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HomeMy WebLinkAbout2021-020 PO 20210369- OS Engineering RECO D R Purchase Order raft • Fiscal Year 2021 Page: 1 of: 1 $ City of Ashland ot-�eraM&SS . _.= ATTN:Accounts Payable 20 E.Main Purchase 29219369 Ashland, OR 97620 Order# T Phone:641/652-2010 0 Email: payable@ashland.or.us • • V H 0/0 Public Works Department E OS ENGINEERING I 51 Winburn Way N PO BOX 70413 p Ashland,OR 97520 n SPRINGFIELD, OR 97475 Phone:541/488-5347 R 0 Fax: 641/488-6006 :It:i Mitt a (541)373-3345 Scott Fleury =i-1=$�i1:t. _ �:.s➢�: I1=-z--- --_-- 06/03/2421 1338 FOB ASHLAND OR/NET30 City Accounts Payable _ -GIckYNa=1 ei�p-it��=i�— ---- E_ — Water System Radio Improvement - 1 Water System Radio Communication Improvements 1.0 $32,340.00 $32;340.00 Personal Services Agreement(Greater than$25,000.00) • Completion date: June 30,2021 Project Account: Project Account: • • ********A******GL SUMMARY***********Moi* • 081800-601400 $16,170.00 081900-601400 $16,170.00 • • • • • • • • • • • • • • Ao _ • By: ✓4 Date: Authorized Signature $32,340.00 FORM #3 CITY OF A l'egt.ttit,r itoi'ii 'tirl::htaul ; (.)lt:�«, IEQt11SlTa®N Data of request: 0611812021 • Vendor Name Olsson Industrial Electric Inc,Dba OS Engineering •' Address,City,State,Zip PO Box 70413 Springfield,OR 97475 Contact Name Jeff Teel Telephone'Nulnber 641-393.3345 Email address ieif,teel anos-engr,com SOURCING METHOD ❑ Exempt from Competitive Biddlnr ❑ Ernorcioncg ❑ Reason for exemption; ❑ Invitation to D14 (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 (Attach copy of council communication) (II council approval required,attach copy of CC) ❑ Small Procurement D Request for Proposal (Copies on ills) Cooperative Procurement j.ess than$5,000 0 Slate of Oregon _ Date approved by Council:❑ Direct AwardContract# ❑ VerbaWlrlllen quotes)or proposal(s) —(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract# GOODS&SERVICES ❑ Applicable Form(115,6,7 or 8) ❑ Other government agency contract $5,000 to$100,000 ❑ Written quote or proposal attached Agency CI (3)Written quotes and solicitation attached ❑ Form 114, Personal Services$51(to$751( Contract# PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5.000 to$75,000 ❑ Form 119,Request forApproval ❑ Agency ❑ Less than$35,000,by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3)Written proposals/written solicitation Dale approved by Council: (Date) ❑ Form 114, Personal Services$5l(to$751( Valid until; (Date) (Attach copy of council communication) Description of SERVICES • Total Cost Water system radio communication Improvements. - 32,340.00 Item ft Quantity Unit Description of MATERIALS Unit Price Total Cost• • TOTAL COST • ® Per attached quotetproposal $ Project Number • Account Number cat a o o.o o t 4 0 a 1 6,1 7 000 Project Number • Account Number a a 1 s 0 0.0 0 r 4 0 o $_,._ 1 e,1 ? D,0 0 Project Number • Account Number • • 'Expenditure must be charged to the appropriate account numbers forihe financials to accurately relied the actual expenditures. • IT Director In collaboration with department to approve all hardware and software purchases: 11-Director Date Support-Yes/No By signing Ibis requisition fort,f certify Met The CIty's public contracting requirements have been satisfied. Employee:6010Q Q, DQ f AA i,~ C..Qq ,Department Head, 12649021 21 C (€gial to or gA to t$5,0,pk.yaz:44 hrh _> (c aa�wuacnd Department Managerl3upervisor: City Mm (rat o wry teal l ort Oalr t(�$25,0 i}Jienm,tuwa,mw ,, • Funds appropriated for current fiscal year; t/ d# elf nt leonco Director-(Egtrof to(op 'dor lf,o$4000) Date Comments: • _ • Forat113-Requisition • • • j PERSONAL SERVICES AGREEMENT (GREATER THAN $25,000.00) CONSULTANT: OLSSON INDUSTRIAL ELECTRIC,INC. CITY OF AS H LAND ADDRESS: PO Box 70413 20 East Main Street Springfield, OR 97475 Ashland,Oregon 97520 Telephone: 541/488-5587 TELEPHONE: 541-639-4484 Fax: 541/488-6006 EMAIL: waylon.bowers@os-engr.com This Personal Services Agreement (hereinafter"Agreement") is entered into by and between the City of Ashland,an Oregon municipal corporation(hereinafter"City")and Olsson Industrial Electric,Inc., a domestic business corporation ("hereinafter "Consultant"), for water system radio communication 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 upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's fmal payment therefore, but not later than June 30,2021. 2. Scope of Work: Consultant will provide water system radio communication improvements as . more fully set forth in the Consultant's Proposal dated April 22,2021,which is attached hereto as"Exhibit A"and incorporated herein by this reference. Consultant's services are collectively referred to in this Agreement as the"Work." 3. Compensation: City shall pay Consultant the sum of$32,340.00 (thirty-two thousand three hundred forty and zero cents) 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$32,340.00(thirty-two thousand three hundred forty and zero cents)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 thirty(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 as of the date of termination. 4. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall be construed to be mutually complementary and supplementary wherever possible. In the event of a conflict which cannot be so resolved,the provisions of this Page 1 of 7: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND OLSSON INDUSTRIAL ELECTRIC,INC. 4. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall be construed to be mutually complementary 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 supporting documents. 5. All Costs Borne by Consultant: Consultant shall,at its own risk,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. 6. 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 fiilly qualified perform the services to which they will be assigned in a skilled manner and,if required to be registered,licensed,or bonded by the State of Oregon, are so registered,licensed, or bonded. • i 7. Ownership of Work/Documents: All Work,work product,or other 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: If the amount of this Agreement is$22,002.43 or more, 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 is also required to post the notice attached hereto as"Exhibit B"predominantly in • areas where it will be seen by all employees. 10. Indemnification: Consultant hereby agrees to defend,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 arising out of or incident to the 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,costs,judgments,or other damages,caused solely by the gross • negligence of City. 11. Termination: a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. • b. City's Convenience. This Agreement may be terminated by City at any time upon not less than thirty(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 Page 2 of 7: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND OLSSON INDUSTRIAL ELECTRIC,INC. ! upon delivery of written notice to Consultant,or at such later date as may be established by City in writing under any of the following conditions: 1. 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 Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement;or 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 the Work 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 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. Page 3 of 7: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND OLSSON INDUSTRIAL ELECTRIC,INC. • 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 iii 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 occurrence. This is to cover any damages caused by error,omission or negligent acts related to the Work to be provided under 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)for each accident for Bodily Injury and Property Damage,including coverage for owned,hired or non-owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation,material change,reduction of limits or intent not to renew the insurance coverage(s)without thirty(30) days'prior 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,excluding Professional Liability and Workers' Compensation,required herein,but only with respect to Consultant's services to be provided under this Agreement.The consultant's I I insurance is primary and non-contributory.As evidence of the insurance coverages required I ! by this Agreement,the Consultant shall furnish acceptable insurance certificates,prior to commencing the Work under this Agreement. The certificate will specify all of the parties Page 4 of 7: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND OLSSON INDUSTRIAL ELECTRIC,INC. 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. 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.110. 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 tai 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. Notice. Whenever notice is required or permitted to be given under this Agreement,such notice shall be given in writing to the other party by personal delivery,by sending via a reputable commercial overnight courier,by mailing using registered or certified United States mail,return receipt requested,postage prepaid,or by electronically confirmed at the address or facsimile number set forth below: 1 ' Page 5 of 7: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND OLSSON INDUSTRIAL ELECTRIC,INC. If to the City: • City Department I i Attn: Kevin Caldwell 20 East Main Street i I Ashland, Oregon 97520 With a copy to: City of Ashland—Legal Department - 20 E.Main Street Ashland,Oregon 97520 Phone: (541)488-5350 If to Consultant: Olsson Industrial Electric,Inc. PO Box 70413 Springfield, Oregon 97475 19. Governing Law. This Agreement shall be governed by 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. 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 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. 22. 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 Page 6 of 7: PERSONAL SERVICES AGREEMENT BETWEEN THE CITY OF ASHLAND AND OLSSON INDUSTRIAL ELECTRIC,INC. 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 AUTIHORIZED REPRESENTATIVE, I IEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT,UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 23. Certification. Consultant agrees to and shall sign the certification attached hereto as"Exhibit C"and incorporated herein by this reference. IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF ASHLAND: OLSSON INDUSTRIA]ELECTRIC,INC. Adam So N , (CONSULTANT): . By: Hanks/— . 10, • IAA,/,+ 71 Adam Franks,City Manager Pro Tern By: • 5/26/21 — Signature Date Printed Name ; 67' . Ls-3, VNi -• Purchase Order No. /D J 'Title 51,2 Date (W-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: / Assistant City Attorney • Date Page 7 017: PERSONAL SERVICES AGREEMENT 13ETWEEN THE Cfi•Y OF ASHLAND AND OLSSON INDUSTRIAL ELECTRIC,INC. EXHIBIT A PAGE 1 Or 6 CSENGINEERING • - Proposal for Water System Radio Communication Improvements — Phase 'I • • For City of Ashland March 2021 • • Revision No.: 1.1 By: Waylon Bowers, P.E. Martin Stoddard, P.E. OS Engineering 6035 Plateau Dr. • Bend, OR 97701 63035 PLATEAU DR O BEND,OR 97701 El PHONE(541)639-4484 o FAx(541)505-8917 EXHIBIT A PAGE 2 OF 6 Table of Contents • 1 Introduction 2 2 Scope of Work 2 2.1 Technical Memorandum 2 2.2 Design 3 • 2.3 Assumptions 3 3 Schedule 3 • 4 Compensation 4 5 Conclusion 4 Appendix 1 --Engineer's Standard Rates 63035 PLATEAU DR © BEND,OR 97701 0 PHONE(541)639-4484 al FAX(541)505-8917 PAGE 1 OF 4 EXHIBIT A • PAGE 3 OF 6 • 1 ENGINEERING PROPOSAL FOR ENGINEERING SERVICES March 30, 2021 City of Ashland 20 East Main Street Ashland,OR 97520 Attn: Kevin Caldwell RE: PROPOSAL FOR ENGINEERING SERVICES--WATER SYSTEM RADIO COMMUNICATION IMPROVEMENTS—PHASE 1 Dear Kevin, Thank you for the opportunity to present this proposal for engineering services. 1 Introduction The purpose of this phase is to review the existing radio system with City Staff, provide a technical memorandum describing the variances between different redundancy paths and a recommended design approach with cost estimates,and then implement the approved design strategy. OS project manager, Waylon Bowers,toured the existing radio system with City Staff and discussed the City's goals. This proposal represents our estimation of the services to be provided and our associated fee for completing these tasks. 2 Scope of Work OS Engineering will provide the services described below for the Ashland Water System Radio Communication Improvements project. 2.1 Radio Line of Sight and Signal.Strength Survey • We will conduct a line of sight and signal strength analysis survey for each of the telemetry sites,the repeater station, and the Water Treatment Plant. We will provide the results and recommendations from this survey in a report to the City. For this analysis we will purchase a Viper SC+ radio that will remain the property of the City that could be used as a spare or as part of the future upgrades. 2.2 Technical Memorandum 2.2.1 Redundancy Approaches • We will discuss the advantages and disadvantages of different redundancy approaches including fiber, cellular, long range wireless Ethernet, and other radio frequency bands. We will work with City Staff to understand the City's fiber network and will need input from them on i I costs associated with expanding the fiber network for this project. ASHLAND WATER SYSTEM RADIO COMMUNICATIONS IMPROVEMENTS PHASE 1 PROPOSAL PAGE 2 OF 4 EXHIBIT A PAGE4OF6 ' . • • ENGINEERING 2.2.2 System Architecture & Improvements `• This section will cover the existing system architecture and the recommended new system architecture outlining the improvements to be made. - I 2.2.3 Cost Estimates • We will provide high level cost estimates for the fabrication of the new telemetry panels, integration of the new communication pathways with the existing PLCs&SCADA system,the demolition of the old equipment, and installation of the new equipment. 2.3 Design 2.3.1 Concept Review Prior to starting detailed design, OS will meet with City Staff after they have reviewed the technical memorandum to discuss and agree upon the chosen concept for the new system architecture. With the City's approval of the new approach, OS will move into the detailed design phase. 2.3.2 Documentation OS will prepare drawings and specifications for the new system architecture. These will include items such as vicinity map, site plan, panel layouts,&wiring schematics with all equipment specified. 2.4 Assumptions i We assume that we will be able to reuse the existing FCC licenses and will not need to obtain or modify them for this project. We also assume that there not be another site visit during this phase. 3 Schedule OS Engineering is prepared to begin work on this project within two weeks of notice to proceed.Work will be performed in a timely manner to complete the project or as otherwise agreed to by both parties with the understanding that this phase of the project must be complete by June 30, 2021.An approximate schedule for major activities is provided in the following table. Task Proceed Notice to Proceed Technical Memorandum Complete 6 weeks Concept Review Meeting 8 weeks Design Documentation Complete - 12 weeks • ASHLAND WATER SYSTEM RADIO COMMUNICATIONS IMPROVEMENTS PHASE 1 PROPOSAL PAGE 3 OF 4 EXHIBIT A • PAGE 5 OF 6 ;,. ENGINEERING. . 4 Compensation E .. i _ OS proposes to conduct the work described in this proposal for a fixed price of thirty-two thousand three hundred forty US dollars($32,3p40 USD)which includes a 10%contingency. Additional services not listed above may be provided on a time and materials basis in accordance with Appendix 1 —Engineer's Standard Rates. 5 Conclusion We look forward to working with you on this project and appreciate your confidence in OS Engineering. Please let us know if you have any questions regarding this proposal or require . any clarifications. , ' Sincerely, Otg0a0y signed by Waylon T. Baners.PE (14p7CU-' 0.0SrE ne dngrm 4 OU=•,O=OS En0lnecdng, • Cy=Way an T.Bawls.PE' Dalo:2021.03M 1191:10-07'00' , Waylon Bowers, P.E. - Principal Engineer OS Engineering - • • ' i i ' . I ASHLAND WATER SYSTEM RADIO COMMUNICATIONS IMPROVEMENTS PHASE'I PROPOSAL • PAGE OF . a 1 EXHIBIT A • PAGE 6 OF 6 CSENGINEERING ENGINEER 'S STANDARD RAT ES • OS ENGINEERING STANDARD HOURLY BILLING RATES Standard Hourly Rates are set forth in this appendix and include salaries and wages paid to personnel in each billing class plus the cost of customary and statutory benefits,general and administrative overhead,non-project operating costs,and operating margin or profit. The Standard Hourly Rates are subject to annual review. The rates set for in this appendix are effective through March 31,2021. SCHEDULE OF HOURLY RATES CLASS DESCRIPTION i RATE EN5 Principal Engineer $180.00/hr EN4 Senior Engineer/Senior Programmer $148.00/hr EN3 Lead Engineer/Lead Programmer $122.00/hr EN2 Staff Engineer/Staff Programmer $110.00/hr EN1 Engineer/Designer/Inst Technician $90.00/hr • PM2 Senior Project Manager $148.00/hr PM1 Project Manager $122.00/hr CAD CAD Drafter $80.00/hr ADMIN Office/Administrative Support $50.00/hr EXPENSES Direct Expenses billed at cost plus 10%. Subconsultant invoices billed at invoice plus 10% All materials billed at cost plus 15% EXHIBIT B CITY OF ASHLAND, OREGON City of Ashland LIVING ALL employers described WAG E below must comply with City . of Ashland laws regulating .a mentof a livins wase. $15.74 per hour, effective June 30, 2020. Ir, The Living Wage is adjusted annually every June 30 by the Consumer Price Index. Employees must be paid a portion of business of their 401K and IRS eligible living wage: 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 > For all hours worked under a assistance for the project or the employee. business from the City of service contract between their employer and the Caof Ashland in excess of ➢ Note: For temporary and • Ashland if and contract $22,002.43, part-time employees,the Living Wage does not apply exceeds$22,002.43 or more. ➢ If their employer is the City of to the first 1040 hours worked Ashland,including the Parks in any calendar year. For > For all hours worked in a and Recreation Department. more details,please see month if the employee spends Ashland Municipal Code 50%or more of the > In calculating the living wage, Section 3.12.020. employee's time in that month employers may add the value working on a project or of health care,retirement, For additional information: Call the'Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall,20 East Main Street,Ashland, Oregon 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 J i Page 1 of 1: EXHIBIT B EXHIBIT C (Th 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 this Agreement 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 Of 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 asik as the location of the business. /-J (2)Commercial advertising or business cards or a trade association membership are purchased fol;the business. GJF; (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. IVF (5)Labor or services are performed for two or more different persons within a period of one year. 1U (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. ,(/ > f o n¶tant's signature Date Page I of I: EXI II131'I' C • 1 ® DATE(MMIDDIYYYY) A D CERTIFICATE OF LIABILITY INSURANCE 05/1912021 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(les)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 endorsement(s). PRODUCER CONTACTNAME: Marsh USA Inc. PHONE FAX 1301 5th Avenue,Suite 1900 INC.No.Eat): (AIC.No): Seattle,WA 98101 EMAIL Attn:seat0e.cerlrequest@marsh.com ADDRESS: !I INSURER(S)AFFORDING COVERAGE NAIL# CN101923908-NAES-GAWUE-21- Olsson • INSURER A:Zurich American Insurance Company 16535 , INSURED INSURER B:American Zurich Insurance Co. 40142 Olsson IndustrialElectric,Inc. Englneeing OS INSURER c:ACE Properly And Casualty Ins Co 20699 1180 NW Maple Street,Suite 200 INSURER D:Berkley Assurance Company Issaquah,WA 98027 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: SEA-003270810.42 REVISION NUMBER: 11 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 ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MMIDDIYYYY) A X COMMERCIAL GENERAL LIABILITY X GL05574116-08 05120/2021 05/20/2022 EACH OCCURRENCE $ 2,000,000 DAMAGED CLAIMS-MADE X OCCUR PREMISES aOEoccurrence) $ 1,000,000 X SIR$200,000 MED EXP(Any one person) $ 10,000 PERSONAL&ADV INJURY $ 2,000,000 GEN'LAGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 4,000,000 X POLICY jEa I I LOC PRODUCTS-COMP/OP AGG $ 4,000,000 OTHER: $ A AUTOMOBILE LIABILITY X BAP9830191-11 05120/2021 0512012022- COMBINED SINGLE LIMIT 2,000,00D (Ea accident) _9 X ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident)T AUTOS ONLY _AUTOS - HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY _ AUTOS ONLY (Per accident) — COMP/COLLDED $ 5,000 [ X UMBRELLA LIAB X OCCUR X XEU 027833238007 05120/2021 05/20/2022 EACH OCCURRENCE s 1,000,000 EXCESS LIAB CLAIMS-MADE AGGREGATE $ 1,000,000 DED X RETENTION$2,000,000 $ B WORKERS COMPENSATION WC5574117-08(AOS) 05/20/2021 05120/2022 x PER I ERR- AND EMPLOYERS'LIABILITY YIN 05/20/2021 05/20/2022 2,000,000 B ANYPROPRIEfORIPARTNER/EXECUTIVE WC5574118-08(WI) EL EACH ACCIDENT $ OFFICERIMEMBEREXCLUDED7 n N I A (Mandatory In NH) EL.DISEASE-EA EMPLOYEES 2,000,000 If yes,describe under EL DISEASE-POLICY OMIT $ 2,000,000 DESCRIPTION OF OPERATIONS below D Professional Liability PCAB-5014482 0520 05/20/2021 05/20/2022 Umil: 2,000,000 SIR:$200,000 DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space is required) The City of Ashland,Oregon and its elected officials,officers and employees are included as additional insured where required by written contract and allowed by law with respect to General Liability,Automobile Liability,and Umbrella Uability.This insurance shag be primary and non-contributory and limited to liability arising out of the operations of the named insured when required by written contract,with respect to General Liability.Automobile Liability,and Umbrella Liability.Employers Liability'includes stop gap coverage for monopolistic slates.Stop Gap is included in the(AOS)WC policy. CERTIFICATE HOLDER CANCELLATION City of Ashland SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 20 East Main Street THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Ashland,OR 97520 ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE of Marsh USA Inc. I - Greg Miller ...11...... iiv...alii. ©1988-2016 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD 0 Coverage Extension Endorsement —Liability Only ZURICH Policy No. Eff. Date of Pol. Exp. Date of Pol. Eff.Date of End. Producer No. Add'I.Prem Return Prem. I BAP9830191-11 May 20, 2021 May 20, 2022 May 20, 2021 • THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies insurance provided under the: Business Auto Coverage Form Motor Carrier Coverage Form A. Amended Who Is An Insured 1. The following Is added to the Who Is An Insured Provision in Section II—Covered Autos Liability Coverage: The following are also"insureds": a. Any"employee"of yours is an"insured"while using a covered "auto"you don't own,hire or borrow for acts performed within the scope of employment by you. Any "employee" of yours is also an "insured" while operating an "auto" hired or rented under a contract or agreement in an "employee's" name, with your permission, while performing duties related to the conduct of your business. b. Anyone volunteering services to you is an "insured" while using a Covered "auto" you don't own, hire or borrow to transport your clients or other persons in activities necessary to your business. c. Anyone else who furnishes an"auto"referenced in Paragraphs A.1.a. and A.1.b. in this endorsement. d. Where and to the extent permitted by law,any person(s)or organization(s)where required by written contract or written agreement with you executed prior to any "accident",including those person(s)or organization(s) directing your work pursuant to such written contract or written agreement with you, provided the"accident" arises Out of operations governed by such contract or agreement and only up to the limits required in the written contract or written agreement,or the Limits of Insurance shown in the Declarations,whichever is less. 2. The following is added to the Other Insurance Condition in the Business Auto Coverage Form and the Other Insurance—Primary and Excess Insurance Provisions Condition in the Motor Carrier Coverage Form: Coverage for any person(s) or organization(s),where required by written contract or written agreement with you executed prior to any"accident",will apply on a primary and non-contributory basis and any insurance maintained by the additional"insured"will apply on an excess basis. However,in no event will this coverage extend beyond the terms and conditions of the Coverage Form. B. Amendment—Supplementary Payments Paragraphs a.(2)and a.(4)of the Coverage Extensions•Provision in Section II—Covered Autos Liability Coverage are replaced by the following: (2) Up to$5,000 for the cost of bail bonds(including bonds for related traffic law violations)required because of an "accident"we cover. We do not have to furnish these bonds. (4) All reasonable expenses incurred by the"insured"at our request, including actual loss of earnings up to$500 a day because of time off from work. U-CA-428-A CW(02-14) • Page 1 of Includes copyrighted material of Insurance Services Office,Inc.,with its permission. L .• C. Fellow Employee Coverage The Fellow Employee Exclusion contained in Section II-Covered Autos Liability Coverage does not apply. D. Driver Safety Program Liability Coverage ; The following is added to the Racing Exclusion in Section II-Covered Autos Liability Coverage: This exclusion does not apply to covered "autos" participating In a driver safety program event, such as, but not limited to,auto or truck rodeos and other auto ortruok agility demonstrations. E. Amended Duties In The Event Of Accident, Claim, Suit Or Loss • Paragraph a.of the Duties In The Event Of Accident,Claim,Suit Or Loss Condition is replaced by the following: a. In the event of"accident", claim,"suit"or"loss", you must give us or our authorized representative prompt notice of the"accident", claim,"suit"or"loss". However,these duties only apply when the"accident",claim, "suit"or "loss"is known to you(if you are an individual), a partner(if you are a partnership),a member(if you are a limited liability company)or an executive officer or insurance manager(if you are a corporation). The failure of any agent,servant or employee of the"insured"to notify us of any"accident",claim,"suit"or"loss"shall not invalidate • the insurance afforded by this policy. Include,as soon as practicable: (1) How,when and where the"accident"or"loss"occurred and if a claim is made or"suit" is brought,written notice of the claim or"suit" including, but not limited to,the date and details of such claim or"suit"; (2) The"insured's',name and address;and (3) To the extent possible,the names and addresses of any injured persons and witnesses. If you report an"accident", claim,"suit"or"loss"to another insurer when you should have reported to us, your, failure to report to us will not be seen as a violation of these amended duties provided you give us notice as soon as practicable after the fact of the delay becomes known to you. F. Waiver of Transfer Of Rights Of Recovery Against Others To Us The following is added to the Transfer Of Rights Of Recovery Against Others To Us Condition: This Condition does not apply to the extent required of you by a written contract,.executed prior to any "accident"or "loss",provided that the"accident"or"loss"arises out of Operations contemplated by such contract. This waiver only applies to the person or organization designated in the contract. • G. Unintentional Failure to Disclose Hazards The following is added to the Concealment, Misrepresentation Or Fraud Condition: However,we will not deny coverage under this Coverage Form if you unintentionally: (1) Fail to disclose any hazards existing at the inception date of this Coverage Form;or (2) Make an error,omission,improper description of"autos"or other misstatement of information. You must notify us as soon,as possible after the discovery of any hazards or any other information that was not provided'to us prior to the acceptance of this policy. H. Hired Auto-World Wide Coverage Paragraph 7a.(5)of the Policy Period, Coverage Territory Condition is replaced by the following: (5) Anywhere in the world if a covered"auto"is leased, hired,rented or borrowed for a period of 60 days or less, I. Bodily Injury Redefined The definition of"bodily injury'in the Definitions Section is replaced by the following: "Bodily injury" means bodily injury, sickness or.disease, sustained by a person including death or mental anguish, resulting from any of these at any time. Mental anguish means any type of mental or emotional illness or disease. U-CA-428•A CW(02-14) Pagel of 3 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. + 1 J. Expected Or Intended Injury The Expected Or Intended Injury Exclusion in Paragraph B.Exclusions under Section II-Covered Auto Liability Coverage is replaced by the following: Expected OrIntended Injury Bodily Injury" or"property damage11 expected or intended from the standpoint of the insured1'. This exclusion does not apply to"bodily injury"or"property damage"resulting from the use of reasonable force to protect persons or property. All other terms,conditions,provisions and exclusions of this policy remain the same. t i I ' L U-CA-428-A CW(02-14) Page 3 of 3 • Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Broad Form Additional Insured— Blanket— ZURICH Automatic--Energy THIS ENDORSEMENT CHANGES THE POLICY.PLEASE READ iT CAREFULLY. • Policy No. G L05574116-013 Effective Date: May 20,2021 This endorsement modifies Insurance provided under the: Commercial General Liability Coverage Part A. Section II—Who Is An Insured Is amended to include as an additional insured: Any person or organization whom you are required to add as an additional Insured on this policy under a written • contract or written agreement,subject to the following provisions. a. Such person or organization Is an additional insured only to the extent such coverage is required by written contract or written agreement and only with respect to liability for "bodily injury", "property damage" or • "personal and advertising injury"caused,in whole or In part,by: • • (1) Your acts or omissions;or (2) The acts or omissions of those acting on your behalf, • in the performance of your ongoing operations or "your work" as included in the "products-completed operations hazard",which is the subject of the written contract or written agreement;or b. Such person or organization Is an additional insured only with respect to liability for"bodily injury"to: (1) Your"employee";or (2) An employee of a subcontractor acting on your behalf, but only to the extent: (a) Coverage for "bodily injury" to your "employee" or an employee of subcontractors acting on your behalf, regardless of whose fault caused Such injury, is required by written contract or written agreement;and • (b) Such"bodily Injury"arises in the performance of your ongoing operations or"your work"as included in the"products-completed operations hazard",which is the subject of the written contract or written egfeement. However,the insurance afforded to such additional insured: • (I) Only applies to the extent permitted by raw;and (ii) Will not be broader than that which you are required by the written contract or written agreement to provide for such additional insured. B. Solely with respect to the insurance afforded to the additional insureds indicated in Paragraph A.of this endorsement, • the following additional exclusion applies: This insurance does not apply to"bodily Injury", 'property damage"or"personal and advertising injury"arising out of the rendering of or the failure to render any professional architectural,engineering or surveying services including: 1. The preparing,approving,or failing to prepare or approve,maps, shop drawings,opinions, reports,surveys,field orders,change orders or drawings and specifications;or • U-GL-211e-A GW(01117) Page 1 of 2 Includes copyrighted material of Insurance Services Office.Inc.,with Its permission. 2. Supervisory,Inspection,architectural or engineering activities. This exclusion applies even if the claims against any insured allege negligence or other wrongdoing in the supervision,hiring,employment,training or monitoring of others by that insured,if the"occurrence"which caused the "bodily injury" or"property damage",or the offense which caused the"personal and advertising injury", involved the rendering of or the failure to render any professional architectural,engineering or surveying services. C. Solely with respect to this endorsement,the following Is added to the Duties In The Event Of Occurrence,Offense, Claim Or Suit Condition of Section IV—Commercial General Liability Conditions: The additional insured must see to it that: (1) We are notified as soon as practicable of an"occurrence"or offense that may result In a claim; (2) We receive written notice of a claim or"suit"as soon as practicable;and (3) A request for defense and indemnity of the claim or"suit'will promptly be brought against any policy Issued by another insurer under which the additional insured may be an Insured in any capacity. This provision does not apply to insurance on Which the additional insured is a Named Insured if the written contract or written I. agreement requires that this coverage be primary and non-contributory. D. Solely with respect to this endorsement: 1. The following is added to the Other Insurance Condition of Section IV — Commercial General Liability Conditions: Primary and Noncontributory Insurance This Insurance Is primary to and will not seek contribution from any other insurance available to an additional insured provided that: (1) The additional insured is a Named Insured under such other insurance;and (2) You are required by written contract or written agreement that this insurance be primary and not seek contribution from any other insurance available to the additional insured. 2. The following paragraph Is added to Paragraph 4.b. Excess Insurance of the Other Insurance Condition of Section IV—Commercial General Liability Conditions: This insurance is excess over: My of the other Insurance, whether primary, excess, contingent or on any other basis, available to an • additional insured, in Which the additional insured on our policy is also covered as an additional Insured on another policy providing coverage for the same"occurrence",offense,claim or"suit". This provision does not ' • apply to any policy in which the additional insured is a Named Insured on such other policy and where our policy is required by a written contract or written agreement to provide coverage to the additional insured on a primary and non-contributory basis. E. This endorsement does not apply to an additional Insured which has been added to this policy by an endorsement showing the additional insured in a Schedule of additional insureds, and which endorsement applies:specifically to that Identified additional insured. F.. Solely with respect to the insurance afforded to the additional insureds under this endorsement,the following is added to Section III—Limits Of Insurance: The most we will pay on behalf of the additional insured is the amount of insurance: a. Required by the Written contract or written agreement referenced in Paragraph A.of this endorsement;or b. Available under the applicable Limits of Insurance shown in the Declarations, whichever is less. This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations. All other terms,conditions;provisions and exclusions of this policy remain the same. U4 1...2116-A OW(01117) • Page 2 of 2 includes copyrighted material of insurance Services Office,inc.,With its permission. Policy Number:GLO 5574116-0S COMMERCIAL.GENERAL LIABILITY CG 2010 0413 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: . I COMMERCIAL GENERAL LIABILITY COVERAGE PART • SCHEDULE Name Of Additional Insured Person(s) Or Organlzation(s) Locatlon(s)Of Covered Operations BLANKET, AS REQUIRED BY WRITTEN CONTRACT. Information required to complete this Schedule;if not shown above,will be shown in the Declarations. A. Section II — Who Is An Insured is amended to B. With respect to the Insurance afforded to these Include as an additional Insured the person(s) or additional Insureds, the following additional organization(s) shown In the Schedule, but only exclusions apply: with respect to liability for"bodily Injury","property This insurance does not apply to"bodily injury"or damage" or "personal end advertising Injury" "property damage"occurring after: caused,in whole or in part,by: 1. All work, including materials, parts or 1. Your acts or omissions;or equipment furnished in connection with such 2. The acts or omissions of those acting on your work, on the project (other than service, behalf maintenance or repairs)to be performed by or in the performance of your ongoing operations for on behalf.of the additional insured(s) at the the additional insured(s) at the locallon(s) location of the covered operations has•been designated above. completed;or However. 2. That portion of "your work" out of which the • 1. The Insurance afforded to such additional injury or damage arises has been-put to its insured onlyapplies to the extent permitted byintended use anotherbany personaor organizationtrc other than contractor or subcontractor law;and engaged In performing operations for a 2. If coverage provided to the additional Insured is principal as a part of the same project. required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are • required by the contract or agreement to provide for such additional insured. CG 2010 04 13 ©Insurance Services Office, Inc.,2012 Page 1 of 2 C. With respect to the insurance afforded to these 2.Avaiiable under the applicable Limits of additional insureds, the following la added to Insurance shown In the Declarations; Section III—Limits Of Insurance: whichever is less. If coverage provided to the additional Insured is This endorsement shall not increase- the required by a contract or agreement,the most we applicable Limits of Insurance shown In the • will pay on behalf of the additional insured is the Declarations. amount of Insurance: 1. Required by the contract or agreement;or • • r - L • � I Page 2 of 2 ©Insurance Services Office, Inc.,2012 CO 2010 0413 • CITY OF ASHLAND February 5, 2021 Combined Score Summary • Ashland Water System Radio Communication Improvements RFQ K. Caldwell A. Andre S. Walker C. Metcalf Total OS ENG. 93 95 98 88 374 • CSNW 86 80 75 85 326 • EngineeringEMain Tel:x 5414888-60 20 E.Main Street Fax:541-1488-6006 /488-6006 � Ashland,Oregon 97520 TTY: 80o/735 290o ..ashlaucur L5 CITY OF FORM #z ASHLAND INVITATION TO BID-TRADE SERVICES INTERMEDIATE PROCUREMENT Release date:January 7,2021 i I Requested by: Kevin Caldwell PMP,Senior Project Manager,City of Ashland Public Works Bids are due by: January 28,2021 2:00 PM Pacific Standard Time Project name: Ashland Water System Radio Communication Improvements Job site location: Ashland,Oregon Phase one completion required by: June 30,2021 Preferred method of shipment for materials/equipment(if applicable):FOB Ashland—Freight Prepaid Bids must be emailed to the contact person above.Contractors shall submit bid on their company letterhead. Late bids will not be accepted. Terms or discounts which are conditioned upon payment within a certain time will not be considered for purposes of comparison of bids. The successful contractor will be required to enter into a contract with the City for the services and provide insurance certificates in their own name for General Liability, Automobile and Workers' Compensation. Workers' Compensation insurance is mandatory.Subcontracting will not be permitted. "OR EQUAL":Any brand name listed in the specifications as "or equal" or"or equivalent" shall establish the minimum requirements for quality,utility,durability,function,purpose,etc.Other product brands may be offered that are equal to or better than the product brand name.Bidder may show cost difference,alternates and options in the space provided in the quote.This clause is not meant to be restrictive,but to set the minimum standard.THE CITY SHALL DETERMINE, IN ITS SOLE DISCRETION,WHETHER A PRODUCT OFFERED ISI"EQUAL."When the designation is"or equal" or"equivalent"City shall make its decision after Bid Closing. All Pricing Must Be Held Firm For 30 Days Method of Award:ORS 279B.070 Intermediate Procurements. (4)if a contract is awarded, the contracting agency shall award the contract to the offeror whose quote or proposal will best serve the interests of the contracting agency, taking into account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS 2798.110. ADVERTISEMENT( CITY OF ASHLAND PUBLIC WORKS—REQUEST FOR QUALIFICATIONS The City of Ashland is seeking Proposals for professional engineering services for development of Ashland Water System Radio Communication Improvements. This project has two phases: 1) Review of the existing radio system with City Staff including design of improvements and 2) Purchasing equipment and completing the improvements identified in phase one. The project will include but is not specifically limited to the development of Plans, Specifications, and Estimates(PS&E). Although each phase of the Project will have a separate scope and personal services contract to ensure the City has captured the intent of this RFQ it is intended that the same Consultant team will submit a proposal for,and complete phases one and two within the allotted schedule.Each phase will be negotiated and awarded separately. Water System Radio Communication Improvements RFQ,January 2021 ,a However,award of Phase one does not specifically guarantee award of subsequent phases to the same consultant firm or team. If the City so chooses,the City may select a different consultant-for subsequent phases through a separate formal selection process. Proposals must be emailed to the contact listed below by 2:00 PM PST,January 28,2021. For further information,contact Kevin Caldwell PMP,Senior Project Manager,at 541/552-2414 or by email at kevin.caldwell@ashland.or.us Consultant selection is anticipated to result in the issuance of a contract for engineering services in the form provided in this request for qualifications. The City is not responsible for proposals submitted in any manner,format or to any delivery point other than as required by this solicitation document. Proposals must be concise, appropriate to the scale of the evaluation and include only items that are relevant to this specific project. Consultant selection will be based upon criteria as set forth in this solicitation document and will include criteria such as (but not limited to): project approach,schedule, general and special project experiences, team experience and other applicable criteria. The City of Ashland reserves the right to cancel this procurement.or reject any and all proposals in accordance with ORS 2796.100. 1.1 OBJECTIVES The City of Ashland is seeking Proposals for the development of Ashland Water System Radio Communication Improvements. Objectives of this project are to: 1. Improve radio performance system wide. 2. Standardize the equipment used in our radio communication system. 3. Integrate and/or prepare for signal redundancy where applicable. 4. Minimize signal loss and system down time as much as possible. • 5. Update the radio system to industry standards. 6. Purchase and install reliable robust equipment. This project will result in;1)The review of the City's current radio communication system and PLC integration,2) Working closely with City Staff to identify improvements,address project objectives and develop cost estimates, 3)Equipment purchasing and completing identified improvements(under a separate contract). Phase one of this project must be complete no later than June 30,2021. A separate contract for work associated with phase two is anticipated to be awarded soon after completion of phase one. 1.2 DELIVERABLES Specific project deliverables will be negotiated, however phase one of this project is anticipated to result in a draft and final design report including at a minimum 1)A summary of our current communication system and proposed improvements by location, noting deficiencies 2) Standardized equipment list and wiring diagram 3) Proposed budget including materials, labor, software and licensing required to complete phase two of this project. • 1.3 BACKGROUND The City maintains a UHF radio system at our water facilities that communicate through a repeater to two separate PLC's at our Water Treatment Plant. This radio system is large component of our SCADA system and is critical to the functioning of our water system. The majority of our facilities have outdated radio equipment that have been in service for several decades and are no longer supported. Currently we have some facilities utilizing newer radio's and communicating to a newer PLC, while the majority are still communicating with another_separate older PLC. All radio signals are sent from each facility to the_City's repeater and then forwarded to the respective PLC's at our Water Treatment Plant. Facilities with radio's include: 5 Pump Stations,3 Monitoring Stations,2 Reservoirs,the Water Treatment Plant and one repeater. 2IPage 1.4 PROPOSALS Proposals will be scored by a panel comprised of City Staff. Maximum number of points available is 100. Failure to include any of the information requested will result in a points deduction. Proposals shall include the following: On company letterhead and not more than 6 pages in length (or 3 double-sided)excluding resumes, provide the following components: 1. Certification that the Proposer is an Independent Contractor. 2. Indication that the Proposer accepts the terms of the City's Personal Services Agreement,provided in the Exhibits of this RFP. 3. Acknowledgment of the specific addenda received or a statement acknowledging no addenda were received. 4. An original,ink signature of an authorized representative of the firm. 5. Name,title,address,email,and telephone number of the signatory representative. (Components 1-5 will be scored with maximum of 10 points available) 6. A description of how your Company will approach all phases of this project and associated timelines. Also include a description of the deliverables that you anticipate will be necessary for phase one of this project. (Component 6 will be scored with a maximum of 30 points available) 7. Provide a list of the key Team members proposed for this project,their anticipated roles,availability and qualifications. Indicate who will manage this project and be the primary contact for the City. In an appendix include the resumes for all Team members, these resumes will not count against the page limits described above. (Component 7 will be scored with a maximum of 30 points available) 8. Provide a brief description of at least 3 projects completed in the last 10 years involving similar work to this RFQ. Include reference contact persons, phone numbers and email. Highlight the key persons from your Team involved in these past projects. (Component 8 will be scored with a maximum of 30 points available) 1.5 ADDENDA - i Questions or concerns with this RFQ should be submitted in writing to Kevin Caldwell PMP,Senior Project Manager at kevin.caldwell@ashland.or.us. If addenda is warranted,such information will be forwarded directly to all proposers via email. 1.6 CONTRACT AWARD _ Proposals will be scored by a City panel with a maximum score possible of 100 points. All proposers will be notified of results of this RFQ. The highest scoring proposal is anticipated to result in the issuance of a contract for engineering services in the form provided in this request for qualifications. The City of Ashland reserves the right to cancel this procurement or reject any and all proposals in accordance with ORS 2796.100. Attached Exhibit A: Sample of City of Ashland contract ***END OF ASHLAND WATER SYSTEM RADIO COMMUNICATION IMPROVEMENTS RFQ*** 3[Page Exhibit A: Sample Contract • • I • . f I - � I • i 41Paee . , Legal Department Review • DOCUMENT TRANSMITTAL AND CONTROL This form will accompany the document through the drafting,review,and signature processes,and will be kept with the City's final executed copy of the document. Required fields are indicated in gray scale. Document: OLSSON INDUSTRIAL ELECTRIC,INC. (Include names of parties to the document) , Type of Document: Contract B Lease 0 Easement 0 Deed 0 IGA 0 Other(Specify) . • Dept Contact: Tami De Mille-Campos ACTION REQUESTED: Dept:Public Works Phone: Ext 2420 El Review Draft Date submitted to Legal: 04/28/2021 0 Approve final and forward to: Draft due by: ASAP . (Unless indicated,Legal will return document to you) - Return Requested by: Tami De Mille-Campos • Complete this section ONLY the first time this form is filled out: Has this document been previously worked on by the Legal Dept Staff? 8 No 0 Yes If yes,by whom? `LEOA'L DEPT First Date Received by Legal Date:_Y— 2 f r St By:At/ USE ONLY Returned to Dept. for Revision Date: By: Received for additional review by Legal Date: By: Returned to Dept.for Revision Date: By: Received for additional review by Legal Date: By: Returned to Dept.for Revision Date: By: Received for Additional Review by Legal Date: By: Returned to Dept for Revision Date: By: Final Logged out by Legal Date: rig—Z-/. By: mments from LEGAL to DEPARTMENT: Comments from DEPARTMENT to LEGAL: See Attached. . Return original executed document to City Does this document need to be recorded? Recorder for safekeeping? 0 No 0 Yes 0 No 0 Yes CITY ADMINISTRATOR/DEPARTMENT HEAD Please.do not sign the attached document until this fro be roved by the Legal Dept below: i FINAL LEGAL DEPARTMENT APPROVAL: • tt 2 . Date: ;..(---1.7--Z/ i G:Hcgal\DEPARTMENTS\Contracting WORMS\Legal Doe Transmittal-IQ.B.docx