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2015-025 Contract - Construction Engineering Consultants
Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: Construction Engineering Consultants, Inc. ASHLAND CONTACT: Patrick Havird, P.E., President 20 East Main Street Ashland, Oregon 97520 ADDRESS: P.O. Box 1724 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: (541) 779-5268 DATE AGREEMENT PREPARED: 01/21/15 FAX: (541) 779-3139 BEGINNING DATE: 01/26/15 COMPLETION DATE: 12/31/15 COMPENSATION: $14,500 (see attached) SERVICES TO BE PROVIDED: Provide engineering and surveying services for the proposed asphalt overlay of Wightman Street between Siskiyou Boulevard and Quincy Street. ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said rims City of Ashland Contract. FINDINGS: Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $20,142.20 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused b the negligence of City. Contract for Personal Services, Revised 07/08/2014, Page 1 of 5 10. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract. d. Automobile Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property e, Contract for Personal Services, Revised 07/08/2014, Page 2 of 5 including coverage for owned, hired or non-owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference. Consultant: City of Ashland By - X By _~~-~s_--- - Signature Department ead Print Name Print Name ---5 t it s---- Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services, Revised 07/08/2014, Page 3 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: V (1) 1 carry out the labor or services at a location separate from my residence or is in a V specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are / purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one / year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. Z7 lS ontrac or (Date) Contract/or" Contract for Personal Services, Revised 07/08/2014, Page 4 of 5 CITY • ASHLAND, OREGON EXHIBIT B City of Ash land LIVING WAGE per hour effective June 30, 2014 (Increases annually every June 30 by the Consumer Price Index) portion of business of their 401 K and IRS eligible employer, if the employer has cafeteria plans (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by assistance for the project or the employee. ➢ For all hours worked under a business from the City of service contract between their Ashland in excess of ➢ Note: "Employee" does not employer and the City of $20,142.20. include temporary or part-time Ashland if the contract employees hired for less than exceeds $20,142.20 or more. ➢ If their employer is the City of 1040 hours in any twelve- Ashland including the Parks month period. For more ➢ For all hours worked in a and Recreation Department. details on applicability of this month if the employee spends policy, please see Ashland employee's or more of the ➢ In calculating the living wage, Municipal Code Section employee's time in that month employers may add the value 3.12.020. working on a project or of health care, retirement, For additional Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland,or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND Contract for Personal Services, Revised 07/08/2014, Page 5 of 5 ~y5TRUC7' Gp o N ENGINEERING CO I'SULTA~ INC. P.O. BOX 1724 • MEDFORD, OR 97501 • PH (541) 779-5268 • FAX (541) 779-3139 CIVIL ENGINEERING SERVICES PROPOSAL FOR Wightman AC Overlay (City of Ashland Project No. 2015-01) SUBMITTED TO: CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS Submitted by: Construction Engineering Consultants Inc. (Corporation) Federal Tax ID: 93 1 1 03509 Patrick W. Havird, P.E., President Oregon Professional Engineer 15993 132 West Main Street, Suite 201-B Medford, OR 97501 Phone: (541) 779-5268 Fax: (541) 779-3139 Email: t@cecengineering.com Patrick . Havird, President Date Project Description: The proposed project consists of Professional Engineering and Surveying Services for the proposed asphalt overlay of existing Wightman Street from Siskiyou Boulevard to Qunicy Street. Anticipated Scope of Work: 1.. Measure areas of streets to be overlaid: City aerial mapping will be utilized for base plans to determine overlay square footage areas. 2. Determine areas of repair needed on Wightman Street: Site visits will be performed to determine areas requiring repair, these areas will then be indicated on the project plans. 3. Provide coring of street surfaces to determine pavement thickness and base composition and patch cored areas: A geotechnical sub-consultant will be utilized for street corings. In discussions with Karl Johnson, three corings are anticipated within the project area. 4. Acquire traffic data from City records including traffic volumes and street classifications. This data will be reviewed and utilized for pavement overlay and repair design calculations. 5. Design pavement repairs: Visual inspections, corings, traffic indexes and street classifications will be used to determine and design pavement repair sections. 6. Design pavement overlay thickness: Street Corings, city provided existing street section data, traffic indexes, limited R-value testing, and street classifications will be utilized for pavement overlay thickness design. 7. Provide limited project plans: Project plans will be prepared using City provided aerial mapping as a background. Areas requiring repairs will be shown as well as the overall project extents. Striping, signal loops, and utility adjustments will be itemized. Typical sections will be provided to show grinding and overlay requirements. 8. Provide bid quantities: Determine bid quantities for city staff to use in preparing the project bid documents. 9. Attend pre-bid conference: Attend the pre-bid and/or pre-construction conference to answer any questions that may arise concerning the project. 10. Provide technical assistance during the bidding phase: We will be available for any questions or technical assistance as required during the bidding phase of the project. 11. Provide minimal inspection during the construction phase. We will provide inspections as requested by the city during construction. An inspection report will be prepared and submitted to the city following any inspection. 12. Surveying - Street centerline monumentation replacement: Shawn Kampman with Polaris Land Surveying will be used as a sub-consultant for the required surveying. CIL monument locations will be recorded prior to construction using a four-way cross reference system set in existing curbs. Following construction, the centerline monuments will be checked and/or replaced to ensure that there has been no movement. Schedule: We are able to start work on the project within 6 weeks pending legal contracts and city authorization. Service Fee Schedule: Principal - $100/hour Professional Engineer - $95/hour Project Designer - $85/hour Engineering Tech - $75/hour Inspector - $65/hour Sub-Consultants: Geotechnical Engineer - (See attached Applied Geotechnical Engineering and Geologic Consulting proposal) Surveyor - (See attached Polaris Land Surveying proposal and fee schedule) Anticipated Cost of Services: $13,720.00 Recommended Budget amount for Professional Services: $14,500.00 Please see the following page for a breakdown of the anticipated cost of services. O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O Ln 0 0 0 0 0 0 0 LL') O O n w O M (O O Ln a1 O N O N N h M co M V LC) U~ O n rl H M ~t N M V) fA ER EF? ff? V) 6c3 H3 K} H3 69 EA ER Ef! O O O O a) O O LO to IL ca y O O O c° M a0 'O O (n U CO N to U EH U3 EA ER b9 fA fA EA EA EA ffl fA EA d} N W ID LO Ln = co N O H p O O p O O O O CO M N cm Ln U., O O U m a M v} U) 64 EA (i! Efl U3 E9 U) Eq (A Q9, U3 Vf c O O CD 0 L O O ~ O U LO ^ M _ O O H N N p O c U ~ m 6q O uj 6a EA 66, fA 69 EA EA EA 69 EA U! ~ r M m o 0 Lu m a m aC = d o ~ N U O O O O O O O O O O V O O O O O O O O LO C O O In O O O O Ln co -It m O Q a n aD t` n O M T M O C C) 'D M M N 2) U) O U p (n a > f» es 6-3 EA EA ER Ef) EA (A H3 V3 e9, Q) 'a O O a) O O 2 N p N N N M V O a` N o C) O O o C) O o o m °O a p p O p q o p o c Lri o 0 0 0 0 0 0 0 rn Z; (D o) rn rn rn rn rn o C n O 1 O w U r 0O m 3 N c a 0 ua U31 6p, 6a 613, Q9, U916sliff. GG 61 m M n a) O m d O O O (a= co N N N N N N O N U O_ M d pC ~ c C M o ch a) 3 C U E O o o a ° 8 a p (a a N U M a O O O O M C N > O N O O U co C~ O C N -O N -0 O (C6 n U O O O C M 3 .y w U E C O ca U3 > C a Y N C M (0 U .5 O 5 m C M a) d a) O E Cma C C M O O L la N E U U O O O M (n M O D O E C d (6 (Q 4 a) > C a) a) u) U- O E U U U -O Q_ d ~O j O LV U ° (0 C (U a) p U M C C O_ *C O N , m N a) r-to r- O O N -O M N a) CZ U U O~ Y m w ° _m E E a0i a s 'c in a O C co - m a) .O L C C/) c6 U 7 U c a) N(A > o a a) ° O c o N c o m a CU CZ a n m n 0 o) .o t c o a O m m c a E c a c c a a o > -a cts E (o m O m a "N anCa C: i o co: O O Q) O U C O O O U -0 :3 M o h o U Ir Q m o o a a Q a U U) 2? E c C U N r N co V Ln (O L~ N m O T T 3 pplied Proposal Wightman Pavement eotechnical ngineering & Geologic Consulting January 6, 2015 CEC Engineers Inc. P.O. Box 1724 Medford, OR 97501 SUBJECT. Proposal for Pavement Study Wightman Street Ashland, Oregon At your request, Applied Geotechnical Engineering and Geologic Consulting LLC (AGEGC) is pleased to provide this proposal to conduct a pavement study for the proposed Wightman Street overlay in Ashland, Oregon. Our work will include field explorations, laboratory testing, engineering analyses, and preparation of a report. The report *11 summarize our findings and present our recommendations for the design section (s) for the roadway. We understand the project will consist of an overlay of Wightman Street north of Siskiyou Boulevard. APPROACH AND SCOPE OF WORK Our proposal is based on our current understanding of geologic conditions at the site and our previous engineering work for SOU sites adjacent to, the roadway. Our proposed geotechnical investigation will include the following items of work: 1) At 5 locations along the roadway, shallow (up to about 3 ft deep) hand- auger excavations will be completed to evaluate subsurface conditions. The locations will be cored by a subcontractor prior to completion of the hand auger. The excavations will be logged by a licensed geotechnical engineer provided by AGEGC. The engineer will also collect representative samples of the subgrade soils for evaluation and testing in our laboratory. The holes will be backfilled with on-site soils and, where needed, the pavement patched with concrete. Utility locates will be completed prior to the completion of the excavations. We anticipate that flaggers will not be required for our fieldwork. 2) Laboratory tests will be conducted to provide data on the important physical characteristics of the subsoils, essential for engineering studies and analyses. 6-05 3) Engineering studies and analyses will be accomplished that will lead to the preparation of conclusions and recommendations regarding an appropriate pavement overlay. 4) A report will be prepared discussing the work accomplished and presenting the results of the various tests and office studies. An electronic copy (PDF) of the report will be provided for your use and distribution. SCHEDULE We can start work within a week of notice to proceed, depending somewhat on weather conditions and availability of the coring contractor. We anticipate that our report can be provided to you within 2 weeks following completion of our fieldwork. FEE The above work will be computed on a lump-sum basis. We recommend you budget $3,200 for the geotechnical investigation. Please contact us if you have any questions or require additional information. Submitted for AGEGC, Robin L. Warren, G.E., R.G. Principal 2 Y LAND S UIZVEYINO, LLC .....Hd..,,r _ .._~F_ ~.a . A r, Y ii Ya Yv 2015 WIGHTMAN STREET OVERLAY PROJECT SURVEYING PROPOSAL Polaris Land Surveying, LLC is a full service local Ashland land survey firm with the majority of our business being performed within the City of Ashland and the greater Rogue Valley, and is currently under contract with the City of Ashland to provide general surveying services on an as needed basis. We are a local community business with experienced employees and associates. The Principal Surveyor is Shawn Kampmann, a Professional Land Surveyor registered in Oregon and Alaska and is in charge of all survey field and office activities, research, computations and project management. SURVEY PROJECT TEAM Shawn Kampmann P.L.S. No. 2883 is a long time resident of Ashland with 29 years of local surveying experience. As the project manager, he will be responsible for coordinating survey activities and assuring quality control for the project. SCOPE OF SERVICES: ♦ Reference two (2) street centerline monuments in monument wells with a 4-way "cross" method prior to construction with reference points set in the top of the curb. ♦ After monument well has been raised flush with finished pavement, the monument will be checked against the reference points to ensure that there has been no movement or damage. ♦ If the monument or well has been damaged or destroyed by construction, the monument and/or well will be replaced in its original position and a Map of Survey will be required to be filed per O.R.S 219.250. If necessary, monument wells are typically furnished by the City of Ashland Street Dept., otherwise the cost to procure them will be paid as a cost based reimbursable fee. FEES: Fees will be paid on a Hourly Basis according to the attached hourly rate schedule enclosed as Exhibit A, which is valid until December 31, 2015. The estimated cost for the services as described is a range between One Thousand Dollars and Twenty Eight Hundred Dollars ($1,000.00 - $2,800.00) P. 0. Box 459, Ashland, Oregon 97520 Phone: (541) 462-5009 - Fax: (541) 488-0797 Mobile: (541) 601-3000 r www.polarisourvey.com I t LAND.J" URVEYING, LLC d_ EXHIBIT "A" POLARI5 LAND SURVEYING LLG F 5 .H DI1 (EFFECTIVE JANUARY 1, 2015) PRINCIPAL LAND 5URVEYOR ................................$120.00 / hour PROFE55IONAL LAND 5URVEYOR ..........................$100.00 / hour 5ENIOR 5URVEY TECHNICIAN $ 80.001 hour 5URVEY TECHNICIAN $ 75.00 / hour DRAFTING TECHNICIAN $ 70.00 / hour SURVEY FIELD CREW ( STANDARD) $135.001 hour 5UKVEY FIELD CREW ( w/ G1-5 ) $150.00 / hour DOCUMENT PROCE55ING $ 60.00 /hour MILEAGE (out of town projects) $ 0.585 / mile OUT-OF-POCKET EXFEN5E5 .................................ACTUAL C05T P. 0. Box 459, Ashland, Oregon 97520 Phone: (541) 462-5009 Fax: (541) 466-0797 Moblle: (541) 601-3000 www.polaric5urvey.com 2 1 ® DATE (MMI.DIYYYY) ° CERTIFICATE OF LIABILITY INSURANCE 1/27/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Susan Wilson, AAI, AIC Brown & Brown Northwest PIAI._ No_ HONE . (541) 772-1111 A/X (541)772-3ee5 C. Nol~ 3256 Hillcrest Park Drive EMA .Rr IL .swilson@bbnw.com _SS INSURERS AFFORDING COVERAGE NAIC # Medford OR 97504 INSURER A:American Casualty Cc of Reading 0427 INSURED INSURER B :Continental Casualty Company CONSTRUCTION ENGINEERING CONSULTANTS INSURERC: PO BOX 1724 INSURER D : INSURER E : MEDFORD OR 97501 INSURER F : COVERAGES CERTIFICATE NUMBER:CL1441033467 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER MMIDDYIYYYY MM DD/YYYY LIMITS LTR GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 X X DAMAGE T RENTED 300 000 X COMMERCIAL GENERAL LIABILITY PREMISES Ea occurrence $ A CLAIMS-MADE I-XI OCCUR 067238517 /15/2014 /15/2015 MED EXP (Any one person) $ 10 , 000 PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 2,000,000 X POLICY PRO LOC $ (Ea OMBINED SINGLE LIMIT 1,000,000 AUTOMOBILE LIABILITY C A ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED 067238517 /15/2014 /15/2015 BODILY INJURY (Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE $ X HIRED AUTOS X AUTOS Per accident UMBRELLA LIAB HOCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS' LIABILITY / YIN ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ NIA E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L. DISEASE - EA EMPLOYE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ B Professional Liability F 114001378 6/3/2014 6/3/2016 Limit: $2,000,000 Deductible: $5,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) Re: Engineering & Surveying Services for proposed asphalt overlay of Wightman St between Siskiyou Blvd & Quincy Street. General Liability Policy includes Blanket Additional Insured; Primary & Non-contributory coverage & Blanket Waiver of Subrogation when required by written contract per endorsement SB146968A (attached). Subject to policy terms, limits, conditions and exclusions. CERTIFICATE HOLDER CANCELLATION (541) 488-5311 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN The City of Ashland, OR & its elected ACCORDANCE WITH THE POLICY PROVISIONS. officials, officers L employees AUTHORIZED REPRESENTATIVE 20 East Main Street Ashland, OR 97520 f, S Wilson, AAI, AIC/SU~• ACORD 25 (2010/05) ©1988-2010 ACORD CORPORATION. All rights reserved. INS025 (20101 The ACORD name and logo are registered marks of ACORD SB-146968'A CNA (Ed. 01106) IMPORTANT: THIS ENDORSEMENT CONTAINS DUTIES THAT APPLY TO THE ADDITIONAL INSURED IN THE EVENT OF OCCURRENCE, OFFENSE, CLAIM' OR SUIT. SEE PARAGRAPH C., OF THIS INDORSEMENT FOR THESE DUTIES. THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED ENDORSEMENT WITH PRODUCTS-COMPLETED OPERATIONS COVERAGE BLANKET WAIVER OF SUBROGATION Architects, Engineers and Surveyors This endorsement modifies insurance provided under the following: BUSINESSOWNERS LIABILITY COVERAGE FORM BUSINESSOWNERS COMMON POLICY CONDITIONS A. WHO 1S AN INSURED (Section C.) of the 4. The insurance provided to the additional insured Businessowners Liability Coverage Form is amended does not apply to 'bodily injury,' 'property to include as an insured any person or organization damage,' 'personal and advertising injury' arising whom you are required to add as an additional insured out of an architect's, engineer's, or surveyor's on this policy under a written contract or written rendering of or failure to render any professional agreement; but the written contract or written services including: agreement must be: a. The preparing, approving, or failing to prepare 1. Currently in effect or becoming effective during the or approve maps, shop drawings, opinions, term of this policy and reports, surveys, field orders, change orders 2. Executed prior to the 'bodily injury," "property or drawings and specifications by any damage," or "personal and advertising injury.' architect, engineer or surveyor performing services on a project of which you serve as B. The insurance provided to the additional insured is construction manager; or limited as follows: b. Inspection, supervision, quality control, 1. That person or organization is an additional engineering or architectural services done by insured solely for liability due to your negligence you on a project of which you serve as specifically resulting from `your work" for the construction manager. additional 'insured which is the subject of the 5. This insurance does not apply to 'bodily injury,' written contract or written agreement. No "property damage,` or "personal and advertising coverage applies to liability resulting from the sole injury* arising out of: negligence of the additional insured. 2. The Limits of Insurance applicable to the a. The construction or demolition work while you N additional insured are those specified in the are acting as a construction or demolition written contract or written agreement or in the contractor. This exclusion does not apply to Declarations of this policy, whichever is less. work done for or by you at your premises. These Limits of Insurance are inclusive of, and not C. BUSINESSOWNERS GENERAL LIABILITY in addition to, the Limits of Insurance shown in the CONDITIONS - Duties In The Event of Occurrence, Declarations. Offense, Claim or Suit (Section' E.2.) of the 3. The coverage provided to the additional insured Businessowners Liability Coverage Form is amended within this endorsement and section titled to add the following LIABILITY AND MEDICAL EXPENSE An additional insured under this endorsement will as DEFINITIONS - "Insured Contract" (Section soon as practicable: F.9.) within the Businessowners Liability Coverage 1. Give written notice of an occurrence or an offense Form, does not apply to 'bodily injury' or "property to us which may result in a claim or 'suit" under damage' arising out of the 'products-completed this insurance, operations hazard unless required by the written contract or written agreement. SB-146968-A Page 1 of '2 (Ed. 01106) • SB-146968-A (Ed. 01106) 2. Tender the defense and indemnity of any claim or against that "suit' If no other insurer defends, we "suit" to us for a loss we coven under this will undertake to do so, but we will be entitled to Coverage Part; the additional insured's rights against all those 3. Tender the defense and indemnity of any claim or other insurers. "suit to any other insurer which also has When this insurance is excess over other insurance for a loss we cover under this Coverage insurance, we will pay only our share of the Part and amount of the loss, it any, that exceeds the sure 4. Agree to make available any other insurance of. which the additional insured has for a loss, we (a) The total amount that all such other insurance cover under this Coverage Part, would pay for the loss in the absence of this We have no duty to defend or indemnify an additional insurance; and insured under this endorsement until we receive (b) The total of all deductible and self-insured written notice of a claim or "suit" from the additional amounts under all that other insurance, insured. We will share the remaining loss, it any, with any 0. OTHER INSURANCE (Section H. 2. & 3.) of the other insurance that is not described in this Businessowners Common Policy Conditions are Excess Insurance provision and was not bought deleted and replaced with the following. specifically to apply in excess of the Limits of 2. This insurance is excess over any other insurance insurance shown in the Declarations of this naming the additional insured as an insured Coverage Part, whether primary, excess, contingent or on any E. TRANSFER OF RIGHTS OF RECOVERY AGAINST other basis unless, a written contract or written OTHERS TO US (Section K.2) of the agreement specifically requires that this insurance Businessowners Common Policy Conditions is deleted be either primary or primary and noncontributing and replaced with the following: to the additional insured's own coverage. This 2 We waive any right of recovery we may have insurance is excess over any other insurance to against any person or organization against whom you which the additional insured has been added as have agreed to waive such right of recovery in a an additional insured by endorsement. written contract or agreement because of payments 3. When this insurance is excess, we will have no we make for injury or damage arising out of your duty under Coverages A or B to defend the ongoing operations or 'your work" done under a additional insured against any "suit" if any other contract with that person or organization and included insurer has a duty to defend the additional insured within the "products-completed operations, hazard." SB-146968-A Page 2 of 2 (Ed. 01/06) n : rl Page 1 / 1 Rya C nu I L CITY OF W4 ASHLAND 'DATE: - PO NUMBER 20 E MAIN ST. 1/29/2015 12705 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 016077 SHIP TO: Ashland Public Works CONSTRUCTION ENGINEERING, CONSULTANTS (541) 488-5587 PO BOX 1724 51 WINBURN WAY MEDFORD, OR 97501 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Karl Johnson Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Enqineerinq and survevinq services for 14,500.00 the proposed asphalt overlay of Wiqhtman Street between Sikivou Boulevard and Quincv Street. Not to exceed $14,500.00 Contract for Personal Services Beqinninq date: 01/26/2015 Completion date: 12/31/2015 SUBTOTAL 14 500.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 14,500.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 260.08.12.00.70420 E 201501.100 14 500.00 Authori d Signature VENDOR COPY FORM #3 CITY OF ~ ~S H LAN D REQUISITION Date of request: 01/20/15 Required date for delivery: ASAP Vendor Name Construction Engineering Consultants. Inc. Address, City, State, Zip P.O. Box 1724, Medford, OR 97501 Contact Name & Telephone Number Patrick Havird, P.E., President, (541) 779-5268 Fax Number (541) 779-3139 SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency ® Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: -(Date) I Description of SERVICES Total Cost Provide engineering and surveying services for the proposed asphalt overlay of Wightman $14,500.00 Street between Siskiyou Boulevard and Quincy Street. Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached quote/proposal $ Project Number 201501.100 Account Number 260.08.12.00.704200 Account Number Account Number *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes/No By signing this requi ' io rrcertify i y public contracting requirements have been satisfied. Employee: Department Head: t I a`g (Equal to or greater than $5,000) Department Manager/Su -misor: City Administrator: (Equal to or greater than $25,00 Funds appropriated for current fiscal year: 0 Finance DireCtor- (Equal to orgreate&an $5,000) Date Comments: Form #3 - Requisition