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HomeMy WebLinkAbout2021-089 PO20220064- GEI Consultants Inc [� �,_ Purchase Order W. (77‘,:( R Fiscal Year 2022 Page: 1 of: 1 B — :=fit=1 =-i'=>_ ;�"e`•[E=FI=IEi> NT_ I City of Ashland L ATTN:Accounts Payable Purchase L 20 E. Main 20220064 Ashland, OR 97520 Order# T Phone: 541/552-2010 0 Email: payable@ashland.or.us V H C/O Public Works Department E GEI CONSULTANTS INC I 51 Winburn Way N 400 UNICORN PARK DRIVE p Ashland, OR 97520 O WOBURN, MA 01801 Phone: 541/488-5347 R T Fax: 541/488-6006 ERA.r=1REE=i===1=1=-- Scott Fleury aarl--1§a=1=I=1 _= ' =e=ls!1 :D --a'_4t_=I !al't[=1Ei.=r- 1b=a}-_ -1 1;1=1=_s;ch[3E�=i_:o [_i_-- 07/27/2021 5109 FOB ASHLAND OR/NET30 City Accounts Payable oe - -- ---�-�-•_ __=[�([`�B.=.E2=�'•_[�_—= .-:£_S=tel=T=� �[`--i�= Darn Safety Improvements 1 Dam safety improvement project for final engineering 1.0 $698,718.00 $698,718.00 Personal Services Agreement Completion date: June 30,2022 Project Account: E-201907-999 ***************GL SUMMARY*************** 081500-704200 $698,718.00 • • • • By: Date: 07/29/2021 Authorized Signature �. '' 3 $698,718.00 FORM#3 2 C I T Y OF SHLAND A requeot for a VIIl'CI1800 Ol'CIO' i REQUISITION Date of request: Required date for delivery: Vendor Name GEI Consultants Inc. Address,City,State,Zip 6915 SW Macadam Ave.Portland,OR 97219 Contact Name&Telephone Number Craig Hall 510-224-6242 - Email address SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency I S ❑ Reason for exemption: ❑ Invitation to Bid ❑ .Form#13,Written findings and Authorization ❑ AMC 2.50 Dale approved by Council: 0 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' Er Request for Propose( Cooperative Procurement Not exceeding$5,000 Date approved by Council:INItIt spswara>sra 0 Stale of Oregon ❑ Direct Award (Attach copy of council communication)• Contract# ❑ VerballWritten bid(s)or proposal(s) ❑ Request for Qualifications(Public Works) ❑ Stale of Washington Date approved by Council: Contract# _(Attach copy of council communication) 0 Other government agency contract Intermediate Procurement ❑ Sole Source Agency GOODS&SERVICES ❑ Applicable Form(tis,6,7 or 8) Contract# Greater than$5,000 and less than$100,000 ❑ Written quote or proposal attached intergovernmental Agreement ❑ (3)Written bids&solicitation attached 0 Form#4,Personal Services$5K to$75K Agency PERSONAL SERVICES ❑ Special Procurement ❑ Annual cost to City does not exceed$25,000. Greater than$5,000 and less than$75,000 ❑ Form#9,Request for Approval Agreement approved by Legal and approved/signed by ❑ Less than$35,000,by direct appointment ❑ Written quote or proposal attached City Administrator AMC 2.60.070(4) ❑ (3)Written proposals&solicitation attached Date approved by Council: 0 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 • Dam safety improvement project for final engineering '' :CO:f,7,,=18100 .' � .. Item# Quantity Unit Description of MATERIALS Unit Price Total Cost Cl• Per attached quotelproposal :T.oTQLt:CoST,:' 201907 ___ 081500 704200 r' ' Project Number Account Number • • Account Number - Account Number 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director In collaboration with department to approve all hardware and software purchases: . IT Director Date Support-Yes/No By signing this requissition form,i certify that the City's public contracting requirements have been satisfied. Employee: Department e -imp7 b,g I2021 (Equal n orgreaterlhair$5,000) . . Department ManagerlSupervisor: City Administrator: (Equal to or QFe�t7112g/2021 Funds appropriated for current fiscal year: YES/NO �J Deputy Finance Director-(Equal to or greater than$5,000) Date Comments: •Form113-Requisition • PERSONAL SERVICES AGREEMENT CONSULTANT: GEI CONSULTANTS,INC. CITY OF ASH LAN 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: chall(ageiconsultants.com 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 City's Hosler Darn 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 June 30,2022. • 2. Scope of Work: Consultant will provide additional services for the City's Hosler Darn Safety Improvement Project,Tasks 5, 11, 12, 13,and 14,as more fully set forth in the Consultant's proposal entitled"Hosier Darn Safety Improvement Project Proposed Additional Scope of Services,"dated May 4,2021,which is attached hereto as"Exhibit A"and fully 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 workman-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: Personal Services Agreement between the City of Ashland,Oregon,and GEI Consultants,Inc. • i • 6. Compensation: City shall pay Consultant the sums as set forth that portion of"Exhibit A"entitled "Labor and Direct Cost Estimate,Additioizal Tasks 5 and 11 tluough 14,Hosier Dam Safety Improvements—FERC Project 1107-OR,"which is attached hereto and incorporated herein as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's totaLof all.compensation and reimbursement under this Agreement exceed the sum of $698,718.00(six hundred and ninety-eight thousand,seven hundred and eighteen U.S. 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 thirty(30).days of the date of receipt by i h 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. 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 27911235. 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 ruder this • Agreement. Consultant shall a.lso post the notice attached hereto as"Exhibit B".predominantly in areas where it will be seen bby 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 darna es resulting from injury to any.person(including injury resultin in death),or damage.(includin g � loss or destruction)to property,of,whatsoever nature to the extent such actions,or claims.arise out of or incident to the negligent performance ofthis 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,subrogations,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. City'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. Citymay 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 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 Page 2 of 6: Personal Services Agreement between the City of Ashland,Oregon,and GEl Consultants,Inc. 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 frilly 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. ! j 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 •t assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified Page 3 of 6: Personal Services Agreement between the City of Ashland,Oregon,and GEI Consultants,Inc. 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 j q b. Professional Liability insurance with a combined single limit,or the equivalent,of not less than 1 s $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 for 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 i f $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 arid 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 Wok under this Agreement..The certificate will specify all of the parties who are Additional Insureds. Irisutuig 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. I ! 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. • Page 4 of 6: Personal Services Agreement between the City of Ashland,Oregon,and GEI Conultants,Inc. I i • s i • • 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 I-IEREIN 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: Personal Services Agreement between the City of Ashland,Oregon,and GEl Consultants,Inc. • 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. Certification. Consultant has executedthe certification attached hereto as"Exhibit C"and incorporated herein by this reference. • CITY OF ASHLAND: GUI CONSULTANTS,INC.(CONSULTANT):. By: By: Adam Hanks,City Manager Pro Tem Signature Craig Hall Date • Printed'Name • Vice President Title • June 3,2021 . Date Purchase Order No./ -9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: • • ,,/4.6 4 Assistant. ity Attorney • ate • • • • Page 6 of 6: Personal Services Agreement between the City of Ashland,Oregon,and GEI Consultants,Inc. • 100 GEI consultants HOSLER DAM SAFETY IMPROVEMENT PROJECT PROPOSED ADDITIONAL SCOPE OF SERVICES May 4,2021 SCOPE OF SERVICES (smutting The following task descriptions summarize our proposed additional scope of services for the tasks presented linGinrc�;,and in the attached cost estimate spreadsheet. Our original proposal presented our services under Tasks 1 through Seicnli,t, 10. These additional services are numbered Task 5 and Tasks 11 through 14. Task 5—Develop 30%Design and AACE Class 3 Cost Estimate for Alternative 7(Parapet Wall) Based on the results of the workshop conducted in 2020,the City has decided to-carty forward Alternative 7 (Parapet Wall)in order to mitigate the potential left and right bank erosion immediately downstream of Hosier Dam.GEI proposes to bring Alternative 7(Parapet Wall) to 30%design and includes the associated AACE Class 3.cost estimate.We anticipate the following analyses will be needed for this alternative,as appropriate,and at the City's discretion: • 30%Structural Design:We propose to complete a 30%design of Alternative 7 utilizing a 3D FEM modeling approach.GET will utilize SAP2000 to perform the FEM analysis. The analysis will incorporate the material properties and geometry used from previous evaluations of the arch darn. The model will be loaded per the load types and combinations put forth in FERC's This/heeling Guidelines for the Evalnatio,,ofI 'd,vpowerPr jeer,Chapter 11-Aa Dams.Seismic loading for the 30% analysis will utilize a response spectrum approach.GEI will review the results of the model for dam stability and strength at representative sections to determine'if the factors of safety for pre-and post- seismic loading combinations can be met for Alternative 7.The analysis effort and results will be summarized and presented in the Basis of Design Report.The information from the modeling will be used to generate representative plans,section,and details for each alternative that will be used to !, prepare the 30%cost estimate. • 30%Hydrologic and Hydraulic Model Evaluation:We will validate the existing condition flow versus stage rating curve and modeling weir coefficient with best available recorded flow data and updated with best available topographic data.We will provide documentation for validating the model parameters and results for the proposed alternative. • 30%Mechanical and Electrical and SCADA:We proposed to provide 30%complete flow diagrams with basic mechanical,electrical and control concepts shown for Alternative 7. The flow diagrams will show instrumentation and SCADA concept.Preliminary drawings showing mechanical and electrical design concepts to the 30%design complete level will be provided. It is anticipated that mechanical,electrical lighting and power control devices,and field instrumentation and control panel design concepts will be shown. Construction cost estimates;will be provided for each option. For cost-estimating purposes,we have assumed a reasonable level of effort will be required to complete the analyses. We have also included environmental services for this task in order to evaluate regulatory requirements associated with the design and construction of a parapet wall on top;of the existing concrete dam.In order to • determine the regulatory requirements,we have budgeted time in this task for outreach to FERC regulatory specialists,U.S.Forest Service,and the Oregon Department of Fish and Wildlife,We note that this outreach would be done in conjunction with City staff,and only with your approval. www.geiconsultnnt,.eom GL!Consultants,Inc. 6915 S\'(.Macadam Avenue,Suite 130,Portland,OR 97219 tcl:503.697.1478 Scott A.Fleury,PE ' Deputy Public Works Director City of Ashland,Public Works May 4,2021 • '; Page 2 . { It will be important to coordinate with FERC during this effort to ensure to the best of our abilities that our design alternative(s)are agreeable to FERC. The work performed under Task 5 will be presented in a 30%design package which will include the I ; following: o Basis of Design Report(30%) •• o Plans(30%) o Specifications—List of specifications to be used for the project(30%) • Cost Estimate—AACE Class 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 and FERC to review the 30%design package. For the final deliverable,we will provide three hard copies with the "native"and".pdP'electronic files uploaded through a secure server.. Task 11 —Develop 100%Design and AACE Class 1 Cost Estimate Following the completion of Task 5,GEI will proceed with Alternative 7 to 100%design and will include the associated AACE Class 1 cost estimate.We anticipate the following analyses will be needed for this alternative,as appropriate,and at the City's discretion: • Full Structural Design(Full 3D finite element model(FElvi)with supporting calcs):GEI will utilize SAP2000 to perform the FEM analysis. The analysis will meet the guidelines presents in FERC's Engii ening Guidelines far the Evaluation of Hyd opower Pr ject,Chapter 11—A,xh Dams.The FEM will { j utilize a non-linear analysis.Concrete cracking between monoliths and horizontal joints will be model using gap elements to capture the full behavior and stress relief of tension cracking.A post-seismic analysis will be completed based on cracking behavior observed during the seismic analysis.The results of the FEM analysis will be used to verify the stability and stress factor of safety for the existing dam components.The new components will be sized and reinforced to meet current FERC and USACE guideines'for factors of safety and demand capacity acity ratios.Note:Although we understand FERC has approved the use of SAP2000 for the FEM analyses and GEI has successfully performed SAP2000 on other FERC regulated projects,FERC may require a more time intensive ( FEM using LS-DYNA. If LS-DYNA is required,the additional time and expense for this modeling ,will require additional cost. We estimate the additional cost to perform the FEM using LS-DYNA to be approximately$80,000 (which is not Included in out attached cost estimate) Upon completion of the FEM analysis the results will be used to detail and design the new dam elements.The design will be summarized in the Basis of Design Report and an appendix added with the full calculations and analysis results.Structural drawings;including plans,sections,and details will be generated utilizing the design information. I � o 100%Hydrologic and Hydraulic Model Evaluation:We will provide model results(flow versus stage rating curve)and documentation based on final design.Documentation deliverable will include final model parameters,assumptions and flow and stage rating curve. • 'r Scott A.Fleury,PE Deputy Public Works Director City of Ashland,Public Works May 4,2021 • Page 3 • Mechanical and Electrical and SCADA: Final Process and I'nstrumentation Diagrams(P&TDs)will be developed for Alternative 7 and detailed instrumentation,control functionality,and SCADA functions will be shown and specified. The P&ID drawing will be accompanied with detailed mechanical,lighting,and electrical power and control wiring drawings and specifications. The design requirements for these devices will be coordinated with the structural design. Detailed specifications will have been developed and reviewed with vendors and updated estimates provided. For cost-estimating purposes,we have assumed a reasonable level ofeffortwill be required to complete the analyses. It will be:important to coordinate with FERC during this effort to ensure to the best of our abilities that the selected design alternative is reviewed at each submittal design stage by FERC. The work performed under Task 11 will be prepared and presented at the 65%,90%,100%(draft),and 100% (final)stages which will include the following: • Basis of Design Report(65%,90%,100%(draft),and 100%(final)) • Plans(65%,90%,100%(draft),and 100%(final)) • Technical Specifications—65%,90%,100%(draft),and 100%(final) • Cost Estimate—RACE Class 1 and 2(65%,90%,100%(draft),and 100%(filial)) • Deliverables:The design packages will be provided at 65%,90%,100%(draft),and 100%(final)to the City j • for review. Comments received from the City and FERC at each submittal stage will be incorporated in the subsequent submittal package,as appropriate. We have assumed 3 weeks for the City and FERC to review each design submittal package. For the final deliverable,we will provide three hard copies with the"native" and".pdf"electronic files uploaded through a secure server. Task 12—Phase 2 Geotechnical Investigation The focus of the field exploration program will be to understand the dam foundation contact and the geologic conditions related to potential erodibility of the rock directly beneath the darn.The geologic conditions of the foundation rock will be evaluated'during drilling with focus on weathering,discontinuity spacing,joint infilling and other factors.This information will be evaluated during the drilling to determine how many boreholes will be necessary.From review of the erodibility assessments by AECOM(2015)and Hatch(2008),we are assuming that rock of"R2"and/or"R1"quality as described by AECOM(2015)will be considered non-erodible,which we are characterizing as slightly weathered to fresh,moderate(0.3-1.0 feet) to • slightly(1.0-3.0 feet)spaced fracture density,.moderately hard(or harder),and strong. A work plan prepared by GEI is currently with FERC for review and comment An approved work plan will be requited prior to GEI conducting the drilling. We anticipate nninbr edits,if any,will be required after FERC's review.However,it is possible that the scope of the drilling could change following FERC's review of the work plan. GEI proposes to drill up to six(6)borings along the crest of the dam one(1)boring at the right abutment. Depending on the quality and strength of the rock encountered,the'total borings drilled could be reduced to three(3)borings at the crest.The planned depths range from approximately 20 to 90 feet in depth and are • . I j • • Scott A.Fleury,PE i Deputy Public Works Director City of Ashland,Public Works • I ! + I May 4,2021 I I Page 4 based on the anticipated depth to the bedrock plus an additional 15-feet below the darn-bedrock contact.The final depths may vary based on field conditions encountered.For our cost estimate,we have assumed.all six I ! borings will be drilled and that the drilling will require 14 days to complete. To be efficient in the days to I complete our proposed investigation,we have assumed the 10-hour days to perform drilling from Monday through Saturday. Hence the proposed 12 days will be completed during a 2 calendar-week period(i.e.14 calendar days). Due to site access limitations,the borings located along the crest of the dam will be drilled using a modular remote access drill rig.The drill rig will be transported by foot/hand cart to the proposed boring locations along the crest of the dam. The boring proposed at the right abutment is to better understand the foundation conditions of the proposed parapet wall at the abutment.A boring at the left abutment was deemed not warranted since there is a sizeable outcrop to inform the foundation material properties. \Ve have assumed clear water without an additive(i.e.,polymer)will be used for the rotary wash drilling techniques for the borings along the crest.The water will be sourced from the reservoir with the aid of a water pump and hose.The use of an additive such as a polymer will be avoided if possible,for borings along I I the crest.For the boring at the right abutment a.polymer may be used to improve circulation.4.safety data sheet for the polymer(if needed)will be provided prior to commencement of our proposed field exploration activities. . All borings will be logged continuously by or under the•direct supervision of a Registered Geologist or Engineer registered in the State of California or Oregon.Based on previous characterizations of the site it is anticipate that the majority of the borings will be cored through rock. The logging will be in accordance with ASTM D5434 Standard Guide for Field Logging of Subsurface Explorations of Soil and Rock and ASTM D2113 Standard Practice for Roc t Core Drilling and Sampling of Rock for Site Exploration. We have assumed the hard rock sampled will be using either NQ3(-1.1.8-inch diameter core)or 1-IQ3(-2.4- inch diameter core)diamond core rotary equipment and recovered in appropriate(e.g.,double or triple)core barrels.Depending on the depth of the hole and concrete and rock conditions,it may be necessary to reduce the hole size to NQ3 to produce greater torque and advance the hole efficiently.Recovered core will be stored in wood core boxes.Rock cores will be photographed run-by-run prior to placement in the core boxes.Movement and transportation of core boxes will be minimized to reduce disturbance.of the core. All boreholes will be backfilled with cement-bentonite grout using the tremie method.Field survey using hand level and existing reference drawings will be performed to locate borings and obtain ground surface elevation.Estimates of elevation will be made to the nearest two feet.If an estimate is made,it will be so noted on the logs. t i Disposal of rock cuttings and drilling fluids generated during the drilling operations will be coordinated with the City.It is anticipated that the materials encountered in the boreholes will be free of any environmental substances of concern(i.e.,the cuttings/fluids will be non-hazardous).Thus,it may be possible to spread the cuttings and fluids out on the ground surface at or near the drill site;(above the creek line),using small hand dug ditches or berms,as necessary,to control runoff.If this is not acceptable to the City,the cuttings and I 1 V. Scott.A.Fleury,PE Deputy Public Works Director City of Ashland,Public Works May 4,2021 Page 5 fluids will be temporarily stored in 55-gallon drums or 20-cubic-yard,,plastic-lined bins located near the Dam, prior to disposal at an appropriate landfill.The temporary placement and storage of these materials will be coordinated with the City. The time and expense to dispose of drum and/or bins to an off-site location is not included in this scope and fee estimate. Samples obtained from the borings will be submitted for laboratory testing.Anticipated laboratory tests on rock and concrete samples could include the following: I j o Unconfined compressive strength • Petrographic analysis o Point load index o Tensile shear strength The actual type and number of each test will be determined based on.the subsurface conditions encountered in the borings.GEI and the City will review the field borehole logs and core photographs to develop a geotechnical laboratory testing program.After the testing program is determined,the samples will be removed from the core boxes,packaged,labeled,and sent to the appropriate laboratory.It is anticipated that the testing program will be completed approximately four to eight weeks after completion of the drilling. A Geotechnical Data Report (GDR) will be prepared for the geotechnical investigation completed at the project site.The GDR will describe the field exploration procedures and the results of the field investigation, including the boring logs,surveying,field and laboratory tes ting results,site conditions,and any issues/concerns encountered during the investigation. The GDR will be prepared as a draft for review and comment by the City prior to finalizing for FERC's approval.The bedrock will be thoroughly discussed in terms of its potential for erodibility.This will include detailed descriptions of the weathering,joint spacing,infilling characteristics,joint surface roughness and other factors. It should also be noted the estimated fee shown on the attached cost:estimate spreadsheet assumes the followings: • Availability of onsite water for driller's use. We have assumed the reservoir water can be used for the drilling activities • A drilling production rate of at least 50 feet/day !. • No delays and/or standby due to weather and/or natural/manmade catastrophe Estimating the cost for drilling through rock is difficult given the potential complications for site access and underlying rock conditions encountered during drilling. As such we have provided a reasonable estimate of the fee anticipated for this level of work.If complications occur(such as the need for a crane to position drill rig)or if additional borings are required,we will contact you to discuss. Deliverables:Prior to commencing drilling,the existing work plan will be revised(as necessary)and submitted to the City and FERC for approval.Following the collection of geotechnical data,we will provide a GDR based on the results of the proposed geotechnical borings,laboratory testing,and analyses.We will I. Scott A.Fleury,PE • Deputy Public Works Director City of Ashland,Public Works • May 4,2021 Page 6 provide a draft report for your review. The final report will be provided after incorporating the City's comments,as appropriate. We have assumed a 3-week review period for the City and FERC for each of the work plan and geotechnical report. Task 13—Environmental We will support the City in the preparation of a FERC Application to amend the existing FERC Exemption. This work will include initial consultation with the state and federal agencies with an interest in'he project. This will include Oregon Department of Fish and Wildlife,the U.S.Forest Service,the U.S.Fish and Wildlife Service,the U.S.Army Corps of Engineers(Corps),Oregon Department of State Lands,and the State Historic Preservation Office. ( I Hosier Dam is potentially an historic structure. Modifying the dam will require an evaluation to determine the dam's historical significance.In addition,any areas which will have ground disturbance will need to be inventoried for archeological resources. We will also need to conduct a biological'surrey for sensitive biological resources in the project area and prepare a biological resources report. ' I The exemption amendment application will be submitted to FERC at the completion of initial consultation and after the completion of the above surveys. We assume that permits from the Corps and Oregon Department of Environmental Quality would not be required. Unlike the Corps,Oregon Department of State Lands(DSL)regulates excavation(e.g.,demolition) activities only(i.e.,the Corps regulates the discharge of dredged or fill material);therefore,if demolition activities occur below WSE 2,870 feet,a permit from DSL may be required. The cost estimate assumes that the Parapet Wall is the alternative for this task.If any other alternative is to be considered,we may need to revise our cost estimate for environmental compliance prior to starting work.We have also assumed that the project will not result in`take'of any threatened or endangered species and that no significant historic or archeological sites are found in the project area. • Deliverables:Initial consultation package,FERC Application for Amendment of the Exemption;and Corps of Engineers permit application. • Task 14—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 phase of work(i.e.Tasks 5 and 11-13)will have a duration of nine(9)months(May 2021 through January 2022).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. I � ESTIMATED SCHEDULE Following the City's review and approval of the tasks described above,we will commence Phase 2 Geotechnical Investigation(Task 12)immediately for drilling start date of June 1,2021. I • ' j I • • Scott A.Fleury,PE Deputy Public Works Director City of Ashland,Public Works May 4,2021 Page 7 In addition,we can also commence with Task 5 immediately upon this proposal approval.We will complete a draft of the PS&E for Task 5 within 4 weeks following completion of the geotechnical investigation(Task 12). We have assumed FERC will review each step of the plan and specification development(i.e.30%,65%, 90%,and'100°4 We have assumed a maximum of 4 weeks for FERC's review of each PS&E submittal package. Following FERC's 30%design review,we will commence with Task 11 (100%design). We have included a detailed schedule of Tasks 5 and 11 through 14 assuming an approval date of May 18, 2021. 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 $698,718 and are detailed in the attached table, The estimated fees for the services proposed by our subconsultants are presented under"ODC"(Other Direct Costs)in Table 1. The fees shown include GEI's 15%mark-up. ODCs include the following: • IEC—Cost Estimating • Salisbury&Associates-Driller Subcontractor • Cooper Testing-Geotechnical Laboratory Testing • GEI Travel Expenses CLOSING We appreciate the opportunity to provide you these additional services as we continue to.assist the City on this important project.Please call/email Craig Hall(510.224.6242,chill tr geiconsultants.com)or Chris Slack (503-342-3782,cslack«geiconsultants.com) if you have any questions or require additional information. • ' � I 4 EXHIBIT B C I;TY O F ASHLAND,' O R:E:GsO-N i I 1 City of ,Ashland 1 LIVING ALL employers described WAGE below must comply with City of Ashland laws regulating payment of a living wage. . $15074 per hour, effective June 30, 2020. . : . t I l f ®r® The Living Wage Is adjusted°annually every June 30 by the Consumer Price Index, Employees must be paid a portion of business of their of health care-retirement, employer,if the employer has 401K and IRS eligible living wage: ten or more employees,and cafeteria plans(including hasreceived financial childcare)benefits to the j . assistance for the projector amount of wages received by > For all hours worked under a business from the City of the employee. service contract:between their , in excess of employer and the City of • $22,002.43. ` D' Note: For temporary and Ashland lithe contract part-time employees,the exceeds$22,002.43 or more. D If their employer Is the City of Living Wage does not apply Ashland,including the Parks . to the first 1040 hours worked D For all hours worked in a and Recreation Department.. in any calendar year. For month if the employee spends more details,please see 50%or more of the D In calculating the living wage, Ashland Municipal Code l i employee's time in that month employers may add the value . Section 3,12.020. working on a project or For additional information: � I 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 employees. . C ASHLANDITY OF Page lof1 • ( ! I I I I ' t 1 EXHIBIT C 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 arid 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 .i the business. • (3)Telephone listing is used for the business separate from the personal residence listing. (4)Labor or services are performed only pursuant to written contracts. (5)Labor or services are performed for two or more different persons within a period of one year. (6) Consultant assumes fmancial 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. I I Consultant Date • • I j � I Page l of 1 • r A`�Off® CERTIFICATE OF LIABILITY INSURANCE DATE s�o�ioitD� ' 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 NACONTACT Alicia M.Lynda MARSH USA,INC, ME: 20 CHURCH STREET,811-1 FLOOR PHONE 860-709-7498 FAX �A/C.No.Eat): (AIC.No): HARTFORD,CT 06103 E-MAIL Alic(a.M.L nde marsh.com Attn:Harlford.certrequest@Marsh.com ADDRESS; y @ INSURER(S)AFFORDING COVERAGE NAIC II CN102051728-GEI2-GAWUP-21-22 INSURER A:National Union Fire Ins.Co.of Pitlsburgh,PA 19445 INSURED GEI Consultants,inc.(2400) INSURER e:N/A • N/A 6915 S Macadam Ave Sulle 130 INSURER C:AIU Insurance Co 19399 Portland,OR 97216 INSURER D:Allied World Surplus Lines Insurance Company 24319 INSURER E:Allied Wodd Assurance Company(U.S.)Inc. 19489 INSURER F: COVERAGES CERTIFICATE NUMBER: NYC-011126542-02 REVISION NUMBER:4 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 SUER POLICY EFF POLICY EXP LTR TYPE OF INSURANCE IVSD WVD POLICY NUMBER (MM(DDIYYYY) (MMIDDIYYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY GL 518-02-76 03/01/2021 , 03/01/2022 EACH OCCURRENCE $ 2,000,000 CLAIMS-MADE n OCCUR • PRRENTED PREMISES (RENTED occurrence) $ 300,000 MED EXP(Any one person) $ 25,000 • PERSONAL&ADV INJURY _$ 2,000,000 • GE ML AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE s 4,000,000 X POLICY n JECT PRO- n I I LOC PRODUCTS-COMP/OP AGG $ 4,000,000 OTHER: $ A AUTOMOBILE LIABILITY CA 296-17-05(AOS) 03/01/2021 03/01/2022 COMBINED SINGLE LIMIT $ 2,000,000 (Ea accident) A X ANY AUTO CA 296-17-04(MA) 03101/2021 03/01/2022 BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS X HIRED NON-OWNED $5,000 Medical Payments-ea.person PROPERTY DAMAGE $ AUTOS ONLY _AUTOS ONLY (Per accident) Camp/Coll Deductible $ $250/$250 UMBRELLA LIAR _ OCCUR EACH OCCURRENCE _ $ • EXCESS LIAR CLAIMS-MADE AGGREGATE _ $ DED RETENTION$ $ A WORNERS COMPENSATION WC 012-01-6047(AOS) 03/01/2021 , 03101/2022• X PER ETH AND EMPLOYERS'LIABILITY C Y/N ANYPROPRIETORIPARTNER/EXECUTIVE WC 012-01-6046(CA) 03/01/2021 03/01/2022 E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBEREXCLUDED? N N/A (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ D A&E CONTR.PROF LIAR. 0312-7531 03101/2021 03/01/2022 Each Claim/Aggr. 2,000,000 E CONTR.POLLUTION LIAB. 0312-7536 03/01/2021 03/01/2022 Each Claim/Aggr. 2,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If mere space Is required) Re:Project:Hosier Dam Safety Improvement Project City of Ashland,its officers,employees and agents Is/are Included as additional Insured(except workers'compensation and professional liability)where required by written contract. CERTIFICATE HOLDER CANCELLATION City of Ashland SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 20 East Maln Street THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Ashland,OR 97520 ACCORDANCE,WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE of Marsh USA Inc. ( Craig A.Parrow i Q. p:'2I ..—_---. ©1988-2016 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD • • ENDORSEMENT This endorsement,effective 12:01 A.M. 03/01/2021 forms a part of • • policy No.CA 296-17.05 Issued to GEI CONSULTANTS, ; INC. by NATIONAL UNION FIRE INSURANCE COMPANY OF PITTSBURGH, PA THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL'INSURED - WHERE,REQUIRED UNDO;CONTRACT OR AGREEMENT This endorsement modifies Insurance provided under the following: BUSINESS AUTO COVERAGE FORM SCHEDULE • ADDITIONAL INSURED: Any person.or organization. for.whom..you are contractually bound to provide Additional insured status but only to,the extent of such person's.or organization's liability arising out of the use of a covered "auto". • I. SECTION II-LIABILITY COVERAGE, A. Coverage, 1.-Who Is Insured, is emended,to add: d: Any person or organization,, shown in the schedule above, to whom you•beoome obligated *Include as an additional'insured under this policy, as a result•of'any contract or agreement • you enter into which'iequires you•to furnish insurance to that person or organization of the type provided by this policy, but only with respeot to liability arising out of Use of a covered "auto". However, the insurance provided will not exceed the lesser of: • (1) The coverage and/or limits of this policy, or (2) The coverage and/or limits required by said contract or.agreement. • • I I { Auth rued Representative or Countersignature(in States Where Applicable) 87950 (10106) j'c jVG Copy Page 1 of 1• i f • 1 ENDORSEMENT # This endorsement, effective 12:01 A.M. 03/01/2021 forms a part of Policy No.CA 296-17-05 Issued to GEI CONSULTANTS, INC. By NAT I ONAL UNION FIRE INSURANCE COMPANY OF PITTSBURGH, PA THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. LIMITED ADVICE OF CANCELLATION PROVIDED VIA E-MAIL TO ENTITIES OTHER THAN THE FIRST NAMED INSURED This policy is amended as follows: In the event that the Insurer cancels this policy for any reason other than non-payment of premium, and 1. the cancellation effective date is prior to this policy's expiration date; 2. the First Named Insured is under an existing contractual obligation to notify a certificate holder when this policy is canceled (hereinafter, the "Certificate Holder(s)") and has provided to the Insurer, either directly or through its broker of record, the email address of a contact at each such entity; and 3. the Insurer received this information after the First'Named Insured receives notice of cancellation of this policy and prior to this policy's cancellation effective date, via an electronic spreadsheet that is acceptable to the Insurer, the Insurer will provide advice of cancellation (the "Advice") via e-mail to each such Certificate Holders within ,30 days after the First Named Insured provides such Information to the Insurer; provided, however, that if a specific number of clays is not stated above, then the Advice will be provided to such Certificate Holder(s) as soon as reasonably practicable after the First Named Insured provides such information to the Insurer. Proof of the Insurer entailing the Advice, using the Information provided by the First Named Insured, will serve as proof that the Insurer has fully satisfied its obligations under this endorsement. This endorsement does not affect, in any way, coverage provided under this policy or the cancellation of this policy or the effective date thereof, nor shall this endorsement Invest any rights In any entity not Insured under this policy, The following Definitions apply to this endorsement: 1. First Named Insured means the Named Insured shown on the Declarations Page of this policy, 2. Insurer means the insurance company shown in the header on the Declarations page of this policy. All other terms,conditions and exclusions shall remain the same. Authorized Representative 107414 (03/11ArChive Copy Page 1 POLICY NUMBER: GL 518-02-76 COMMERCIAL GENERAL LIABILITY CG 20 10 04 13 � I 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; COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Personls) Dr Organization(s) Locations) Of Covered Operations ANY PERSON OR ORGANIZATION WHOM YOU PER THE CONTRACT OR AGREEMENT, BECOME OBLIGATED TO INCLUDE AS AN ADDITIONAL INSURED AS A RESULT OF ANY CONTRACT OR AGREEMENT YOU HAVE ENTERED INTO, • I ( 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 that which you are required by the contract include as an additional insured the person(s)or or agreement to provide for such additional organization(s) shown in the Schedule,but only insured. with respect to liability for "bodily Injury", B. With respect to the insurance afforded to these "property damage" or "personal and advertising additional insureds, the following additional injury" caused, in whole or in part, by: exclusions apply: 1. Your acts or omissions;or This insurance does not apply to "bodily injury" 2. The acts or omissions of those acting on or "property damage" occurring after: your behalf; 1. All work, including materials, parts or in the performance of your ongoing operations equipment furnished in connection with such work,, on the project (other than service, for the additional insured(s) at the location(s) maintenance or repairs) to be performed by designated above. or on' behalf of the additional insuredls) at However: the location of the covered operations has 1. The insurance afforded to such additional been completed; or insured only applies to the extent permitted 2. That ;portion of "your work" out of which by law; and the Injury or damage arises has been put to 2. If coverage provided to the additional its intended use by any person or insured is required by a contract or organization other than another contractor or agreement, the insurance afforded to such subcontractor engaged in performing additional insured will not be broader than operations for a principal as a part of the same.project. CG 20 10 04 13 0 Insurance Services Office, Inc.,'2012 Page 1 of 2 ❑ C. With respect to the insurance afforded to these 2. Available under the applicable Limits of additional insureds, the following is added to Insurance shown in the Declarations; Section III - Limits Of Insurance: If coverage provided to the additional insured is whichever is less, required by a contract or agreement, the most This endorsement shall not Increase the we will pay on behalf of the additional insured applicable Limits of Insurance shown in the is the amount of insurance: Declarations. 1, Required by the contract or agreement; or 1 Page 2 of 2 * Insurance Services Office, Inc., 2012 CG 20 10 04 13 ❑ 9 • POLICY NUMBER: GL 518-02-76 COMMERCIAL GENERAL LIABILITY CG 20 37 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - COMPLETED.OPERATIONS This endorsement modifies insurance provided under the following: COMMERCIAL GENERALLIABILITY COVERAGE.PART I 1 PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Location And Description Of Completed Operations Or Organization(s) ANY PERSON OR ORGANIZATION PER THE CONTRACT OR AGREEMENT. WHOM YOU BECOME OBLIGATED TO INCLUDE AS AN ADDITIONAL INSURED AS A RESULT OF ANY CONTRACT OR AGREEMENT YOU HAVE ENTERED INTO. Information required to complete this Schedule, if not shown above, will be shownin the Declarations. •. A. Section II - Who Is An Insured is amended to which you are required by the contract or include as an additional insured the person(s) or agreement to provide for such additional organization(s)shown in the Schedule,but only insured. with respect to liability for "bodily injury" or B. With respect to the insurance afforded to these "property damage" caused, in whole or in part, additional insureds, the following is added to by "your work" at the location_designated and Section III-Limits Of Insurance: described in the Schedule of this endorsement If coverage provided to the additional insured is performed for that additional Insured and required by a contract or agreement, the most included in the "products-completed operations we will pay on behalf of the additional insured hazard". is the amount of insurance: However: 1. Required by the contract or agreement; or 1. The insurance afforded to such additional 2. Available under the applicable Limits of Insu- insured only applies to the extent permitted ranee shown in the Declarations; by law; and whichever is less. 2. If coverage provided to the additional insured is required by a contract or agree- This endorsement shall not increase the appli- ment, the insurance afforded to such addi- cable Limits of Insurance shown in the Decla- tional insured will not be broader than that rations. ; c . CG 20 37 04 13 @ Insurance Services Office, Inc., 2012 Page 1 of 1 ❑ z ` ENDORSEMENT# This endorsement, effective 12:01 A.M. 03/01/2021 forms a part of Policy No.GL 518-02-76 Issued to GE I CONSULTANTS, INC. By NATIONAL UNION FIRE INSURANCE COMPANY OF PITTSBURGH, PA THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. LIMITED ADVICE OF CANCELLATION PROVIDED VIA E-MAIL TO ENTITIES OTHER THAN THE FIRST NAMED INSURED This policy is amended as follows: In the event that the Insurer cancels this policy for any reason other than non-payment of premium, and 1. the cancellation effective date Is prior to this policy's expiration date; 2. the First Named Insured Is under an existing contractual obligation to notify a certificate holder when this policy is canceled (hereinafter, the "Certificate Holder(s)") and has provided to the Insurer, either directly or through its broker of record,the email address of a contact at each such entity; and 3. the Insurer received this information after the First Named Insured receives notice of cancellation of this policy and prior to this policy's cancellation effective date, via an electronic spreadsheet that is acceptable to the Insurer, the Insurer will provide advice of cancellation (the "Advice") via e-mail to each such Certificate Holders within 30 days after the First Named Insured provides such Information to the Insurer; provided, however, that if a specific number of days is not stated above, then the Advice will be provided to such Certificate Holder(s) as soon as reasonably practicable after the First Named Insured provides such information to the Insurer. Proof of the Insurer emailing the Advice, using the information provided by the First Named Insured, will serve as proof that the Insurer has fully satisfied Its obligations under this endorsement. This endorsement does not affect, In any way, coverage provided under this policy or the cancellation of this policy or the effective date thereof, nor shall this endorsement invest any rights in any entity not insured under this policy. The following Definitions apply to this endorsement: 1. First Named Insured means the Named Insured shown on the Declarations Page of this policy. 2. Insurer means the insurance company shown in the header on the Declarations page of this policy. All other terms, conditions and exclusions shall remain the same. Authorized Representative 107414 (03/11) Page 1 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement changes the policy to which it Is attached effective on the inception date of the policy unless a different date is indicated below. • (The following"attaching clause" need be completed only when this endorsement Is Issued subsequent to preparation of the policy). This endorsement, effective 12:01 AM 03/01/2021 forms a part of Policy No. WC 012-01-6047 Issued to GE! CONSULTANTS, INC. I d ! 6 By NATIONAL UNION FIRE INSURANCE COMPANY OF PITTSBURGH, PA. LIMITED ADVICE OF CANCELLATION PROVIDED VIAE-MAIL TO ENTITIES OTHER THAN THE NAMED INSURED (WORKERS' COMPENSATION ONLY) This policy is amended as follows: In the event that the Insurer cancels this policy for any reason other than non-payment of premium, and • 1. the cancellation effective date is prior to this policy's expiration date; • 2. the Named Insured or, if applicable, any other employers named'in Item 1 of the Information,Page is under art existing contractual obligation to notify a certificate holder when this policy is canceled (hereinafter,, the "Certificate Holders)") and the Named Insured has provided to the Insurer, either directly or through Its broker of record,the email address of a contact at each such entity;and 3. the Insurer received this information after the Named Insured receives..notice of cancellation of this policy:and . prior to this policy's cancellation effective date, via an electronic,spreadsheet that Is acceptable to the insurer, • the Insurer will provide advice of cancellation (the "Advice") via a-mail to each such Certificate Herders within 30 days after the Named Insured provides such information to the Insurer; provided, however,that if a specific number:ofrdays Is not stated above, then the Advice,will be provided to such. Certificate Holder(s) as soon as.reasonably practicable after the Named Insured provides such Information to the Insurer. Proof of the Insurer emailing the Advice, using the information provided by the First Named Insured, will serve as proof that the Insurer has fully satisfied its obligations under this endorsement. This endorsement does not affect, in any way, coverage provided under this policy Or the cancellation of this policy or the effective date thereof, nor shall this endorsement invest any rights in any entity not•insured'under this policy.• The following definitions apply to this endorsement:. 1. Named Insured means the insured first named employer in Item 1 of the Information Page of this policy. 2. Insurer means the insurance company shown in the header on the Information Page of this policy. • I J I � All other terms,'conditions and exclusions shall remain the same. • • . 5:t AUTHORIZED REPRESENTATIVE I ; � WC 99 00 56 •(Ed.04!11),. ' i • Council Business Meeting May 18, 2021 Agenda.Item ;° Award of a Professional Services Contract; Dam Safety Improvement Project for Final Engineering From; Scott Fleury PE Public Works Director Contact Scott.fleury a(�ashland.or.us;(541) 552-2142 SUMMARY Before the Council is an award of a professional services contract with GEI consultants for the Darn Safety Project as defined and approved in the City's capital improvement program. This contract is for phase 2,final engineering for a cost not to exceed,$698,718. 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 approved a preliminary engineering and alternatives analysis contract with GEI for the Dam Safety Project on October 15,2020 (Minutes;Staff Report). The Council has also taken numerous previous actions to support Darn Safety including approvals of professional services contracts to analyze all aspects of Hosier Dam and approving the 2020/21 Biennium Budget which included appropriations for dam safety improvements.Future appropriation requests to support the project are included in the 2021=2023 Biennial Budget. BACKGROUND AND ADDITIONAL INFORMATION Hosier Dam is maintained and operated by the Department of Public Works.Hosier Dam is a concrete arch dam on Ashland Creek that impounds the City's raw water supply in Reeder Reservoir.The Darn was constructed in 1928.In addition to Hosier 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 Hosier Dam. The City generates hydroelectric power at the power house located with the water treatment plant approximately 4,200 feet north of Hosier Dam. The power house is operated by the City's Electric Department. The City being a purveyor of hydroelectric power fall under the regulatory oversite of the Federal Page 1 of 3 CITY OF �HLAN • Energy Regulatory Commission(FERC)Part 12.The Part 12 contains five subparts A-E that detail requirements a licenses must follow to ensure the safe operation of the system and provide protection for the residents of Ashland.Maintenance and improvement actions for Hosier Darn and associated appurtenances evolve from Part12D-Inspections and as required by FERC. Part 12D-Inspection by Independent Consultant: The purpose of this project is the continued protection of the City's drinking water system through development of specific safety improvements for the Hosier Dam project as required by FERC, associated independent professional review of the dam. Part 12D requires the City to 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::award a professional services contract to Cornforth Consultants to.perform the Eighth Independent Consultant Inspection,The format inspection with Cornforth,FERC and city staff. occurred in September 2018.The independentreview also requires the potential failure modes(PFM) of Hosier 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 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 Cityreview additional dam features for improvement,including evaluation of the spillway,spillway structures and'darn piping penetrations.In order to mitigate the risk associated with this failure Mode and addiess other darn 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 for final engineering. Construction administration and•a formal construction contract will be brought forth at dates to be determined once final engineering is completed and FERC approval on the solution has been obtained. The final engineering scope includes moving the preferred alternative forward to.100 percent design, geotechnical site work,development of construction specifications and bid documents,permitting,cost estimating and project management,reference attached scope and fee.document for itemized details. Preliminary Engineering Phase • To date GEI consultants have completed the preliminary engineering phase of the contract.The preliminary engineering phase included an alternatives analysis for solutions (five percent design)to mitigate the critical • PFM,an alternatives workshop,cost estimating for improvements and geotechnical investigation/analysis.At staff direction the preliminary engineering scope was modified to include more geotechnical analysis site work to better affirm alternatives solutions moving towards selection of the primary alternative.This additional geotechnical work included a seismic refraction survey of the site and development of a geotechnical work plan for core drilling of the embankment areas to determine true extents of erosive soil limits.The • geotechnical work plan has been submitted to FERC and must be approved by them in order to proceed forward with any core drilling investigations. Primary alternatives to mitigate the critical PFM event included a complete dam raise,parapet wall height increase,construction of a piano key or labyrinth weirs,spillway modifications and concrete buttress protection of left abutment embanlcment.All of these alternative solutions were vetted in the alternatives workshop and could be designed and constructed to pass the PMF and/or protect the left abutment • Page 2 of 3 CITY OF ASH LAN I i embanlunent,The parapet wall raise was determined to be the preferred alternative due to,constructability, cost,schedule,environmental permitting,construction risk,minimal Maintenance and overall design life when compared against the other options. GEI and staff also looked at other components of the project for improvement/rehabilitation in associated with mitigating the PFM.These included restoration of the lower level outfalls,replacement of the walkway (outside of PMF),and maintenance activities for the raw water intake tower. Some of these improvement components were placed in the 20-year Capital Improvement Plan with expenditures starting in Fiscal Year 2024-2025 as they are secondary items in relation to resolving the,critical PFM and can be vetted based on risk moving forward. FISCAL IMPACTS The proposed fee for the final engineering phase is$698,718,The five percent design level cost estimate for the parapet wall raise is$4,276,575,which includes a 50 percent contingency at this point in time due to the • level of uncertainty.To date$299,667.74 has been expended towards the preliminary engineering contract. $800,000 was appropriated in the 2019-2021 Biennium Budget for the project and staff has requested $4,800,000 in appropriation funding in the 2021-2013 Biennium Budget to support the project engineering and construction moving forward. STAFF RECOMMENDATION Staff recommends approval of the professional services contract with GEI Consultants for final engineering of the Dam Safety Improvement Project. ACTIONS,OPTIONS &POTENTIAL MOTIONS 1. I move to approve a professional services contract with the attached scope of services with GEI Consultants for final engineering of dam safety improvements in the amount of$698,718. 2. I move to add or modify scope of services(add modification). REFERENCES&ATTACHMENTS Attachment 1: GEI Consultants Scope and Fee for Final Engineering • Page 3 of 3. CITY OF S H LAN ;Di I • GEI ` su � Consultants HOSLER DAM SAFETY IMPROVEMENT PROJECT PROPOSED ADDITIONAL SCOPE OF SERVICES May 4,2021 SCOPE OF SERVICES Consulting The following task descriptions summarize our proposed additional scope of services for the tasks presented Engineers anti in the attached cost estimate spreadsheet.Our original proposal presented our services under Tasks 1 through Scientists 10. These additional services are numbered Task 5 and Tasks 11 through 14. Task 5--Develop 30%Design and AACE Class 3 Cost Estimate for Alternative 7(Parapet Wall) Based on the results of the workshop conducted in 2020,the City has decided to carry forward Alternative 7 (Parapet Wall)in order to mitigate the potential left and right bank erosion immediately downstream of Hosier Dam.GEI proposes to bring Alternative 7(Parapet Wall)to 30%design and includes the associated AACE Class 3 cost estimate.We anticipate the following analyses will be needed for this alternative,as appropriate,and at the City's discretion: • 30%Structural Design:We propose to complete a 30%design of Alternative 7 utilizing a 3D FEM modeling approach.GEI will utilize SAP2000 to perform the FEM analysis.The analysis will incorporate the material properties and geometry used from previous evaluations of the arch dam. The model wilFbe loaded per the load types and combinations put forth in FERC's Engineering Guidelines for the Evalna/ion of Hyd,rpowerPnyeet,Chapter 11—Arch Dams.Seismic loading for the 30% analysis will utilize a response spectrum approach.GEI will review the results of the model for dam stability and strength at representative sections to determine if the factors of safety for pie-and post- seismic loading combinations can be met for Alternative 7.The analysis effort and results will be summarized and presented in the Basis of Design Report.The information from the modeling will be used to generate representative plans,section,and details for each alternative that will be used to prepare the 30%cost estimate. • 30%Hydrologic and Hydraulic Model Evaluation:We will validate the existing condition flow versus stage rating curve and modeling weir coefficient with best available recorded flow data and updated with best available topographic data:We will provide doculnentation for validating the model parameters and results for the proposed alternative. • 30%Mechanical and Electrical and SCADA:We proposed to provide 30%complete flow diagrams with basic mechanical,electrical and control,concepts shotivn for Alternative 7. The flow diagrams will show instrumentation and SCADA concept.Preliminary drawings showing mechanical and electrical design concepts to the 30%design complete level will be provided. It is anticipated that mechanical,electrical lighting and power control devices,and field instrumentation and control panel design concepts will be shown. Construction cost estimates will be provided for each option. For cost-estimating purposes,we have assumed a reasonable level of effort will be required to complete the analyses. We have also included environmental services for this task in order to evaluate regulatory requirements associated with the design and construction of a parapet wall on top of the existing concrete dam.In order to determine the regulatory requirements,we have budgeted time in this task for outreach to FERC regulatory specialists,U.S.Forest Service,and the Oregon Department of Fish and Wildlife.We note that this outreach would be done in conjunction with City staff,and only with your approval. �cw.gciconsultants.com GEI Consultants,Inc. www.geiconsuitants.com SW Macadam Avenue,Suite 130,Portland,OR 97219 tel:503.697.1478 ( • 4 Scott A.Fleury,PE Deputy Public Works Director City of Ashland,Public Works May 4,2021 Page 2 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(30%) • • Plans(30%) • Specifications—List of specifications to be used for the project(30%) • • Cost Estimate—AACE Class 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 and FERC 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. Task 11 —Develop 100% Design and AACE Class 1 Cost Estimate Following the completion of Task 5,GEI will proceed with Alternative 7 to 100%design and will include the associated AACE Class 1 cost estimate.We anticipate the following analyses will be needed for this alternative,as appropriate,and at the City's discretion: • Full Structural Design(Full 3D finite element model(FEM)with supporting carts):GEI will utilize • SAP2000 to perform the FEM analysis. The analysis will meet the guidelines presents in FERC's E,gineeriag Guidelines for the Evaluation of Hydropower Pr jest, Chapter 11—Ai cb Danis The FEM will utilize a non-linear analysis.Concrete cracking between monoliths and horizontal joints will be model using gap elements to capture the full behavior and stress relief of tension cracking.A post-seismic analysis will be completed based on cracking behavior obseived during the seismic analysis.The results of the FEM analysis will be used to verify the stability and stress factor of safety for the existing dam components.The new components will be sized and reinforced to meet current FERC and USACE guidelines for factors of safety and demand capacity ratios.Note:Although we understand FERC has approved the use of SAP2000 for the FEM analyses and GEI has successfully performed SAP2000 on other FERC regulated projects,FERC may require a more time intensive FEM using LS-DYNA. If LS-DYNA is required,the additional time and expense for this modeling will require additional cost. We estimate the additional cost to perform the FEM using LS-DYNA to be approximately$80,000 (which is 12 othac./uded in oar attached cost estimate) Upon completion of the FEM analysis the results will be used to detail and design the new dam elements.The design will be summarized in the Basis of Design Report and an appendix added with the full calculations and analysis results.Structural drawings including plans,sections,and details will be generated utilizing the design information. • • 100%Hydrologic and Hydratilic Model Evaluation:We will provide model results(flow versus stage rating curve)and documentation based on final design.Documentation deliverable will include final • model parameters,assumptions and flow and stage rating curve. 1 , • Scott A.Fleury,PE Deputy Public Works Director City of Ashland,Public Works May 4,2021 Page 3 • Mechanical and Electrical and SCADA: Final Process and Instrumentation Diagrams(P&IDs)will be developed for Alternative 7 and detailed instrumentation,control functionality,and SCADA functions will be shown and specified. The P&ID drawing will be accompanied with detailed mechanical,lighting,and electrical power and control wiring drawings and specifications. The design requirements for these devices will be coordinated with the structural design. Detailed specifications will have been developed and reviewed with vendors and updated estimates provided. For cost-estimating purposes,we have assumed a reasonable level of effort will be required to complete the analyses. f � It will be important to coordinate with FERC during this effort to ensure to,the best of our abilities that the selected design alternative'is reviewed at each submittal design stage by FERC. The work performed under Task 11 will be prepared and presented at the 65%,90%,100%(draft),and 100% (final)stages which will include the following: • Basis of Design Report(65%,90%,100%(draft) and 100%(final)) • Plans(65%,90%,100%(draft),and 100%(final)) • Technical Specifications—65%,90%,100% (draft),and 10Q%(final) • Cost Estimate—AACE Class 1 and 2(65%,90%,100%(draft),and 100%(final)) Deliverables:The design packages will be provided at 65%,90%,100%(draft),and 100%(final)to the City for review. Comments received from the City and FERC at each submittal stage will be incorporated in the subsequent submittal package,as appropriate. We have assumed 3 weeks for the City arid FERC to review each design submittal package. For the final deliverable,we will provide three hard copies with the"native' and".pdf'electronic files uploaded through a secure server. Task 12—Phase 2 Geotechnical Investigation The focus of the field exploration program will be to understand the dam foundation contact and the geologic conditions related to potential,erodibility of the rock directly beneath the darn.The geologic conditions of the foundation rock will be evaluated during drilling with focus on weathering,discontinuity spacing,joint infilling and other factors.This information will be evaluated during the drilling to determine how many boreholes will be necessary.From review of the erodibility assessments by AECOM(2015)and Hatch(2008),we are assuming that rock of"R2"and/or"R1"quality as described by AECOM(2015)will be considered non-erodible,which we are characterizing as slightly weathered to fresh,moderate(0.3-1.0 feet)to slightly(1.0-3M feet)spaced fracture density,moderately hard(or harder),and strong. A work plan prepared by GEI is currently with FERC for review and comment.An approved work plan will be required prior to GEI conducting the drilling. We anticipate minor edits,if any,will be required after FERC's review.However,it is possible that the scope of the drilling could change following FERC's review of the work plan. GEI proposes to drill up to six(6)borings along the crest of the dam one(1)boring at the right abutment. Depending on the quality and strength of the rock encountered,the total borings drilled could be reduced to three(3)borings at the crest.The planned depths range from approximately 20 to 90 feet in depth and are If 4 Scott A.Fleury,PE Deputy Public Works Director City of Ashland,Public Works May 4,2021 Page 4 based on the anticipated depth to the bedrock plus an additional 15-feet below the dam-bedrock contact.The final depths may vary based on field conditions encountered.For our cost estimate,we have assumed all six borings will be drilled and that the drilling will require 14 days to complete. To be efficient in the days to complete our proposed investigation,we have assumed the 10-hour days to perform drilling from Monday through Saturday. Hence the proposed 12 days will be completed during a 2 calendar-week period(i.e.14 calendar days). Due to site access limitations, the borings located along the crest of the darn will be drilled using a modular remote access drill rig.The drill rig will be transported by foot/hand cart to the proposed boring locations along the crest of the darn. The boring proposed at the right abutment is to better understand the foundation conditions of the proposed parapet wall at the abutment.A boring at the left abutment was deemed not • warranted since there is a sizeable outcrop to inform the foundation material properties. We have assumed clear water without an additive(i.e.,polymer)will be used for the rotary wash drilling techniques for the borings along the crest.The water will be sourced from the reservoir with the aid of a water pump and hose.The use of an additive such as a polymer will be avoided if possible,for borings along the crest.For the boring at the right abutment a polymer may be used to improve circulation.A safety data sheet for the polymer(if needed)will be provided prior to commencement of our proposed field exploration activities. All borings will be logged continuously by or under the direct supervision of a Registered Geologist or Engineer registered in the State of California or Oregon.Based on previous characterizations of the site it is anticipate that the majority of the borings will be cored through rock.The logging will be in accordance with ASTM D5434 Standard Guide for Field Logging of Subsurface Explorations of Soil and Rock and ASTM D2113 Standard Practice for Rock Core Drilling and Sampling of Rock for Site Exploration. We have assumed the hard rock sampled will be using either NQ3(-1.8-inch diameter core)or HQ3 (-2.4- inch diameter core)diamond core rotary equipment and recovered in appropriate(e.g.,double or triple) core barrels.Depending on the depth of the hole and concrete and rock'conditions,it may be necessary to reduce the hole size to NQ3 to produce greater torque and advance the hole efficiently.Recovered core will be stored in wood core boxes.Rock cores will be photographed run-by-run prior to placement in the core boxes.Movement and transportation of core boxes will be minimized to reduce disturbance of the core. All boreholes will be backfilled with cement-bentonite grout using the tremie method.Field survey using hand level and existing reference drawings will be performed to locate borings and obtain ground surface elevation.Estimates of elevation will be made to the nearest two feet.If an estimate is made,it will be so noted on the logs. Disposal of rock cuttings and drilling fluids generated during the drilling operations will be coordinated with the City.It is anticipated that the materials encountered'in the boreholes will be free of any environmental substances of concern(i.e.,the cuttings/fluids will be non-hazardous).Thus,it may be possible to spread the cuttings and fluids out on the ground surface at or near the drill site(above the creek line),using small hand dug ditches or berms,as necessary,to control runoff.If this is not acceptable to the City,the cuttings and ,• 1 • Scott A.Fleury,PE Deputy Public Works Director City of Ashland,Public Works May 4,2021 Page 5 fluids will be temporarily stored in 55-gallon drums or 20-cubic-yard,plastic-lined bins located near the Dam, prior to disposal at an appropriate landfill.The temporary placement and storage of these materials will be coordinated with the City. The time and expense to dispose of drum and/or bins to an off-site location is not included in this scope and fee estimate. Samples'obtained from the borings will be submitted for laboratory testing.Anticipated laboratory tests on rock and concrete samples could include the following: • Unconfined compressive strength • Petrographic analysis • Point load index • Tensile shear strength The actual type and number of each test will be determined based on the subsurface conditions encountered in the borings.GEI and the City will review the field borehole logs and core photographs to develop a geotechnical laboratory testing program.After the testing program is determined,the samples will be removed from the core boxes,packaged,labeled,and sent to the appropriate laboratory.It is anticipated that the testing program will be completed approximately four to eight weeks after completion of the drilling. A Geotechnical Data Report (GDR) will be prepared for the geotechnical investigation completed at the project site.The GDR will describe the field exploration procedures and the results of the field investigation, including the boring logs,surveying,field and laboratory testing results,site conditions,and any issues/concerns encountered during the investigation. The GDR will be prepared as a draft for review and comment by the City prior to finalizing for FERC's approval.The bedrock Will be thoroughly discussed in terms of its potential for erodibility.This will include detailed descriptions of the weathering,joint spacing,infilling characteristics,joint surface roughness and other factors. It should also be noted the estimated fee shown on the attached cost estimate spreadsheet assumes the followings: I ' • Availability of onsite water for drill,er's use. We have assumed the reservoir water can be used for the drilling activities • A drilling production sate of at least 50 feet/day • No delays and/or standby due to weather and/or natural/manmade catastrophe Estimating the cost for drilling through rock is difficult given the potential complications for site access and underlying rock conditions encountered during drilling. As such we have provided a reasonable estimate of the fee anticipated for this level of work.If complications occur(such as the need for a crane to position drill rig)or if additional borings are required,we will contact you to discuss. Deliverables:Prior to commencing drilling,the existing work plan will be revised(as necessary)and submitted to the City and FERC for approval.Following the collection of geotechnical data,we will provide a GDR based on the results of the proposed geotechnical borings,laboratory testing,and analyses.We will ` I i o Scott A.Fleury,PE Deputy Public Works Director City of Ashland,Public Works May 4,2021 Page 6 provide a draft report for your review. The final report will be provided after incorporating the City's comments,as appropriate. We have assumed a 3-week review period for the City and FERC for each of the work plan and geotechnical report. Task 13—Environmental We will support the City in the preparation of a FERC Application to amend the existing FERC Exemption. This work will include initial consultation with the state and federal agencies with an interest in the project. This will include Oregon Department of Fish and Wildlife,the U.S.,Forest Service,the U.S.Fish and Wildlife Service,the U.S.Army Corps of Engineers(Corps),Oregon Department of State Lands,and the State Historic Preservation Office. Hosier Dam is potentially an historic structure. Modifying the dam will require an evaluation to determine the dam's historical significance.In addition,any areas which will have ground disturbance will need to be inventoried for archeological resources. We will also need to conduct a biological survey for sensitive biological resources in the project area and prepare a biological resources report. The exemption amendment application will be submitted to FERC at the completion of initial consultation and after the completion of the above surveys. We assume that permits from the Corps and Oregon Department of Environmental Quality would not be required. Unlike the Corps,Oregon Department of State Lands(DSL)regulates excavation(e.g.,demolition) activities only(i.e.,the Corps regulates the discharge of dredged or fill material);therefore,if demolition activities occur below WSE 2,870 feet,a permit from DSL may be required. The cost estimate assumes that the Parapet Wall is the alternative for this task.If any other alternative is to be considered,we may need to revise our cost estimate for environmental compliance prior to starting work.We have also assumed that the project will not result in`take'of any threatened or endangered species and that no significant historic or archeological sites are found in the project area. Deliverables:Initial consultation package,FERC Application for Amendment of the Exemption,and Corps of Engineers permit application. Task 14—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 phase of work(i.e.Tasks 5 and 11-13)will have a duration of nine(9)months(May 2021 through January 2022).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,we will commence Phase 2 Geotechnical Investigation(Task 12)immediately for drilling start date of June 1,2021. Jr Scott A.Fleury,PE Deputy Public Works Director City of Ashland,Public Works May 4,2021 Page 7 • In addition,we can also commence with Task 5 immediately upon this proposal approval.We will complete a draft of the PS&E for Task 5 within 4 weeks following completion of the geotechnical investigation(Task 12). We have assumed FERC will review each step of the plan and specification development(i.e.30%,65%, 90%,and 100%). We have assumed a maximum of 4 weeks for FERC's review of each PS&E submittal package. Following FERC's 30%design review,we will commence with Task 11 (100%design). ' I We have included a detailed schedule of Tasks 5 and 11 through 14 assuming an approval date of May 18, 2021. 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 $698,718 and are detailed in the attached table. The estimated fees for the services proposed by our subconsultants are presented under"ODC"(Other Direct Costs)in Table 1. The fees shown include GEI's 15%mark-up. ODCs include the following: • IEC—Cost Estimating • Salisbury&Associates-Driller Subcontractor • Cooper Testing-Geotechnical Laboratory Testing • GEI Travel Expenses CLOSING We appreciate the opportunity to provide you these additional services as we continue to assist the City on this important project.Please call/email Craig Hall(510.224.6242,chall fteiconsultants.com)or Chris Slack (503-342-3782,cslack ageiconsultants.com) if you have any questions or require additional information. • • • IfI