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HomeMy WebLinkAbout2020-038 PO 20200387- RH2 Engineering, Inc Purchase Order • 'O Fiscal Year 2020 Page: 1 of: 1 B City of Ashland is ATTN:Accounts Payable ' Purchase 20 E. Main 20200387 Ashland, OR 97520 Order# T Phone:541/552-2010 O Email: payable@ashland.or.us V H CIO Public Works Department ERH2 ENGINEERING, INC i 51 Winburn Way 22722 29TH DRIVE SE,SUITE 210 p Ashland,OR 97520 O BOTHELL,WA 98021 T Phone: 541/488-53 541/4 8 600647 FaxR O Paula Brown 04/03/2020 1229 • FOB ASHLAND OR City Accounts Payable Sanitary Sewer Master Plan I 1 Comprehensive Sanitary Sewer Master Plan 1 $298,452.0000 $298,452.00 Personal Services Agreerhent(Greater than$25,000.00) Completion date: 12131/2021. Project Account: ***************GL SUMMARY*************** 086300-604100 - $298,452.00 • By: W\--( ,A uJ Date: � l 1a (01 0)-' Authorized Signature 298 452.00 z' FORM #3 CITY OF t A req i est for i Purchase Ord 0 0 7 ASH LAN D REQUISITION �'� Date of request: ,0311212020 , ', I Vendor Name RH2 Engineering, Inc. Address,City,State,Zip 22722 29th Drive SE,Suite 210 Bothell,WA 98021 Contact Name Rachel Lanigan Telephone Number 425,951.5338 Email address SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Invitation to Bid ❑ Reason for exemption:_ Date approved by Council: 0 Form#13,Written findings and Authorization ❑ AMC 2.50 _(Attach copy of council communication) ❑ Written quote or proposal attached ❑ Written quote or proposal attached _(If council approval required,attach copy of CC) ❑ Small Procurement 0 Request for Proposal Cooperative Procurement Not exceeding$5,000 Date approved by Council: 0 State of Oregon ❑ Direct Award. (Attach copy of council communication) Contract# ❑ Verbal/Written quote(s)or proposal(s) 0 Request for Qualifications(Public Works) 0 State of Washington Intermediate Procurement Date approved by Council: 2/1812020 Contract# GOODS&SERVICES (Attach copy of council communication) 0 Other government agency contract Greater than$5,000 and less than$100,000 0 Sole Source Agency ❑ (3)Written quotes and solicitation attached 0 Applicable Form(#5,6,7 or 8) Contract# PERSONAL SERVICES. 0 Written quote or proposal attached Form • Intergovernmental Agreement Greater than$5,000 and less than$75,000 0 Form#4, Personal Services>$5K&<$75K Agency ❑Direct appointment not to exceed$35,000 0 Annual cost to City does not exceed$25,000. ❑ Special Procurement 0(3)Written proposals/written solicitation Agreement approved by Legal and approved/signed by ❑ Form#9,Request for Approval 0 Form#4,Personal Services>$5K&<$75K City Administrator.AMC 2.50.070(4) ❑ Written quote or proposal attached Annual cost to Cityexceeds$25,000,Council Date approved by Council: ❑ Valid until: (Date) approval required.(Attach copy of council communication) Description of SERVICES Total Cost Comprehensive Sanitary Sewer Master Plan • $ 29.8,452(0 Item# Quantity Unit Description of MATERIALS Unit Price Total Cost • NI Per attached quote/proposal TOTAL,COST Expenditure must be charged fo the appropriate account numbers for the financials to reflect the actual expenditures accurately. • Project Number _ _ Account Number 086300 - 604100 $ 298,452.00 - _ Project Number _ _ — Account Number - - $ , ,_ _ — Project Number — Account Number - $ IT Director in collaboration with department to approve all hardware and software purchases: By signing this requisition form,I certify that the City's public contracting requirements have been satisfied. IT Director Date Support Yes/No Employee:k9OJ I),o19 a tft,-aMpA56 Department Head: /14414—r,144--- /3444,2. ZOZv EI;Ito or greater than$5,000) Department Manager/Supervisor: City Administrator: , '“ I \ (Equ! rsrgreater than$25,,000) Funds appropriated for current fiscal year: er, NO 1. ii jti(" 3 C 17 I 0 ty InanC Director (Equal to or greater than$5,000) Date Comments: PAGE NO. 1OF22PAGES PERSONAL SERVICES AGREEMENT(greater than $25,000.00) CONSULTANT: RH2 ENGINEERING, INC. CITY .OF CONSULTANT'S CONTACT: Rachel Lanigan ASHLAND' 20 East.Main Street . : ADDRESS: 3553 Arrowhead Drive, #200 - Ashland,Oregon.97520 Medford, Oregon 97504 Telephone: 541/488-5587. Fax: 541/488-6006 TELEPHONE: '541-326-4437 EMAIL: rl an@rh2.com , MAIIanig ).,.. .:. This Personal Services Agreement(hereinafter"Agreement")is entered into by and between the City.of Ashland, an Oregon municipal corporation.(hereinafter"City") and'RH2 Engineering,.-Inc., a foreign business • • corporation("hereinafter"Consultant"), for.the:purpose of updating the City's Comprehensive Sanitary.Sewer • Master Plan. 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, asset forth below(the."Effective Date"), and unless sooner terminated as specifically• provided herein, shall terminate upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore,-but not later than December 31;2021: 2:. Scope of Work:, Consultant will provide an update to the City's Comprehensive Sanitary Sewer - Master Plan(hereinafter"SSMP") as more fully set forth in the Consultant's Scope of Work dated January2020 :which is attached hereto as "Exhibit A"and incorporated herein by this reference. Consultant'sservices are collectively referred to herein as the"Work.'.' 3. . Supporting Documents/Conflicting Provisions: This A greemenf 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 supporting documents. 4. All Costs Borne By Consultant::Consultant shall,at i n expense,perform the:Work described . above and,unless otherwise specified in this Agreement, furnish:all labor, equipment, and materials ieGe 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 fullyqualified to perform: the service to which theywill be assigned m a skilled and worker-like manner and, if required to be • registered; licensed or bonded by the State of Oregon, are:so registered, licensed and bonded. • Page 1 of 6: Personal Serivices Agreement between the City of Ashland and RH2 Engineering,Inc. PAGE NO. 2 OF 22 PAGES 6. Compensation: City shall pay Consultant at the hourly rates and for the amounts actually incurred'for any subcontracting activities as set forth in Consultant's fee;schedule entitled"RH2 Engineering, Inc. 2020 Schedule of Rates and Charges",which is attached hereto as "Exhibit"C" and incorporated herein by this reference, as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of$298,452.00 (two hundred ninty-eight thousand four hundred and fifty-two 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 30 days of the date of receipt by the City of Consultant's invoice: Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted as of the date of termination. 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 m and is hereby assigned to the City!'All reuse not occurring as part of this Work shall be without liability to the Consultant. 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 279B235. 9. Living Wage Requirements: If the amount of this Agreement is $21,507.75 or more, Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as' defined in that chapter,to all employees performing Work under this Agreement and to any Subcontractor who performs 50% or more of the Work under this Agreement. Consultant is also required to post the notice attached hereto as "Exhibit E"predominantly in areas where,it will be seen by all employees. 10. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold City, its officers, employees, and agents harmless from any and all losses, claims, actions, costs, expenses,judgments, subrogations, or other damages resulting from injury to any person(including injury resulting in death), or damage (including loss or destruction)to property, of whatsoever nature to the extent caused by or arising out of the intentional or negligent acts, errors, or omission in the performance of this Agreement by Consultant(including but not limited to, Consnitant'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, subrogatipns, actions, costs,judgments, or other damages, caused solely by the negligence of City. 11. Termination I a. Mutual Consent. This Agreernent 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. City may terminate or modify this Agreement,in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following'conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at Page 2 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inc. PAGE N0. 3 OF 22 PAGES I. w. r . 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;orifi. If any licenseor 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. is 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 breachand 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 thenotice 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 terriiination date if such Work was performed in accordance with this Agreement. 12. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall.have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to.this Agreement. Consultant is a subject employer that will comply with ORS 656.017. : .: 13. Assignment: Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or subcontract without written consent : of City shall be void. Consultant shall.be fully responsiblefor 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 Page 3 of 6: Personal.Serivces Agreement between the City of Ashland and RH2 Engineering;Inc. PAGE NO.4 OF 22 PAGES subcontract of the Work shall not create any contractual relation between the assignee or subcontractor. and City. 14. Default. The Consultant shall be in default of this Agreement if Consultant: commits any material breach or default of any covenant,warranty, certification, or obligation under the Agreement; institutes an action for relief in bankruptcy or has instituted against itan action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified ' 'in its obligations under the Agreement; or attempts to assign rights in,or delegate duties under,this Agreement. 15. Insurance. Consultant shall, at its own expense,maintain the following insurance: a. Worker's Compensation insurance in compliance with ORS 656:017,which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single,'limit, or the equivalent, of not less than $2,000,000 (two million dollars)per claim: This is to cover.any damages caused by error, omission or negligent acts related to the professional services to be provided under this Agreement. "Tail" coverage will be required at the completion of the Work under this Agreement for the remaining Term, and 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 $1,000,000 (one million dollars) for each accident for Bodily Injury and Property Damage, including coverage for owned,hired or non-owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation,material change,reduction of limits or intent not to renew the insurance coverage(s)without 30 days'prior written notice from the Consultant or its insurer(s)to the City. f Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, Oregon, and its elected officials,'officers and employees.as•Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation,required herein,but only with respect to Consultant's services to be provided under this Agreement. The consultant's insurance is primary'and non-contributory. As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates prior to commencing the Work under this Agreement. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of . . insurance policies;trust agreements, etc. shall be provided to the City. The Consultant shall be fmancially responsible fon all pertinent deductibles, self-insured retentions, and/or self-insurance. 16. Nondiscrimination: Consultant agrees that no person shall,'on the grounds of race, color,religion, creed, sex, marital status, familial status or domestic partnership,national origin,age,mental or physical Page 4 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inc. PAGE NO. 5 OF 22 PAGES 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, inawarding subcontracts as required by ORS 279A.11.0: 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 implementor 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 resort to any jurisdiction's conflict of laws,rules or doctrines. Any claim, action; suit or proceeding (collectively, "the claim")between the City and-the Consultant that arises from or relates to this Agreement shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If,however,the claim must be brought in=a federal forum,then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by its signature hereon of its authorized representative,hereby consents to the in persona/7T jurisdiction of said courts. 19. THIS AGREEMENT AND THE ATTACHED EXHIBITS'CONSTITUTE THE ENTIRE UNDERSTANDING AND AGREEMENT BETWEEN THE.PARTIES. NO WAIVER, CONSENT, . . MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE,IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN;NOT SPECIFIED HEREIN Page 5 of 6: Personal Serivices Agreement between the City of Ashland and RI-I2 Engineering,Inc. PAGE NO..6OF22PAGES - 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: The City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement attributable to Work performed after the last day of the,current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable. administrative discretion,to continue to make.payments under this Agreement. In the.event City has insufficient appropriations, limitations or other expenditure;iauthority, 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 shall signthe certification attached hereto as "Exhibit D"and incorporated herein by this reference. 1 CITY OF ASHLAND: RH2 ENGINEERING,INC. (CONSULTANT): By: By:• Z � City Administrator Signature Y--4,1 k• Wt.mite r`y Richard L. Ballard ( ._ j Printed Name Printed Name 3 Zo Z-' Director Date Title "(VDilk • Date Purchase Order No. &2--e O g (W-9 is to I'be submitted with this signed Agreement) APPROVED S TO FORM: ,7/ e.z.....e. z.// :_..-- Assistant City Attorney Date Page 6 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inca PAGE NO. 7 OF. 22 PAGES • EXHIBIT A Scope of Work City of Ashland Comprehensive Sanitary Sewer Collection System Master Plan January 2020 Background The City of Ashland (City) has selected RH2 Engineering, Inc., (RH2) to provide an update to,its Comprehensive Sanitary Sewer System Master Plan (SSMP): The current Comprehensive Sanitary Sewer Master Plan was completed in 2012 by Keller Associates.The intent of the update is to confirm- f the location of the highest inflow and infiltration(I/I) problem areas,update the City's'sewer model, and provide a prioritized 20-year Capital Improvement Plan .(CIP) that balances maintenance, I/I reduction, and capacity requirements. The update also : includes: reviewing and providing recommendations regarding City. policies, .operation and maintenance procedures, and asset management program. Lastly, the SSMP includes an assessment of the financial impacts of the recommended CIP. This,SSMP only addresses the City's sewer collection system (i.e., it does not include'evaluation of the City's wastewater treatment plant). Approach This approach represents RH2's understanding of the City's sewer planning goals at the time that this Scope of:Work was written.The approach to the work may change as the project progresses. Some of the work:tasks will. be completed simultaneously to expedite the project schedule. The current goal is for the work to be accomplished generally in the following order, with the realization that some tasks are dependent on the results of the Flow Monitoring Program and:systemssurveying. • Basis of Planning Tasks—'Data Gathering and Existing System Evaluation; Regulations,:Policies, and Design Criteria; Flow Monitoring Program and flow Projections; and Sanitary Sewer Model Update. • System Analysis — Collection System Condition Assessment; I/I Reduction Evaluation; and System Capacity Evaluation. • SSMP Implementation — Capital Improvement Plan; Financial Analysis; Operations and Maintenance (O&M) Plan Development; and Finalize SSMP. The following Scope of Work assumes that the SSMP project will include the work described above ' and that the deliverables will be standalone documentsthat add to and update the existing plan. This update will not recreate or review all data in the existing plan or include a review or analysis of all. existing:components included in the 2012 SSMP: Due tothe nature:of the project, RH2 will use:and rely upon existing data, materials, and information as-is unless otherwise described in this Scope Of Work. RH2's scoped effort will be performed up to the hours included in'the attached Fee Estimate. If additional effort is needed, that effort will be mutually determined by the City and.RH2. RH2 will perform extra workonly at the direction of the City. 1 1/28/202011:43:41 AM Jc\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX PAGE NO. 8 OF 22 PAGES City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan j Scope of Work Task 1— Project Administration Objective: Coordinate with City staff, subconsultants,: and the RH2 project teamto manage the schedule, cost, and final deliverables for the project. This role will occur through the duration of this Scope of Work and will be a key component in project completion. Approach: 1.1 Coordinate with City staff and manage RH2 staff resources. Monitor the scope, budget, and schedule for the project. Prepare monthly invoices land budget status summaries. Perform project administration and management tasks to ;help =facilitate timely delivery of work products. 1.2 Coordinate and manage tasks provided by subconsultants. 1.3 Coordinate and attend monthly project status review:phone calls with the City's:Project . Manager. Assumptions: • RH2's Project Manager will coordinate communication through the City's Project Manager. Provided by City: • Staff-attendance at all project meetings. • Timely review of all project deliverables. RH2 Deliverables: • Project schedule in electronic (PDF)format. • Monthly invoices in electronic PDF format. • All meeting agendas and meeting minutes in electronic PDF format. Task 2 Data Gathering and Existing System . k Objective: Confirm available data on existing facilities and operational issues. Provide direction for the City to gather additional data needed for other tasks. Reference the City's existing Comprehensive Sanitary Sewer Master Plan._ 2:1 Prepare a data request and submit to City. Compile and review current and historical data provided. 2.2 Project Kickoff.Meeting. Coordinate and attend a project kickoff meeting with City staff to discuss:available data and general .operationand known issues with the sewer.. collection. system. I 2.3 Confirm service area boundaries and sewer basins utilizing City GIS data. Prepare system maps for review with City staff: 2.4 Conduct staff interviews and site visits to sewer lift stations and up to three(3)additional critical locations. 2 1/28/202011:43:41 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX PAGE NO. 9 OF 22 PAGES City of Ashland Exhibit A PSanitary y .:. ... : Scope of Work . . . . � . . Comprehensive Sewer Collection System Master Plan. 2.5 Data Collection Recommendations Meeting.Coordinate and attend:a meeting with City staff to. discuss the following: I Flow monitoring recommendations at lift stations during the summer of 2020 and winter of'2020/2021 (it isassumed that the City will install data loggers at critical lift stations to collect hourly operational data); • • System-wide manhole survey for updating GIS; Cartegraph; and the sewer model (it is assumed that City crews will collect measure-down data from manhole rims, and manhole - rimelevations will be estimated from available LiDAR or contour data for all pipesand manholes that the City wishes to include:in the capacity and 1/I analyses); •. Coordination of pipe inspection data with the City's asset management software. (it is assumed that,the City will update the Cartegraph software with the most recent video inspection data, and the Cartegraph software can-be linked to the City's pipe GIS data to assign pipe condition issues): 2.6 Coordinate condition assessment of private side sewers. Provide recommendations for.City staff to perform video inspections..in up to fifty (50) side sewers. Coordinate with City staff to identify locations for video inspections and provide. .maps of recommended locations.At least fifty (50) side sewers should bevideo inspected from the main to the structure .served. It.is . assumed that the City will perform this work or hire a separate video inspection contractor. No fee is included for RH2 to perform the video inspections. It is assumed the City will obtain all Right-of-Entry agreements to allow these inspections to take place. 2.7 Prepare Draft Chapter 1: Existing System for City review: Assumptions: • RH2 will rely upon the accuracy and completeness of information, data, and materials generated or produced by the City or others in relation to this Scope of Work. If information, :: data, or materials appear inadequate or questionable, RH2 will inform the City and request that data is verified or questions are resolved. Provided by City: • Data listed in the data request. •. Staff attendance at site visits. • Updated manhole GIS data to include rim elevations. • Updated pipe GIS data to include invertelevations from a City survey of manholes and data fields reflecting maintenance records. • • Video inspections for side sewer condition assessment. RH2 Deliverables: • Data request to be provided by City in electronic PDF format. 3 1/28/202011:43:41 AM 1:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX PAGE NO. 10 OF 22 PAGES City of Ashland Exhibit A. Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work • Recommendations for items listed in subtask 2.5 in electronic PDF format. • Maps of recommended side sewer inspections in electronic PDF format. • Draft Chapter l: Existing System in electronic PDF format. Task 3= Regulations,Policies, and Design Criteria Objective: Review and provide recommendations on City regulations,policies, and design criteria. 3.1 Review current City regulations, policies,and design.criteria..Regulations, policies,and criteria will be organized by topic (such as service policies, ov✓nership and maintenance of side sewers and laterals, pre-treatment regulations,financial policies, etc.) into tabular form. In each table, current regulations, policies, and criteria will be summarized, cited, and includerecommended actions and example language. ? . 3.2 : Regulations, Policies, Criteria Meeting 1. Coordinate and attend a meeting with City.staff to discuss existing regulations, policies, and criteria. Provide draft policy tables one (1)'week prior to the meeting for City review. 3.3 Regulations, Policies, Criteria Meeting 2. Coordinate and-attend a meeting with City staff to confirm recommended revisions to regulations, policies,and criteria based on discussions from the first meeting. Provide updated draft policy tables one (1)week prior to the meeting for City review. 3.4 Prepare Draft Chapter 2: Regulations, Policies, and Design Criteria for City review.-Include final policy tables. Assumptions: • This Scope'of Work does not include assistance ,with adoption of any revised codes or regulations. • This Scope of Work does not include revisions to any developer's extension manuals. . • Evaluation criteria of the existing sewer system may differ from City criteria for design of new infrastructure:' RH2 Deliverables: • Draft regulations, policies, and criteria tables documenting existing policies and recommendations in electronic PDF format. • Draft Chapter 2: Regulations; Policies, and Design Criteria in electronic PDF format. 4 1/28/2020 11:43:41 AM - • ' 1:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOC% PAGE NO. 11 OF 22 PAGES City of Ashland Exhibit A. Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work • Task 4 Flow Monitoring Program and Flow Projections Objective: Coordinate a flow monitoring program for thewinter period of 2020/2021 to capture system-wide dry weather and wet weather flows.The flow monitoring program will estimate inflow and infiltration rates for each basin. Review resulting flow data and develop flow projections. Approach: 4:1 Coordinate a Flow Monitoring Program with a subconsultant to RH2 (assuming either ADS Environmental Services, Inc. or V&A Consulting Engineers, Inc:) to provide rented meters,:rain gage(s),flow monitoring, data processing, and a summary flow monitoring report. Coordinate and attend up to two (2).meetings with City staff and flow monitoring company confirming. details of the flow monitoring program, such as flow:meter number and locations, concurrent use of City flow meters and City-supplied flow loggers tolift.stations, duration of the.:flow metering program;and potential cost'implications. The locations will consider the City's historic- flows and use of the wastewater treatment plant and pump station flow monitoring:Attend up to two (2) meetings with City staff and flow monitoring company to review status and results of the Flow Monitoring Program. Correlate City flow monitoring data (from City meters and lift.. station.flow loggers) with rainfall dataprovided by flow:monitoring to identify trends and I/I issues in the associated basins. The Fee Estimate includes an estimated cost for the. Flow Monitoring Program to be provided by-the subconsultant..This cost will vary depending on the details\of the Flow Monitoring Program to be confirmed in this subtask. It is.assumed'the flow monitoring company will provide the City with a detailed Flow Monitoring Report including flow for every monitoring location.compared against rainfall data, and analyses of the results. 4.2 .Demographic Projections Meeting:Coordinate and attend a meeting with City planning staff to review growth assumptions impacting the sewer collection system. It is assumed-that the demographic projections will be initially based on the demographic projections used in the City's 2019 Water Master Plan: 4.3 Review historical flow-data and Flow Monitoring Program ram results to develop flow trends and assess peaking factors. Compare wet weather and dry weather data to determine regions that are producing the highest rates of I/I. 4.4 Flow Projections Meeting: Coordinate and attend a meeting with City staff to review the historic flow trends, peaking factors, and assumptions to be used.for future flow projections. 4.5 Develop future flow projections for each basin. 4.6 Prepare Draft Chapter 3: Flow Projections for City review. Assumptions: • Flow projections will not be completed until after completion of the flow monitoring program. • Flow monitoring report will include the estimated 1/I per acre for each basin. Provided by City: • City to provide direction on key flow monitoring program decisions. 5 1/28/2020 11:43:41 AM - J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACf\PSA sow SAN SEWER MP.DOCX PAGE NO: 12 OF 22 PAGES City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System MasterPlan. Scope of Work • City to provide direction on locations of future growth, • For all lift stations without flow meters, City will purchase and install loggers to record pump - on and pump off events. Loggers can be purchased for approximately $400 each. City will provide RH2 with the setpoints for each wastewater lift station:That is,the elevations above the wet well floors upon which lead pumps turn on and off.-The City also shall provide record drawings showing the dimensions of the wet wells and the locations and diameter of influent sewers. >: RH2 Deliverables: • Flow Monitoring Report in electronic PDF format (provided by flow monitoring subconsultant). • Draft Chapter 3: Flow Projections for•City review in electronic PDF format. Task 5 Sanitary Sewer Model Update. Objective: Convert the City's sewer model to SewerGEMS and update the model to capture • collection pipes in the system. Approach: 5.1_. Convert the City's existing model to SewerGEMS (SWMM engine). Update existing model to include the City's updated GIS data for pipes and manholes. 5.2 Calibrate model using results from the flow.Monitoring Program. Develop unit flow factors for unique land use types for use in future flow allocation. 5.3 Allocate future flows based on unit flow factors developed in subtask 4.2. 5.4 , Prepare Technical Memorandum: Model Update and Calibration. 5:5 Sewer Model Update Meeting: Coordinate and_attend a meeting with City staff to review the updated sewer model. Assumptions: • The City will complete a survey of all manholes to be used in the sewer model to confirm invert elevations. • . Manhole rim elevations will be based on local contour data in GIS., • The City's updated GIS is/will be an accurate representation of the pipes and manholes to be included in the model; this Scope of Work does not include reviewing as-builts for data : confirmation. • . The sewer model update will not be completed"until after completion of the flow monitoring program. Provided by City: • Updated GIS data with manhole invert data to be used in the sewer model. 6 1/28/2020 11:43:41 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX PAGE NO. 13 OF 22 PAGES 4, City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work • RH2 Deliverables: • Technical Memorandum: Model Update and Calibration in.electronic PDF format. Task 6— Collection System Condition Assessment Objective: Assess the overall condition of collection system pipes, manholes, lift stations, and diversion structures. Develop criteria for prioritising collection system improvements based on age and condition: Approach: 6.1 Condition Assessment Meeting 1: Coordinate and attend.a meeting with City staff to discuss, historic maintenance methods, documentation, available data fields inCartegraph software, and known problem areas. Confirm Remaining Useful,Life(RUL) assumptions. ' 6.2 Develop condition assessment method that uses data available in.the City's Cartegraph data to summarize the pipe conditions. 6.3 Perform a RUL analysis of pipes and manholes,considering age,material,historic problems,and RUL assumptions. , ' 6.4 Perform a lift station assessment following Oregon Department of Environmental Quality(DEQ) guidelines. Develop a checklist;for investigating lift stations that follows the DEQ guidelines for new lift stations. During site visits in Task 2, complete lift station assessment forms for each station. Rank lift stations for priority repair or replacement. ' 6.5 Condition'Assessment Meeting 2: Coordinate and attend a meeting with City staff to discuss results of the condition assessment. . 6.6 Prepare Draft Chapter 4: Condition Assessment. , Provided by City: • • The City will document condition of pipes and manholes in the Cartegraph software and will provide GIS data with conditions assigned at all pipes and manholes. • Static and operating discharge pressures for all pump stations. • Manufacturers'submittal literature for existing pumps for each lift station. In particular, the pump curves for each pump. RH2 Deliverables: • Draft Chapter 4: Condition Assessment in electronic PDF format. • Pump station evaluation formsinelectronic PDF format. • Condition assessment database in electronic format (GIS or Microsoft Excel). 7 1/28/2020 11:43:41 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACf\PSA SOW SAN SEWER MP.DOCX PAGE NO. 14 OF 22 PAGES City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan,i Scope of Work Task 7 I/I Reduction Evaluation Objective: Identify areas of high I/1 to evaluate the most critical basins and:provide a prioritizedlist of improvements. Approach: 7.1 Prioritize basins with high inflow, infiltration, or both given the results of the flow monitoring program:. 7.2 Identify I/I reduction opportunities, including estimated effectiveness of specific I/I reduction methods.:.. 7.3 Develop cost estimates to achieve I/I reduction goals., 7.4 I/I Reduction Meeting 1: Coordinate and attend a` meeting with, City staff to discuss l&I recommendations and associated costs. 7.5 Prepare Draft Chapter 5: I/I Reduction Plan: Assumptions: • • 1/I reduction opportunities will consider the condition analysis results,flow monitoring results, and side sewer video inspection:results. • Task 7 will not be started until completion of the Flow Monitoring Program. • The final I/I reduction plan will be completed after Task 8. RH2 Deliverables: • Draft Chapter 5: I/I Reduction Plan in electronic PDF format. Task 8— System Capacity Evaluation Objective: Evaluate the capacity of the existing collection system under current and future sewer' flows to determine the ability of the system to meet the City's criteria. Approach: 8.1 Identify current and future capacity deficiencies using sewer model.Assess lift station capacities for current and future flows. 8.2 Re-evaluate deficiencies considering specific I/I reduction efforts in the associated sewer basins. 8.3 System Capacity Evaluation Meeting 1: Coordinate and attend a meeting with City staff to discuss the results of the capacity evaluation. 8.4 Identify improvements to address remaining deficiencies. Prepare planning-level cost estimates for each improvement based on current industry prices. 8.5 Develop an alternatives analysis comparing the costs :of capacity improvements and I/1. reduction efforts in each basin. Include a comparison ofenergy use at the Wastewater 8 1/28/2020 11:43:41 AM , . - J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX PAGE NO. 15 OF 22 PAGES City Exhibit A. Ci of Ashland i Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work Treatment Plant with and without I/1 reduction. Developrecommendations for improvements. in each basin 1,8.6. System Capacity Evaluation Meeting 2: Coordinate and attend a meeting with City staff to discuss the alternatives analysis and recommendatio ns for each basin. 8.7 Prepare Draft Chapter 6: System Capacity Evaluation. Assumptions: • The alternatives will consider. the City's climate change and energy reduction goals. Provided by City: • Approximate energy use of wastewater treatment plant expressed as a volumetric rate. RH2 Deliverables: • Draft Chapter 6: System Capacity Evaluation in electronic PDF format. Task 9- Capital Improvement Plan Objective: Describe and schedule improvements to address deficiencies identified in the sanitary sewer system analyses. Prepare planning-level cost estimates for each project identified. Develop a CIP that the City can use for capital planning. Approach: 9.1 Summarize completed sewer collection system improvements:since last adopted SSMP. . 9:2 • Prepare a table of improvements that includes,an improvement identification number, a brief description of each improvement, and the associated cost'estimate: Score all projects for addressing capacity, Ill reduction,and repair needs. Develop a preliminary prioritization of all projects to review with City staff. 9.3CIP Meeting 1: Coordinate andattend a meeting with City staff to review the recommended improvements in each basin and draft prioritization. Confirm the prioritization criteria. Discuss scheduling of projects in short-term, mid-term, and long-term planning periods. 9.4 Schedule improvements based on the results of subtask 9.3 Prioritization and scheduling will consider other scheduled utility and transportation projects based on information provided by the City. Prepare up to three (3) modified CIPs based Ion input from the City and the results of the financial analysis. 9.5 CIP'Meeting 2: Coordinate and attend a meeting with City staff to review the final improvement . .. prioritization and draft schedule. 9.6 Prepare Draft Chapter 7: Capital Improvement Plan. Incorporate final CIP that meets financial requirements evaluated in Task 10. .. 9 1/28/202011:43:41 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX PAGE NO: 16 OF 22 PAGES City of Ashland Exhibit A. Comprehensive Sanitary Sewer Collection System Master Planiii Scope of Work Provided by City: • City to provide latest CIP for streets and other utilities for coordination with sewer CIP scheduling. • City to provide CIP for Wastewater Treatment Plant to be included in the CIP. 'RH2 Deliverables: • Draft CIP tables and figures for City review and comment in electronic PDF format. •. Draft Chapter 7: CIP in electronic PDF format. • Final list of Capital Improvement Plan pipe improvements in GIS format. Task 10- Financial Analysis Objective: Update the sewer fund financial model with the updated CIP.This work will be performed in conjunction with Hansford Economic Consulting, LLC, as La subconsultant to RH2. Approach: 10:1 Review the current sewer System,Development Charge (SDC) for adequacy with the updated CIP 10.2 Perform a rate study based on.the draft CIP, system maintenance needs, and. growth projections. Include up to three (3) rate scenarios to meet the requirements of the CIP:Provide up to three (3) revisions of the recommended rate structure. 10.3 Research funding sources and offer recommendations for CIP prioritization. 10.4 Financial Analysis Meeting 1: Coordinate and attend a meeting with City staff to review:the initial financial analysis results. Confirm financial assumptions and methodologies. 10.5:Financial Analysis:Meeting 2: Coordinate and attend a meeting with Citystaff to review the financial analysis conclusions. 10.6 Prepare Draft Chapter 8: Financial Analysis. Provided by City: • Adopted SDC methodology and list of current sanitary sewer rates. • Financial policies,and goals for the collection system. • Financial documents as requested. RH2 Deliverables: • Draft Chapter 8: Financial Analysis in electronic PDF format,with supporting tables. 10 1/28/20201143:41 AM 1:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX PAGE NO: 17 OF 22 PAGES City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan. Scope of Work Task 11- O&M Plan Development Objective: Develop an organized .O&M plan to- document procedures, provide industry standard maintenanceand rehabilitation recommendations, and confirm staffing needs to support a robust O&M program. Approach: ' . 11.1.0&M Meeting 1:Coordinate and attend a meeting with City staff to discuss current procedures, policies, and documentation. • • 11:2 Evaluate pipe and manhole rehabilitation options and provide recommendations. 11.3 Develop a staffing plan with the goal of sufficiently staffing maintenance.issues. ' I 11.4 Develop O&M recommendations. Develop a list of standard operating procedures (SOPs) and standard operating guidelines (SOGs)for the City's use in customizing to actual procedures. 11.5 O&M Meeting 2: Coordinateand attend a meeting with City staff to review O&M recommendations. . 11:6 Prepare a Draft O&M Plan for City review, including example SOPs and SOGs. 11.7 Prepare'a final O&M Plan for City acceptance. Incorporate City comments from the draft O&M Plan. • Assumptions: • RH2 will organize and numerate SOPs and SOGs that will be copied from another utility: The City will be responsible forr customizing theseto meet specific City procedures and guidelines as the City desires. Provided by City: . • City to provide staffing resources, current and historical maintenance logs, and existing maintenance'schedules. • Comments on draft O&M Plan. RH2 Deliverables: • Sample SOPs and SOGs for the City's use. • Draft O&M Plan in electronic PDF format. . • Final O&M Plan in electronic PDF format. Task 12—Finalize Sanitary Sewer Collection System Master Plan Objective: Prepare a final draft of the SSMP and support City adoption. Approach:. .. 12.1 Finalize all SSMP draft chapters.. 11 1/28/202011:43:41 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX PAGE NO. 18 OF 22 PAGES City of Ashland Exhibit A. Comprehensive Sanitary Sewer Collection System Master Plan. Scope of Work 12.2 Develop Executive Summary, appendices, and a cover[format. 12.3 Prepare a Staff Review Draft SSMP for City:staff review. Document City comments and replies in a Comment Response Log. 12.4 SSMP Meeting 1: Coordinate and attend a.meeting with City staff to discuss comments to the Staff Review Draft SSMP. 12.5 Prepare a Draft SSMP that incorporates City comments; The Draft SSMP is anticipated to be submitted to City Council for approval. 12.6 City Council Meeting: Attend a City. Council Meeting and present a summary of the SSMP findings. Preparea presentation summary of the SSMP to review with City staff prior to the Council meeting. 12.7 Prepare.a Final SSMP for City adoption. Incorporate changes from City Council. 12.8 Create an electronic PDF document,including all chapters,appendices,and figures of the SSMP. The electronic SSMP will contain hyperlinks and on.;organizational format that will be fully functional. RH2 Deliverables: • Staff Review Draft SSMP in electronic PDF format. • Comment Response Log in electronic PDF format. • . City Council Presentation Materials in electronic PDF format:. • Draft.SSMP in electronic PDF format. . • Final SSIVIP in electronic PDF format. Project Schedule RH2 will commence with planning work within four (4).weeks of,receiving a fully executed contract, with an estimated completion date of December 2021.The schedule is highly dependent on City staff availability,the Flow Monitoring Program, and data requests delivered to RH2. . 12 1/28/202011:43:41 AM - J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX w , PAGE NO. 19 OF 22 PAGES . EXHIBIT B- Fee Estimate City of Ashland Comprehensive Sanitary Sewer Collection System Master Plan Jan-20 Total • bescription Ho•urs Total•Labor. Total Subconsultant Total Expense Total Cost Task 1 Project Administration I 76 $ '13,904 I $ - $ 870" $ 14,774 • Task 2 Data Gathering and Existing System Evaluation I 110 I$ . ' 20,184 I $ - $ 2,653 $ 22,837 Task 3 Regulations,Policies,and Design Criteria I_ 78 $ 14,408 I $ - $ 1,077 I$ 15,485 Task 4 Flow Monitoring Program and Flow Projections 132 $ 23,844 I$ 66,000- $ 1,656" $ 91,500 Task 5 Sanitary Sewer Model Update 97 I$ 16,516 I $' - $ 1,265 $ 17,781 Task 6 Collection System Condition Assessment 105 I$ 18,413 I $ - $ 1,234 I$ 19,647 Task 7 I/I Reduction Evaluation 106 $ 19,588 $ - $ 1,330 $ 20,918 Task 8 System Capacity Evaluation 132 I$ 23,238 I $ -:I$ 2,493 $ 25,731 • Task 9 . Capital Improvement Plan - 92 I$ 16,242 $ I$ 516 $ 16,758" Task 10 Financial Analysis 10 I$ 1,764 $ 13,200 I$ 44 $ 15,008 • Task 11 O&M Plan Development I 102 $ 17,725 $ - - $ 1,264 $ 18,989 Task 12 Finalize Sanitary Sewer Master Plan I - 123 $- 18,221. $ - $ 804 $ 19,025 PROJECT TOTAL, , :. 1163 $ ' 204,047. $ • •79;200 "$ .,•15,205 $ .; ..,..298,452; J:1D...ICOAU019-203 S..S..,..MP100 C.,.....1PSA FEE S..S.-..MP - 1/28/202011:51 AM PAGE NO. 20 OF 22 PAGES EXHIBIT RH2 ENGINEERING, INC. 2020 SCHEDULE OF.RATES AND.CHARGES RATE LIST RATE UNIT Professional I . $144 $/hr Professional II . . $157 $/hr Professional:Ill . .. ... $171. $/hr Professional IV $184 . $/hr Professional V $196 $/hr Professional VI . .. $212 1 $/hr. Professional VII ` $227 j $/hr Professional VIII $235 j $/hr Professional IX $235 $/hr Control Specialist I $130 . $/hr. Control Specialist II $141 . $/hr Control Specialist.Ill . . $155 $/hr Control Specialist IV $168 $/hr Control Specialist V $178 $/hr Control Specialist VI : $191 $/hr Control Specialist VII $206 . .$/hr Control Specialist VIII $214 . - $/hr Technician I $106 $/hr Technician II $118 .$/hr Technician III. $135 ' $/hr Technician IV, $145 $/hr Technician V $157 $/hr . Technician VI $172 $/hr Technician VII $187 $/hr Technician VIII $196. $/hr Administrative I $72 °$/hr Administrative II $83 .$/hr . Administrative III . $98 $/hr Administrative IV •• $118 $/hr Administrative V $138 $/hr CAD/GIS System $27.50 $/hr . CAD Plots-Half Size $2.50 price per plot CAD Plots-Full Size $10.00 price per plot CAD Plots-Large .. $25.00 :; .• price per plot J Copies(bw)8.5"X 11" .$0.09 price per copy Copies(bw)8.5"X 14" $0.14 price per copy Copies(bw)11"X 17" $0.20 .price per copy Copies(color)8.5"X 11" $0.90 price per copy .. . Copies(color)8.5"X 14" $1.20 p' price per copy . . Copies(color).11"X.17" $2.00 priceper copy Technology Charge 2.50% ' %of Direct Labor price per mile Mileage $0.575 (or Current IRS Rate) Subconsultants 15% Cost+ Outside Services at cost Rates listed are adjusted annually. PAGE NO. 21 OF 22 PAGES EXHIBIT D CERTIFICATIONS/REPRESENTATIONS: . Consultant,by and through its authorized representative,under penalty of perjury, certifies that(a)the number shown on the attached W=9 form is its correct taxpayer ID(or is waiting for the number to be issued to it and(b) Consultant is not subject to backup withholding because: (i)it is exempt from backup withholding,or(ii)it has not been notified by the Internal Revenue Service(IRS)that it is subject to backup withholding as a result of a failure to report all interest or dividends, or(iii)the IRS has notified it that it is no longer subject to backup withholding. Consultant further represents and warrants to City that: (a)it has the power and authority to enter into and perform the Work, (b)the Agreement,when executed and delivered,shall be a valid and binding obligation of Consultant enforceable in accordance with its terms,(c)thework under the Agreement shall be performed in accordance with the highest local 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. . . l,9 (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. PO (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3)Telephone listing is used for the business separate from the personal residence listing. al (4)Labor or services are performed only pursuant to written contracts. 124A5 (5)Labor or services are performed for two or more different persons within a period of one year. (6)Consultant assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds,warranties,errors and omission(professional liability) insurance or liability insurance relating to the Work or services to be provided. Z{2.- / ten Consultant Date Page 7 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inc. PAGE NO. 22 OF 22 PAGES CITY OF ASHLAND, OREGON City of Ashland LIVING ALL employers described WAG,E below must comply with City of Ashland laws regulating • . "I 1 1 . 1 - ... .. .. .. $15.39 per.hour-, effective June 30, 2019. MBA 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, living wage: employer, if the employer has 401K and IRS eligible ten or more employees,and cafeteria plans(including has received financial childcare)benefits to the assistance for the project or amount of wages received by For all hours worked under a business from the City of . . the employee. service contract between their Ashland in excess of employer and the City of $21,507.75. > Note: For temporary and Ashland if the contract part-time employees,the exceeds$21,507.75:or more. > 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 > In calculating the living wage, Ashland Municipal Code. employee's time in that month employers may add the value . Section 3.12.020. working on a project or For additional information: Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall,20 East Main Street,Ashland,OR 97520,or visit the City's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees CITY O F ASHLAND Page 8 of 6: Personal Serivces Agreement between the City of Ashland and RI-I2 Engineering,Inc. Legal Department Review DOCUMENT TRANSMITTAL AND CONTROL This form will accompany the document through the drafting, review, and signature processes, and will be kept with the City's final executed copy of the document. Required fields are indicated in gray scale. Document: RIM Sanitary Sewer Master Plan Contract (Include names of to the document) Type of Document: Contract II Lease ❑ Easement ❑ Deed D IGA ❑ Other(Specify) Dept Contact: Tann DeMille-Campos ACTION REQUESTED: Dept:Public Works Phone: Ext 2420 0 Review Draft. Date submitted to Legal: 1/29/2020 ❑ Approve final and forward to: Draft due by: ASAP (Unless indicated,Legal will return document to you) Return Requested by: Tami De Mille-Campos Complete this section.ONLY the first time this form is filled out: Has this document been previously worked on by the Legal Dept Staff? 1:1 No ❑ Yes If yes, by whom? LEGAL DEPT First Date Received by Legal Date: By: USE ONLY Returned to Dept. for Revision Date: By: Received for additional review by Legal Date: By: Returned to Dept for Revision Date _ By: Received for additional review by Legal Date: By: Returned to Dept. for.Revision Date: By: Received for Additional Review by Legal Date: By: Returned to Dept for Revision Date: By: Final Logged out by Legal Date 3t 10 $y: '�.f Comments from LEGAL to DEPARTMENT: Comments from D `PA'_ZTMENT to U�G4 ❑ See Attached. t Return original executed document to Does this document need to be recorded? Recorder for safekeeping? ❑ No l►: Yes D No ❑ Yes CITY AD °S TOR/DEP TMENT HEAD Please do not sign the attached document until this formsj n aed by the Legal Dept below: G FINAL LEGAL DEPARTMENT APPROVAL: /-`724--- � `" Date: /3t— G;uegal\DEPARTMENTS\Contracting\FORMS\Legal Doc Transmittal-KLB.docx Council Business Meeting February 18, 2020 Agenda Item Approval of Personal Services Contract for Comprehensive Sanitary Sewer Collection System Master Plan From Paula Brown, P.E. Public Works Director Chance Metcalf Engineering Project Manager Contact paula.brownciashland.or.us; (541) 552-2411 chance.metcalf(a,ashland.or.us; (541) 552-2448 • SUMMARY Before Council is a personal services contract for professional engineering services for the Comprehensive Sanitary Sewer Collection System Master Plan Project with RH2 Engineering. This project was publicly advertised with a formal Qualifications Based Proposal (RFQ). RH2 was selected as the most qualified among three proposers. The purpose of this master plan is to evaluate the City's wastewater collection system and make recommendations for improvements and upgrades throughout the City's facilities.Recommendations will be based on ultimate build out in the City and will include near-term and long-term projects that can be incorporated into the City's Capital Improvement Program to provide adequate system capacity. POLICIES,PLANS & GOALS SUPPORTED City Council Goals (supported by this project): • Maintain Essential Services • Continue to leverage resources to develop and/or enhance Value Services Emergency Preparedness Address Climate Change, CEAP Goals: 1. Reduce Ashland's contribution to global carbon pollution by reducing greenhouse gas emissions associated with City,residential, commercial, and industrial activities. 2. Prepare the city's communities, systems, and resources to be more resilient to climate change impacts. Strategic Initiatives: Maximize conservation of water and energy. Support climate-friendly land use and management. 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 BACKGROUND AND ADDITIONAL INFORMATION Staff advertised the Comprehensive Sanitary Sewer Collection System Master Plan RFQ on October 21, 2019, on the Oregon Procurement Information Network(ORPIN) site, in the Medford Mail Tribune/Daily Journal of Commerce, and on the City's website. Three proposals were received on November 19, 2019. Six city staff members independently graded each proposal with the criteria developed for the RFQ. RH2 Engineering, was the highest ranked proposer. Staff subsequently sent a letter of intent to negotiate with RH2 on December 3, Page 1 of 2 CITY OF ASH LAN D 2019. RH2 and staff have worked together through email,phone, and meetings to finalize a formal scope of work and cost proposal for the project. A final scope and fee proposal were submitted by RH2 on January 28, 2020,which was subsequently reviewed and approved by staff. Staff provided an email notice of intent to award to RH2 on January 29, 2020 conditioned on Council approval at the February 18, 2020 business meeting. If approved, staff expects the project to begin in February 2020 and be complete within eighteen months after notice to proceed. The wastewater collection system plan will make recommendations for improvements and upgrades throughout the City's facilities and update the existing 2012. master plan. As significant portion of this work includes coordinated flow monitoring to evaluate probable inflow and infiltration concerns that staff has been experiencing during rain events and pinpoint locations to correct those deficiencies. Recommendations for improvements will include an operations and maintenance plan. The project will include at a minimum,the following primary work elements: 1. Basis of Planning 2. Flow Projections 3. Description and Condition of Existing System 4. Collection System Analysis and Prioritization of Future Recommendations 5. System Optimization 6. Capital Project Development Plan 7. Financial Strategy; Rate and System Development Charge (SDC)Update 8. System Operation,Maintenance and Rehabilitation Assessment 9. Policy Recommendations FISCAL IMPACTS The cost proposal included with the scope of work falls within the 2019-21 Wastewater Systems Development Charges fund biennium budget. Revenues for this project come directly from wastewater collections system development charges for new construction to match capacity needs with the growth within the city. STAFF RECOMMENDATION Staff recommends Council move approval of the personal services contract for professional engineering services for the Comprehensive Sanitary Sewer Collection System Master Plan Project for a cost not to exceed $298,452. ACTIONS, OPTIONS &POTENTIAL MOTIONS Council has the option to approve this contract or refer staff back for a new request for proposals. Potential motions include: 1. I move approval of a contract for professional engineering services with RH2 Engineering in the amount of $298,452 for the Comprehensive Sanitary Sewer Collection System Master Plan. 2. I move to direct staff to reconsider a new solicitation for the Comprehensive Sanitary Sewer Collection System Master Plan Project. 3. I move to direct staff to forgo the Comprehensive Sanitary Sewer Collection System Master Plan. REFERENCES &ATTACHMENTS Attachment 1: Personal Services Contract between the City and RH2 Engineering Page 2 of 2 CITY OF ASH LAN D - PERSONAL SERVICES AGREEMENT (greater than $25,000.00) CONSULTANT: RH2 ENGINEERING,INC. CITY ASH LAND CONSULTANT'S CONTACT: Rachel Lanigan 20 East Main Street ADDRESS: 3553 Arrowhead Drive,#200 Ashland,Oregon 97520 Medford, Oregon 97504 Telephone: 541/488-5587 Fax: 541/488-6006 TELEPHONE: 541-326-4437 EMAIL: rlanigan@rh2.com This Personal Services Agreement(hereinafter"Agreement")is entered into by and between the City of Ashland,an Oregon municipal corporation(hereinafter "City") and RH2 Engineering,Inc., a foreign business corporation("hereinafter"Consultant"),for the purpose of updating the City's Comprehensive Sanitary Sewer Master Plan. NOW THEREFORE,in consideration of the mutual covenants contained herein,the City and Consultant hereby agree as follows: _ • 1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City,as set forth below(the"Effective Date"),and unless sooner terminated as specifically provided herein,shall terminate upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore,but not later than June 30, 2021. 2. Scope of Work: Consultant will provide an update to the City's Comprehensive Sanitary Sewer Master Plan(hereinafter"SSMP")as more fully set forth in the Consultant's Scope of Work dated January 2020,which is attached hereto as"Exhibit A"and incorporated herein by this reference. Consultant's services are collectively referred to herein as the"Work." 3. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other supporting documents shall be construed to be mutually complimentary and supplementary wherever possible. In the event of a conflict which cannot be so resolved,the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. 4. All Costs Borne By Consultant: Consultant shall,at its own expense,perform the Work described above and,unless otherwise specified in this Agreement;furnish all labor,equipment,and materials required for the proper performance of such Work. 5. Qualified Work: Consultant has represented,and by entering into this Agreement now represents,that all personnel assigned to the Work to be performed under this Agreement are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and,if required to be registered,licensed or bonded by the State of Oregon,are so registered,licensed and bonded. Page 1 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inc. I 6. Compensation: City shall pay Consultant at the hourly rates and for the amounts actually incurred for any subcontracting activities as set forth in Consultant's fee schedule entitled"RH2 Engineering, Inc. 2020 Schedule of Rates and Charges"which is attached hereto as"Exhibit"C"and incorporated herein by this reference,as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of$298,452.00 (two hundred ninty-eight thousand four hundred and fifty-two 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 30 days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted as of the date of termination. 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 ofOregon are hereby incorporated by reference into this Agreement: ORS 279B.220,279B.230 and 279B.235. 9. Living Wage Requirements: If the amount of this Agreement is$21,507.75 or more, Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage,as defined in that chapter,to all employees performing Work under this Agreement and to any Subcontractor who performs 50%or more of the Work under this Agreement. Consultant is also required to post the notice attached hereto as"Exhibit E"predominantly in areas where it will be seen by all employees. 10. Indemnification: Consultant hereby agrees to defend,indemnify,save, and hold City,its officers, employees, and agents harmless from any and all losses,claims, actions, costs, expenses,judgments, subrogations,or other damages resulting from injury to any person(including injury resulting in death), or damage(including loss or destruction)to property,of whatsoever nature arising out of or incident to the performance of this 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,judgments, or other damages,caused solely 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. City may terminate or modify this Agreement,in whole or in part,effective upon delivery of written notice to Consultant,or at such later date as may be established by City under any of the following conditions: i. If City funding from federal,state,county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified,changed,or interpreted in such a fi I Page 2 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inc. 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; oriii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied, revoked,suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen(15) days of the date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this Agreement. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this Agreement if Consultant fails to provide services called for by this Agreement within the time specified herein or within any extension thereof. iii. The rights and remedies of City provided in this subsection(d) are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. e. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant to subsections a,b,or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However,upon receiving a notice of termination(regardless whether such notice is given pursuant to Subsection a,b,c, or d• of this section,Consultant shall immediately cease all activities under this Agreement,unless expressly directed otherwise by City in the notice of termination. Further,upon termination, Consultant shall deliver to City all Agreement documents,information,works-in-progress and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 12. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers'compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement.,Consultant is a subject employer that will comply with ORS 656.017. 13. Assignment: Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them,and the approval by City of any assignment or !� subcontract of the Work shall not create any contractual relation between the assignee or subcontractor and City. Page 3 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inc. 1 y 14. Default. The Consultant shall be in default of this Agreement if Consultant: commits any material breach or default of any covenant,warranty, certification,or obligation under the Agreement;institutes an action for relief in bankruptcy or has instituted against it an action for insolvency;makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under,this Agreement. 15. Insurance. Consultant shall,at its own expense,maintain the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017,which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit,or the equivalent, of not less than $2,000,000(two million dollars)per claim. This is to cover any damages caused by error, omission or negligent acts related to the professional services to be provided under this Agreement. "Tail" coverage will be required at the completion of the Work under this Agreement for the remaining Term,and 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 $1,000,000(one million dollars)for each accident for Bodily Injury and Property Damage,including coverage for owned,hired or non-owned vehicles,as applicable. e. Notice of cancellation or change. There shall be no cancellation,material change,reduction of limits or intent not to renew the insurance coverage(s)without 30 days' prior written notice from the Consultant or its insurer(s)to the City. f Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation,required herein,but only with respect to Consultant's services to be provided under this Agreement.The consultant's insurance is primary and non-contributory.As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates prior to commencing the Work under this Agreement. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested,complete copies of insurance policies;trust agreements,etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles,self-insured retentions,and/or self-insurance. 16. Nondiscrimination: Consultant agrees that no person shall,on the grounds of race,color,religion, creed,sex,marital status,familial status or domestic partnership,national origin,age,mental or physical disability,sexual orientation,gender identity or source of income,suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to Page 4 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inc. 1 comply with all applicable requirements of federal and state civil rights and rehabilitation statutes,rules and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business enterprise,minority-owned business,woman-owned business,a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055,in awarding subcontracts as required by ORS 279A.110. 17. Consultant's Compliance With Tax Laws: 17.1 Consultant represents and warrants to the City that: 17.1.1 Consultant shall,throughout the term of this Agreement,including any extensions hereof, comply with: (i)All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Consultant; and (iii) Any rules,regulations, charter provisions, or ordinances that implement or enforce any of the foregoing 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 resort to any jurisdiction's conflict of laws,rules or doctrines. Any claim, action,suit or proceeding(collectively, "the claim")between the City and the Consultant that arises from or relates to this Agreement shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If,however,the claim must be brought in a federal forum,then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by its signature hereon of its authorized representative,hereby consents to the in personam jurisdiction of said courts. 19. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE UNDERSTANDING AND AGREEMENT BETWEEN THE PARTIES. NO WAIVER,CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE,IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS,ORAL OR WRITTEN,NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. CONSULTANT,BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE,HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS Page 5 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inc. 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: The 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 peiformed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion,to c.ontinue 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 shall sign the certification attached hereto as"Exhibit D"and incorporated herein by this reference. CITY OF ASHLAND: RH2 ENGINEERING,INC. (CONSULTANT): By; By: City Administrator Signature Printed Name Printed Name Date Title Date Purchase Order No. (W-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: ssistant City Attorney b)-- Date •Page 6 of 6: Personal Serivces Agreement between the City of Ashland and RH2 Engineering,Inc. _ 1 i h I EXHIBIT A Scope of Work City of Ashland Comprehensive Sanitary Sewer Collection System Master Plan January 2020 Background The City of Ashland (City) has selected RH2 Engineering, Inc., (RH2) to provide an update to its Comprehensive Sanitary Sewer System Master Plan (SSMP). The current Comprehensive Sanitary Sewer Master Plan was completed in 2012 by Keller Associates.The intent of the update is to confirm the location of the highest inflow and infiltration (I/I)problem areas, update the City's sewer model, and provide a prioritized 20-year Capital Improvement Plan (CIP) that balances maintenance, I/I reduction, and capacity requirements. The update also includes reviewing and providing recommendations regarding City policies, operation and maintenance procedures, and asset management program. Lastly, the SSMP includes an assessment of the financial impacts of the recommended CIP. This SSMP only addresses the City's sewer collection system (i.e., it does not include evaluation of the City's wastewater treatment plant). Approach This approach represents RH2's understanding of the City's sewer planning goals at the time that this Scope of Work was written.The approach to the work may change as the project progresses.Some of the work tasks will be completed simultaneously to expedite the project schedule. The current goal is for the work to be accomplished generally in the following order, with the realization that some tasks are dependent on the results of the Flow Monitoring Program and system surveying. • Basis of Planning Tasks—Data Gathering and Existing System Evaluation;Regulations,Policies, and Design Criteria; Flow Monitoring Program and Flow Projections; and Sanitary Sewer Model Update. • System Analysis — Collection System Condition Assessment; I/I Reduction Evaluation; and System Capacity Evaluation. • SSMP Implementation — Capital Improvement Plan; Financial Analysis; Operations and Maintenance (O&M) Plan Development;and Finalize SSMP. The following Scope of Work assumes that the SSMP project will include the work described above and that the deliverables will be standalone documents that add to and update the existing plan. This update will not recreate or review all data in the existing plan or include a review or analysis of all existing components included in the 2012 SSMP. Due to the nature of the project, RH2 will use and rely upon existing data, materials, and information as-is unless otherwise described in this Scope of Work.RH2's scoped effort will be performed up to the hours included in the attached Fee Estimate.If additional effort is needed, that effort will be mutually determined by the City and RH2. RH2 will perform extra work only at the direction of the City. 1 1/28/202011:43:41 AM ):\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX 9P 1 V City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work Task 1— Project Administration Objective: Coordinate with City staff, subconsultants, and the RH2 project team to manage the schedule,cost, and final deliverables for the project. This role will occur through the duration of this Scope of Work and will be a key component in project completion. Approach: 1.1 Coordinate with City staff and manage RH2 staff resources. Monitor the scope, budget, and schedule for the project. Prepare monthly invoices and budget status summaries. Perform project administration and management tasks to help facilitate timely delivery of work products. 1.2 Coordinate and manage tasks provided by subconsultants. 1.3 Coordinate and attend monthly project status review phone calls with the City's Project Manager. Assumptions: • RH2's Project Manager will coordinate communication through the City's Project Manager. Provided by City: • Staff attendance at all project meetings. • Timely review of all project deliverables. RH2 Deliverables: • Project schedule in electronic(PDF)format. • Monthly invoices in electronic PDF format. • All meeting agendas and meeting minutes in electronic PDF format. Task 2— Data Gathering and Existing System Objective: Confirm available data on existing facilities and operational issues. Provide direction for the City to gather additional data needed for other tasks. Reference the City's existing Comprehensive Sanitary Sewer Master Plan. 2.1 Prepare a data request and submit to City. Compile and review current and historical data provided. 2.2 Project Kickoff Meeting. Coordinateand attend a project kickoff meeting with City staff to discuss 'available data and general operation and known issues with the sewer collection system. 2.3 Confirm service area boundaries andsewer basins utilizing City GIS data. Prepare system maps for review with City staff. 2.4 Conduct staff interviews and site visits to sewer lift stations and up to three(3)additional critical locations. 2 1/28/20201143:41 AM 1:\DATA\COA\1019.203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX 1 ti City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work 2.5 Data Collection Recommendations Meeting.Coordinate and attend a meeting with City staff to discuss the following: • Flow monitoring recommendations at lift stations during the summer of 2020 and winter of 2020/2021(it is assumed that the City will install data loggers at critical lift stations to collect hourly operational data); • System-wide manhole survey for updating GIS, Cartegraph, and the sewer model (it is assumed that City crews will collect measure-down data from manhole rims,and manhole rim elevations will be estimated from available LiDAR or contour data for all pipes and manholes that the City wishes to include in the capacity and I/l analyses); • Coordination of pipe inspection data with the City's asset management software (it is assumed that the City will update the Cartegraph software with the most recent video inspection data, and the Cartegraph software can be linked to the City's pipe GIS data to assign pipe condition issues). 2.6 Coordinate condition assessment of private side sewers. Provide recommendations for City staff to perform video inspections in up to fifty (50) side sewers. Coordinate with City staff to identify locations for video inspections and provide maps of recommended locations. At least fifty (50) side sewers should be video inspected from the main to the structure served. It is assumed that the City will perform this work or hire a separate video inspection contractor. No fee is includedfor RH2 to perform the video inspections. It is assumed the City will obtain all Right-of-Entry agreements to allow these inspections to take place. 2.7 Prepare Draft Chapter 1: Existing System for City review. Assumptions: • RH2 will rely upon the accuracy and completeness of information, data, and materials generated or produced by the City or others in relation to this Scope of Work. If information, data, or materials appear inadequate or questionable, RH2 will inform the City and request that data is verified or questions are resolved. Provided by City: • Data listed in the data request. • Staff attendance at site visits. • Updated manhole.GIS data to include rim elevations. • Updated pipe GIS data to include invert elevations from a City survey of manholes and data fields reflecting maintenance records. • Video inspections for side sewer condition assessment. RH2 Deliverables: • Data request to be provided by City in electronic PDF format. 3 1/281202011:43:41 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACI\PSA SOW SAN SEWER MP.DOCX City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work • Recommendations for items listed in subtask 2.5 in electronic PDF format. • Maps of recommended side sewer inspections in electronic PDF format. • Draft Chapter 1: Existing System in electronic PDF format. Task 3— Regulations, Policies, and Design Criteria Objective: Review and provide recommendations on City regulations, policies,and design criteria. 3.1 Review current City regulations, policies, and design criteria. Regulations, policies, and criteria will be organized by topic (such as service policies, ownership and maintenance of side sewers and laterals, pre-treatment regulations,financial policies,etc.) into tabular form. In each table, current regulations, policies,and criteria will be summarized, cited, and include recommended actions and example language. 3.2 Regulations, Policies, Criteria Meeting 1. Coordinate and attend a meeting with City staff to discuss existing regulations, policies,and criteria. Provide draft policy tables one (1)week prior to the meeting for City review. 3.3 Regulations, Policies, Criteria Meeting 2. Coordinate and attend a meeting with City staff to confirm recommended revisions to regulations, policies,and criteria based on discussions from the first meeting. Provide updated draft policy tables one(1)week prior to the meeting for City review. 3.4 Prepare Draft Chapter 2: Regulations, Policies,and Design Criteria for City review. Include final policy tables. Assumptions: • This Scope of Work does not include assistance with adoption of any revised codes or regulations. • This Scope of Work does not include revisions to any developer's extension manuals. • Evaluation criteria of the existing sewer system may differ from City criteria for design of new infrastructure. RH2 Deliverables: • Draft regulations, policies, and criteria tables documenting existing policies and recommendations in electronic PDF format. • Draft Chapter 2: Regulations, Policies,and Design Criteria in electronic PDF format. { 4 1/28/20201143A1 AM J:DATA\COA 1019-203 SAN SEWER MP\00 CONTRAQ\PSA SOW SAN SEWER MP.DOCX City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work • Task 4— Flow Monitoring Program and Flow Projections Objective: Coordinate a flow monitoring program for the winter period of 2020/2021 to capture system-wide dry weather and wet weather flows.The flow monitoring program will estimate inflow and infiltration rates for each basin. Review resulting flow data and develop flow projections. Approach: 4.1 Coordinate a Flow Monitoring Program with a subconsultant to RH2 (assuming either ADS Environmental Services, Inc. or V&A Consulting Engineers, Inc.)to provide rented meters, rain gage(s),flow monitoring, data processing, and a summary flow monitoring report. Coordinate and attend up to two (2) meetings with City staff and flow monitoring company confirming details of the flow monitoring program,such as flow meter number and locations, concurrent use of City flow meters and City-supplied flow loggers to lift stations, duration of the flow metering program,and potential cost implications. The locations will consider the City's historic flows and use of the wastewater treatment plant and pump station flow monitoring. Attend up to two (2) meetings with City staff and flow monitoring company to review status and results of the Flow Monitoring Program. Correlate City flow monitoring data (from City meters and lift station flow loggers) with rainfall data provided by flow monitoring to identify trends and I/I issues in the associated basins. The Fee Estimate includes an estimated cost for the Flow Monitoring Program to be provided by the subconsultant. This cost will vary depending on the details of the Flow Monitoring Program to bee confirmed in this subtask. It is assumed the flow monitoring company will provide the City with a detailed Flow Monitoring Report including flow for every monitoring location compared against rainfall data, and analyses of the results. 4.2 Demographic Projections Meeting:Coordinate and attend a meeting with City planning staff to review growth assumptions impacting the sewer collection system. It is assumed that the demographic projections will be initially based on the demographic projections used in the City's 2019 Water Master Plan. 4.3 Review historical flow data and Flow Monitoring Program results to develop flow trends and assess peaking factors. Compare wet weather and dry weather data to determine regions that are producing the highest rates of I/I. 4.4 Flow Projections Meeting:Coordinate and attend a meeting with City staff to review the historic flow trends, peaking factors,and assumptions to be used for future flow projections. 4.5 Develop future flow projections for each basin. 4.6 Prepare Draft Chapter 3:Flow Projections for City review. Assumptions: • Flow projections will not be completed until after completion of the flow monitoring program. • Flow monitoring report will include the estimated l/I per acre for each basin. Provided by City: • City to provide direction on key flow monitoring program decisions. 5 1/28/202011:43:41 AM J:\DATA\COA\1019.203 SAN SEWER MP\00 CONTRAQ\PSA SOW SAN SEWER MP.DOCX 1 City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work • City to provide direction on locations of future growth. • For all lift stations without flow meters,City will purchase and install loggers to record pump on and pump off events. Loggers can be purchased for approximately $400 each. City will provide RH2 with the setpoints for each wastewater lift station.That is,the elevations above the wet well floors upon which lead pumps turn on and off. The City also shall provide record drawings showing the dimensions of the wet wells and the locations and diameter of influent sewers. RH2 Deliverables: • Flow Monitoring Report in electronic PDF format (provided by flow monitoring subconsultant). • Draft Chapter 3: Flow Projections for City review in electronic PDF format. Task 5— Sanitary Sewer Model Update Objective: Convert the City's sewer model to SewerGEMS and update the model to capture collection pipes in the system. Approach: 5.1 Convert the City's existing model to SewerGEMS (SWMM engine). Update existing model to include the City's updated GIS data for pipes and manholes. 5.2 Calibrate model using results from the Flow Monitoring Program. Develop unit flow factors for unique land use types for use in future flow allocation. 5.3 Allocate future flows based on unit flow factors developed in subtask 4.2. 5.4 Prepare Technical Memorandum: Model Update and Calibration. 5.5 Sewer Model Update Meeting: Coordinate and attend a meeting with City staff to review the updated sewer model. Assumptions: • The City will complete a survey of all manholes to be used in the sewer model to confirm invert elevations. • Manhole rim elevations will be based on local contour data in GIS. 11 • The City's updated GIS is/will be an accurate representation of the pipes and manholes to be included in the model; this Scope of Work does not include reviewing as-builts for data confirmation. • The sewer model update will not be completed until after completion of the flow monitoring program. Provided by City: • Updated GIS data with manhole invert data to be used in the sewer model. 6 1/28/202011A3:41 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACI\PSA SOW SAN SEWER MP.DOCX - City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work RH2 Deliverables: • Technical Memorandum: Model Update and Calibration in electronic PDF format. Task 6— Collection System Condition Assessment Objective: Assess the overall condition of collection system pipes, manholes, lift stations, and diversion structures. Develop criteria for prioritizing collection system improvements based on age and condition. Approach: 6.1 Condition Assessment Meeting 1: Coordinate and attend a meeting with City staff to discuss historic maintenance methods, documentation, available data fields in Cartegraph software, and known problem areas. Confirm Remaining Useful Life (RUL)assumptions. 6.2 Develop condition assessment method that uses data available in the City's Cartegraph data to summarize the pipe conditions. 6.3 Perform a RUL analysis of pipes and manholes,considering age,material,historic problems,and RUL assumptions. 6.4 Perform a lift station assessment following Oregon Department of Environmental Quality(DEQ) guidelines. Develop a checklist for investigating lift stations that follows the DEQ guidelines for new lift stations. During site visits in Task 2, complete lift station assessment forms for each station. Rank lift stations for priority repair or replacement. 6.5 Condition Assessment Meeting 2: Coordinate and attend a meeting with City staff to discuss results of the condition assessment. 6.6 Prepare Draft Chapter 4:Condition Assessment. Provided by City: • The City will document condition of pipes and manholes in the Cartegraph software and will provide GIS data with conditions assigned at all pipes and manholes. • Static and operating discharge pressures for all pump stations. • Manufacturers submittal literature for existing pumps for each lift station. In particular, the pump curves for each pump. RH2 Deliverables: • Draft Chapter 4: Condition Assessment in electronic PDF format. • Pump station evaluation forms in electronic PDF format. • Condition assessment database in electronic format(GIS or Microsoft Excel). 7 1/28/202011:43:41 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACI\PSA SOW SAN SEWER MP.DOCR City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work Task 7— I/I Reduction Evaluation Objective: Identify areas of high I/I to evaluate the most critical basins and provide a prioritized list of improvements. Approach: 7.1 Prioritize basins with high inflow, infiltration, or both given the results of the flow monitoring program. 7.2 Identify I/I reduction opportunities, including estimated effectiveness of specific I/I reduction methods. 7.3 Develop cost estimates to achieve I/I reduction goals. 7.4 I/I Reduction Meeting 1: Coordinate and attend a meeting with City staff to discuss I&I recommendations and associated costs. 7.5 Prepare Draft Chapter 5: I/I Reduction Plan. Assumptions: • I/I reduction opportunities will consider the condition analysis results,flow monitoring results, and side sewer video inspection results. • Task 7 will not be started until completion of the Flow Monitoring Program. • The final I/I reduction plan will be completed after Task 8. RH2 Deliverables: • Draft Chapter 5: I/I Reduction Plan in electronic PDF format. Task 8— System Capacity Evaluation Objective: Evaluate the capacity of the existing collection system under current and future sewer flows to determine the ability of the system to meet the City's criteria. Approach: 8.1 Identify current and future capacity deficiencies using sewer model.Assess lift station capacities for current and future flows. 8.2 Re-evaluate deficiencies considering specific I/I reduction efforts in the associated sewer basins. 8.3 System Capacity Evaluation Meeting 1: Coordinate and attend a meeting with City staff to discuss the results of the capacity evaluation. 8.4 Identify improvements to address remaining deficiencies.Prepare planning-level cost estimates for each improvement based on current industry prices. 8.5 Develop an alternatives analysis comparing the costs of capacity improvements and I/I reduction efforts in each basin. Include a comparison of energy use at the Wastewater 8 1/28/20201143A1 AM J;DATA\COA\1019-203 SAN SEWER MP\OO CONTRACT\PSA SOW SAN SEWER MP.DOCX City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work Treatment Plant with and without I/I reduction. Develop recommendations for improvements in each basin. 8.6 System Capacity Evaluation Meeting 2: Coordinate and attend a meeting with City staff to discuss the alternatives analysis and recommendations for each basin. 8.7 Prepare Draft Chapter 6:System Capacity Evaluation. Assumptions: • The alternatives will consider the City's climate change and energy reduction goals. Provided by City: • Approximate energy use of wastewater treatment plant expressed as a volumetric rate. RH2 Deliverables: • Draft Chapter 6:System Capacity Evaluation in electronic PDF format. Task 9— Capital Improvement Plan Objective: Describe and schedule improvements to address deficiencies identified in the sanitary sewer system analyses. Prepare planning-level cost estimates for each project identified. Develop a CIP that the City can use for capital planning. Approach: 9.1 Summarize completed sewer collection system improvements since last adopted SSMP. 9.2 Prepare a table of improvements that includes an improvement identification number, a brief description of each improvement, and the associated cost estimate. Score all projects for addressing capacity, I/I reduction, and repair needs. Develop a preliminary prioritization of all projects to review with City staff. 9.3 CIP Meeting 1: Coordinate and attend a meeting with City staff to review the recommended improvements in each basin and draft prioritization. Confirm the prioritization criteria. Discuss scheduling of projects in short-term, mid-term, and long-term planning periods. 9.4 Schedule improvements based on the results of subtask 9.3. Prioritization and scheduling will consider other scheduled utility and transportation projects based on information provided by the City. Prepare up to three (3) modified CIPs based on input from the City and the results of the financial analysis. 9.5 CIP Meeting 2: Coordinate and attend a meeting with City staff to review the final improvement prioritization and draft schedule. 9.6 Prepare Draft Chapter 7: Capital Improvement Plan. Incorporate final CIP that meets financial requirements evaluated in Task 10. • 9 1128/202011A3:41 AM 1:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACTVSA SOW SAN SEWER MP.DOCX City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work Provided by City: • City to provide latest CIP for streets and other utilities for coordination with sewer CIP scheduling. • City to provide CIP for Wastewater Treatment Plant to be included in the CIP. RH2 Deliverables: • Draft CIP tables and figures for City review and comment in electronic PDF format. • Draft Chapter 7:CIP in electronic PDF format. • Final list of Capital Improvement Plan pipe improvements in GIS format. Task 10— Financial Analysis Objective: Update the sewer fund financial model with the updated CIP:This work will be performed in conjunction with Hansford Economic Consulting, LLC, as a subconsultant to RH2. Approach: 10.1 Review the current sewer System Development Charge (SDC) for adequacy with the updated CIP. 10.2 Perform a rate study based on the draft CIP, system maintenance needs, and growth projections. Include up to three(3)rate scenarios to meet the requirements of the CIP. Provide up to three(3) revisions of the recommended rate structure. 10.3 Research funding sources and offer recommendations for CIP prioritization. 10.4 Financial Analysis Meeting 1: Coordinate and attend a meeting with City staff to review the initial financial analysis results. Confirm financial assumptions and methodologies. 10.5 Financial Analysis Meeting 2: Coordinate and attend a meeting with City staff to review the financial analysis conclusions. 10.6 Prepare Draft Chapter 8: Financial Analysis. Provided by City: • Adopted SDC methodology and list of current sanitary sewer rates. • Financial policies and goals for the collection system. • Financial documents as requested. RH2 Deliverables: • Draft Chapter 8: Financial Analysis in electronic PDF format,with supporting tables. 10 1/28/2020 11,A3:41 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACf\PSA SOW SAN SEWER MP.DOCX Pq 9 • City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection.System Master Plan Scope of Work Task 11—O&M Plan Development Objective: Develop an organized O&M plan to document procedures, provide industry standard maintenance and rehabilitation recommendations, and confirm staffing needs to support a robust O&M program. Approach: 11.1 O&M Meeting 1:Coordinate and attend a meeting with City staff to discuss current procedures, policies, and documentation. 11.2 Evaluate pipe and manhole rehabilitation options and provide recommendations. 11.3 Develop a staffing plan with the goal of sufficiently staffing maintenance issues. 11.4 Develop O&M recommendations. Develop a list of standard operating procedures (SOPs) and standard operating guidelines(SOGs)for the City's use in customizing to actual procedures. 11.5 O&M Meeting 2: Coordinate and attend a meeting with City staff to review O&M recommendations. 11.6 Prepare a Draft O&M Plan for City review, including example SOPs and SOGs. 11.7 Prepare a final O&M Plan for City acceptance. Incorporate City comments from the draft O&M Plan. Assumptions: • RH2 will organize and numerate SOPs and SOGs that will be copied from another utility. The City will be responsible for customizing these to meet specific City procedures and guidelines as the City desires. Provided by City: • City to provide staffing resources, current and historical maintenance logs, and existing maintenance schedules. • Comments on draft O&M Plan. RH2 Deliverables: { • Sample SOPs and SOGs for the City's use. • Draft O&M Plan in electronic PDF format. • Final O&M Plan in electronic PDF format. Task 12— Finalize Sanitary Sewer Collection System Master Plan Objective: Prepare a final draft of the SSMP and support City adoption. Approach: 12.1 Finalize all SSMP draft chapters. 11 1/28/202011:43:11 AM J:\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACT\PSA SOW SAN SEWER MP.DOCX • City of Ashland Exhibit A Comprehensive Sanitary Sewer Collection System Master Plan Scope of Work 12.2 Develop Executive Summary,appendices, and a cover format. 12.3 Prepare a Staff Review Draft SSMP for City staff review. Document City comments and replies in a Comment Response Log. 12.4 SSMP Meeting 1: Coordinate and attend a meeting with City staff to discuss comments to the Staff Review Draft SSMP. 12.5 Prepare a Draft SSMP that incorporates City comments. The Draft SSMP is anticipated to be submitted to City Council for approval. 12.6 City Council Meeting: Attend a City Council Meeting and present a summary of the SSMP findings. Prepare a presentation summary of the SSMP to review with City staff prior to the Council meeting. 12.7 Prepare a Final SSMP for City adoption. Incorporate changes from City Council. 12.8 Create an electronic PDF document,including all chapters,appendices,and figures of the SSMP. The electronic SSMP will contain hyperlinks and an organizational format that will be fully functional. RH2 Deliverables: • Staff Review Draft SSMP in electronic PDF format. • Comment Response Log in electronic PDF format. • City Council Presentation Materials in electronic PDF format. • Draft SSMP in electronic PDF format. • Final SSMP in electronic PDF format. Project Schedule RH2 will commence with planning work within four(4)weeks of receiving a fully executed contract, with an estimated completion date of December 2021.The schedule is highly dependent on City staff availability,the Flow Monitoring Program, and data requests delivered to RH2. { 12 1/28/202011:43 41 AM L\DATA\COA\1019-203 SAN SEWER MP\00 CONTRACI\PSA SOW SAN SEWER MP,DOCX EXHIBIT B- Fee Estimate City of Ashland Comprehensive Sanitary Sewer Collection System Master Plan Jan-20 Total. , _-_ Description Total Labor; TotalSubco_nsultant Total Expense. Total Cost Hours . 'Task 1 Project Administration 1 76 1$ 13,904 1 $ -1$ 870 1$ 14,774 'Task 2 Data Gathering and Existing System Evaluation 1 110 1$ 20,184 1 $ -1$ 2,653 1$ 22,837 'Task 3 Regulations,Policies,and Design Criteria 1 78 1$ 14,408 1$ -1$ 1,077 1$ 15,485 'Task 4 Flow Monitoring Program and Flow Projections 1 132 I$ 23,844 1$ 66,000 1$ 1,656 I$ 91,500 'Tasks Sanitary Sewer Model Update 1 97 1$ 16,516 1$ -1$ 1,265 1$ 17,781 'Task 6 Collection System Condition Assessment 1 105 I$ 18,413 1 $ -I$ 1,234 1$ 19,647' (Task 7 Ill Reduction Evaluation 1 106 I$ 19,588 I$ -1$ 1,330 I$ 20,918 'Task 8 System Capacity Evaluation 1 132 1$ 23,238 1 $ -1$ 2,493 I$ 25,731 (Task 9 Capital Improvement Plan 1 92 1$ 16,242 1$ -1$ 516 1$ 16,758 Task 10 Financial Analysis 1 10 I$ 1,764 1$ 13,200 1$ 44 I$ 15,008 'Task 11 O&M Plan Development 1 102 I$ 17,725 1 $ -I$ 1,264 1$ 18,989 'Task 12 Finalize Sanitary Sewer Master Plan 1 123 I$ 18,221 1 $ -1$ 804 1$ 19,025 I • PROJECT TOTAL _ , '''1163 $, ;204,047 ,$, 79,200 „$ 15,205 '$ 298,452 1 I J:10...COA11010-203 S..S.....MP100 C .1PSA FEE S..S....•!AP 11281202011:51 AM I d I EXHIBIT C RH2 ENGINEERING, INC. 2020 SCHEDULE OF RATES AND CHARGES RATE LIST RATE UNIT Professional I $144 $/hr Professional II $157 $/hr Professional III $171 $/hr Professional IV $184 $/hr Professional V $196 $/hr Professional VI $212 $/hr Professional VII $227 $/hr Professional VIII $235 $/hr Professional IX $235 $/hr Control Specialist I $130 $/hr Control Specialist II $141 $/hr Control Specialist III $155 $/hr Control Specialist IV $168 $/hr Control Specialist V $178 $/hr Control Specialist VI $191 $/hr Control Specialist VII $206 $/hr Control Specialist VIII $214 $/hr Technician I $106 $/hr. Technician II $118 $/hr Technician III $135 $/hr Technician IV $145 $/hr Technician V $157 $/hr Technician VI $172 $/hr Technician VII $187 $/hr Technician VIII $196 $/hr Administrative I $72 $/hr Administrative II $83 $/hr Administrative III $98 $/hr Administrative IV $118 $/hr Administrative V $138 $/hr CAD/GIS System $27.50 $/hr , CAD Plots-Half Size $2.50 price per plot j CAD Plots-Full Size $10.00 price per plot CAD Plots-Large $25.00 price per plot Copies.(bw)8.5"X 11" $0.09 price per copy Copies(bw)8.5"X 14" $0.14 price per copy Copies(bw)11"X 17" $0.20 price per copy Copies(color)8.5"X 11" $0.90 price per copy Copies(color)8.5"X 14" $1.20 price per copy Copies(color)11"X 17" $2.00 price per copy Technology Charge 2.50% %of Direct Labor price per mile Mileage $0.575 (or Current IRS Rate) Subconsultants 15% Cost+ Outside Services at cost Rates listed are adjusted annually. EXHIBIT D CERTIFICATIONS/REPRESENTATIONS: Consultant,by and through its authorized representative,under penalty of perjury,certifies that(a)the number shown on the attached W-9 form is its correct taxpayer ID(or is waiting for the number to be issued to it and(b)Consultant is not subject to backup withholding because: (i)it is exempt from backup withholding,or(ii)it has not been notified by the Internal Revenue Service(IRS)that it is subject to backup withholding as a result of a failure to report all interest or dividends,or(iii)the IRS has notified it that it is no longer subject to backup withholding. Consultant further represents and warrants to City that: (a)it has the power and authority to enter into and perform the Work,(b)the Agreement,when executed and delivered,shall be a valid and binding obligation of Consultant enforceable in accordance with its terms,(c)the work under the Agreement shall be performed in accordance with the highest professional standards,and(d)Consultant is qualified,professionally competent,and duly licensed(if applicable)to perform the Work. Consultant also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws,it is an independent contractor as defined''in the Agreement,it is authorized to do !� business in the State of Oregon,and Consultant has checked four or more of the following criteria that apply to its business. (1)Consultant carries out the work or services at a location separate from a private residence or is in a specific portion of a private residence,set aside as the location of the business. (2)Commercial advertising or business cards or a trade association membership are purchased for the business. (3)Telephone listing is used for the business separate from the personal residence listing. (4)Labor or services are performed only pursuant to written contracts. (5)Labor or services are performed for two or more different persons within a period of one year. (6)Consultant assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds,warranties,errors and omission(professional liability) insurance or liability insurance relating to the Work or services to be provided. Consultant Date 7 CITY OF ASHLAND, OREGON City of Ashland LIVING ALL employers described WAG E below must comply with City of Ashland laws regulating .. u- .f . ' '.. , ..- $15.39 per hour, effective June 30, 2019. 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, living wage: employer,if the employer has 401K and IRS eligible ten or more employees,and cafeteria plans(including has received financial childcare)benefits to the assistance for the project or amount of wages received by > For all hours worked under a business from the City of the employee. service contract between their Ashland in excess of employer and the City of $21,507.75. > Note: For temporary and Ashland if the contract part-time employees,the exceeds$21,507.75 or more. > If their employer is the City of Living Wage does not apply Ashland,including the.Parks to the first 1040 hours worked > 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 > In calculating the living wage, Ashland Municipal Code employee's time in that month employers may add the value Section 3.12.020. working on a project or For additional information: Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall,20 East Main Street,Ashland, OR 97520,or visit the City's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND 8 ® I DATE(MM/DDIYYW) ;ACORD CERTIFICATE OF LIABILITY INSURANCE 09/10/2019 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 CONTACT Jona Bolin NAME: Sammamish Insurance,Inc. PAHOONN.Eat): (425)898-8780 iac,No): (425)836-2865 704 228th Ave NE,PMB 373 EMAIL JonaBolin@msn.com ADDRESS: , INSURER(S)AFFORDING COVERAGE NAIC# Sammamish WA 98074 INSURER A: Ohio Security Insurance Company 24082 INSUREDINSURER B: Ohio Security Insurance Company 238210 RH2 Engineering IncINSURER c: Continental Casualty Company 20443 22722 29th Dr SE Ste 210 INSURER D: INSURER E: Bothell WA 98021 INSURER F: COVERAGES CERTIFICATE NUMBER: CL1952203493 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPEOFINSURANCE ADDLSUBR POLICYNUMBER POLICY EFF POLICY EXP LIMITS LTRINSD WVD (MMIDDIYYYY) (MMIDDIYYYY) X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCES 2,000,000 DAMAGE TO RENTED2,00,0 000 CLAIMS•MADE n OCCUR PREMISES(Ea occurrence) S MED EXP(Any one person) $ 15,000 A Y BZS57962270 05/29/2019 05/29/2020 PERSONAL&AOV INJURY S 2,000,000 GEN-'LAGGREGATE LIMITAPPLIES PER: ' GENERALAGGREGATEg 4,000,000 �� PRO- LOC PRODUCTS-COMP/OPAGG $ 4,000,000 POLICY 0 JECT I OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 X ANYAUTO BODILY INJURY(Per person) S A OWNED SCHEDULED Y BAS57962270 05/29/2019 05/29/2020 BODILY INJURY(Per accident) S AUTOS ONLY AUTOS HIRED NON•OWNED PROPERTY DAMAGE $ _ AUTOS ONLY _ AUTOS ONLY (Per accident) . S J UMBRELLA LIAB OCCUR EACH OCCURRENCE _ $ 2,000,000 A EXCESS LIAB CLAIMS MADE Y BZS57962270 05/29/2019 05/29/2020 AGGREGATE $ 2,000,000 DED I X RETENTIONS 10,000 S WORKERS COMPENSATION AND EMPLOYERS'LIABILITY XI'MUTE I OTH- ER ANY PROPRIETOR/PARTNER/EXECUTIVE Y!N E.L.EACH ACCIDENT $ 1.000.000 B OFFICERIMEMBER EXCLUDED? N/A 52WECDL6432 10/14/2018 10/14/2019 (Mandatory In NH) E.L.DISEASE EA EMPLOYEE S.1.000,000 If yes,describe under1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ Professional Liability C Claims Made AEH004312321 05/29/2019 05/29/2020 Per Claim $3,000,000 Deductible $ 200,000 DESCRIPTION OF OPERATIONS I LOCATIONS!VEHICLES(ACORD 101,Additional Remarks Schedule,may bo attached If more space is required) The City of Ashland it's elected officials,officers and employees are named as additional insured automatically where requried by contract as respects General Liability per CG7996 attached,Automobile Liability per AC8501 attached.and Umbrella Liability.Coverage is Primary and Non-Contributory. Project:Personal Services Agreement CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS. 20 N Main St. AUTHORIZED REPRESENTATIVE Ashland OR 97520 ,..,4fg4,,, •{ I ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016103) The ACORD name and logo are registered marks of ACORD BUSINESSOWNERS BP 79 96 09 16 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BUSINESSOWNERS LIABILITY EXTENSION ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESSOWNERS :COVERAGE FORM Below is a summarization of the coverages provided by this endorsement. No coverages are. given by this summary. Actual coverage descriptions are within this endorsement. SECTION SUBJECT A. Supplementary Payments Bail Bonds Loss:Of Earnings B. 'Broadened Coverage. For Damage To Premises Rented To.You C. Incidental Medical Malpractice Injury D. Mobile Equipment E. Blanket Additional. Insured (Owners, Contractors Or Lessors) F. Newly Formed Or Acquired Organizations G. Aggregate Limits H. Duties In The Event Of Occurrence, Offense, Claim Or Suit I. Liability. And Medical Expenses Definitions Bodily Injury Insured Contract Personal And Advertising Injury iy Section II-Liability is amended as follows: o , A. Supplementary Payments. Section A.1. Business Liability is modified as follows o r 1. The $250 lint shown in Paragraph A.1.f.(1)(b) Coverage Extension -Supplementary Payments for the cost of bail bonds is replaced by a$3,000 limit. 2. The $250 limit shown in Paragraph A.I f.(1)(d) Coverage Extension - Supplementary Payments for reasonable expenses and loss of earnings is replaced by a$500,limit. B. Broadened Coverage For Damage To.Premises Rented To You 1. The last paragraph of Section B,1. Exclusions -Applicable To Business Liability Coverage is replaced by the following: With respect to the premises which are rented 'to you or temporarily occupied by you'with the permia- sion of the owner, Exclusions c.,`d.,e„ g.,h., k.,I. m.; n. and:o. do not apply to "property damage". © 2016 Liberty Mutual Insurance BP 79 96 09 16 Includescopyrighted material of Insurance Services Office,Inc.,with its permission. Page 1 of 4 2. Paragraph D.2. Liability And Medical Expenses Limits Of Insurance is replaced by the following; The most we will pay under this endorsement for the sum of all damages because of all "property damage" to premises while rented to you or temporarily occupied by you with the permission of the owner is the Limit of Insurance shown in the Declarations. 3. Paragraph D.3. Liability And Medical Expenses Limits Of Insurance does not apply. C. Incidental Medical Malpractice Injury 1. Paragraph (4) under Paragraph B.1.j. Exclusions -Applicable To Business Liability Coverage -Profes- sional Services does not apply to "Incidental Medical Malpractice Injury" coverage. 2. With respect to this endorsement, the following is added to Section F. Liability And Medical Expenses Definitions: a. ' "Incidental Medical Malpractice Injury" means bodily injury arising out of the rendering of or failure to render, during the policy period, the following services: (1) Medical, surgical, dental, x-ray or nursing service or treatment or the furnishing of food or beverages in connection therewith; or (2) The furnishing or dispensing of drugs or medical, dental or surgical supplies or appliances. a b. This coverage does not apply to: (1) Expenses incurred by the insured for first-aid to others at the time of an accident and the Duties in the Event of Occurrence, Offense, Claim or Suit Condition is amended accordingly. (2) Any insured engaged in the business or occupation of providing any of the services described under a. above. (3) Injury caused by any indemnitee if such indemnitee is engaged in the business or occupation i3 of providing any of the services described under a. above. D. Mobile Equipment Section C. Who Is An Insured is amended to include any person driving "mobile equipment" with your permission. E. Blanket Additional Insured (Owners, Contractors Or Lessors) 1. Section C. Who Is An Insured is amended to include as an insured any person or organization whom you are required to name as an additional insured on this policy under a written contract or written agreement. The written contract or agreement must be: a. Currently in effect or becoming effective during the term of this policy; and b. Executed prior to the "bodily injury", "property damage", or "personal and advertising injury". 2. The insurance afforded to the additional insured is limited as follows: a. The person or organization is only an additional insured with respect to liability arising out'of: (1) Real property, as described in a written contract or written agreement, you own, rent, lease, maintain or occupy; and (2) Caused in whole or in part by your ongoing operations performed for that insured. b. The Limit of Insurance applicable to the additional insured are those specified in the written contract or written agreement or the limits available under this, policy, as stated in the Declara- tions, whichever are less. These limits are inclusive of and not in addition to the Limit of Insurance available under this policy. c. The insurance afforded to the additional insured does not apply to: (1) Liability arising out of the sole negligence of the additional insured; (2) "Bodily injury", "property damage", "personal and advertising injury", or defense coverage under the Supplementary Payments section of the policy arising out of an architect's, en- gineer's or surveyor's rendering of or failure to render any professional services including: © 2016 Liberty Mutual Insurance BP 79 96 09 16 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 2 of 4 (a) The preparing or approving of maps, shop drawings, opinions, reports, surveys, field orders, change orders, or drawings and specifications; and (b) Supervisory, inspection, architectural or engineering activities.. (3) Any "occurrence" that takes place after you cease to be a tenant in the premises described in the Declarations; or (4) Structural alterations, new construction or demolition operations performed by or for the person or organization designated in the Declarations. 3. Any coverage provided hereunder shall be excess over any other valid and collectible insurance avail- able to the additional insured whether primary, excess, contingent or on any other basis unless a contract specifically requires that this insurance be primary or you request that it apply on a.primary basis. F. Newly Formed Or Acquired Organizations The following is added to Section C.Who Is An Insured: Any business entity acquired by you or incorporated or organized by you under the laws of any individual state of the United States of America over which you maintain majority ownership interest exceeding fifty percent. Such acquired or newly formed organization will qualify as a Named Insured if there is no similar insurance available to that entity. However: 1. Coverage under this provision is afforded only until the 180th day after the entity was acquired or incorporated or organized by you or the end of the policy period, whichever is earlier; 2. Section A.1. Business Liability does not apply to: a. "Bodily injury" or "property damage" that occurred.before the entity was acquired or incorporated or organized by you; and b. "Personal and advertising injury" arising out of an offense committed before the entity was ac- quired or incorporated or organized by you. 3. Records and descriptions of operations must be maintained by the first Named Insured. No person or organization is an insured with respect to the conduct of any current or past partnership, joint venture or limited liability company that is not shown es a Named Insured in the Declarations. G. Aggregate Limits The following is added to Paragraph 13.4. Aggregate Limits Liability and Medical Expenses Limits Of Insurance: 1. The Aggregate Limits apply separately to each Of the "locations" owned by or rented to you or temporarily occupied by you with the permission of the owner 2. The Aggregate Limits also apply separately to each of your projects away from premises owned by or rented to you. For the purpose of this endorsement only; "location" means premises involving the same or.connect- ing lots, or premises whose connection is interrupted only by a 'street, roadway,, waterway or right- of-way of a railroad. H. Duties In The Event Of Occurrence, Offense, Claim Or Suit 1. Paragraph _E.2.a. Duties In The Event of Occurrence, Offense, Claim Or Suit Liability And Medical Expenses General Condition applies only when the "occurrence_" is known to any insured listed in Paragraph C.1.Who Is An Insured or any "employee" authorized by you to give or receive notice of an "occurrence" or claim. 2. Paragraph E.2.14. Duties In The Event Of Occurrence, Offense, Claim Or Suit Liability :And Medical Expenses General Condition will :not be considered breached unless the breach occurs after such .claim or "suit" is known to any insured listed under Paragraph C.1, Who Is An Insured or any "employee" authorized by you to give or receive notice of an 'Occurrence" or claim. © 201.6 Liberty Mutual Insurance BP 79 96 09 16 includes copyrighted material of insurance Services Office,Inc.,with its permission. Page 3 of 4 t I. Section F.Liability And Medical Expenses Definitions is modified as follows: 1. Paragraph F.3.is replaced by the following: 3. "Bodily Injury" means bodily injury, sickness, disease, or incidental medical malpractice injury sustained by a person, and includes mental anguish resulting from any of these; and including death resulting from any of these at any time. 2. Paragraph F.9. is replaced by the following: 9. "Insured contract" means: a. A contract for a lease of premises. However, that portion of the contract for a lease of prem- ^— ises that indemnifies any person or organization for damage by fire to premises while rented to you or temporarily occupied by you with permission of the owner is not an "insured contract"; b. A sidetrack agreement; c. Any easement or license agreement, except in connection with construction or demolition operations on or within 50 feet of a railroad;. d. An obligation, as required by ordinance, to indemnify a municipality, except in connection with work for a municipality; e. An elevator maintenance agreement; f. That part of any other contract or agreement pertaining to your business (including an indem- nification of a municipality in connection with work performed for a municipality) under which you assume the tort liability of another party to pay for "bodily injury" or "property damage" to a third person or organization, provided the "bodily injury" or "property damage" is caused, in whole or in part, by you or by those acting on your behalf. However, such part of a contract or agreement shall only be considered an "insured contract" to the extent your assumption of the tort liability is permitted by law. Tort liability means a liability that would be imposed by law in the absence of any contract or agreement. Paragraph f. does not include that part of any contract or agreement: (1) That indemnifies a railroad for "bodily injury" or "property damage" arising out of con- struction or demolition operations, within 50 feet of any railroad property and affecting any railroad bridge or trestle, tracks, road-beds, tunnel, underpass or crossing; (2) That indemnifies an architect, engineer or surveyor for injury or damage arising out of: (a) Preparing, approving, or failing to prepare or approve, maps, shop drawings, opin- ions, reports, surveys, field orders, change orders or drawings and specifications; or (b) Giving directions or instructions, or failing to give them, if that is the primary cause of the injury or damage; or ° (3) Under which the insured, if an architect, engineer or surveyor, assumes liability for an injury or damage arising out of the insured's rendering or failure to render professional services, including those listed in (2) above and supervisory, inspection, architectural or F engineering activities. 3. Paragraph F.14.b. Personal And Advertising Injury is replaced by the following: b. Malicious prosecution or abuse of process; © 2016 Liberty Mutual Insurance BP 79 96 09 16 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. Page 4 of 4 COMMERCIAL AUTO AC 85 01 06 18 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BUSINESS AUTO COVERAGE ENHANCEMENT ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM With respect to coverage afforded by this endorsement, the provisions of the policy apply unless modified by the endorsement. If the policy to which this endorsement is attached also contains a Business Auto Coverage Enhancement Endorsement with a specific state named in the title, this endorsement does not apply to vehicles garaged in that specified state. - COVERAGE INDEX SUBJECT PROVISION NUMBER s ACCIDENTAL AIRBAG DEPLOYMENT 13 ADDITIONAL INSURED BY CONTRACT, AGREEMENT OR PERMIT 4 - AMENDED DUTIES IN THE EVENT OF ACCIDENT, CLAIM, SUIT OR LOSS 21 AMENDED FELLOW EMPLOYEE EXCLUSION 6 AUDIO; VISUAL AND DATA ELECTRONIC EQUIPMENT COVERAGE 1.5 BODILY INJURY REDEFINED 25 EMPLOYEES AS INSUREDS (Including Employee Hired Auto) 3 EXTRA EXPENSE-BROADENED COVERAGE 11 GLASS REPAIR-WAIVER OF DEDUCTIBLE 17 HIRED AUTO COVERAGE TERRITORY 23 HIRED AUTO PHYSICAL DAMAGE (Including Employee Hired Auto) 7 LOAN / LEASE GAP (Coverage Not Available In New York) 16 NEWLY FORMED OR ACQUIRED SUBSIDIARIES 2 PARKED AUTO COLLISION COVERAGE(WAIVER OF DEDUCTIBLE) 18 PERSONAL EFFECTS COVERAGE 12 PHYSICAL DAMAGE -ADDITIONAL TRANSPORTATION EXPENSE COVERAGE 9 PHYSICAL DAMAGE DEDUCTIBLE_VEHICLE TRACKING SYSTEM 14 PRIMARY AND NON-CONTRIBUTORY -WRITTEN CONTRACT OR WRITTEN AGREEMENT 24 RENTAL REIMBURSEMENT 10 SUPPLEMENTARY PAYMENTS 5 TOWING AND LABOR 8 TRAILERS- INCREASED LOAD CAPACITY 1 TWO OR MORE DEDUCTIBLES 19 UNINTENTIONAL FAILURE TO DISCLOSE HAZARDS 20 WAIVER OF TRANSFER OF RIGHTS OF RECOVERYAGAINST OTHERS TO US 22 SECTION I-COVERED AUTOS is amended as follows: 1. TRAILERS-INCREASED LOAD CAPACITY The following replaces Paragraph C.1. Certain Trailers; Mobile Equipment And Temporary Substitute Autos of SECTION I COVERED AUTOS: "Trailers" with a load capacity of 3,000 pounds or less designed primarily for travel on public roads. © 2017 Liberty Mutual Insurance AC 85 01 06 18 'Includes copyrighted--material of Insurance Services Office Inc.,with'its Permission. Page 1 of 7 SECTION II -LIABILITY COVERAGE is amended as follows: 2. NEWLY FORMED OR ACQUIRED SUBSIDIARIES SECTION II - LIABILITY COVERAGE, Paragraph A.1. - Who Is An Insured is amended to include the following as an "insured": d. Any legally incorporated subsidiary of which you own more than 50 percent interest during the policy period. Coverage is afforded only for 90 days from the date of acquisition or formation. However, "insured" does not include any organization that: (1) Is a partnership or joint venture; or (2) Is an "insured" under any other automobile policy except a policy written specificall y to apply in excess of this policy; or (3) Has exhausted its Limit of Insurance or had its policy terminated under any other automobile policy. Coverage under this provision d. does not apply to "bodily injury" or "property damage" that occurred before you acquired or formed the organization. 3. EMPLOYEES AS INSUREDS SECTION II - LIABILITY COVERAGE, Paragraph A.1. Who Is An Insured is amended to include the following as an "insured": e. Any "employee" of yours while using a covered "auto" you do not own, hire or borrow but only for acts within the scope of their employment by you. Insurance provided by this endorsement is excess over any other insurance available to any "employee". f. Any "employee" of yours while operating an "auto" hired or borrowed under a written contract or agreement in that "employee's" name, with your permission, while performing duties related to the conduct of your business and within the scope of their employment. Insurance provided by this endorsement is excess over any other insurance available to the "employee". 4. ADDITIONAL INSURED BY CONTRACT, AGREEMENT OR PERMIT SECTION II - LIABILITY COVERAGE, Paragraph A.1. Who Is An Insured is amended to include the following as an "insured": g. Any person or organization with respect to the operation, maintenance or use of a covered "auto", provided that you and such person or organization have agreed in a written contract, written agreement, or permit issued to you by governmental or public authority, to add such person, or organization, or governmental or public authority to this policy as an "insured". However, such person or organization is an "insured": (1) Only with respect to the operation, maintenance or use of a covered "auto"; (2) Only for "bodily injury" or "property damage" caused by an "accident" which takes place after you executed the written contract or written agreement, or the permit has been issued to you; and (3) Only for the duration of that contract, agreement or permit. The "insured" is required to submit a claim to any other insurer to which coverage could apply for defense and indemnity. Unless the "insured" has agreed in writing to primary noncontributory wording per enhancement number 24, this policy is excess over any other collectible insurance. 5. SUPPLEMENTARY PAYMENTS SECTION II - LIABILITY COVERAGE, Coverage Extensions, 2.a. Supplementary Payments, Paragraphs (2) and (4) are replaced by the following: (2) Up to $3,000 for cost of bail bonds (including bonds for related traffic violations )required because of an "accident" we cover. We do not have to furnish these bonds. (4) All reasonable expenses incurred by the "insured" at our request, including actual loss of earnings up to $500 a day because of time off from work. © 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 2 of 7 1 6. AMENDED FELLOW EMPLOYEE EXCLUSION In those jurisdictions where, by law, fellow "employees" are not entitled to the protection afforded to the employer by the workers compensation exclusivity rule, or similar protection, the following provi- sion is added: SECTION II - LIABILITY, Exclusion B.5. Fellow Employee does not apply if the "bodily injury" results from the use of a covered "auto" you own or hire if you have workers compensation insurance in force for all of your "employees" at the time of"loss": This coverage.is excess over any other collectible insurance. SECTION III -PHYSICAL DAMAGE COVERAGE is amended as follows: 7. HIRED AUTO PHYSICAL DAMAGE Paragraph A.4. Coverage Extensions of SECTION Ill - PHYSICAL DAMAGE COVERAGE, is amended by adding the following: If hired "autos" are covered "autos" for Liability Coverage, and if Comprehensive, Specified. Causes of Loss or Collision coverage are provided under the Business Auto Coverage Form for any "auto" you own, then the Physical Damage coverages provided are extended to "autos": a. You hire, rent or borrow; or b. Your "employee" hires or rents under a written contract or agreement in that "employee's" name, but only if the damage occurs while thevehicle is being used in the conduct of your business, subject to the following limit and deductible: o a. The most we will pay for "loss" in any one "accident" or "loss" is the smallest of: (1) $50,000; or (2) The actual cash value of the damaged or stolen property as of the time of the "loss"; or (3) The cost of repairing or replacing the damaged or stolen property with other property of like kind and quality, minus a deductible. b. The deductible will be equal to the largest deductible applicable to any owned "auto" for that coverage. c. Subject to the limit, deductible and excess provisions described in this provision, we will provide coverage equal to the broadest coverage applicable to any covered "auto" you own. d. Subject to a maximum of $1,000 per "accident", we will also cover the actual loss of use of the hired "auto" if it results from an "accident", you are legally liable and the lessor incurs an actual financial loss. e. This coverage extension does not apply to: (1) Any "auto" that is hired, rented or borrowed with a driver; or (2) Any "auto" that is hired, rented or borrowed from your "employee" or any member of your "employee's" household. Coverage provided under this extension is excess over any other collectible insurance available at the time of "loss". 8. TOWING AND LABOR SECTION III - PHYSICAL DAMAGE COVERAGE, Paragraph A.2. Towing, is amended by the addition of the following: We will pay towing and labor costs incurred, up to the limits shown below, each time a covered "auto" classified and rated as a private passenger type, "light truck" or"medium truck" is disabled: a. For private passenger type vehicles, we will pay up to $75 per disablement. b. For"light trucks", we will pay up to $75 per disablement. "Light trucks" are trucks that have a gross vehicle weight (GVW) of 10,000 pounds or less. c. For "medium trucks" , we will pay up to $150 per disablement. "Medium trucks" are trucks that have a gross vehicle weight (GVW) of 10,001 -20,000 pounds. However, the labor must be performed at the place of disablement. © 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office inc.,with its Permission. Page 3 of 7 r 9. PHYSICAL DAMAGE -ADDITIONAL TRANSPORTATION EXPENSE COVERAGE Paragraph A.4.a. Coverage Extensions, Transportation Expenses of SECTION Ill - PHYSICAL DAMAGE COVERAGE, is amended to provide a limit of$50 per day and a maximum limit of $1,500. 10. RENTAL REIMBURSEMENT SECTION III -PHYSICAL DAMAGE COVERAGE,A.Coverage, is amended by adding the following: a. We will pay up to $75 per day for rental reimbursement expenses incurred by you for the rental of an "auto" because of "accident" or "loss", to an "auto" for which we also pay a "loss" under Comprehensive, Specified Causes of Loss or Collision Coverages. We will pay only for those ex- penses incurred after the first 24 hours following the "accident" or"loss" to the covered "auto." b. Rental Reimbursement requires the rental of a comparable or lessor vehicle, which in many cases may be substantially less than $75 per day, and will only be allowed for the period of time it should take to repair or replace the vehicle with reasonable speed and similar quality, up to a maximum of 30 days. c. We will also pay up to $500 for reasonable and necessary expenses incurred by you to remove and replace your tools and equipment from the covered "auto". This limit is excess over any other collectible insurance. d. This coverage does not apply unless you have a business necessity that other "autos" available for your use and operation cannot fill. e. If "loss" results from the total theft of a covered "auto" of the private passenger type, we will pay under this coverage only that amount of your rental reimbursement expenses which is not already provided under Paragraph 4. Coverage Extension. f. No deductible applies to this coverage. g. The insurance provided under this extension is excess over any other collectible insurance. If this policy also provides Rental Reimbursement Coverage you purchased, the coverage provided by this Enhancement Endorsement is in addition to the coverage you purchased. For the purposes of this endorsement provision, materials and equipment do not include "personal effects" as defined in provision 12.B. 11. EXTRA EXPENSE-BROADENED COVERAGE Under SECTION Ill - PHYSICAL DAMAGE COVERAGE, A. Coverage, we will pay for the expense of returning a stolen covered "auto" to you. The maximum amount we will pay is $1,000. 12. PERSONAL EFFECTS COVERAGE A. SECTION III -PHYSICAL DAMAGE COVERAGE,A.Coverage, is amended by adding the following: If you have purchased Comprehensive Coverage on this policy for an "auto" you own and that "auto" is stolen, we will pay, without application of a deductible, up to $600 for "personal effects" stolen with the "auto." The insurance provided under this provision is excess over any other collectible insurance. B. SECTION V-DEFINITIONS is amended by adding the following: For the purposes of this provision, "personal effects" mean tangible property that is worn or carried by an "insured." "Personal effects" does not include tools, equipment, jewelry, money or securi- ties. 13. ACCIDENTAL AIRBAG DEPLOYMENT SECTION III -PHYSICAL DAMAGE COVERAGE, B.Exclusions is amended by adding the following: If you have purchased Comprehensive or Collision Coverage under this policy, the exclusion for "loss" relating to mechanical breakdown does not apply to the accidental discharge of an airbag. Any insurance we provide shall be excess over any other collectible insurance or reimbursement by manufacturer's warranty. However, we agree to pay any deductible applicable to the other coverage or warranty. © 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 4 of 7 14. PHYSICAL DAMAGE DEDUCTIBLE -VEHICLE TRACKING SYSTEM SECTION III -PHYSICAL DAMAGE COVERAGE; D. Deductible, is amended by adding the following: Any Comprehensive Deductible shown in the Declarations will be reduced by 50% for any "loss" caused by theft if the vehicle is equipped with a vehicle tracking device such as a radio tracking device or a global position device and that device was the method' of recovery of the vehicle. 15. AUDIO, VISUAL AND DATA ELECTRONIC EQUIPMENT COVERAGE SECTION III - PHYSICAL DAMAGE COVERAGE, B. Exclusions, Paragraph a. of the exception to exclu- sions 4.c. and 4.d. is deleted and replaced with the following: Exclusions 4.c. and 4.d.:do not apply to: a. Electronic equipment that receives or transmits audio, visual or data signals, whether or not de- signed solely for the reproduction of sound, if the equipment. is: (1) Permanently installed in the covered "auto" at the time of the "loss" or removable from a housing unit that is permanently installed in the covered "auto"; and (2) Designed to be solely operated by use from the power from the "auto's" electrical system; and (3) Physical damage coverages are provided for the covered "auto". _._ If the "loss" occurs solely to audio, visual or data electronic equipment or accessories used with �^ this equipment, then our obligation to pay for, repair, return or replace damaged or stolen property will be reduced 'by a$100 deductible. 16. LOAN/LEASE GAP COVERAGE(NOt Applicable In New York) A. Paragraph C. Limit Of Insurance of SECTION Ili - PHYSICAL DAMAGE COVERAGE is amended by adding the following: The most we will pay for a "total loss" to a covered "auto" owned by or leased to you in any one "accident" is the greater of the: 1. Balance due under the terms of the loan or lease to which the damaged covered "auto" is subject at the time of the "loss" less the amount of: a. Overdue payments and financial penalties associated withthose payments as of the date of the "loss"; b. Financial penalties imposed under a lease due to high mileage, excessive use or abnormal wear and tear; c. Costs for extended warranties, Credit Life Insurance, Health, Accident or Disability Insur- ance purchased with the'loan or lease; d. Transfer or rollover balances from previous loans or leases; e. Final paymentdue under a"Balloon Loan"; f. The dollar amount of any unrepaired damage which occurredprior to the "total loss" of a covered "auto"; g. Security deposits 'not refunded bya lessor; h. All refunds payable or paid to you as a result of the early termination of a lease agreement or as a result of the early termination of any warranty or extended service agreement 'on a covered "auto"; i. Any amount representing taxes; j. Loan or lease termination fees; or 2. The actual cash value of the damage orstolen property as of the time of the "loss". An adjustment for depreciation and physical condition will be made in determining' the actual cash value at the time of the "loss". This adjustment is not'applicable in Texas. B. Additional Conditions This coverage applies only to' the original loan for which the covered "auto" that incurred the • "loss" serves as collateral, or lease written On the covered "auto" that incurred the "loss". © 2017 Liberty Mutual Insurance AC.85 01 06 1.8 Includes copyrighted material of Insurance Services Office Inc.,with its Permission. Page 5 of 7 C. SECTION V -DEFINITIONS is changed by adding the following:. As used in this endorsement provision, the following definitions apply: "Total loss" means a "loss" in which the cost of repairs plus the salvage value exceeds the actual cash value. A "balloon loan" is one with periodic payments that are insufficient to repay the balance over the term of the loan, thereby requiring a large final payment. 17. GLASS REPAIR-WAIVER OF DEDUCTIBLE Paragraph D. Deductible of SECTION III -PHYSICAL DAMAGE COVERAGE is;amended by the addition of the following: No deductible applies to glass damage if the glass is repaired rather than replaced. 18. PARKED AUTO COLLISION COVERAGE(WAIVER OF DEDUCTIBLE) Paragraph D. Deductible of SECTION III - PHYSICAL DAMAGE COVERAGE is amended by the addition of the following: The .deductible does not apply to 'loss" caused by collision to such covered "auto" of the private passenger type or light weight truck with a gross vehicle weight of 10,000 lbs. or less as defined by the manufacturer as maximum loaded weight the "auto" is designed to carry while it is: a. In the charge of an "insured"; b. Legally parked; and c. Unoccupied. The "loss" must be reported to the police authorities within 24 hours of known damage. The total amount of the damage to the covered "auto" must exceed the deductible shown in the Declarations. This provision does not apply to any 'loss if the covered "auto" is in the charge of any person or organization engaged in the automobile business. 19. TWO OR MORE DEDUCTIBLES Under SECTION III - PHYSICAL DAMAGE COVERAGE, if .two or more company policies or coverage forms apply to the same "accident", the following applies to Paragraph D. Deductible: a. If the applicable Business Auto deductible is the smaller :(or smallest) deductible, it will be'waived; or b. If the applicable Business Auto deductible is not the smaller (or smallest) deductible , it will be reduced by the amount of the smaller (or smallest) deductible; or c. If the "loss" involves two or more Business Auto coverage forms or policies, the smaller (or smallest) deductible will be waived. For the purpose of this endorsement, company means any company that'is part of the Liberty Mutual Group. 75 SECTION IV -BUSINESS AUTO CONDITIONS is amended as follows: 20. UNINTENTIONAL FAILURE TO DISCLOSE HAZARDS SECTION IV- BUSINESS AUTO CONDITIONS, Paragraph B.2. is amended by adding the following: If you unintentionally fail to disclose any hazards; exposures or material facts existing as of the incep- tion date or renewal date of the Business Auto Coverage Form, the coverage afforded by y this policy will not be prejudiced. However, you must report the undisclosed hazard of exposure as soon as practicable after.its discovery, and we have the right to collect additional premium for any such hazard or exposure. © 2017,Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material of InsuranceInc Services Office, .,with its Permission. Page 6 of 7 21. AMENDED DUTIES IN THE EVENT.OF ACCIDENT, CLAIM, SUIT, OR LOSS SECTION IV -BUSINESS AUTO CONDITIONS, Paragraph A.2.a. is replaced in its entirety by the follow- ing: a. In the event of"accident", claim, "suit" or"loss", you must promptly notify us when it is known to: (1) You, if you are,an individual; (2) A partner, if you area partnership; (3) Member, if you are a limited liability company; (4) An executive officer or the "employee" designated by the Named Insured to give such notice, if you are a corporation. To the extent possible, notice to us should include: • (a) How, when and where the "accident" or "loss" took place; (b) The"insureds" name and address; and (c) The names and addresses of any injured persons and witnesses. 22. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US SECTION IV - BUSINESS AUTO CONDITIONS, Paragraph A.5. Transfer Of Rights Of Recovery Against Others To Us, is amended by the addition of the following; If the person or organization has in a written agreement waived those rights before an "accident" or "loss", our rights are waived also. 23. HIRED AUTO COVERAGE TERRITORY SECTION IV BUSINESS AUTO CONDITIONS, Paragraph B.7. Policy Period, Coverage Territory, is. amended by the addition of the following: f. For"autos" hired 30 days or less, the coverage territory is anywhere in the world, provided that the "insured's" responsibility to pay for damages is determined in a "suit", on the merits, in the United States, the territories and possessions of-the United. .States of America, Puerto Rico or Canada or in a settlement we agree to. This extension of coverage does not apply to an "auto" hired, leased, rented or borrowed with a driver. 24. PRIMARY AND NON-CONTRIBUTING IF REQUIRED BY WRITTEN CONTRACT OR WRITTEN AGREE- MENT The following is added to SECTION IV -BUSINESS AUTO CONDITIONS, General Conditions, B.5. Other Insurance and supersedes any provision to the contrary: -This Coverage Form's Covered Autos Liability Coverage is primary to and will not seek contribution from any other insurance available to an "insured" Under your policy provided that: • 1. Such "insured" is a Named Insured under such other insurance; and 2. You have agreed in a written contract or written agreement that this insurance would be primary' and would not seek contribution from any other insurance available.to such "insured". SECTION V -DEFINITIONS is amended as follows: 25. BODILY INJURY REDEFINED Under SECTION V-DEFINITIONS, Definition C..is.replaced by the following: "Bodily injury" means physical •injury, sickness or disease sustained by a person, including mental anguish, mental injury, shock, fright or death :resulting from any of these at any time. 0 2017 Liberty Mutual Insurance AC 85 01 06 18 Includes copyrighted material'of Insurance Services Office Inc with its Permission. Page 7 of 7 CA 00 01 03 06 BUSINESS AUTO COVERAGE FORM Various provisions in this policy restrict coverage. SECTION 1 - COVERED AUT OS Read the entire policy carefully to determine rights, duties and what is .and is not covered. ITEM TWO of the Declarations shows the "autos" that are covered "autos" for each of your cov- Throughout this policy the words "you" and erages. The following numerical symbols de- "your" refer to the Named Insured shown in the scribe the "autos" that may be covered "autos". Declarations. The words "we", "us" and "our" The symbols entered next to a coverage on the refer to the Company providing this insurance. Declarations designate the only "autos" that are Other words and phrases that appear in quotation covered "autos". marks have special meaning. Refer to. Section V - A. Description Of Covered Auto Designation Definitions. Symbols Symbol Description Of Covered Auto Designation Symbols 1 Any "Auto" 2 Owned Only those "autos" you own (and for Liability Coverage any "trailers" "Autos" you don't own while attached to power units you own.) This includes Only those "autos" you acquire ownership of after the policy begins. 3 Owned Only the private passenger "autos" you own. This includes those private Private passenger "autos" you acquire ownership of after the policy begins. Passenger "Autos" Only 4 Owned Only those "autos" you own that are not of the private passenger type "Autos" Other (and for Liability Coverage any "trailers" you don't own while attached Than Private to power units you own). This includes those "autos" not of the Passenger private passenger type you acquire ownership of after the policy begins. "Autos" Only 5 Owned Only those "autos" you own that are required to have No-Fault benefits "Autos" in the state where they are licensed or principally garaged. This Subject includes those "autos" you acquire ownership of after the policy begins To No-Fault provided they are required to have No-Fault benefits in the state where they are licensed or principally garaged. 6 Owned Only those "autos" you own that because of the law in the state where "Autos" they are licensed or principally garaged are required to have and Subject cannot reject Uninsured Motorists Coverage. This includes those To A "autos" you acquire ownership of after the policy begins provided Compulsory they are subject to the same state uninsured motorists requirement. Uninsured Motorists Law 7 Specifically Only those "autos" described in Item Three of Declarations for which Described a premium charge is shown (and for Liability Coverage any "trailers" "Autos" you don't own while attached to any power unit described in Item Three). 8 Hired "Autos" Only those "autos" you lease, hire, rent -or.borrow. This does not include Only any "auto" you lease, hire, rent, or borrow from any of your "employees", partners (if you are a partnership), .members (if you are a limited liability company) or members of their. households. CA 00.01 03 06 ©ISO Properties, Inc., 2005. Page 1 of 13