous section.
We invite you to contact these individuals to verify our responsiveness and quality of service on similar projects.
Client/Project Contact Phone
City of Ashland - Long Range Comprehensive Water Ms. Paula Brown, RE., Public Works 541-552.2411
Supply Plan Director/City Engineer
County of San Luis Obispo, CA - Nacimiento Water Ms. Christine Ferrara, Utilities Division 805-781.5272
Supply Project Manager
City of Everett, WA - Panther Crek Reservoir Mr. Mark Sadler, Senior Engineer 425-257-8967
City of Santa Cruz, CA - Water System Improvements Mr. Bill Kocher, Director Water Dept. 831-420.5200
City of Lake Oswego, OR - McNary Reservoir No. 2 Mr. Joel Komarek, RE., City Engineer 503-697-6588
4 - RESOURCES Kleinfelder (formerly Squire Associates) will provide
Carollo's staff numbers more than 600 employees geotechnical information for the preliminary design.
including over 250 registered engineers. We are a full- Squire provided geotechnical services for the TAP
service company with the experience and qualified pipeline design and has familiarity with the local
professionals to successfully manage water related geology and soils.
projects of any size. Our staff includes civil, sanitary, W &H Pacific will provide survey and easement
hydraulic, environmental, electrical, mechanical, acquisition assistance. Joe Strahl of W&H Pacific has
chemical, structural, control systems, and corrosion an excellent working relationship with Jackson County.
control engineers, as well as architects, planners, and
specialists in other areas.] - RESPONSE TIME
Carollo also has state-of-the-art communications Key milestones - including meetings, workwhops and
infrastructure to facilitate sharing work between offices deliverables - are highlighted in the graphic below.
and to strengthen project team communications. In
addition to our local area networks (LANs) within As shown, we envision completing the project in
each office and wide area network (WAN) between our approximately ten months, including presentation of
offices, we have a Carollo Intranet and video conference findings to the Ashland City Council.
equipment in each office. Video conferencing reduces
travel costs and enhances our ability to tap into MILESTONE DATE
expertise throughout the company.
Workshop No. I - Project Kick- Jan. 19, 2004
We have added three subconsultants to provide off Meeting
expertise on this project:
Workshop No. 2 -Future Storage Apr. 30, 2004
Natural Resources Planning Services (NAPS) will and Pumping Requirements
provide any needed natural resource and environmental Workshop No. 3 - TAP Pipeline Jul. 16, 2004
evaluations and any necessary environmental Alternatives
assessments. NRPS has a detailed understanding of the Draft Report Submitted Sep. 15, 2004
local area, having provided environmental services for
the Bear Creek Greenway. They are currently providing City Council Presentation Oct. 1, 2004
environmental services for the WISE project and for the
City of Medford's reclamation pipeline. Final Report and Documents Oct. 15, 2004
Submitted
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RESUMES
The following resumes are included in this appendix for your review.
Team Member Firm Role
Bob Eimstad, PE. Carollo Engineers 'Parnter-in-Charge/Project Manager
Preston Van Meter, P.E. Carollo Engineers Project Engineer
James Hagstrom, PE. Carollo Engineers =Technical Advisor
David Kraska, P.E. Carollo Engineers Water Quality Issues/Modeling
Allen de Steiguer, PE. Carollo Engineers "Pumping Systems
Doug Handran, PE. Carollo Engineers Electrical/I&C
Robert Dillinger, Ph. D. Natural Resources Planning Services". Environmental/Permitting
Travis Foster W&H Pacific Surveying
Jerry Jacksha Kleinfelder Geotechnical
Joe Strahl W&H Pacific Constructability Review
V.\Clienr89Wshland\Prop\T pProjeaUndd\Proposa1110J.indd C a r o I I o Engineers-
~CCCCCCCCCCCCCCCCCCCCCC-- - CCCCCCCCC
CITY OF
ASHLAND
DEPARTMENT OF PUBLIC WORKS
REQUEST FOR PROPOSALS ,
PRELIMINARY ENGINEERING SERVICES TAP '
WATERLINE EXTENSION
I
PROJECT NO.: 2003-34
TYPE OF PROPOSAL: GENERAL ENGINEERING DESIGN & RELATED
SERVICES FOR THE TAP WATERLINE EXTENSION
PROPOSAL DUE DATE: NOVEMBER 26,2003,1:30 PM ~j
C"1
1-, TO RECEIVE A PROPOSAL CONTACT: Dawn Lamb, Administrative Assistant ,
20 EAST MAIN STREET
ASHLAND OR 97520 I
541/488-5587
C~
CCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCi
TABLE OF CONTENTS
PAID
AcNerti s ement 3
Oancepf 4
Follow on Find Endneering Design 4
Baicgcund 4
Work Description 5-8
Scope of Work 5-6
Description of Consultant's Duties 6-7
Adcitiond Consultant Responsibilities 7
aty Responsilbilities 7
Proposd Contents 8
Pre-Propcsd Meeting 8
Qiteriafor Selection 9- 10
Proposal Evducticn and Seledicn 11
Contract & Terms 12
Contract 12
Oontract Term 12
Appendx 13
Sorniole Contrazt 14-20
Oty of Ashland Living Wcge Requirement- 21
Vicinity Mcp 22
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CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
PRELIMINARY ENGINEERING SERVICES
TAP WATERLINE EXTENSION
The Cty of Ashlond retests propcscis for prdirrinay engineering services recpired for the
eventud extension of the TAP (T dent Ashlond Phoenix) wderline from it's terminus in Tdent to
a yet to be determined locctim the Ashland wder dstribution system This project indudes:
a evdudewderline routing fecaiblity options
+ sled a preferred alignment option
+ identify and attdn dl potentid right of wq/ eat ments or fee title acquisition,
+ identify permit requirements ond prep re initid permit cipliodion process,
4 co npete preliminay engineering clesign(10%) of the preferred routing,
• complete environmental, sails ond erosion ondysis ond ony other subspeddty ondysis,
+ prosde=rate prdiminay oonstrudion estimates.
Also inducted in this Kreliminay engineering is on mdysis of the gxxoFxide connection cnd
location to the (Ity's system, devdion, hyd culics, pumping and ony re-chlorination or other
process improvements that would be necessay for that ultimate connection. Appropriate
looation cnd any decr well or cistribution reservoir d this location must beinducled If adea
well or dstributicn reservoir is recommended, prdiminay engineering ondsite locdion, right of
way, etc must be identified ond ondyzed This portionalso includes prepactionof oust
estimates d aprelirninay (10°/6) design level.
Propcsds must be received by 1: 30 PM, Nwerr ber 26, 2003, in the Cty of Ashlond
Engineering Cffice looated of 51 Winburn Way, Ashlond CR 97520; mailing address: 20 E.
Main Street Ashland OR 97520.
Proposd documents ere wdldde of the dDove address ond dl proposals must address the RFP
format. Proposals ere limited to 8 pages. Cansultont selection will be bcsed upon weighted
aiteriacis died in the Recluestfor Proposdcomment. Astand7dseledion criteria) includes,
but is not limited to acperience, wdlcbility, schedule, response time ondoast. The proposer
must be registered cis a Prdessiond Engineer (C M L) with the State of Cregnn.
T he Oty of Ashland reserves the right to reject ony ond all prcposds, to waive formalities or to
a>ceo ony propcsd, which cl~peas to serve the best interest of the Cty of Ashlond
For further information, contact Pcula Branco, Pudic Works Director/ Qty Engineer or Pieter
Srneenk, Associate Engineer at 541/488-5587.
PculaC Brawn, P.E.
Pudic Works Direda/ Qty Engineer
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CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
PRELIMINARY ENGINEERING SERVICES
TAP WATERLINE EXTENSION
CONCEPT
T he city of Ashland intends to hire a conpetent civil engineering firm (or team) to provide a
widercngeof andysis ondcorlplereFxdiminayengineering services required for deign and
ultimate construction for the extension of the TAP (T dent Ashland Phoenix) wol-eline from itt
terminus in Tdent to a yet to be c}rtemined looction in the Ashlcnd wota distribution system.
This prdiminay engineering cndysis must be detciled enough to select a preferred dternctive
routing, identify dl of the respired right of vdcy next, cost estimates and process/distribution
system improvements.
FOLLOW ON FINAL ENGINEERINGDESIGIN
The Gty may elect to utilizethe some engineering design firm (tarn) to corpletethe find
engineering dssigh. Ha over, being hired for initid prdiminay engineering is not a gtamtee
and does not in-0y any further work on this effort. T he tim ng of find cosign is not firm cnd
rro/ not be pinned until sometime in the future, FY08 or beyond I nduded in the find cleign
scope (to be dined fully if there is cny follow on cc ntrcct work) Wll be a disausion of the
benefits of design build, vdue engineering or other contracting options, crud the requirement to
pre-qudify eantroxtors for this level of cr petitive bid projects.
BACKGROUND
T he aty of Ashland paticipoted Wth the dties of Tdent cnd Phoenix, ding with support from
the Rogue Vdley Council of Governments and the IvIedfcrd Wde Cxrrrissicn, to reserve
opacity and shore in the cost of building the T AP Pipeline xnd Regond Booster Stcticn from
the Ivledod Wolter Gorrmssion mcin trcnsmissian line to the Qty of Tdent. The projectwcs
designed by Ivbntgxrney Watson Engineering (now IvNVH) and built by James W. FoWer for a
told cost of $9,227,906. Ashlar shorewes $1.1 million. Crnstruction wcs substaifidly
compete in June 2002. Reference dcW ngs and a-buiIts orecwdld9e.
The (Jty of Ashlond hcs reserved opacity for 1.5 trillion gdlons of wcter a cb/, and dtho ugh
the system wrs initidly envisioned for delivery to offset summer pecks, the weer could be
delivered yea-wound Bcsed on a wo#a suppy andysis competed in 1998 by Crdlo
Engineers, the Qty Cbundl is ccmmtted to the project. T he project is included in the Ccotd
I mpravernents Progcm (a P) for a 2008-09 scat, but staff does not cnticipote construction
stat until 2010-2012.
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WORK DESCRIPTION
I . SCOPE CF WORK: T he selected consultonts will provick engineering design services
that include, tart cre not limited to
A Evducticnofwderlinercutingfecsiblifyopticns. The current routing for the TAP
line from Nkcfordto Tdent is dongHwy 99. The consultontshould evduatelikely
alternative options, the pros and cons of each option aid reoxnmencl a preferred
option to stdf for presentation cnd ODundl cpprovd. This evduation should
include oast-related effects on the find Engineering design cnd construction of
etch dignm e nt option cnd the future ddlity to mndntdn the line T his
rearrrnendfion should include a comparison of assts cnd befits of the two or
three most likely alternatives.
B. Selection of apreferred dignmentoption. The eonsultontshould verify the
preferred alignment option, the pros cnd corns cnd with stdf, gdn Goundl
opprovd.
C With rrinimnd Qty cssistonon, the oxnsultont shdl identify cnd assist with
documentation to attdn dl potentid right of way easements or fee title axpisition.
T his item includes waking with the Qty stcff on identifying costs a sodated With
ecd) axpisition, developing dl legd descriptions or cgreemerrts, end other
cssocided documentation. T his item does not neoesscrily mean that the
oonsultcnt will negotiate with property owners, but mnay acsist the Qty with this
effort for identifying cuTpcrcde costs, etc
D. Thearuultmt Wll identify all project permt requirements andprepcreinitid
permit cppliations. This item includes completing initial title search, legd
descriptions end filling out the initid pier work with state end loot cgendes. I t is
ontidpxted that the fdloWng c>gencies will need to be involved (end there may be
others): CDOf, NCAA (creek crossings), T I D, BCR, CJty at Talent, Jackson County,
tvkcfcrd Water C ommssion, TAP 0-mr ittee (with RVODGpravicing ad-ninistrative
oversight), end Cregc n Stale Division of Water.
E. T he ccnsultmt will oxrplete prelim ncry engineering design (bcsiodly to the
concept design stage) of the preferred routing to include, but not necesscrily be
linited to, topographicinfcrmatcn, depth cndgrad`s, pipe sizing, pun-Ong
recpireme nts (grace bcsed), SCPDA system neeck, and identify dl a4coent
property ownership, generd mderids end generd layout. Prelirrinory engineering
shall follow CDOT end APWA design stondorek.
F. To properly complete the prelimincry engineering end selection of the preferred
routing, the oonsultcnt will complete en\,ircnme ntd, sdls end erosion ondysis end
ony other recpired subspecialty ondysis (list each subspeddty end suboansultcnt
in the response to the RFP).
G Pravicle accurate preliminary construction (inducing system improvements -
pumping, connections, reservoirs, etc) estimctes d the oonceptud engineering
level. I ndude goprop ricdejusfifioctian for dl contingency figures. For the selected
citernctive, pro0cle suff ident cost datdl to d1c w for independent verifloction at
costs end a defciled soope at work to be used in find design preparation. Find
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design and construction wok ma/ be completed through a cl`sign-build
dternafive I ndude on andysis and reoa -n-le nddionaf this option.
H. Provide, on ondysis of the cpp rcpriafe connection and looafion to the OtyS system
devotion, hydirculics, pumping (ond pumping fadlities) and any re-chlorinafion or
other process imprwerme nts that would be neaessay for thaf ultimafe connection.
Staff has initidly assumed that the T AP pipeline connection would be at the north
end of town (Ashland Mne Rood aecD and feed one or more of the lower pressure
zones. I t rrght be cppropricte to hwe a recimdtnt a supplermE,ntay pumping
system to pump some a dl of the TAP water to the Oty§ mcin feeder reservoir
(Qoason) for better flow dstribution. T hese cnd other options should be
evduafed and dscussed with staff prior to recorTme ndotians being mods I ndude
on andysis of the relative cost of storage ccloCrity, cuss, mdntenane issues,
etc for earn locction.
I . Address the need for and opprcpricte loodion cnd size (to aocarrnodcte a 20-year
planning horizon) of ony dear well or dstribution reservoir of the connection
loco icn. If a rear well or dstribution reservoir is reoommendad, provide
prdirrinay engineering and site Iooafion, right of wo/, sells odculafio ns and
construction type, cloerafiond needs, size, eievaficns, piping, etc
J. T he loation of the oonnedion to the Oty~ system should be modeled using the
Otys H2O Net n-cclel to show, the affects of the adcItiond 1.25 - 1.5 mngd oopcdty
to the Otys dstributicn system at the reoanm e nded looafion/devafion.
K. I nduda preliminary design cnd construction cost estimafes of the connection and
dl associated Improvements.
I I . DESCRI PT I CN CF GCNSULT ANT DUT I ES:
A T he oahsult nt Will provide a basic understondng to follow the scope of work, aid
detoiled cost estimates for the services to be performed, time frame and on
axneptddelist of project personnel.
B. Research ond prepare adeclude m cterids for the project elements or, described in
the scope of wrrk.
C Prepare presentation mnterids for various public ondinformafiond meetings.
D. Aftandworking meetings cndpublicmeetings (afternoon/evening) as required-
plan on two public meetings, one council study session (mid cloy) and one council
presentation daregular meeting (evening). The consultant shdlkeep staff
infcrmned cn a regular basis af prcjed cLvdoprmernts, schedule ond oats. Waking
meeting; shdl be held as often as is necessary, but no less thon once every 2-3
months. The consultant should show the meeting frequency in the prcpcsd.
E. The oansultantshall supervise speddtyconsultant servioesfor the follovaingtypes
of speddties: hydraulic mooing, emAronmental, gectechniacd, gedcgod, or
simila specialty wok items. These services ere to be included in your proposal
costs ond should be specifiodly identified or, such.
F. T he oornsultant shdl provide- 5 copies of dl reports, tednniad marnrando and
ctwdngs,inducingthosefromsub-consultonts. T he ecnsultontshdlprovide a
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copy of dl tedhniod rnerncroncbandreports/reoxm>erdotions (indudngsub-
consultonts) in WORD format and dl ctcWngs in CADD forrncif consistent with the
aty5 version of AutoCAD. PrcNicb a copy of dl input and output dctafor the
hydaJlic ahdysis and any survey/field work in dgitd and me p format tong with
the find report. Use H2O Net for the Water Distribution Modeling
111. ADDITICNALCONSULTNffSRESPCNSIBI LIT IES: The cons ultcnttperson in dirgeof
the project must be on Cfegon Professiond avil Engineer cs required by Cregan
Revised Stctutes ondshdl cssumefull responsiblities for thefdlowing
A Personnel, Mcferids & Equipment: T he ccnsultcnt shdl provide qualified and
oxrpetent personnel and shdl furnish dl supplies, equipment, tads and
incidentals required toabomldish the work. Al mcterids and supplies shdl be of
good quality and suitable for the assigned work.
B. Scifety Equipment: T he oonsultcnt shc1I provide and use dl scifely equipment
inducing but not limited to hard hats, safety vests and clothing required by State
aid Federal reguldians and Deportment policies and procedures.
C BusinessLicerueRequiredTheseectedconsultcntmusthoveacurrentdtyof
Ashland lousiness license prior to conducting any work for the aty.
D. Professiond Respansiblities: The oomultontshall perform the work using the
stondords of core, skill ondciligehcenormdly provided by aprofessicnd in the
performance of such services in respect to similes work ond shdl corriply with dl
cpplicc de codes and stoncl rds.
E. Sub-ccnsultontMoncgement:The ccnsultcntshdlsupervise speddtyocnsultmt
services for thefdloWngtypes of specidties: environmer\td, geotedhniod,
geclogiod, or sirrilcr speddty work ite-ris.
IV. CI TY RESPCNSI BI LI T I ES:
I n the development ond irrplemehtoticn of this project the Qty of Ashland will assume the
fdlo&4ng responsibilities:
A Provide- a project manager and lidson
B. Pravideavdldde"cs-built"dotafor the TAP Pipeline
C Provicb atimeiy review of submittals
D. Provide- dcta on hydrant flow and static pressures throughout the dtyt system
Provide data on pressure zones Within the Ctyt dstribution system and dl
modeling information incur H2O Net softwrre
E. Provide a copy of the atys cerid photo (1998) and topogrgdhic layers (1998)
to the selected engineering teem (proposers may purdhcse this information ct
a totd cost of $125).
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PROPOSAL CONTENTS
T he oonsultcnt shdl submit three odes of the proposd for oxnsidercticn br the Qty. The
prcpcsd shdl a#ess each of the following listed itens ondshdl be orgcnized in c=clcnce
with this section of the proocsd.
Proposal shdl include the fdloWnginformoticn:
Titleof Project
Proposer's Contact
Name:
Title.
Ado}ess:
Phone & Fac Number:
Date of Opening
Proposal: Ecrh prcpcsd is limited to no more than 8 pages; resumes ma, be cttahed as
cn orpe ndx: cnd shdl oontcin the fdloWng inforn-dicn: (see also aiteria for Seledion)
A Trcmrrifid Sheef /QNer Letter
B. Prcjed description inducingfirms scope of se vices
C Firm oqxdlities cndresources
D. Proposed stoff and proposed time corrrnitmernts for primcry stc(f members
E. Process of o"eting the work cnd crnount of time recluired of Oty stctf.
F. Prcjed Cdencl r with specificeornioletien dotes or milestone cictes for earn section
of wrrk.
G References
H. Cost of Services (fee structure, number of hours for eo h tcsk and the total fee
inducing dl reirrtpirsdpleiters)
PRE-PROPOSAL MEETING
T here will be cn informal pre-prcpcsd meeting of the Puldic Works Conference Room, 51
Winburn WcV, Ashlcnd, Cregon, en November 5"' from 2:00 - 4:00 PM This meeting is
designed to cnswer ge nerd expectations for the project. Althcuch ncn-mandotory, it is
suggested thcd interested co nsultcnts, of lecist the primary cc nsultcnt for the teem, be in
attendcnoe ca other stcf intermfions ma/ be limited
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CRITERIA FOR SELECTION
1. PROJECT UNDERSTANDING
MAX SOME 10 PTS
T he consultont shell provide a dear and condse under stand ng of the services to be
pro\AdBd bcsed on existing infcrmaticn. ProAcle agened description of the requested
services and the primary issues to be messed
II. FIRMS CAPABILITIES
MAX SORE 25 Pi S
This relates tothefim-lt ogxbilities in performing the recpestedsen o%. References
may be incudedd in this section of the criteria The response should odress the
follov,4ng
e Sion- lor services, performed within the lost five years, that best charaferize work
cfudity and cost control; include at lecst three current references;
e Acknowledge- each type of design services requested and proscb information on
strengths and wedmess to perform ec h type of design;
e Internd procedures ancVor pclides related to work cludity and cost control,
e Mc ncgeme nt and agc nizcticnd structure;
e Other on-gcing projects that mal affect ardIddlity for this work;
e Availability to perform the work for the duration of the contract.
III. PROJECS TEAM
MAX SORE 20 PITS
T he project team is critiod for the 31]y. Pro,Ade information on the project prindp d, the
project monger, key staff and sub-consultants. The consultant must praAcbe theteami;
cludifioctions and experience related to the requested services:
e Extent of prindp d involvement,
e (Lrrent on-gcing work assig)ments, piect types, andlooation of key members,
e Naves of key men-hers who vdll be performing the work on this prdjed and their
responsibilities,
e Cudifiactions and relevont indvidud Experience, inducing suboonsultonts,
e Experience as ateam on sirrlor or related projects,
e Prcject Mince experience with similar projects and interdisciplinary teams.
e List potentid sub-cisciptine consultants that could be adled for specidty work and
provide names of key plovers and current fee schedule for the follovsng dscidines:
en\&cni nentd, geotedmiod, gedogiod, and engineering design.
e List five current references for similar work l rcje ts.
IV. RESC)URCES
MAX SCORE 15 PTS
This relates to the told resources dlocctedto providing the recluestedservioes.
(exaroes: personnel to handle the paged, ggargqricte sub a=ultcnt ,ocrtidpcticn,
oarpxfide err Wer equipxrtent, acst=pude survey equipment, etc).
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V. RESPCtVSE TINE
M4X SCORE 15 PTS
This criteria relates to the time ocrunitment cnd the time frame of the prof ect aid what
priority is cssigned to this Qty project.
M. COST CFSERMCES
M4X SORE 15 PT S
In on atkiched seded envElcpe, pro\Aclr a summary of seNcta oasts inducing
e Prindpd Engineer (or other relcded rrax rnent position) rate(s),
e Professiond Engineer rate,
e Engineer inTrdningrate,
e Engineering Technicion rate,
e Drcttsperscn rode,
e Other professicnd/subprofessiond rcte(s),
e Direct no l costs that rnight be cpplicode.
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PROPOSAL EVALUATION AND SELECTION
1. REVIEW
Propcscis will be renewed aid evducted by persennd from the Qty of Ashland
Deportment of Punic Works. Earn proposal will be evducted on content nudity and
ocr-Toete-ness as described in the preceding section. I nterviews may be conducted with
the top ranking firms if the City deems it neosssay.
II. EVALUAT I CN CRI T ERI A
Each proposal will bejucgedas adamortstrcQien of theccnsultant~ cgDcblifies and
understanding of the services recluested. Evductien will be as fdlciws:
Criteria Maximum Score
AL Understanding of Recluested Services 10
B. Firms Gqxblities 25
G Pr 'ect Tarn 20
D. Resources 15
E. Res eTime 15
F. Cbst of Services 15
TOTAL 100 Points
III. aTYRESERVATICN
T he City of Ashland reserves the right to wdve irregulcrities or dscreponcies in a
proposal if the City cf?termines that thewiiver is in the best interest of the City.
IV. ADDENDATOTHE RFP
The provisions of this RFP c snot be mocified by ad interpretations or statements. If
incTuiries or oxmnents by offerors rose issues that recuire dorifiaction by the Qty, or
the City dedides to revise any pat of this RFP, adclando will be provided to dl persons
known to the contact person who hove received or vrill subsequently receive the RFP.
Receipt of adderndo must be ocknowiecged by signing and returning it with the propoid.
V PROTEST
Any prospective ocnsultant who contends that the prWsicns of the RFP or any aspect of
the procurement process will encourage favoritism in the award of the contract, or
substantidly drTinish oonlpetitian, must file a written protest to the RFP ct least ten
days prior to the dcte set for theopening ofpreposds. Failure to file a protest will be
daerTned a ,over of any ddm by on offeror that the procurerrnernt process violates any
provision of CRS Chapter 279, the City of Ashland Lood Contract Review Bard Rules or
the CItyt proOaclures for screening and selection of persons to perform persend
services.
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OONTRACr AND TERMS
1. C CNT RACY
T he engineer ing firm (term) sel ected by the City will be expeded to enter into a written
contract in the form cttazhed to this RFP in the Pppe ndx. T he proposd should indicate
aaWcno; of the CItyt contrail protisions or suggest recscnccledternciHves that do
not substmtidly irrpdr the Otyt rights under the oontra3. If indusion of any of the
C7tyS ocntract provisions will result in higher ocsts for the ser\Aoes, such costs must be
specifiodly identified in the proposal. Uncondtiond refusal to oaoept the oorntra t
pro,visions proposed by the C]ty Without offering coa#c de dternatives ma/ result in
dscUdificcticn of the offeror or aless fcwordbleedduaticn of its proposal.
I I . C CW RACT TERM
I t is anticipated the engineering firm (team) will define the time necessary to camoete
the oontrad, but in no oa;e shdl the initid preliminary engineering mdysis eetand
beyond 18 months (through June 30, 2005).
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APPENDIX
1
1
I l
I
f-1 I I
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CONSULTANT SERVICES CONTRACT
Consultant services contract made on the date specified below in Recital A between the
City and Consultant as follows:
Recitals:
A. The following information applies to this contract:
CITY: CITY OF ASHLAND Consultant:
City Hall Address:
20 E. Main St.
Ashland, Oregon 97520
(541) 488-6002 Telephone:
FAX: (541) 488-5311 FAX:
Date of this agreement: ¶ B: RFP date:
Proposal date:
¶2.2. Contracting officer:
¶2.4. Project:
¶6. Consultant's representative:
¶8.3. Maximum contract amount:
B. On the date noted above, City issued a request for proposals (RFP) for consulting
services needed by City for the project described above. Consultant submitted a
proposal in response to the RFP on the date noted above.
C. After reviewing Consultant's proposal and proposals submitted by other offerors, City
selected Consultant to provide the services covered by the RFP.
City and Consultant agree as follows:
1. Relationship between City and Consultant: Consultant accepts the relationship of
trust and confidence established between Consultant and City by this contract.
Consultant covenants with the City to perform services and duties in conformance to
and consistent with the standards generally recognized as being employed by
professionals of consultant's caliber in the locality of the project. Consultant further
covenants to cooperate with City, City's representatives, contractors, and other
interested parties in furthering the interests of City with respect to the project. In order to
promote successful completion of the project in an expeditious and economical manner,
Consultant shall provide professional consulting services for City in all phases of the
project to which this contract applies, serve as City's professional consulting
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representative for the project, and give professional consultation and advice during the
term of this contract. Consultant acknowledges that City is relying on consultant to
provide professional consulting services in a manner that is consistent with the interests
of City.
2. Definitions: Generally words, terms and phrases used in this contract shall have the
meaning ascribed to them in the construction industry, unless the context clearly
indicates otherwise. As used in this contract:
2.1. "City" means the City of Ashland, Oregon.
2.2. "Contracting officer" means the person specified in Recital A above or that
person' s designee.
2.3. "Project" means the project described in Recital A.
2.4. "Work" or "Services" shall mean all labor, materials, plans, specifications,
opinions, reports, and other consulting services and products which Consultant is
required to provide under this contract.
3. Term: The term of this contract shall commence on the date specified in Recital A
above and end on completion of all services required by this contract unless sooner
terminated as provided in this contract.
4. Authority of contracting Officer: The contracting officer shall have the authority to act
on behalf of City in the administration and interpretation of this contract. The contracting
officer shall have complete authority to authorize services, transmit instructions, receive
information, interpret and define City' s policies and make other decisions with respect to
Consultant' s services.
5. Consulting Services: Consultant shall provide services to City that are described in
the RFP.
5.1. In connection with the services described in the RFP, Consultant shall:
5.1.1. Consult appropriate representatives of City to clarify and
define City' s requirements relative to the services.
5.1.2. Review available data relative to the services.
5.1.3. Identify data which is not available and is needed to fulfill the
services, and act as City' s representative in obtaining such data.
5.1.4. Prepare monthly progress reports to the contracting Officer
on the status of services.
5.1.5. Cooperate with other consultants retained by City in the
exchange of information needed for completion of the services and the
project.
5.2. Consultant shall commence performance of services within five days after
receiving written authorization from the contracting officer for work described in the
RFP. Consultant shall perform the services as expeditiously as is consistent with
professional skill and care and the orderly progress of the project. Upon request of City,
Consultant shall submit for City' s approval, a schedule for the performance of work
elements described in the RFP. Each schedule shall include allowance for periods of
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time required for City' s review and approval of Consultant' s services. Each schedule,
approved by City, shall become a part of this contract.
5.3. Consultant shall perform the services as an independent contractor in
accordance with generally accepted standards in Consultant' s profession. Consultant
shall be responsible for the professional quality, technical accuracy and the coordination
of all services performed by Consultant. Consultant shall, without additional
compensation, correct or revise any error or deficiencies in the services that are caused
by Consultant' s negligence. City' s review, approval, acceptance of, or payment for, any
of the services shall not be construed to waive any of City' s rights under this contract or
of any cause of action arising out of Consultant' s services. In the event of any breach of
this contract by Consultant or negligent performance of any of the services, City' s cause
of action against Consultant shall not be deemed to accrue until City discovers such
breach or negligence, or should have, with reasonable diligence, discovered such
breach or negligence. The preceding sentence shall not be construed; however, to allow
City to prosecute an action against Consultant beyond the maximum time limitation
provided by Oregon law.
6. Assignment of Consultant' s Personnel
6.1. The services covered by this contract shall be rendered by, or under the
supervision of the person specified in Recital A above, who shall act as Consultant' s
representative in all communications and transactions with City.
6.2. Consultant will endeavor to honor reasonable specific requests of City with
regard to assignment of Consultant' s employees to perform services if the requests are
consistent with sound business and professional practices.
7. Responsibilities of City:
7.1. City will cooperate fully with Consultant to achieve the objectives of this
contract.
7.2. City will provide information, documents, materials and services that are
within the possession or control of City and are required by Consultant for performance
of the services.
7.3. City will arrange for access to, and make all provisions for Consultant to
enter upon, public and private property as required for Consultant to perform the
services.
7.4. City will provide all permits necessary for completion of the project.
7.5. The contracting officer will act as liaison between City, Consultant, public
agencies, and others involved in the project.
8. Payment:
8.1. City shall pay Consultant for services and reimburse Consultant for
expenses incurred by Consultant in performance of services in accordance with a
payment schedule to be submitted by Consultant and accepted by City. No
reimbursement will be made for expenses that are not specifically itemized in this
payment schedule without prior approval by the contracting officer.
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8.2. Consultant shall submit monthly invoices to City for Consultant' s services
within ten days after the end of the month covered by the invoice.
8.3. Total payments under this contract or any amendments shall not exceed the
sum specified in Recital A above.
9. Compliance with Law:
9.1. This contract will be governed by and construed in accordance with laws of
the State of Oregon. Consultant shall promptly observe and comply with all present and
future laws, orders, regulations, rules and ordinances of federal, state, City and city
governments with respect to the services including, but not limited to, provisions of ORS
279.312, 279.314, 279.316 and 279.320.
9.2. Pursuant to ORS 279.316(2) any person employed by Consultant who
performs work under this contract shall be paid at least time and a half pay for all
overtime in excess of 40 hours in any one week, except for persons who are excluded
or exempt from overtime pay under ORS 653.010 to 653.261 or under 29 U.S.C.
Sections 201 to 209.
9.3. Consultant is a "subject employer" as defined in ORS 656.005 and shall
comply with ORS 656.017. Prior to commencing any work, Consultant shall certify to
City that Consultant has workers' compensation coverage required by ORS Chapter
656. If Consultant is a carrier insured employer, Consultant shall provide City with a
certificate of insurance. If Consultant is a self-insured employer, Consultant shall
provide City with a certification from the Oregon Department of Insurance and Finance
as evidence of Consultant' s status.
9.4. If'the amount of this contract is $15,713.00 or more, Consultant is required
to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as
defined in this chapter, to all employees performing work under this contract and to any
subcontractor who performs 50% or more of the service work under this contract.
Consultant is also required to post the attached notice predominantly in areas where it
will be seen by all employees.
10. Ownership of Documents: All documents prepared by Consultant pursuant to this
contract shall be the property of City. To the extent permitted by law, City shall,
within the limits of the Oregon Tort Claims Act, defend, indemnify and hold harmless
Consultant, its consultants, agents and employees against all damages, claims,
expenses and losses arising out of any reuse of plans, specifications and other
documents prepared by Consultant without prior written authorization of Consultant.
11. Records:
11.1. Consultant shall develop and maintain complete books of account and
other records on the services which are adequate for evaluating Consultant' s
performance. Consultant shall maintain records in such a manner as to provide a clear
distinction between the expenditures and revenues related to the project and the
expenditures and revenues related to Consultant' s other business.
11.2. Consultant' s books and records shall be made available for inspection by
City at reasonable times, to verify Consultant' s compliance with this contract. City shall
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have the right to request an audit of Consultant' s books and records by a certified public
accountant retained by City.
12. Indemnification: Consultant shall defend, indemnify and save City, its officers,
agents, and employees harmless from any and all claims, actions, costs, judgments,
damages or other expenses resulting from injury to any person (including injury
resulting in death,) or damage to property (including loss or destruction), of
whatsoever nature arising out of or incident to the negligent performance of this
contract by Consultant (including but not limited to, the negligent acts or omissions
of Consultant' s employees, agents, and others designated by Consultant to perform
work or services attendant to this contract). Consultant shall not be held responsible
for any claims, actions, costs, judgments, damages or other expenses, directly and
proximately caused by the negligence of City.
13.Insurance:
13.1. Consultant shall, at its own expense, at all times during the term of this
contract, maintain in force:
13.1.1. A comprehensive general liability policy including coverage
for contractual liability for obligations assumed under this contract, blanket
contractual liability, products and completed operations and owner' s and
contractor' s protective insurance;
13.1.2. A professional errors and omissions liability policy; and
13.1.3. A comprehensive automobile liability policy including owned
and non-owned automobiles.
13.2. The coverage under each liability insurance policy shall be equal to or
greater than the limits for claims made under the Oregon Tort Claims Act with minimum
coverage of $500,000 per occurrence (combined single limit for bodily injury and
property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per
occurrence for property damage.
13.3. Liability coverage shall be provided on an "occurrence" basis. "Claims
made" coverage will not be acceptable, except for the coverage required by subsection
13.1.2.
13.4. Certificates of insurance acceptable to the City shall be filed with City prior
to the commencement of any work by Consultant. Each certificate shall state that
coverage afforded under the policy cannot be cancelled or reduced in coverage cannot
be made until at least 30 days prior written notice has been given to City. A certificate
which states merely that the issuing company "will endeavor to mail" written notice is
unacceptable.
14. Default:
14.1. There shall be a default under this contract if either party fails to perform
any act or obligation required by this contract within ten days after the other party gives
written notice specifying the nature of the breach with reasonable particularity. If the
breach specified in the notice is of such a nature that it cannot be completely cured
within the ten day period, no default shall occur if the party receiving the notice begins
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performance of the act or obligation within the ten day period and thereafter proceeds
with reasonable diligence and in good faith to effect the remedy as soon as practicable.
14.2. Notwithstanding subsection 14.1, either party may declare a default by
written notice to the other party, without allowing an opportunity to cure, if the other
party repeatedly breaches the terms of this contract.
14.3. If a default occurs, the party injured by the default may elect to terminate
this contract and pursue any equitable or legal rights and remedies available under
Oregon law. All remedies shall be cumulative.
14.4. Any litigation arising out of this contract shall be conducted in Circuit Court
of the State of Oregon for Jackson County.
15. Termination without Cause:
15.1. In addition to the right to terminate this contract under subsection 14.3, City
may terminate by giving Consultant written notice sixty days prior to the termination
date.
15.2. In addition to the right to terminate this contract under subsection 14.3,
Consultant may complete such analyses and records as may be necessary to place its
files in order and, where considered necessary to protect its professional reputation, to
complete a report on the services performed to date of termination.
15.3. If City terminates the contract under subsection 15.2, Consultant shall be
paid for all fees earned and costs incurred prior to the termination date. Consultant shall
not be entitled to compensation for lost profits.
16. Notices: Any notice required to be given under this contract or any notice required to
be given by law shall be in writing and may be given by personal delivery or by
registered or certified mail, or by any other manner prescribed by law.
16.1. Notices to City shall be addressed to the contracting officer at the address
provided for the City in Recital A above.
16.2. Notices to Consultant shall be addressed to the Consultant' s representative
at the address provided for the Consultant in Recital A above.
17. Assignment: City and Consultant and the respective successors, administrators,
assigns and legal representatives of each are bound by this contract to the other party
and to the partners, successors, administrators, assigns and legal representatives of the
other party. Consultant shall not assign or subcontract Consultant' s rights or obligations
under this contract without prior written consent of City. Except as stated in this section,
nothing in this contract shall be construed to give any rights or benefits to anyone other
than City and Consultant.
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18. Modification: No modification of this contract shall be valid unless in writing and
signed by the parties.
CONSULTANT CITY
BY BY
Fed. ID # REVIEWED AS TO CONTENT
BY
City Department Head
Date:
Coding
(for City use only)
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CITY RECORDER'S COPY Page 1 / 1
CITY OF ASHLAND
20 E MAIN ST. DATE 7 PO NUMBER
1 ASHLAND, OR 97520 02/20/2004 04841
(541) 488-5300
. REGO
VENDOR: 000162 SHIP TO: Ashland Public Works
CAROLLO ENGINEERS, PC (541) 488-5587
3033 N. 44TH STREET STE. 101 27-1/2 N MAIN STREET
PHOENIX, AZ 85018 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net 30 days Dept.: PUBLIC WORKS
Req. Del. Date: Contact: Paula Brown
Special Inst: Confirming? NO
'Quantity Unit Description Unit Price Ext. Price
Engineering design for the Talent,_. 75,000.00
_Ashland,.Phoenix_(TAP)_Waterline_ _
extension from Talent to Ashland
RFP
Dafe of agreement Jan 05 2004
Insurance required/On file
SUBTOTAL 75 000.00
BILL To: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 75,000.00
ASHLAND, OR 97520
Account Number, Amount, Account Number
- Amount
E 670.08.18.00.604130 25 000.00
E 670.08.36.00.604110 50 000.00
PegU ized Signatur VENDOR COPY
CITY OF
ASHLAND
NOTICE OF TRANSMITTAL
TO: KARI OLSON DATE: FEBRUARY 10, 2004
PURCHASING PROJECT: TAP WATERLINE EXTENSION
JOB NO.: 03-34
SUBJECT: CONTRACT DOCUMENTS
THE FOLLOWING ITEMS ARE BEING SENT TO YOU:
Please find attached the original contract and requisition for Carollo Engineers for the TAP
Waterline Extension engineering project. Insurance should already be on file.
ENCLOSED
UNDER SEPARA E COVER
REMARKS:
COPIES TO:
Department of Public Works
By: Dawn Lamb ~
Title: Adminis r e Assistant
PUBLIC WORKS Tel: 541 Aaa-5587
20 l Main Street Fax: 541A88-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
G:1pub-wdcslengldeptadminlENGINEERIPRQIECT12003103-34 IH Contract Req NOT 2 04.doc
~2~~0 ZpQ4~ CITY OF
FE8' - ASHLAND
REQUISITION
By No. PW - FY 2004
Department Public Works Date February 10, 2004
Vendor CAROLLO ENGINEERS Requested Delivery Date ASAP
4380 SW MACADAM AVE STE 350 Deliver To PAULA BROWN
PORTLAND OR 97239 Via
Account N~ )rp 0.OPi . '-226 . 00, 6Qµ 110 Now. Piave glow approximately two(2) weeks for delivery on itmn act
gamaally caned in acted, and approximately two (2) months on primingpbs.)
2s~C ---670, ctn. l8.00.66 Oq IV
Item No. Quantity Unit Description Use of Purchasing Office Only
Unit Price Total Price PO No.
Engineering design for the Talent, Ashland
Phoenix (TAP) Waterline extension from
Talent to Ashland $ 75,000.00
TOTAL S 75,000.00
for Karin
BID /RFP /EXEMPT: RFP
Contract Start Date: - January5, 2004
Contract Completion Date:
Insurance on file: YES NO
Project No: 03-34
Job No. Unit No. 1 hacby ceniry mat the above items are necessary for ate operation
of this deptuantent and are budgeted
Del /atterne,ern Head or~Aumorizd Perron
Issued By Date Received By
G:Pubwrkslengtdeptedmintengineerlpmiect\03-34 Carono TAP Requisition 104.As