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2020-011 20200273 GEI Consultants
PERSONAL SERVICES AGREEMENT CONSULTANT: GEI CONSULTANTS, INC. -AS I -I L A N D CONSULTANT'S CONTACT: CRAIG HALL 20 East Main Street ADDRESS: 6915 SW MACADAM AVENUE, SUITE 130 Ashland, Oregon 97520 PORTLAND, OREGON 97219 Telephone: 541/488-5587 Fax: 541/488-6006 TELEPHONE: (510) 224-6242 EMAIL: This Personal Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and GEI Consultants, Incorporated, a foreign business corporation ("hereinafter "Consultant"), for engineering services related to the Hosler Dam Safety Improvements. NOW THEREFORE, in consideration of the mutual covenants contained herein, the City and Consultant hereby agree as follows: 1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City, as set forth below (the "Effective Date"), and unless sooner terminated as specifically provided herein, shall terminate on September 30, 2022. 2. Scope of Work: Consultant will provide engineering services related to the Hosler Dam Safety Improvements for the City as more fully set forth in the Consultant's Proposal entitled "Proposal for Hosler Dam Safety Improvements - FERC Project 1107-OR, dated September 27, 2019, which is attached hereto as "Exhibit A" and incorporated herein by this reference. Consultant's services are collectively referred to herein as the "Work." 3. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall be construed to be mutually complimentary and supplementary wherever possible. In the event of a conflict which cannot be so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or other supporting documents. 4. All Costs Borne By Consultant: Consultant shall, at its own risk and expense, perform the Work described above and, unless otherwise specified in this Agreement, furnish all labor, equipment, and materials required for the proper performance of such Work. 5. Qualified Work: Consultant has represented, and by entering into this Agreement now represents, that all personnel assigned to the Work to be performed under this Agreement 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. Page 1 of 6 6. Compensation: City shall pay Consultant for its Work at the hourly rates as set forth in "Exhibit B," entitled "Fee Schedule and Payment Terms," which is attached hereto and incorporated herein by this reference, as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of$299,684.00 (two hundred ninety-nine thousand six hundred and eighty-four dollars) without the express, written approval from the City official whose signature appears below, or such official's successor in office. Payments shall be made within 30 days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted by the City as of the date of termination. 7. Ownership of Work/Documents: All Work product or documents produced in furtherance of this Agreement belong to the City, and any copyright, patent, trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned to the City. 8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220, 279B.230 and 279B.235. 9. Living Wage Requirements: Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in that chapter, to all employees performing Work under this Agreement and to any Subcontractor who performs 50% or more of the Work under this Agreement. Consultant shall also post the notice attached hereto as "Exhibit C" predominantly in areas where it will be seen by all employees. 10. Indemnification: Consultant hereby agrees to indemnify, save, and hold City, its officers, employees, and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature to the extent such actions or claims arise out of or incident to the negligent performance of this Agreement by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform Work or services attendant to this Agreement). However, Consultant shall not be held responsible for any losses, expenses, claims, subrogation, actions, costs (including defense costs), judgments, or other damages, to the extent such actions are caused by the negligence of City. 11. Termination: a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. b. Citv's Convenience. This Agreement may be terminated by City at any time upon not less than 30 days' prior written notice delivered by certified mail or in person. C. For Cause. City may terminate or modify this Agreement, 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 regulation or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or Page 2 of 6 iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen (15) days of the date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement 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 Agreement. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this Agreement if Consultant fails to provide services called for by this Agreement within the time specified herein or within 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 Agreement. e. Obligation/Liability of Parties. Termination or modification of this Agreement 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 Subsection a, b, c, or d of this section, Consultant shall immediately cease all activities under this Agreement, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all Agreement documents, information, works -in -progress and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 12. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is a subject employer that will comply with ORS 656.017. 13. Assignment: Consultant shall not assign this Agreement 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 of the Work shall not create any contractual relation between the assignee or subcontractor and City. 14. 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 under the 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 Page 3 of 6 in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under, this Agreement. 15. Insurance. Consultant shall, at its own expense, maintain the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per claim. This is to cover any damages caused by error, omission or negligent acts related to the professional services to be provided under this Agreement. "Tail" coverage will be required at the completion of the Work under this Agreement for the remaining Term, and not less than twenty-four (24) months after completion of all Work. Consultant shall be responsible for furnishing certification of the "tail" coverage as described herein or continuous "claims made" liability coverage for not less than twenty-four (24) months following completion of all Work, provided that the continuous "claims made" coverage has a retroactive date on or before the Effective Date of this Agreement. c. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence for Bodily Injury, Death, and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 (one million dollars) per occurrence for Bodily Injury and Property Damage, including coverage for owned, hired or non -owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' prior written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall supply an endorsement naming the City, its officers, employees and agents as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation, required herein, by the Effective Date, but only with respect to Consultant's Work to be provided under this Agreement. Consultant's insurance shall be primary and non-contributory. As evidence of the insurance coverages required by this Agreement, Consultant shall furnish a certificate or certificates of such insurance approved by the City prior to commencing any Work under this Agreement. 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 shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self -insured retentions, and/or self-insurance. 16. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business enterprise, minority -owned business, woman -owned business, a business that a service -disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.I 10. Page 4 of 6 17. Consultant's Compliance With Tax Laws: 17.1 Consultant represents and warrants to the City that: 17.1.1 Consultant shall, throughout the term of this Agreement, including any extensions hereof, comply with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 17.1.2 Consultant, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 18. Governing Law; -Jurisdiction; Venue:, This Agreement shall be governed and construed in accordance with the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the District of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue. 19. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE UNDERSTANDING AND AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT 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 AGREEMENT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 20. Amendments. This Agreement may be amended only by written instrument executed by both parties with the same formalities as this Agreement. 21. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement 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 Page 5 of 6 22. administrative discretion, to continue to make payments under this Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant has executed the certification attached hereto as "Exhibit D" and incorporated herein by this reference. C I0VKG W."M _ItW1►1t� By: AACity nA, dmin for Printed Name 12,1zhol ate Purchase Order No. ,-�0 APPROVED AS TO FORM: Assistant City Attorney Date Page 6 of 6 GEI CONSULTANTS, INC. (CONSULTANT): By: C�� Cam( - "m ignature k(r 4_ PAL Printed Name �cce Prurr#ye,,vT Title j-0r As Date (W-9 is to be submitted with this signed Agreement) 22 administrative discretion, to continue to make payments under this Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant has executed the certification attached hereto as "Exhibit D" and incorporated herein by this reference. CITY OF ASHLAND: I N City Administrator f 0 Printed Name 12I 21 I'} Date Purchase Order No. APPROVED AS TO FORM: ssistant City Attorney Date GEI CONSULTANTS, INC. (CONSULTANT): Signature Printed Name Title Date is to be submitted with this signed Agreement) Page 6 of 6 Exhibit A ContaLC*sul G`In(S September 27, 2019 Scott A. Fleury, PE Deputy Public Works Director Consulting City of Ashland, Public Works - Engineering 20 East Main Street Engineers and Ashland, OR 97520 Scientists Subject: Proposal for Hosler Dam Safety Improvements — FERC Project 1107-OR Jackson County, Oregon Dear Mr. Fleury: GEI Consultants, Inc. (GEI) is submitting this scope and cost estimate to the City of Ashland (City) for preliminary engineering services related to Dam Safety Improvements at Hosler Dam (Phase 1). This proposal is based on the services as outlined in the Request for Proposal (RFP) issued June 6, 2019; as well as, a site visit and conversations with Scott Fleury and Kevin Caldwell on August 28, 2019 at the City's office. SCOPE OF SERVICES The following task descriptions summarize our proposed scope of services for the respective tasks. The task structure is based on the RFP and discussion with the City during our meeting on August 28, 2019. The below scope assumes that no additional studies will be required to inform the dam safety design improvements. In addition, unless otherwise noted, the City's review time for "draft" deliverables will be two weeks. Draft deliverables will be sent to the City in "native" format in order for the City to combine comments and edits into a single document for GEI's use. Final deliverables will be sent in both "native" and ".pdf ' formats. Task 1 — Background Review This task is a critical first step of the Phase 1 portion of this project and will form the basis of our analyses and recommendations. Critical documents that will be reviewed will include but not limited to: • Independent Consultant Reports • Supporting Technical Information Documents (STIDs) • Potential Failure Mode Analyses (PMFAs) • Geologic Studies • Erosivity Studies • Cultural Resources Records Search • Biological Resources Online Database Review • Stability Analyses • Lidar and Bathymetry • As -built Information Many of these documents as well as several other pieces of background data were provided to GEI via an electronic share file site between August 27th and 29th 2019. Based on the documents provided, we have estimated the level of effort for our staff to review these documents. We will have the various discipline leads review their respective discipline sections of each report, as appropriate, as well as the Project Manager and www.geiconsultant,i.com GEI Consultants, Inc. 6915 SW Macadam Avenue, Suite 130, Portland, OR 97219 tel: 503.697.1478 Scott A. Fleury, PE Deputy Public Works Director City of Ashland, Public Works September 27, 2019 Page 2 Deputy Project Manager reviewing all the reports. If additional documents are available for review, we will review which may require additional hours to complete the review. Deliverables: Based on our review of the existing information, we will prepare a short draft letter report describing the documents reviewed, the pertinent information gathered from our review and an outline of issues that would be pertinent to an alternative analysis. We will incorporate the City's comments, as appropriate, and finalize the letter report. Task 2 — Develop Preliminary Alternatives Based on the results of our review of existing information under Task 1, we will develop preliminary alternatives to mitigate the left abutment erosion, hydrologic inadequacies, and safety and operational improvements. Specifically, we will develop preliminary alternatives for the following (listed in descending order of our proposed level of effort): • Left Abutment Erosion • Spillway and Spillway Structure • Access along the crest of the dam • Intake tower • Twenty-four- (24-) inch -diameter and 60-inch-diameter dam non -operating dam penetrations The intent of this task is to consider and develop all appropriate viable mitigation alternatives to a conceptual screening level. Based on our initial review of the information and our discussions with the City, we anticipate the number of conceptual screening alternatives to mitigate or improve the bulleted items above will be about 15 to 20 alternatives. Some alternatives may mitigate more than one of the bulleted items above. We will present a high-level breakdown of these alternatives to the City early in this task to allow the City to review and evaluate if the proposed alternatives require further work by GEI. After the City's review and any additional development of the accepted alternative, we will present these alternatives in the Workshop described in Task 3. Additional alternatives from the workshop will be included in our overall development of alternatives. Once the preliminary alternatives from GEI and the workshop are screened through the criteria accepted during the Task 3 workshop, the top two or three alternatives for each of the bulleted items above will be further developed to 5% design level (i.e. a total of about 8-10 alternatives). We will also conduct a screening -level environmental review during this task to evaluate the alternatives developed to assess the major environmental risks. The results of our environmental review of the information gathered during Task 1 will be used to determine if there are sensitive resources which may be impacted by the alternatives. This review will inform the alternatives selection process and focus the environmental work in the areas where there may be issues. Because the dam is older than 50-years, impacts and concerns of the State Historic Preservation Officer (SHPO) will also be considered. For the work described under this task, we have assumed that the existing background data is sufficient to generate meaningful design alternatives without encountering critical data gaps. If critical gaps are encountered, the City will negotiate a contract amendment with GEI for additional work, as needed. Scott A. Fleury, PE Deputy Public Works Director City of Ashland, Public Works September 27, 2019 Page 3 Deliverables: We will present the results of our work and summarize our preliminary and top 2-3 mitigation alternatives in a letter report to you for your review and comment. We will incorporate the City's comments, as appropriate, and finalize the letter. Task 3 — Alternatives Workshop Based on our discussions with the City, we have added a 1-day workshop to the scope to present to the City's staff the various alternatives developed under Task 2. We consider this workshop an important step to incorporate ideas from the City's staff, particularly treatment, operation and maintenance staff who have a keen understanding of the site limitations. We anticipate the City's staff will provide additional alternatives and assist in the development of the criteria used for the screening of the various alternatives. We have assumed the workshop be held at the City's office. However, if preferred, GEI can host the workshop in our Portland Office. In previous project work we have included FERC and other regulators during this step. We will work with the City to determine if it is advantageous to engage with FERC at this step in the design process. We have assumed five (5) GEI staff will be present at the workshop (Hall, Gutierrez, Monaghan, Slack, and Gillin). In addition, we will also have Phil Martin as a constructability specialist and Bryan Hayes (YEI Engineering) as a mechanical and electrical valve specialist. We also recommend the workshop be facilitated for efficiency and effectiveness given the limited time for the meeting. We recommend the workshop be facilitated by Ellen Cross with Strategy Driver Incorporated (SDI) who will be subcontracted under GEI. Ms. Cross will help develop with GEI and the City a scoring criteria that can be used during the workshop. We have included three (3) GEI staff who are familiar with environmental and cultural concerns to call into the meeting during critical times. Pending the preliminary environmental screening and conversations with FERC, it could also be beneficial to invite staff from the D14AC office of FERC. After completion of the workshop, we will prepare a report summarizing the points presented in the workshop, the ranking of the alternatives presented, and the action items developed. We will provide a draft Workshop Report for the City's review and will incorporate the City's comments, as appropriate, into the final Workshop Report. Deliverables: One -day facilitated workshop, with a Draft and Final Workshop Report. Task 4 — Develop AACE Level 4 Cost Estimate for Alternatives Important to any capital improvement project are the anticipated construction costs. The top 2-3 alternatives for each bulleted items (i.e. a total of 8-10 alternatives) in Task 2 will be developed to a 5% design level and will have a Level 4 AACE cost estimate performed under Task 4. These cost estimates will be useful in selecting the alternative(s) to be carried through to the 30% design (Task 5). We anticipate from 8-10 cost estimates will be prepared for the 8-10 alternatives developed to a 5% design level. Deliverables: A draft and final technical memoranda providing the approach and results of our Level 4 cost estimates for the alternatives considered. Scott A. Fleury, PE Deputy Public Works Director City of Ashland, Public Works September 27, 2019 Page 4 Task 5 — Develop 30% Design and AACE Level 3 Cost Estimate for Alternative(s) Following the workshop (Task 3) and the development of the top 2-3 alternatives for the bulleted items under Task 2, the alternatives will be screened through the criteria set forth under the workshop. The selected alternative for each of the bulleted items under Task 2 will be carried through to 30% design and the associated AACE Level 3 cost estimate. We anticipate the following analyses will be needed for each selected alternative, as appropriate, and at the City's discretion: • Hydrologic Inadequacy and Left Abutment Erosion: o Hydrology analysis o Hydraulic analysis o Geological analysis o Erodibility analysis • Spillway, Spillway Structure, Intake Tower and Penetrations o Spillway stability analysis o Intake tower analysis o Structural evaluation of the penetrations o Mechanical and electrical evaluation of the existing valves We have assumed that much of the analyses shown above have been completed previously by others and will be available for our use. However, there are several analyses that we will need to perform due to implementation of a specific alternative. For example, for an alternative that changes the spillway configuration, we will need to perform hydraulic analyses of the new spillway system. Until we complete Task 1 and understand the analyses performed to -date and until we know which alternatives will likely be considered for the 30% design, we do not know which of the analyses listed above will be performed by GEI. However, for cost -estimating purposes, we have assumed a reasonable level of effort will be required to complete the analyses. The cost estimated in Task 5 may need to be modified once we are near commencement of this task (Task 5). For the preparation of the plans, the plan set prepared will include an alternative/improvement for left abutment erosion, spillway, spillway structure, intake tower, the 24- and 60-inch diameter dam penetrations, and improvements for access across the dam crest. It will be important to coordinate with FERC during this effort to ensure to the best of our abilities that our design alternatives) are agreeable to FERC. The work performed under Task 5 will be presented in a 30% design package which will include the following: • Basis of Design Report (309/6) • Plans (309/6) • Specifications — List of specifications to be used for the project (309/6) • Cost Estimate — AACE Level 3 (30%) Deliverables: The design package will be provided as a "draft" to the City for review. The final 30% design package will incorporate the City's comments, as appropriate. We have assumed 3 weeks for the City to review the 30% design package. For the final deliverable, we will provide three hard copies with the "native" and ".pdF' electronic files uploaded through a secure server. Scott A. Fleury, PE Deputy Public Works Director City of Ashland, Public Works September 27, 2019 Page 5 Task 6 — Coordinate with FERC For Review of Alternatives and Improvements Coordinating with FERC will be ongoing through Tasks 2 to 5. Maintaining good communication with FERC throughout the design process will be important to the ensure efficiency of our design process. We proposed that communications with FERC be informal and not be in writing to FERC until the City and FERC are agreeable to a selected approach/alternative/improvement. Our experience has shown that this approach provides a more effective and efficient process for the ultimate FERC-approval for this project. FERC-approval may involve two branches of FERC- Dam Safety and Inspections (D2SI) (from the Regional office in Portland) and the Division of Hydropower Administration and Compliance (DHAC) (from the office in Washington, D. C.). D2SI will take the lead on engineering reviews; DHAC will manage environmental compliance. FERC may require a license amendment for the selected alternative. However, the amount of work required to apply for and receive a license amendment is highly variable depending on the specifics of the project. We are familiar with the license amendment process and we will work with FERC to understand their requirements, and we will work with you to reduce compliance needs and costs whenever possible. We have budgeted 40 hours for our FERC Licensing specialist to assist the City with your FERC compliance needs. Deliverables: We will prepare meeting notes for the City following all significant communications with FERC. Task 7 — Permit Assistance The level of environmental compliance required for the Project will depend upon the specific alternative selected. This task will involve reviewing all the required Federal, State and local approvals and permits necessary to perform the improvements to the site and forecasting the schedule and permit cost implications for each permit. Our permit specialists will be engaged at the concept design screening level (Tasks 2, 3 and 4), as well as during the 30% design (Task 5) to identify any special permit considerations that the alternative(s) could encounter. This early engagement in the permitting considerations will allow us and the City to anticipate the impacts the permits will have during the construction of the approved designs. Deliverables: We will provide a short letter detailing the required permits for this project with the anticipated timeline and permit cost. We will provide this letter to you in draft form near the completion of Task 2 with revisions as Task 4 and 5 are completed. The final letter will be provided after incorporating the City's comments, as appropriate, once Task 5 is near completion. Task 8 — National Historic Preservation Act Consultation Assistance Section 106 of the National Historic Preservation Act requires FERC to consult with the Oregon State Historic Preservation Office (SHPO) regarding historic and pre -historic resources. The dam was constructed in 1928 —1929 and is potentially historically significant. We understand that an architectural historian has not performed an evaluation of the site. We further understand that the City has relationships with local architectural historians that have worked with the local SHPO officer. We have found our existing working relationships between SHPO can be invaluable to the timeliness of the historic preservation process for this project. We have included some effort for GEI's registered professional historian to assist with this process as needed. We have assumed a total of 24 -hours each for our archeologist and architectural historian to assist Scott A. Fleury, PE Deputy Public Works Director City of Ashland, Public Works September 27, 2019 Page 6 with project impact assessments and historic property evaluations, as well as coordination with FERC and SHPO. Deliverables: This task is intended to provide as -needed support for City staff and does not include delivery of a specific work product. Task 9 — Obtain Final Approval from FERC On Preferred Alternatives By the time we are seeking final approval from FERC to move from the 30% design to generating final PS&E documentation (Phase 2), our intention is that FERC is abundantly familiar with our design goals of the project. We have several key staff that have the expertise in this FERC process who have existing working relationships with FERC representatives in the Portland office. Deliverables: We will prepare meeting notes for the City following all significant communications with FERC. Task 10 — Project Management Critical to the success of any project is project management. Within this task we have budgeted a 1-hour-long monthly call between GEI and the City and have assumed this first phase of work (i.e. Tasks 1-9) will have a duration of five (5) months. We have included four (4) GEI staff in each meeting, as we anticipate having various technical staff participate depending on the stage of work we are engaged in. We have also included within this task general project management time. Deliverables: Where appropriate, meeting notes will be provided to the City. ESTIMATED SCHEDULE Following the City's review and approval of the tasks described above, and the City of Ashland's City Council Board approval, we will commence Task 1 immediately. We intend to have our Workshop with the City (Task 3) within three (3) months of authorization and have our final 30% PS&E package delivered to FERC for final approval two (2) months following the workshop. Pending the timing of authorization, the schedule may be impacted by the holiday season and response time from FERC. This schedule also assumes there are no data gaps that warrant additional studies to complete the design. Scott A. Fleury, PE Deputy Public Works Director City of Ashland, Public Works September 27, 2019 Page 7 KEY PERSONNEL For this project, GEI will use a variety of technical staff that will vary based on the given technical objective. All work performed for this project will be overseen by the Project Manager, Craig Hall, PE, GE. Listed below are key staff and their associated practice area(s). Individual resumes can be furnished upon your request. These staff are included as appropriate on the attached cost estimate table. Additional staff personnel may be needed as required. Craig Hall, PE, GE — Project Manager — Dam Safety Engineer David Gutierrez, PE — Principal in Charge: Dam Safety Engineer, FERC Licensing Chris Slack, RG CEG SPRAT 1 — Deputy Project Manager — Senior Engineering Geologist Mike Monaghan, PE — Senior Engineer: Structural Design and Analysis Mike Walker, PE — Senior Engineer: Quality Control Chad Masching, PE, SPRAT 1— Senior Engineer: Structural Design and Cost Estimation Nick Miller PE — Senior Engineer: Hydraulic Design Engineer and Cost Estimation Ginger Gillin — Senior Scientist: FERC Licensing Cory Miyamoto PE — Senior Engineer: Dam Safety, FERC Licensing Madeline Bowen RH — Senior Architectural Historian: SHPO Denise Jurich, RPA — Senior Archeologist Mark Ashenfelter - Biologist Isabelle Rawlings PE — Project Engineer: Dam Safety, Design Engineer Ben Liu EIT — Staff Engineer: CADD Our team also includes the following subconsultants who will assist GEI in the relevant scope outlined above: • YEI Engineering: Mechanical and Electrical Valve Specialist • Phil Martin: Cons tructability Specialist • Strategy Driver, Incorporated: Facilitation services under Task 3 PROJECT FEE We propose to perform the various tasks on a time -and -materials basis for an estimated not -to -exceed cost. If additional services are required or requested beyond those described above, they will be performed on a time and expense basis in accordance with the attached Fee Schedule. The City will be notified of any additional services for concurrence prior to them being performed. Our estimated costs for the above tasks are $299,684 and are detailed in the attached table. The estimated fees for the services proposed by our subconsultants are resented under "ODC" (Other Direct Costs) in Table 1. The fees shown include GEI's P 15% mark-up. Scott A. Fleury, PE Deputy Public Works Director City of Ashland, Public Works September 27, 2019 Page 8 We will submit monthly invoices which detail the work scope completed and labor/expense effort. The attached Fee Schedule will apply to additional services not included in the scope of this proposal but authorized by the City. If this proposal is acceptable to you, we will commence work upon acceptance by the City Council and an authorized contract and notice to proceed is provided. We look forward to the opportunity to work with the City on these important dam safety improvements that will have a significant impact on the safety of Hosler Dam and the associated reliability of the raw drinking water and the safety of the City of Ashland residents. Should you have any questions or require additional information, please do not hesitate to contact either Craig Hall at 510.224.6242 (chall a geiconsultants.com) or Chris Slack at 503-342-3782 (cslack( eeiconsultants.com). Very truly yours, GEI Consultants, Inc. Craig Hall, PE, GE Vice President — Project Manager cc: David Gutierrez Attachments: Cost Estimate 2018 Standard Fee Schedule Christopher Slack, RG, CEG Senior Engineering Geologist — Deputy Project Manager Exhibit 8 Labor and Direct Cost Estimate 2014 FERC P12D Inspections .Labor Estimates Total Estimate Grade 8 Grade 7 -. Grade 6 Grade 5 -' Grade 4 Grade 3 Grade 2 Admin 3uttenez, Gitlin, Walker Monaghan; Masoning Slack, Miller, Junch, King Mlyamoto, Gowen, Ticen - Yehl, Liu CADD Rayne, Gable $275 Hrs _$245 Hrs $206 Hrs $181 His $154 Hrs $137 His $125 Hrs $102 His Labor CDC Total $5,500 i6 $3,920 B $1,648 24 $4,344 16 $2.192 B $816 92 $18,420 $18,420 $550 12 $2.472 B $1.096 22 $4,118 $ Soo $4,618 $550 12 $2.472 12 $2,172 26 $5,194 $ 500 $5.694 $2,200 4 $980 4 $824 20 $3,620 36 $7,624 $7.624 Task lsubtolal _. $36,356 - 1 $3,300 16 $3,920 12 $2,472 16 $2,896 56 $12,588 $12.586 $2,200 B $1,960 4 $B24 16 $2.896 36 $7.880 $7,880 $3.300 24 $5,880 4 $824 32 $6.792 72 $15.796 $15.796 $2,200 16 $3.920 4 $824 24 $4.344 52 $11,288 $11,288 32,200 16 $3,920 4 $824 16 $2.896 44 $9.840 $ 3,000 $12,840 $1,100 16 $3,296 8 $1.448 8 $1.096 36 $6,940 $6.940 $6,600 16 $3.920 8 $1.648 24 $4,344 4 $408 76 $16.920 $16,920 -- _ _ _ - lest 2Subtotal ..._$84,252 $1,100 4 $980 8 $1.648 8 $1,096 24 $4,824 $4,824 $9,900 12 $2,940 20 $4,120 4 $724 72 $17,684 $ 3,000 $20.684 $ 6,000 $6,000 $ 6,000 $6,000 $3,300 8 $1,960 12 $2,472 20 $3,620 52 $11,352 $11.352 Test 3 subtotal $48.860 $1,100 24 $5.880 28 $6,980 $ 1,400 $8.380 $3,300 4 $9BO 4 $824 4 $724 24 $5.828 $5,828 $1,100 8 $1,960 4 $824 16 $2,896 32 $6.780 $6,780 ..:Task 4 subtotal _$20988 $3.300 16 $3,920 8 $1,648 32 $5,792 8 $816 76 $15.476 $15,476 $4,400 32 $7.840 20 $4,120 40 $7,240 40 $5,000 148 $28,600 $2B,600 $2.200 8 $1,960 16 $2,896 32 $7,056 $ 5.000 $13,056 $3,300 24 $5,880 36 $9.180 $ 3.500 $12,680 - _ _.._ -. - -_-- - __- Task S subtotal 569,812 $8,800 32 $8,800 $8,800 $2,200 4 $824 12 $3.024 $3,024 _. _ Task 6 subtotal $11,824,_.. $2.200 24 $4,944 8 $816 40 $7,960 $7,960 -Task 7 subtotal ._ $7,960 __.. $550 24 $4,944 26 $5.494 $5,494 $550 24 $4,944 26 $5,494 $5,494 - - Task 8subtotal .. $5,494 $2,750 5 $1,225 5 $1.030 20 $5,005 $5,005 $1,375 10 $2,060 2 $204 17 $3,639 $3.639 Tasl9 subtotal $8,644 $ 81,125 261 $ 63,945 255 $,52 530 324 $ 58 644 - 40 $5 480 40 $5 000 30 $ 3 O60 I 1245 269,784 $ 29,900 $ - $ 299.684 mch improvement assumes a total of 15 improvements for preliminary and a total of 8-10 alternatives after screening. FEE SCHEDULE AND PAYMENT TERMS FEE SCHEDULE Hourly Billing Rate Personnel Category $ per hour Staff Professional — Grade 1 $ 113 Staff Professional — Grade 2 $ 125 Project Professional — Grade 3 $ 137 Project Professional — Grade 4 $ 154 Senior Professional — Grade 5 $ 181 Senior Professional — Grade 6 $ 206 Senior Professional — Grade 7 $ 245 Senior Consultant — Grade 8 $ 275 Senior Consultant — Grade 9 $ 335 Senior Principal — Grade 10 $ 335 Senior CADD Drafter and Designer $ 137 CADD Drafter / Designer and Senior Technician $ 125 Field Professional $ 103 Technician, Word Processor, Administrative Staff $ 102 Office Aide $ 80 GI u rants These rates are billed for both regular and overtime hours in all categories. Rates will increase up to 5% annually, at GEI's option, for all contracts that extend beyond twelve (12) months after the date of the contract. Rates for Deposition and Testimony are increased 1.5 times. OTHER PROJECT COSTS Subconsultants, Subcontractors and Other Project Expenses - All costs for subconsultants, subcontractors and other project expenses will be billed at cost plus a 15% service charge. Examples of such expenses ordinarily charged to projects are subcontractors; subconsultants: chemical laboratory charges; rented or leased field and laboratory equipment; outside printing and reproduction; communications and mailing charges; reproduction expenses; shipping costs for samples and equipment; disposal of samples; rental vehicles; fares for travel on public carriers; special fees for insurance certificates, permits, licenses, etc.; fees for restoration of paving or land due to field exploration, etc.; state sales and use taxes and state taxes on GEI fees. Billing Rates for Specialized Technical Computer Programs — Computer usage for specialized technical programs will be billed at a flat rate of $10.00 per hour in addition to the labor required to operate the computer. Field and Laboratory Equipment Billing Rates — GEI-owned field and laboratory equipment such as pumps, sampling equipment, monitoring instrumentation, field density equipment, portable gas chromatographs, etc. will be billed at a daily, weekly, or monthly rate, as needed for the project. Expendable supplies are billed at a unit rate. Transportation and Subsistence - Automobile expenses for GEI or employee owned cars will be charged at the rate per mile set by the Internal Revenue Service for tax purposes plus tolls and parking charges or at a day rate negotiated for each project. When required for a project, four-wheel drive vehicles owned by GEI or the employees will be billed at a daily rate appropriate for those vehicles. Per diem living costs for personnel on assignment away from their home office will be negotiated for each project. PAYMENT TERMS Invoices will be submitted monthly or upon completion of a specified scope of service, as described in the accompanying contract (proposal, project, or agreement document that is signed and dated by GEI and CLIENT). Payment is due upon receipt of the invoice. Interest will accrue at the rate of 1% of the invoice amount per month, for amounts that remain unpaid more than 30 days after the invoice date. All payments will be made by either check or electronic transfer to the address specified by GEI and will include reference to GEI's invoice number. GEI Consultants Standard Fee Schedule 2018 EXHIBIT C'. City of Ashland LIVING WAGE per hour, effective June 30, 2019. 1� The Living Wage is adjusted annually every /` June 30 by the Consumer Price Index. ➢ For all hours worked under a service contract between their employer and the City of Ashland if the contract exceeds $21,507.75 or more. ➢ For all hours worked in a month if the employee spends 50% or more of the employee's time in that month working on a project or portion of business of their employer, if the employer has ten or more employees, and has received financial assistance for the project or business from the City of Ashland in excess of $21,507.75. ➢ If their employer is the City of Ashland, including the Parks and Recreation Department. ➢ In calculating the living wage, employers may add the value of health care, retirement, 401 K and IRS eligible cafeteria plans (including childcare) benefits to the amount of wages received by the employee. Note: For temporary and part-time employees, the Living Wage does not apply to the first 1040 hours worked in any calendar year. For more details, please see Ashland Municipal Code Section 3.12.020. Contact 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 employee. Page 1 of 1 CITY OF -ASH LAN D EXHIBIT D CERTIFICATIONS/REPRESENTATIONS: Consultant, by and through its authorized representative, 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) Consultant 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. Consultant further represents and warrants to City that: (a) it has the power and authority to enter into and perform the Work, (b) the Agreement, when executed and delivered, shall be a valid and binding obligation of Consultant enforceable in accordance with its terms, (c) the work under the Agreement shall be performed in accordance with the highest professional standards, and (d) Consultant is qualified, professionally competent, and duly licensed (if applicable) to perform the Work. Consultant also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent contractor as defined in the Agreement, it is authorized to do business in the State of Oregon, and Consultant has checked four or more of the following criteria that apply to its business. _ (1) Consultant carries out the work or services at a location separate from a private residence or is in a specific portion of a private 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. Y (6) Consultant assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission (professional liability) insurance or liability insurance relating to the Work or services to be provided. IA PA/J((-F-r c4v-'�Sv /-�6--J-Sjj" ConsJmt Date Page I of 1 EXHIBIT C City of Ashland ➢ For all hours worked under a service contract between their employer and the City of Ashland if the contract exceeds $21,507.75 or more. ➢ For all hours worked in a month if the employee spends 50% or more of the employee's time in that month working on a project or LIVING WAGE per hour, effective June 30, 2019. The Living Wage is adjusted annually every June 30 by the Consumer Price Index. portion of business of their employer, if the employer has ten or more employees, and has received financial assistance for the project or business from the City of Ashland in excess of $21,507.75. ➢ If their employer is the City of Ashland, including the Parks and Recreation Department. ➢ In calculating the living wage, employers may add the value of health care, retirement, 401 K and IRS eligible cafeteria plans (including childcare) benefits to the amount of wages received by the employee. ➢ Note: For temporary and part-time employees, the Living Wage does not apply to the first 1040 hours worked in any calendar year. For more details, please see Ashland Municipal Code Section 3.12.020. Contact 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 employee. Page 1 of 1 CITY OF -ASH LAN D Council Business Meeting October 15, 2019 Agenda Item Award of a Professional Services Contract; Dam Safety Engineering From Scott Fleury PE Deputy Public Works Director Contact Scott.fleuryCa)_ashland. or. us; (541) 552-2142 SUMMARY Before the Council is an award of a professional services contract with GEI consultants for the Dam Safety Project as defined and approved in the City's capital improvement program. This contract is for phase 1, alternatives analysis and preliminary engineering for a cost not to exceed, $299,684 POLICIES. PLANS & GOALS SUPPORTED City Council Goals: Essential Service -Drinking Water System Emergency Preparedness Address Climate Change Climate Energy Action Plan: Natural Systems: Air, water, and ecosystem health, including opportunities to reduce emissions and prepare for climate change through improved resource conservation and ecosystem management. Strategy NS-2: Manage and conserve community water resources Continue to leverage resources to develop and/or enhance Value Services Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life -cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources PREVIOUS COUNCIL ACTION The Council has taken numerous previous actions to support Dam Safety including approvals of professional services contracts to analyze all aspects of Hosler Dam and approving the 2020/21 Biennium Budget which included appropriations for dam safety improvements. The last formal action was approval of a professional services contract at the June 5, 2018 Business Meeting with Cornforth Consultants to perform the Eighth Independent Consultant Inspection of the facility. BACKGROUND AND ADDITIONAL INFORMATION Hosler Dam is operated by the Department of Public Works. Hosler Dam is a concrete arch dam on Ashland Creek that impounds the City's raw water supply in Reeder Reservoir. Hosler Dam was constructed in 1928. In addition to Hosler Dam there are two small concrete diversion dams at the upper end of the reservoir across the East and West Forks of Ashland Creek that predate Hosler Dam. The City generates hydroelectric power at the power house located with the water treatment plant approximately 4,200 feet north of Hosler Dam. The power house is operated by the City's Electric Department. The City being a purveyor of hydroelectric power falls under the regulatory oversite of the Federal Energy Regulatory Commission (FERC) Part 12. The Part 12 contains five subparts A-E that detail requirements a licensee must follow to ensure the safe operation of the system and provide protection for the Page 1 of 3 CITY OF ASHLAND residents of Ashland. Maintenance and improvement actions for Hosler Dam and associated appurtenances evolve from Part 12D-Inspections and as required by FERC. Part 12D-Inspection by Independent Consultant Part 12D requires the City hire an independent inspection consultant every five years to perform a formal inspection of the facility and detail findings in a final report. This consultant must be approved by FERC before they can perform any inspection and analysis duties associated with the project. At the June 5, 2018 Business Meeting, Council awarded a professional services contract to Cornforth Consultants to perform the Eighth Independent Consultant Inspection. The formal inspection with Cornforth, FERC and City staff occurred in September of 2018. The independent review also requires the potential failure modes (PFM) of Hosler Dam to be formally evaluated and revised as necessary in direct coordination with FERC at a PFM workshop after the inspection. The Eighth Inspection report was finalized in December of 2018 and transmitted to FERC for review. A major point of emphasis from FERC with respect to the PFM update is the potential erosivity of the left abutment under defined maximum flood loading conditions. FERC has requested the City develop a plan and schedule to address the erosivity concern. FERC has also requested the City review additional dam features for improvement, including evaluation of the spillway, spillway structures and dam piping penetrations. In order to mitigate the risk associated with this failure mode and address other dam maintenance concerns, staff drafted a Qualifications Based Solicitation (QBS) to formally solicit engineering services for the development of final plans, specifications and estimates to mitigate safety concerns. The project is broken into three distinct phases, preliminary engineering/alternatives analysis, final engineering and construction administration. The contract before Council as attachment #1 is only for preliminary engineering. Final engineering, construction administration and a formal construction contract will be brought forth at a dates to be determined once preliminary engineering is completed and FERC approval on solutions has been obtained. The purpose of this project is the continued protection of the City's drinking water system through development of specific safety improvements for the Hosler Dam project as required by independent review. The project was formally solicited on the Oregon Procurement Information Network (ORPIN) on June 6, 2019 and responses were received on July 9, 2019. Proposals were submitted by Hatch, HDR Engineering Inc., GEI Consultants, and Schnabel Engineering. The proposals were graded by Kevin Caldwell, Senior Engineering Project Manager, Chance Metcalf, Engineering Project Manager, Ciara Marshall, Water Resources Technician, and Scott Fleury PE, Deputy Public Works Director. The results of the scoring are as follows: CONSULTANT TOTALSCORE RANK GEI Consultants 381 1 Hatch 368 2 Schnabel Engineering 354 3 HDR Engineering Inc. 353 4 After scoring was completed, all consultants were informed of the City's intent to begin scope and fee negotiations with GEI Consultants. Through several formal discussions a final scope and fee was agreed upon in concept by the City and GEI. This scope and fee is part of attachment #1 and for the preliminary engineering phase only. Staff expects to complete the phase 1 portion five months after notice to proceed is given to GEI Consultants. After completion of the preliminary engineering phase staff expects to bring a contract for final engineering before Council. Page 2 of 3 CITY OF ASHLAND FISCAL IMPACTS The proposed fee for the preliminary engineering phase is $299,684 The planning level project total estimate of $4,800,000 was approved and is part of the city's current capital improvement program. The engineering phases are meant to be completed within the current biennium and construction is anticipated to start in the first year of the next biennium. Additional project costs are associated with engineering staff time to manage the project throughout its duration. STAFF RECOMMENDATION Staff recommends approval of the professional services contract with GEI Consultants for Dam Safety Improvements. ACTIONS, OPTIONS & POTENTIAL MOTIONS 1. I move to approve a Legal Department approved professional services contract with the attached scope of services with GEI Consultants for preliminary engineering of dam safety improvements in the amount of $299,684. 2. I move to direct staff to perform a new solicitation. 3. I move to add or modify scope of services (add modification). REFERENCES & ATTACHMENTS Attachment 1: GEI Consultants Scope and Fee for Preliminary Engineering Attachment 2: Dam Safety Improvements -Capital Improvement Program Data Sheet Page 3 of 3 CITY OF ASHLAND ® CERTIFICATE OF LIABILITY INSURANCE DATE (MMIODNYYY) 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 have ADDITIONAL INSURED provisions or 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 endorsements). CONTACT PRODUCER Marsh USA, Inc. NAME: Craig A Parrow 20 Church Street, 8th Floor PHONE 860 723 5784 iu"'o, Net: 1A.c.nQ.Ji:Xt1 U -- -- Harford, CT 06103-3187 1 E-MAIL -_ - NAIC Nww.marsh.com INSURED GEI Consultants, Inc. 6915 SW Macadam Ave Suite 130 Portland OR 97216 _ INSURER _A : National Union Fire Ins Co Pittsburgh PA INSURER B: Steadfast Insurance Comps INSURER C : INSURER D : COVERAGES CERTIFICATE NUMBER: roaoazos REVISION NUMRFR 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. OFINSUNCE iADOLSUER_ — -POLICY EXP LIMITSL INSn Wyn : POLICY NUMBER MMIDDIYYYYI MMIDD/YYYY A ✓ COMMERCIAL GENERAL LIABILITY —` CLAIMS MADE I. �/ OCCUR 518-02-76 3/1/2019 3/1/2020 "EACH OCCURRENCE 'DAI�lAG�TD-REN`7ED_-__ _ i_PREMISES_{Ea_otxurrenceJ ,., $1.QQQQQQ ----- $3Q0,000 $ 25,000 { MED EXP (Any one person) $ 1.0_000 000 '._PERSONAL & ADV INJURY $2,000,000 GENERALAGGREGATE nGEN'LAGGREGATELIMITAPPLIESPER: POLICY1 ✓ ] PE° L✓ I LOC PRODUCTS - COMP/OP AGG $2.000.000 $ OTHER• A AUTOMOBILE LIABILITY ✓ I ANY AUTO i2961705 - AOS 2961704-MA 3/1/2019 ' 3/1/2020 COMBINED SINGLE LIMIT$a accideml1,000�000 3/1/2019 3/1/2020 BODILY INJURY (Per person) --- ----_ $ OWNED SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED ✓ AUTOS ONLY AUTOS ONLY ii I i I I BODILY INJURY (Per accident) - PROPERTY DAMAGE ', der , deny_-__ $ $ $5 000 Medical Payments B I UM13RELLALIA13 I occuR EXCESS LIAB CLAIMS -MADE !SXS-7447104-00 I j 3/1/2019 3/1/2020 EACH OCCURRENCE AGGREGATE $2,000,000 $2,000 OOO DED I RETENTION $ $ A 'WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N ANYPROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMSEREXCLUDEI a NIA 012016047 - AOS 012016046 - CA OTHI- 1 3/1/2019 ( 3/1/2020 ; SPERLATUTE I ER ! 3/1/2019 ' 3I1 /2020 "-- i i EL FACHACCIDENT., - $.1,000,000 ". (Mandatory In NH) IF yes, describe under ! DESCRIPTION OF OPERATIONS below i I E.L DISEASE - EA EMPLOYE 1 E.L. DISEASE - POLICY LIMIT $ $1,000000 B Contractor's Pollution Liability / PECO233595-03 3/1/2019 3/1/2020 Each Claim 2,000,000 Prof Liab (retro date: 01/01/74) Aggregate 2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS/ VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space is required) The certificate holder is an additional insured on the General and Automobile Liability policies where required by written contract or agreement subject to policy terms, conditions and exclusions. This Insurance is Primary and Non -Contributory on the General, Automobile and Employer Liability policy subject to the policy terms, conditions and exclusions. 30 days notice of cancellation / 10 days for non-payment of premium. CERTIFICATE HOLDER CANCELLATION Hosler Dam Engineering Services City of Ashland, Public Works Department 20 East Main Street Ashland OR 97520 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE �.. _. , / Rid atd /"I.UC uw Jed Marsh Risk and Insurance Services © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD 2399325 1 19-20 GL AU UMB $2M WC $2M CPL PL I Ne11ie Reyna 1 11/19/2019 2:55:06 PM (PST) I Page 1 of 1 I L L T 0 E N D 0 R City of Ashland ATTN: Accounts Payable 20 E. Main Ashland, OR 97520 Phone: 541/552-2010 Email: payable@ashland.or.us GEI CONSULTANTS INC 400 UNICORN PARK DRIVE WOBURN, MA 01801 CITY RECORI..,--ii Purchase Order Fiscal Year 2020 Page: 1 of: 1 Purchas Order # e 20200273 H .C/O Public Works Department I ,51 Winburn Way P Ashland, OR 97520 -Phone: 541/488-5347 T Fax:541/488-6006 0 Paula Brown 12/10/2019 5109 FOB ASHLAND OR/NET30 Citv Accounts Pa able Eng Svcs Hosler Dam 1 Engineering services related to Hosler Dam Safety Improvements 1 299,684.0000 $299,684.00 Personal Services Agreement Completion date: 09/30/2022 Project Account: E-201907-999 Project Account: E-201907-999 *********** GL SUMMARY ************** 083800 - 704200 $74 9210 00 By: " AL Authorized Signature Date: 299 684.00 FiQj�1#3 CITY OF A request for a. Purchase Order ASH LAN D REQUISITION gate of request: Required date for delivery: FE Vendor Name Address, City, State, Zip Contact Name & Telephone Number Email address SOURCING METHOD GEI Consultants Inc. 6915 SW Macadam Avenue, Suite 130 Portland, OR 97219 Hall 510-224-6242 ❑ Exempt from Competitive Bidding ❑ Invitation to Bid ❑ Emergency ❑ Form #13, Written findings and Authorization ❑ Reason for exemption: ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached Attach copy of council communication If council approval required, attach copy of CC ❑ Small Procurement ❑ Request for Proposal Cooperative Procurement Not exceeding $5,000 Date approved by Council: ❑ Stale of Oregon ❑ Direct Award _(Attach copy of council communication) Contract # ❑ Verbalf0i itten bid(s) or proposal(s) A Request for Qualifications (Public Works) ❑ State of Washington Date approved by Council: x�rsaww"J to(15ff9 Contract# Attach copy of council communication ❑ Other government agency contract Agency Intermediate Procurement ❑ Sole Source GOODS & SERVICES ❑ Applicable Form (#5, 6, 7 or 8) Contract# Greater than $5,000 and less than $100,000 ❑ Written quote or proposal attached ❑ Form #4, Personal Services $5K to $75K Intergovernmental Agreement Agency ❑ (3) Written bids & solicitation attached PERSONAL SERVICES ❑ Annual cost to City does not exceed $25,000. ❑ Special Procurement Greaterthan $5000 and less than $75,000 ❑ Form#9, Request for Approval ❑ Written quote or proposal attached Agreement approved by Legal and approved/signed by City Administrator. AMC 2.50.070(4) ❑ Less than $35,000, by direct appointment ❑ (3) Written proposals & solicitation attached Date approved by Council: ❑ Annual cost to City exceeds $25,000, Council ❑ Form #4, Personal Services $5K to $75K Valid until: Date approval required. (Attach copy of council communication) Description of SERVICES Total cost Engineering Services related to Hosler Dam Safety Improvements Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ❑N Perattachedquotelproposal 201— 081500 ..__ 704200 1� Project Number _ _ _ _ • _ _ _ Account Nu,_ _ ToTAC.cosrir 2019-07 083800 7 4424 �Z.j.�� Account Number_ _ _ _ _ _-_ _ _ _ _ _ Account Nu ber _ _ _ _ _ _-_ _ _ _ I *Expenditure must be charged to the appropriate account numbers for the financials o accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: ITDirector Date Support-Yes/No By signing this requisition form, I certify that the(1City's public contracting requirements have been sal Employee: &) ) e47i `Ga Department Head: Department Manager/Supervisor: Funds appropriated for current fiscal year 1� / NO Comments: City CL ' —_ Deputy Finance Director- (Equal to orgreaterthan $5,000) Z" $25,000) Date