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2020-056 PO 20200415- Carollo Engineers Inc
� I Purchase Order Ina • Fiscal Year 2020 Page: 1 of: 1 B City of Ashland �j F�17 �tl 1�� fir L l l I ATTN:Accounts Payable = 20 E.Main Purchase 2On0041 5 Ashland,OR 97520 Order# G L T Phone:541/552-2010 O Email:payable@ashland.or.us V H C/O;Public Works Department E CAROLLO ENGINEERS, INC I 51 Winburn Way PO BOX 30835 p Ashland,OR 97520- 0 SALT LAKE CITY, UT 84130-0835 Phone:541/488-5347 R O Fax:541/488-6006 =,=I utCu _ c l { ft11iTEGFTi�� rll*is �l a I Ir — - - Paula Brown 4,1E5 04/30/2020 04/30/2020 69 FOB ASHLAND OR/NET30 - Cit Accounts_P_a able €31 - . =I�t t at 11 ice' [. = - 6 f [a14s! = l}(=�(1�:�:(�] t�l� WW1?Disinfection System 1 WWTP Disinfection System Upgrade Project 1 $145,662.0000 $145,602.00 Personal Services Agreement(Greater than$25,000) Completion date: 05/31/2021 Project Account: E-201925-9,99 Project Account: E-201925-999 - • ******** GL SUMMARY*********k***** - 086100-704200 $116,529.60 086300-704200— • $29,132.40 • • • By: Date. Authorized Signature` 146 662:00 I I FORM#3• CITY OF• > v-e, D l A5 ' LAND A rogt)o t for a Ptll'6' JO Ord01' IREQ( jqSq'q q®fly • Dale f request: 0412012020 • Required date(or delivery; Vendor Name CaEngineers,rs,Ino. Address,City,State,Zip 707 SW Washington Street,Suite 500 Portland,OR 97205 Contact Name&Telephone Number Dan Leff Ilia 608-227-1885 •. • Email address I 'SOURCING METHOD . .- 0 POW ❑ Fmoraencv ❑ Reason for exempflon; 0 invitation to Bid 0 Form 1113,Written findings and.Auihorizabon . ❑ AMC 2.50 Date approved by Council: ❑ Wrillen quote or proposal attached ! ; ❑ Written quote or proposal attached (Attach copy of council communicallon) Of council approval required,attach copy of CC) I ' ❑ Small Procurement ❑ Request(Or Proposal Cooperative Procurement . pot encoding$5,000' Date approved by Council: • 0 ,State of Oregon 0 Direct Award _(Attach copy ofcoun:lcommunicallen) ' •Contract# 0 VeibaW/ritten bid(s)or proposal(s) p Request tar QuaiiflcntlOns(Public Works) 0 State of Washington Date approved by Council:04107/2020 . Contract 11 In(Mach copy of councicommuntcabon) ❑ Other government agency contract intermediate Procurement 0 Soie Source Agency • GOODS&SERVICES 0 ApplioableForm(f15,6,7or0) Contract# Greater than$5.000 and loss than$100:000 ❑ Written quote or proposal attached Jntercrovernmental Anreement ❑ (3)Written bids&solicitation attached ❑ Form 114,Personal Services$5K to$76K Agency • PERSONAL SERVICES 0 Special Procurement 0 Annual cost to City does not exceed,$26,000. Greater than$5.000 end less than$75,000 0 Form 119,Request for Approval Agreement approved by Legal and approvedlstgned by ❑ Less than$35,000,by direct appointment 0 Written quote or proposal attached City Administrator.AMC 2.50.070(4) ❑ (3)Written proposals&solicitation attached Date approved by Council Cl Annual cost to City exceeds woo,Council . ❑ Fcrmll4,Personal Services$5IC to$76K Valid unfit (Date) *royal required.(Attach copyof council communication) Description of SERVICES ' Total Cost WWTP Olsinfection System Upgrade Project $ 145,662.00 Item 0 Quantity Unit . 'Description of MATERIALS ' . Unit Price. Total Cost • ❑u Per attached quote/proposal TOTAL COST $' Project Number 2 0 1 0 2 6-• ___ Account Number o o e a 0 0.7 0 4:2 0 0 dbaG,I i 3�,1..1.0• Account Number 0 a s 1 0 0.7 04'2 0 0 -Account Number - , • $11 LPIVI.C,l,{o ' • 'Expenditure must be charged to the appropriate account numbers forlhellnanclels to accurately relied the actual expenditures lT Director In collaboration with department to approve all hardware end software purchases: , ' . iT Director 'Date Support-Yes/No. By signing lidsrequislllon form,1certify Urraaltthhe City's pith (ccontractingrequlfementshove been satisfied. .1Employee:p�'A.YV6ii) QQ/t I Oa DeparlmentHead: Zghe�tzozb • E tooraronle_rlban$5,000) Department Managerlsupervlsor: City Administrator: - , uoli. (Equal to-or grasteerrihan$25,000) Funds appropriated for current fiscal year: (5)!NO - -76-e11.2(7--'------ �_. �/yito rr dedieit•Finance Director=(aquallo orgrealorlhan$5,000) •Date Comments: • Form113-Requlsflon . , • PERSONAL SERVICES AGREEMENT (GREATER THAN$25,000.00) CONSULTANT: Carollo Engineers,Inc. • CITY OF CONSULTANT'S CONTACT: Dan Laffitte ASHLAND 20 East Main Street ADDRESS: 707 SW Washington Street, Suite 500 Ashland,Oregon 97520 • Portland,Oregon 97205 Telephone: 541/488-5587 Fax: 541/488-4006 TELEPHONE: 503-227-1885 • This Personal Services Agreement(hereinafter«Agreement ) is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Carollo Engineers, Inc., a foreign business corporation ("hereinafter "Consultant"), for WWTP Disinfection System Upgrade Project. , 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 May 31,2021. • 2. Scope of Work: Consultant will provide WWTP Disinfection System Upgrade Project as more •• fully set forth in the Consultant's Scope of Work dated March 09,2020,which is attached hereto as"Exhibit A"and incorporated herein by this reference. Consultant's services are collectively referred to in this Agreement as the"Work." 3. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other • supporting documents shall be construed to be mutually complementary and supplementary wherever possible. In the event of a conflict which cannot be so resolved,the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. 4. All Costs Borne by Consultant: Consultant shall,at its own risk,perform the Work described • • above and,unless otherwise specified in this Agreement,furnish all labor,equipment,and materials required for the proper performance of such Work. Page 1 of 7: Personal Services Agreement with Carollo Engineers,Inc. • • 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. 6. Compensation: City shall pay Consultant at the hourly rates and for the amounts actually incurred for any subcontracting or other activities as set forth in Consultant's fee schedule entitled"City of Ashland,Oregon,UV Improvement Project Level of Effort"dated March 9, 2020,which is attached hereto as"Exhibit"D"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$145,662.00(one hundred forty-five thousand six hundred sixty-.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,work product,'or other documents produced in furtherance of this Agreement belong to the City,and.any copyright,patent,trademark proprietary briny other protected intellectual property rightshall'vest in and is hereby assigned • to the Ci ... .... 8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220,279B.230 and 279B.235. 9. Living Wage Requirements:.If the amount of this Agreement is$21,507.75 or more, Consultant is requiredto comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in that chapter,to all employees performing Work under this Agreement and to any Subcontractor who performs 50%or more of the'Work under this Agreement. Consultant is also required to post the notice attached hereto`as"Exhibit B"predominantly in areas where it will be seen by all employees. 10. Indemnification: Consultant hereby agrees to defend, indemnify,save,and hold City,its officers,employees,and agents harmless from any and all losses,claims,actions,costs, expenses,judgments,or other damages resulting from injury to any person(including injury resulting in death),or damage(including loss or destruction)to property,of whatsoever nature arising out of or incident to the performance of this Agreement by Consultant(including but not . limited to, Consultant's employees,agents, and others designated by Consultant to perform Work or services attendant to this Agreement). However,Consultant shall not be held responsible for any losses,expenses,claims,subrogations,actions,costs,judgments,or other damages,caused solely by the negligence of City. • 11. Termination: Page 2 of 7: Personal Services Agreement with Carollo Engineers,Inc. • a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. b. City's Convenience. This Agreement may be terminated by City at any time upon not less than thirty(30)days'prior written notice delivered by certified mail or in person. c. For Cause. City may terminate or modify this Agreement,in whole or in part,effective upon delivery of written notice to Consultant, or at such Iater date as may be established by City under any of the following conditions: ' i. If City funding from federal,state,county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified,changed,or interpreted in • such a way that the services are no longer allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement;or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied,revoked, suspended,or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this Agreement in the event of a breach of • the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If • the party committing the breach has not entirely cured the breach within fifteen(15) days of the date of the notice,or within such other period as the party giving the • notice may authorize in writing,then the Agreement may be terminated at any time • thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this Agreement. City,by written notice to Consultant of default or breach, may at any time terminate the whole or any part of this Agreement if Consultant fails to provide the Work called for by this Agreement within the time specified herein or within any extension thereof. iii. The rights and remedies of City provided in this subsection(d)are not exclusive and are in addition to any other rights and remediea provided by law or under this Agreement. e. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant to subsections a,b,or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However,upon receiving a notice of termination(regardless whether such notice is given pursuant to Subsection a,b,c,or d of this section,Consultant shall immediately cease all activities under this Agreement,unless expressly directed otherwise by City in the notice of termination.Further, upon termination,Consultant shall deliver to City all documents, • Page 3 of 7: Personal Services Agreement with Carollo Engineers,Inc. • • • information,works-in-progress and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 12. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers''compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is a subject employer that will comply with ORS 656.017. 13. Assignment: Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or'subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them,and the approval by City of any assignment or subcontract of the Work shall not create any contractual relation between the assignee or subcontractor'and City. • 14. Default. The Consultant shall be in default of this Agreement if Consultant: :commits any material breach or default of any covenant,warranty,certification,or obligation under the • Agreement;institutes an action for relief in bankruptcy or has instituted against it an action for insolvency;makes a general assignment for the benefit of creditors;or ceases doing business on a regular basis of the type identified 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 Comperisation•insu•ance in compliance with ORS 656.017,which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. 'Professional Liability insuranee'with a combined single limit,-or the equivalent,of not less than$2,000,000(two million dollars)per occurrence. This is to cover any:damages caused by error,omission or negligent acts related to the Work to be provided under this Agreement. c. General Liability insurance with a'combined single limit, or the equivalent,of not less than $2,000,000(two million dollars)per occurrence for Bodily Injury,Death,and Property Damage. d. Automobile Liability insurance with a combined single limit,:or the equivalent,of not less than$1,000,000(one million dollars)for each accident for Bodily:Injury and Property Damage,including coverage for owned,hired or non-owned vehicles,as applicable. e. Notice of cancellation or change. There shall be no cancellation,material°change,reduction of limits or intent not to renew the insurance coverage(s)without thirty(30)days'prior written notice from the Consultant or its insurer(s)to the City. f.• Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, • Oregon,and its elected officials,officers and employees as Additional Insureds on any insurance policies,excluding Professional Liability and Workers' Compensation,required • • herein,but only with •• Page 4 of 7: Personal Services Agreement with Carollo Engineers,Inc. • • respect to Consultant's services to be provided under this Agreement.The consultant's .insurance is primary and non-contributory.As evidenceof 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 E be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles,self-insured retentions, and/or self-insurance. 16. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race,color, religion,creed,sex,marital status,familial status or domestic partnership,national origin, age, mental or physical disability,sexual orientation,gender identity or source of income,suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes,rules and regulations; Further, Consultant agrees not to. discriminate against a disadvantaged business enterprise,minority-owned business,woman- owned business,a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. • • 17. Consultant's Compliance With Tax Laws: 17.1 Consultant represents and warrants to the City that: 17.1.1 Consultant shall,throughout the term of this Agreement, including any extensions hereof,comply with: (i)All tax laws of the.State of Oregon, including but not limited to ORS 305.620 and ORS Chapters 316,317,and 318; . (ii) Any tax provisions imposed by a political subdivision of the State of Oregon • applicable to Consultant;and (iii) Any rules,regulations,charter provisions,or ordinances that implement or enforce any of the foregoing 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. Notice. Whenever notice is required or permitted to be given under this Agreement,such notice shall be given in writing to the other party by personal delivery,by sending via a reputable commercial overnight courier,by mailing using registered or certified United States mail,return receipt requested,postage prepaid,or by electronically confirmed at the address or facsimile number set forth below: Page 5 of 7: Personal Services Agreement with Carollo Engineers,Inc. • If to the City: . • Public Works Department Attn: Contract Administrator 20 East Main Street Ashland,Oregon 97520 With a copy to: City of Ashland—Legal Department 20 E.Main Street • Ashland, Oregon 97520 Phone: (541)488-5350 If to Consultant: Carollo Engineers,Inc. • Dan Laffitte • 707 SW Washington Street; Suite 500 Portland,Oregon 97205 19. Governing Law. This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court,in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to • maintain an action under this Agreement in any other venue,and expressly consents that,upon motion of the other party,any case may be dismissed or its venue transferred,as appropriate,so as to effectuate this choice of venue. 20. Amendments. This Agreement may be amended only by written instrument executed by.both parties with the same formalities as this Agreement. 21. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement attributable to Work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion,to continue to make payments under this Agreement. In the event City has insufficient appropriations,limitations or other expenditure authority,City may terminate this Agreement without penalty or liability to City,effective upon • the delivery of written notice to Consultant,with no further liability to Consultant. 22. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE UNDERSTANDING AND AGREEMENT BETWEEN THE PARTIES. NO WAIVER, . CONSENT,MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER,CONSENT,MODIFICATION OR CHANGE,IF MADE,SHALL BE EFFECTIVE • • Page 6 of 7: Personal Services Agreement with Carollo Engineers,Inc. • I ! • • • ONLY (N THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS,AGREEMENTS,OR REPRESENTATIONS,ORAL OR WRITTEN,NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. CONSULTANT,BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE,HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT,UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 23. Certification. Consultant shall sign the certification attached hereto as"Exhibit C"and incorporated herein by this reference. • CITY OF ASHLAND: // CAROLLO ENGINEERS,INC.(CONSULTANT): By: By: 2.;ifens.+ City Administrator Signature • Aleio, JudeZiai4f D.Grounds Printed Name Printed Nanic • V o%a,ao Vice President • • Date Title April 27,2020 Date Purchase Order No• ✓TW-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: LAssistanl City Attorney • j7t . L>tl'T 17e. � Z0Zv .:,erruiJ . .. Date , t �' r r.� e • �c7-(e • • Page 7 017: Personal Services Agreement with Carollo Engineers,Inc. • • Exhibit A CITY OF ASHLAND WASTEWATER TREATMENT PLANT UV DISINFECTION SYSTEM UPGRADE PROJECT SCOPE OF WORK INTRODUCTION The City of Ashland(City)wastewater treatment plant's existing ultraviolet(UV)disinfection process is dated and difficult to operate and maintain. The purpose ofthis project is to replace the existing UV equipment with new equipment that meets treatment capacity needs and current and potential future regulatory requirements.:Under:this project Carollo Engineers,Inc,.(Consultant)will evaluate UV equipment vendors(Vendor)whose equipment can fit within the existing building envelope and meet existing hydraulic and mechanical piping conditions,develop bid documents,including drawing'and technical specifications,' to install a new UV disinfection system.,Oregon Department of Environmental.;Quality Clean Water.5tate Revolving Funds(SRF)will not be used forfunding this project. . Consultant will identify design criteria forthe new UV disinfection system,assist the City in selecting a preferred Vendor based on equipment proposal evaluations,prepare bid-ready documents for Securing bids from Contractors,and provide bidding services. The work will be performed underfour primary tasks as follow: Task 1 UV Technology Evaluation and Basis of Design Summary Task 2 Final Design Services Task 3 Bidding Support Services Task 4 Project Management Services. The City will select a preferredVendor during preliminary design efforts that will be usedas a basis for development ofthe.bidding documents,Alternativestothe base bid system will be named in the UV specification with no other alternatives allowed.The bid form will require a lump sum amount based on the preferred Vendor's systern with a deducted or added amount to be,included by bidders for other named systems.The City may select an alternative Vendor if deemed advantageous Bidders will also be required to identify changes required to the design,drawings,and specifications to implement any system other than the base bid. Consultant will coordinate with local Bonneville Power Administration's Energy Smart incentive funding program representatives to allow for auditor to evaluate incentive potential based on capital and:long-term operation and maintenance cost. Consultant will prepare written project documents and technical specifications in Microsoft Word and drawings in Bentley MicroStation with 22-inch by 34-inch full-size drawing format,Consultant will provide PDF copies of all as deliverables for City review and comment. For each;rev„iew submittal,City will provide written responses in form to be provided by the Consultant. At the request of the City,the Consultant could also provide the following additional services: o Computational Fluid Dynamic(CFD)hydraulic modeling of the new UV disinfection system if required by DEQ.for approval/acceptance. This is not anticipated and typically,UV disinfection system Vendors have performed this level of analysis already when validating equipment performance: o Daily or full-time field inspection services in addition to those described in the Scope of Work below. o Arc-flash shock hazard analysis and/or a power distribution study of existing or new electrical equipment as is warranted by the National Electric Code(See NFPA 70E-2012 130.4)adopted by the City and/or as directed by the City. eC: P19414 - Pagelof6 pw://Camilo/DocumentsfellentiOR/Ashland/ProposalsMwl'P UV Disinfection System Upgrade/Scope and Budget/Scope/Scope Ashland UV • Integrating the new UV disinfection system provided by the Vendor with the City's existing Supervisory Control and Data Acquisition(SCADA)network. The Consultant can program the City's SCADA network to include new UV disinfection system alarms,controls and control strategies.It is anticipated that this work will be completed by the installing Contractor or the City will contract this work separately,outside of this contract with Consultant. The Consultant will provide the following professional services listed in the detailed scope of work included below. SCOPE OF WORK TASK 1 UV TECHNOLOGY EVALUATIONS AND BASIS OF DESIGN SUMMARY Under this task the Consultant will perform the following activities: 1. Contact and solicit input from DEQ on future disinfection permit requirements though up to two conference calls.Prepare brief meeting summary for each. 2. Develop protocol for City coordinated collimated beam tests and additional UVT Sampling. Consultant shall provide a sampling and laboratory testing protocol for the City to reference and help the City evaluate laboratory test results. 3. Review operational data from the City including: a. Three-years of most recent operational data,including final effluent water quality,flowrates (seasonal and diurnal at 10 min intervals),chemical cleaning,any outages and/or alarms and maintenance/replacement schedules; b. Facility PLC/SCADA standards and any related alarms/indlication and control strategies; c. As-built drawings of the existing disinfection facility 4. Based on regulatory outreach and information review,prepare;for and facilitate a conference call with the City to discuss and develop consensus on system UV design dose and unit process redundancy requirements. Prepare brief meeting summary. 5. Based on selected design dose and review of existing system information,Consultant will contact vendors and ask for updated reactor recommendations. Electrical and standard control packages will also be requested from the Vendors for consideration by Consultant and City staff. 6. Basis of Design&Preferred Vendor WebEx. Prepare for preferred Vendor selection and basis of design WebEx and develop presentation summarizing the following: a. Collimated beam test. b. UVT data. c. Regulatory requirements. d. Vendor systems including access,operations,cleaning requirements,number of lamps,capital costs,operating costs,and overall life cycle costs.This information will be discussed and referenced in determine a Preferred Vendor. e. Unit reactor hydraulic and facility hydraulic requirements f. Facilitate up to 2-hour WebEx to allow for: i. Review of vendor proposals. ii. Selection of preferred vendor. iii. Prepare draft meeting minutes,decision log,action log and updated presentation to serve as basis of design. iv. Address any City comments on basis.of design documents and finalize. 7. Facilitate conference call with BPA Energy Smart incentive contact and allow for their evaluation of potential for energy efficiency funding.Prepare information in format required for the BPA Energy • Smart incentive contact to perform an incentive funding evaluation. QCarekr Page 2 of 6 pw://Carollo/Documents/CIIent/OR/Ashiand/ProposalsNWVTP UV Disinfection System Upgrade/Scope and Budget/Scope/Scope_Ashland_UV • Task 1 Assumptions: 1. City staff to coordinate,collect,and ship collimated beam test samples to qualified testing laboratory per Consultant protocol recommendations 2. City staff to participate in regulatory conference calls with DEQ. 3. City to provide water quality data for last three years,including total suspended solids(TSS), UV dose,turbidity,pH,water temperature and final effluent E. coli counts. 4. City to provide all as-built and supporting documents for the existing UV disinfection system, including any modifications since the initial installation,required plant process data,electrical power and staffing rates for life cycle cost analysis. 5. Anticipated scope of work will include design of mechanical process and necessary supports, electrical and control/SCADA modifications to accommodate new UV disinfection system. Discipline design for the following is not anticipated: a. Building(i.e.,Architectural and HVAC/Plumbing). b. Electrical duct banks or civil work other than that required for the cleaning system storage tank. c. Structural improvements including new building penetrations and monorail. 6. City to have operations,maintenance and electrical staff available to participate in full duration of Basis of Design&Preferred Vendor WebEx. 7. Vendor standard controls will be provided for interface with City's SCADA system. 8. New UV disinfection system will be designed for Max Month Dry Weather Flow of 3.3 MGD with one of two reactor trains out of service and a peak hour wet weather flow of 11.4 MGD with both reactor trains in service as stated in August 2019 WWTP Facilities Assessment and Major Process. 9. Local Bonneville Power Administration's Energy Smart incentive funding program representative to determine available incentive funding based on Consultant provided equipment cost,energy requirements and life cycle analysis. 10. The UV system will fit within the existing hydraulic profile and hydraulic modeling will be limited to max upstream and downstream water surface elevations indicated in the 1998 hydraulic profile. 11. The approved final meeting minutes,decision log,action log and presentation will serve as the basis of design report. Task 1 Deliverables: 1. Collimated beam test and UVTtesting protocols. 2. Regulatory outreach emails and meeting minutes. 3. Vendor outreach proposals. 4. Draft and final meeting minutes,decision log,action log and updated presentation to serve as basis of design. TASK 2 FINAL DESIGN SERVICES Under this task the Consultant will prepare specifications and drawings for bidding and construction of the UV disinfection system upgrades. 1. 80%deliverable design activities include: a. Prepare for and facilitate full day site visit and workshop. UV,Electrical/Instrumentation discipline leads and Consultant project manager will attend the workshop to allow for site investigations. Topics for review and discussion will include construction phasing and sequencing,contractor access and laydown areas,mechanical and electrical equipment preferences. During the site visit, CCCar fie Page3of6 pw://Carollo/Documents/Client/OR/Ashland/ProposalsMiwfP UV Disinfection System Upgrade/Scope and Budget/Scope/Scope Ashland_UV a conference call with the City's preferred SCADA system'',integrator will be facilitated to collect necessary information to allow forSCADA control strategy design and necessary integration programming. b. Prepare meeting minutes documenting decisions and City preferences. c. Complete deliverable design drawings and certain technical specifications. d. Perform internal QA/QC review and provide comments on 80%complete final design deliverable. e. For City budgetary purposes,prepare an opinion of probable construction cost. f. Address internal QA/QC comments and deliver to City. g. Prepare for and facilitate review conference call. h. Update decision and action item logs. 2. 99%deliverable activities include: a. Address City review comments and prepare 99%deliverable drawings and specifications. b. Perform internal QA/QC of 99%deliverable. c. Address internal QA/QC review comments and deliver to City,DEQ and City Building Department. d. For City budgeting purposes,prepare an opinion of probable construction cost. e. Prepare for and facilitate review conference call. 3. Consultant will prepare Building Department permit application and facilitate up to two conference calls with Building Department officials. 4. Consultant will facilitate one conference call with Oregon DEQ to review contract documents. 5. Bidding Documents activities include: a. Address City,DEQ and City Building Department review comments and produce bid documents b. Issue to the City for distribution to bidding Contractors. Task 2 Assumptions: 1. Consultant standard bidding and contract forms(i.e.,"front end"as Divisions 0 and 1)and technical specifications will be used: 2. City will provide access to preferred SCADA system integrator for up to a 2-hour phone call for SCADA design and programming design requirements. 3. Design documents will require Contractor to perform short-circuit,coordination,and Arc-Flash hazard evaluation and submit for Consultant review. Contractor to provide necessary arc-flash labeling language for the City to apply. 4. Drawings will be developed using Consultant CAD,abbreviations,legends and symbols. 5. City to provide written comments in excel based format in form to be provided by the Consultant. 6. The 99%complete final design deliverable will be stamped by Professional Engineers licensed in the State of Oregon for building department and DEQ reviews. 7. The final bidding documents will include digital Professional Engineer's seals and signatures for licensed professional engineers in the State of Oregon. The City will reproduce documents as necessary and distribute to City staff and interested Contractors. 8. City project manager and required support staff,Consultant structural discipline lead and project manager to attend building department conference calls! 9. The 99%complete final design deliverable will be used by City staff to secure City Council approval. Consultant time to participate in this meeting is not included. 10. City will distribute electronic PDF copies of bid documents to bidding Contractors or will distribute hard copies. Consultant will deliver one set of original bid documents and an electronic PDF copy to the City. cccar lo- Page4of6 pw://Carollo/Documents/Client/OR/Ashland/Proposals5 WVTP UV Disinfection System Upgrade/Scope and Budget/Scope/Scope Ashland UV 11. Seismic evaluation of existing building and improvements will not be required. 12. Geotechnical investigations are not required. Task 2 Deliverables: The following deliverables will be prepared by the Consultant and submitted to the City for review and comment: 1. Design Workshop and Site Visit Meeting Summary documenting decisions and City preferences. 2. 80%drawings and specifications and opinion of probable cost. 3. 99%drawings and specifications and opinion of probable construction cost. 4. Complete set of bid documents. 5. Building Department building permit application. TASK 3 BIDDING SUPPORT SERVICES The City will advertise the project,print and distribute bid documents,manage communications with prospective bidders,conduct the pre-bid conference, issue addenda,receive and evaluate bids and award the construction contract. The Consultant will perform the following tasks as requested by the City: 1. Attend the pre-bid conference. 2. Provide responses to bidder's questions. 3. Prepare addenda to clarify and or modify the project bidding documents. 4. The City will award the contract,issue notice of award and notice to proceed to Contractor. Task 3 Assumptions: 1. Conformed documents,including addenda items,will not be provided. 2. An allowance of 18 hours is included for addressing bidder questions and preparing addenda. Task 3 Deliverables: 1. Responses to bidder's questions. 2. Comments to draft addendums. 3. Letter of recommendation to award. TASK 4 PROJECT MANAGEMENT SERVICES Under this task the Consultant will plan and execute the work in accordance with the schedule and budget expectations that are established in this Scope of Work. Task 4 Activities: 1. Project Management Plan. Prepare,update and maintain a work plan and project instructions with the following key items: a. Scope of Work,Project Milestones,and Budgets. b. Project Team Directory and Communication Protocol. c. Project Document Criteria. d. Decision Log. 2. Quality Control. The Consultant will monitor the quality of deliverables throughout the project using senior staff,technical lead experts and design discipline leads. Internal quality control reviews will take place before deliverables are submitted to the City. CCCara/f ` Page 5 of 6 pw://Carollo/Documents/Client/OR/Ashland/ProposalsMwlP UV Disinfection System Upgrade/Scope and Budget/Scope/Scope_Ashland UV . 4 3. Internal and External Team Management.Conduct regular project team meetings to review project- status and coordinate project work and details.Document meeting decisions and action items,assign work activities to team members,and follow up with team members to ensure timely performance of work. 4. Progress Monitoring,Reporting,and Invoicing: a. Attend or hold teleconferences on a monthly basis,or as 'required by the City's project manager,to review project status. b. Monitor project progress including work completed,work remaining,budget expended,schedule, estimated cost of work remaining,and estimated cost at completion. c. Monitor project activities for potential changes,anticipate changes whenever possible,and with City's approval,modify project tasks,task budgets,and approach to keep the overall project within budget and on schedule. d. Prepare monthly invoices to be accompanied by a progress report that provides a narrative status report,project expenditure cost table by task,and summary of project schedule status. Task 4 Deliverables: 1. Monthly Invoices and Progress Reports. • CCCa!' ufsr Page6of6 pw://Carollo/Documents/Client/OR/Ashland/ProposalsNvwlP UV Disinfection System Upgrade/Scope and Budget/Scope/Scope_Ashland_UV EXHIBIT B CITY OF ASHLAND, OREGON City of Ashland LIVING ALL employers described WAG E below must comply with City of Ashland laws regulating •a ment of a livin. wase. $15.39 per,hour, effective June 30 2019. The Living Wage is adjusted annually every Val June 30 by the,Consumer Price Index. Employees must be paid a portion of business of their 401K and IRS eligible living wage: employer, if the employer has cafeteria plans(including ten or more employees, and childcare) benefits to the has received financial amount of wages received by assistance for the project or the employee. > For all hours worked under a business from the City of service contract between their Ashland in excess of > Note: For temporary and employer and the City of $21,507.75. part-time employees,the Ashland if the contract Living Wage does not apply exceeds$21,507.75 or more. > If their employer is the City of to the first 1040 hours worked Ashland, including the Parks in any calendar year. For > For all hours worked in a and Recreation Department. more details, please see month if the employee spends Ashland Municipal Code 50%or more of the > In calculating the living wage, Section 3.12.020. employee's time in that month employers may add the value working on a project or of health care, retirement, For additional information: Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, 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 Page 1 of 1 EXHIBIT B EXHIBIT C CERTIFICATIONS/REPRESENTATIONS: Consultant,by and through its authorized representative,under penalty of perjury,certifies that(a)the number shown on the attached W-9 form is its correct taxpayer ID(or is waiting for the number to be issued to it and(b)Consultant is not subject to backup withholding because: (i)it is exempt from backup withholding,or(ii)it has not been notified by the Internal Revenue Service(IRS)that it is subject to backup withholding as a result of a failure to report all interest or dividends,or(iii)the IRS has notified it that it is no longer subject to backup withholding. Consultant further represents and warrants to City that (a)it has the power and authority to enter into this Agreement and perform the Work,(b)the Agreement,when executed and delivered,shall be a valid and binding obligation of Consultant enforceable in accordance with its terms,(c)the work under the Agreement shall be performed in accordance with the highest professional standards,and(d)Consultant is qualified,professionally competent,and duly licensed(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. '/r (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 a location of the business. (2)Commercial advertising or business cards or a trade association membership are vz 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. V (5)Labor or services are performed for two or more different persons within a period t% 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's Si�,r ature Date Page 1 of 1 EXHIBIT C Exhibit D City of Ashland,Oregon UV Improvement Project . Level of Effort 3/9/2020 X1-4 '�.'F '3 �%AT. Y i aX,r Y ? :.4 iw iu'`, .c,,, ' 1 .s -' -c- ,ad r,. -t,"' ,,k,4,ct..z �,.., c' '- Y z .,, . ' i' k. ''. 'axs .'l. s n t= 2,34.4; • •.. `"ax, ^ 7 -e, 4' . `- ,.,rY . 4§:�' ` "'a l €. ..., :xi.:to.!..., ';;2�.=. Ai,w, I� LAmw�,4..00.a '.axe.er5 rv0030 40557555 a ww. >01070 " :_t `.04`' ."=Vi:-^'` ,. .;j.: r 1 F :1.-:' r t t 2x4, ¢ zt _ Il` r al t .. '""��".'*s �> r.��� `'x.t # mak'.., �.... �low � �..,t � '! � �� rts ,. Law.PrFa 5„yk:wutidz._..��sn.' . sx-T vnn<rra...,. us.-.,1.a,6M:,.xn�...raW. .r.m. Moak x3. --: . . , .' r'*- 4 _ w 000 T . T.d ` m f=0. oo 1 "-6' #9't frg tt -4',? 4 'k W r STC } `• '. DntinB '...FN and iPalk aul .V PSC] a la TP?ii ;' .0.v,-',.!"..1.:-.14,3*:¢ , v °`.r.=,.�`f.4:- 44.3'8 littl::a,' 'Su > 's.-' -:.r. ....%x••t.53'.• k :k, '.iY -`5 :0's''4 ;. 3rdna o`., ..r3n '': a.,.z.. =,---. 0..... wxma10311 .....c, ... ....---006x=:HauMMo,:c De35x..... 6.3.6.::.^,.i]]S0asa+..stl45.00 - $16535 s�$11.50 =65/640::5,._.,118489=11 itt o Twk I.3.0.01003.2122602 aeaak of DAt. T+kS:r. { ASL. Nh3Y .`riY. i .F;. 3: .x,.cR!fi'-A ss.E 'x; ':Rk Ts. h9:#3t' ':'eBi#N:..c"rv', t:.'6 Ce#Ss Z.Y^a�.t:4L.+"1`Y.iLY.z i^'•.<§.38 x J#,+'3#A; .. ":'.3":0. aeau.eyree.0 2A ] 535]500 Ed CaBidatea Bem..Pr.0.57c 2 - 5550.00 595 EO 335857 ye..dose arta call 2 31,0 000 - -- D esign dara a. aw.9.e.sum an 1 i Tarim su is Eiiro _ ✓endor Outreach 1 5 3805.00 3. 30 - 3984 N sW Prefer/.Venda Wel. 2 4 8 14 32,71000 Eta SO 32 674 2571.29 2 2 9 8 31,240.00 370 EO E1a10 We.61..... 1 1 2 1 5 389070 3. SO 3949 51,35500 382 so 31..7 Prepare.0.8. 1 1 9 5 398003 359 30 31.019 TASK TOTALS 18 18 2 0 0 0 0 . 0 4 71 315,88070 3831 SO 514311 3115k2-Pon0Des188 P08sA8DN0.+%Y.M.l P. =..+dt..k.o- 'R.7.-Y+'.nX4t=:'598:v0.4F7:..="a` ia'..4Lt.^S"&x:•.. _rL:tvx,A9Y.»..2-i,. «:,.>SaY31e?a':. Y3a$'a'.••:•..x. Y..... ......esi•4rr5:(gt£N:119. .a,hn.3lxi'+^.z"' '.?e £.. i-.9 fiimtan'?. ^'-.atbs':+fist.?: Discr......POWalechanealt4 t2 _ . 184 73,41000 SIt St 331.573 5064611/ -, 10 319,570.00 51,117 60 513787 • 513 - 20 - 18 40 ea la. 0145 1.00 31,019 TO 513129 Specufio0ona 10 51,45000 S140 60 31.380 Nee.. 3 9 1 5;]90.x0 Ste? . 53%7 8031 De...5.7a. - Prepare M05'te...Design VArtNep _4 51,80300 5105 . 11,910 Sap 2.and Design 12 12 2 57,100.00 .74 5;500 0.1.1.18.7 PSummary 1 1 1 31.059 011.33 9 31,350.00 370 b 31.420 2 8 1 1 $233300 3152 SO E9.e57 3.10.03 332 SO 31,492_ Update 38130300 ana 8..38.30 t - 1 1 $12 3182 OM Dever. Tea. OApC 1 3450.03 323 EO sari Cost Eslib2 8 3 1 52155.00 5119 SO :34 ndwl...mnfra0 :81 1 4 stance vas TO 51310 BNB.apt Cant Cats &043602 DeparanentCaMeren.Cells 31,12600 359 :o :1,184 Prepare 3u32.9 rnvt ApP.. e 1 3115000S4 31.2. � DEG canlererGl 5800.00 in m 3347 7251,07.2 . 33 a 22 4x 4 99 158 234 11 594 3101,155.40 33,69.80 51,30000 3110,64.80 Task9-8IddinOSuDD0rt5.rvlrxsSEMMI,XsR'.,:. o- K....<.:._e„,.3s.^an,,R:0.'', '..aYi3at.4€4.X.?saX.d3's.fa3:4H:.e2*}<x.. :3P3'.4i.«. '<.'988.,.,sia...&5,2u,1Y a:, :-awu,'�--S32,Ui::rgk n,.l ...,,rv::.-L'3 PmAtla 2A43B wOWM1cervw-498,40,4. 3 4 1 3 8 18 53540.00 5111 33.751 • 3.0end Pre-(68 Nra e 8 37800.00 "591 0500_ ___51,9134 3000 SO f0 TARN TOTALS 10 4 a a 2 0 2 e a a . 55,340.00 330410 3598.04 6.1.30 Ta0x4•P10I5GN Il20$7r010$007002 st3}s t3Y.i7^k wn rrdfi r,..300.'110.:?:*}¥v+Y,r_..+-x: ..Y €e.:bL: .>a-.v:,,..,,.1.i.."Sa'.d+i.:zi" u0. mut.,.^a.a5&.x*F£.o£xsST .Sk30+"e*c`-.'.-xx,ix.+F1-::4 :i3..Cx"tf'6e 2.6.',5m-6e 13..........n'_ Cha'{r.m`P sv.+ecis . .5.00114801. seg.saw PN : - :w' ._ --1e tt. n 16.9x.40 Sue Ea314102 TASK TOTALS 40 a 0 0 0 Ic 0 13 72 513,320 $61 30 514,182 . .+-.-.as .. ..,,L=.4=e.r.,,,,,,-exu-..,..= s.0.,. ..x=ak.t.-J2rve e2PDOJECTTOTALS_=11431 .a55...TX;9'5Oi..,+"...>.12,1,...,,,,42.,..,,,-4a_..va40,, i x231.F;.,r...':214whE'ti».:3031.,. 1_..333:..8+';,.51:3.T38:4,.1,,,108,Bo,.,.:.ir570004.:-te574;682i-„:: 3/20/2020 Business Registry Business Name Search Business Registry Business Name Search 03-20-2020 New Search Business Entity Data 08:53 Registry Nbr Entity Entity Jurisdiction Registry Date Next Renewal Renewal Due? Type Status Date 705854-93 FBC ACT DELAWARE 08-05-2010 08-05-2020 Entity Name ICAROLLO ENGINEERS, INC. 1 Foreign Name New Search Associated Names Type pB PRINCIPAL PLACE OF I:USINESS Addr 1 2700 YGNACIO VALLEY ROAD Addr 2 SUITE 300 CSZ WALNUT CA 94598 Country UNITED STATES OF AMERICA CREEK Please clickhere for general information about registered agents and service of process. Type IAGT REGISTERED AGENT Start Date 2015 05-06- Resign Date A Name IJUDE I (GROUNDS I Addr 1 720 SW WASHINGTON ST STE 550 Addr 2 CSZ PORTLAND IOR 197205 I I Country (UNITED STATES OF AMERICA Type IMALIMAILING ADDRESS I I Addr 1 12700 YGNACIO VALLEY ROAD Addr 2 SUITE 300 CSZ WALNUT CA 94598 Country UNITED STATES OF AMERICA CREEK Type IPRE (PRESIDENT I I Resign Date I J Name BALAKRISHNAN I INARAYANAN I I Addr 1 2700 YGNACIO VALLEY ROAD i Addr 2 SUITE 300 CSZ WALNUT CA 94598 Country UNITED STATES OF AMERICA CREEK Type ISEC (SECRETARY I I Resign Date I Name (MICHAEL IW (BARNES I Addr 1 2700YGNACIO VALLEY ROAD I Addr 2 SUITE 300 CSZ WALNUT CA 94598 Country UNITED STATES OF AMERICA CREEK 1 egov.sos.state.or.us/br/pkg_web_name_srch jnq.show_detl?p_be_rsn=1469970&p_srce=BR INQ&pprint=TRUE 1/2 3/20/2020 Business Registry Business Name Search New Search Name History • Business Entity Name Name Name Start Date End Date Type Status CAROLLO ENGINEERS, INC. EN CUR 08-05-2010 I Please read before ordering Copies. New Search Summary History Image Transaction Effective Name/Agent Available Action Date Date Status Change Dissolved By AMENDED ANNUAL 07-10-2019 FI '' REPORT AMENDED ANNUAL ' Pj ,REPORT 07-09-2018 FI ' AMENDED ANNUAL '' PORT 06-28-2017 FI AMENDED ANNUAL 07-11-2016 FI 2 ',REPORT 7b, AMENDED ANNUAL 07-02-2015 FI REPORT AMNDMT TO ANNUAL RPT/INFO STATEMENT 05-06-2015 FI Agent AMENDED ANNUAL 06-26-2014 FI 'M"" REPORT CHANGE OF ;; REGISTERED 11-22-2013 FI Agent AGENT/ADDRESS AMENDED ANNUAL 06-25-2013 FI REPORT AMENDED ANNUAL 07-03-2012 FI '' REPORT AMENDED ANNUAL 07-05-2011 FI '''' REPORT n� APPLICATION FOR 08-05-2010 FI Agent AUTHORITY © 2020 Oregon Secretary of State. All Rights Reserved. egov.sos.state.or.us/br/pkg_web_name_srch_inq.show_detl?p_be_rsn=1469970&p_srce=BR_INQ&p print=TRUE 2/2 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: WWTP Disinfection System Upgrade project (Include names of parties.to the document) Type of Document: Contract * Lease ❑, Easement❑ Deed ❑ IGA 0. Other (Specify) Dept Contact: Tani De Mille-Campos ACTION REQUESTED: Dept:Public Works Phone: Ext 2420 El Review Draft Date submitted to Legal: 03/20/2020 ❑ Approve final and forward to: Draft due by: ASAP (Unless indicated,Legal will return document to you) Return Requested by: Tauri 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? • No ❑ Yes If yes,by whom? LEGAL DEPT First Date Received by Legal Date: 3 - ..v - 2-.© By: /CL 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: 3-2 0--Zo By: L' Comments from LEGAL to DEPARTMENT: Comments from DEPARTMENT to LEGAL: El See Attached. -Zc, / r� eeusit /: ,.. 's 4ev / /j e Return original executed document to City ' Does this document need to be recorded? Recorder for safekeeping? ❑ No Yes No ❑ Yes p• CITY ADMI ISTRATOR/ EP, RTMENTHEAD Please do not sign the attached document until this for as een a! f o ed by the Legal Dept below: FINAL LEGAL DEPARTMENT APPROVAL: 4- -2-- Date: _F-1-0 - G:\legal\DEPARTMENTS\Contracting\FORMS\Legal Doc Transmittal-KLB.docx Council Business Meeting April 7th, 2020 Agenda Item Approval of Personal Services Contract for Wastewater Treatment Plant Disinfection System Upgrade From Paula Brown, P.E. Public Works Director Chance Metcalf Engineering Project Manager paula.brown@ashland.or.us 541-55272411 Contact chance.metcalf@ashland.or.us 541-55272448 SUMMARY Before Council is a personal services contract for professional engineering services for Phase One of the WWTP Disinfection System Upgrade with Carollo Engineers. This project will consist of two phases with Phase Two coming before Council at a date to be determined upon completion of Phase One. This project was publicly advertised with a formal Qualifications Based Proposal (RFQ). Carollo was selected as the most qualified among three proposers. This project includes validation of replacement recommendation in the recent Facilities Assessment, evaluate alternatives,make a recommendation and design of a new UV system to fit in place of current system, installation of new design,programming to SCADA, testing of equipment and 0 & M plan. Phase Two of this project will be presented before Council at a date to be determined upon completion of Phase One. POLICIES,PLANS & GOALS SUPPORTED City Council Goals (supported by this project): • Maintain Essential Services—Wastewater Treatment • 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 Page 1 of 3 CITY OF ASHLAND Staff advertised the WWTP Disinfection System Upgrade RFQ on November 19, 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 December 17, 2019. Six city staff members independently graded each proposal with the criteria developed for the RFQ. Carollo Engineers was the highest ranked proposer. Staff subsequently sent a letter of intent to negotiate with Carollo on January 7, 2020. Carollo 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 Carollo on March 11, 2020,which was subsequently reviewed and approved by staff. Staff provided an email notice of intent to award to Carollo on March 17, 2020, conditioned on Council approval at the April 7, 2020 business meeting. If approved, staff expects the project to begin in April of 2020 and be complete within twelve months after notice to proceed. This project includes validation of replacement recommendation in the recent Facilities Assessment, evaluate alternative, make a recommendation and design of a new UV system to fit in place of current system, installation of new design,programming to SCADA,testing of equipment and 0 &M plan. The goal of this project is to upgrade the UV disinfection process to meet future demands while decreasing energy costs and maintenance needs. PHASE 1: Validate,Evaluate,Recommend, and Design New UV System 1. Review reference documents and existing system. 2. Validate the need for UV system upgrades. 3. Evaluate and provide alternatives to UV system upgrades and provide preliminary cost analysis. Alternatives analysis shall incorporate the following at a minimum: a. develop design criteria vetted through City's project team; b. ability to meet DEQ requirements and potential future requirements; c. capacity to meet future design flows; d. use of existing UV space and facility; e. discuss dosage rates, hydraulics, short circuiting and dead zones within each alternative system; f. ease of operation and maintenance; g. flow rate (and variations to include the City's use of tertiary membranes); h. efficiencies and UV radiation intensity and contact time; i. number of bulbs and energy consumption; j. cleaning requirements and frequency (and costs); and k. effective lamp life and replacement bulb frequency (and costs). 4. Recommend preferred alternative a. Recommendation shall be from reliable validated source. b. Recommendation should include the pros and cons for water reuse. c. Recommendation should include preliminary costs for purchase, installation and annual operation(energy,maintenance and bulb replacement). 5. Complete final design including engineers estimate. a. Include and obtain any permit required for construction/installation. b. Final design will include DEQ review and incorporation of comments. c. Final design will require City Council approval PHASE 2: Construction,Programming Services, System testing and 0 & M Plan (Coming Back Upon Phase One Completion) Page 2 of 3 CITY OF ASHLAND 1. Provide technical assistance during bidding, construction installation,programming and testing. 2. Provide inspection services for all phases of construction, installation, programming and testing. 3. Provide Operations and Maintenance Plan upon completion of project. O&M Plan must meet DEQ requirements. FISCAL IMPACTS The cost proposal included with the scope of work falls within the 2019-21 Wastewater Collections and Wastewater Systems Development Charges fund biennium budget. Revenues for this project come directly from Wastewater rates and fees as well as 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 Phase One of the Wastewater Treatment Plant Disinfection System Upgrade Project for a cost not to exceed $145,662. Phase Two will be presented before Council at a date to be determined upon completion of Phase One. 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 Carollo Engineers in the amount of $145,662 for Phase One of the Wastewater Treatment Plant Disinfection System Upgrade. 2. I move to direct staff to reconsider a new solicitation for the Wastewater Treatment Plant Disinfection System Upgrade Project. 3. I move to direct staff to forgo the Wastewater Treatment Plant Disinfection System Upgrade. REFERENCES & ATTACHMENTS 1) Personal Services Contract between the City and Carollo Engineers. Page 3 of 3 CITY OF ASHLAND I r DATE(MM/DD/YYYY) ACORO® CERTIFICATE OF LIABILITY INSURANCE 4.---- 7/4/2020 4/17/2020 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ;ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Lockton Companies NAME:CONTACT I 444 W.47th Street,Suite 900 (A/C.No.Ext): (A/C,No): Kansas City MO 64112-1906 E-MAIL (816)960-9000 • ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:The Continental Insurance Company 35289 INSURED CAROLLO ENGINEERS,INC. INSURER B:American Casualty Company of Reading,PA 20427 1472725 2795 MITCHELL DR. INSURER C:Valley Forge Insurance Company 20508 WALNUT CREEK CA 94598-1601 INSURER D:Continental Casualty Company 20443 INSURER E:National Fire Insurance Co of Hartford 20478 INSURER F: COVERAGES CERTIFICATE NUMBER: 16714064 REVISION NUMBER: XXXXXXX THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE IPOLICY NUMBER M/ ADDLNW D POLICY EFF POLICY' EXP LIMITS (MDDIYYYY) (MM/DD/YYYY) A X COMMERCIAL GENERAL LIABILITY y N 6050490317 12/31/2019 12/31/2020 EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE X OCCUR PREM SES Ea occurrence) $ 1,000,000 MED EXP(Any one person) $ 25,000 PERSONAL&ADV INJURY $ 1,000,000 GENL AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 PRO- POLICY X ECT LOC PRODUCTS-COMP/OPAGG $ 2,000,000 OTHER: 1 $ E AUTOMOBILE LIABILITY Y N .6050490267 12/31/2019 12/31/2020 COMBINED NGLE LIMIT $ (Ea accident)SI1,000,000 X ANY AUTO BODILY INJURY(Per person) $OWNED XXXXXXX AUTOS ONLY AUTOSULED BODILY INJURY(Per accident) $ XXXXXXX X HIRED X NON-OWNED PROPERTY DAMAGE $ XXXXXXX AUTOS ONLY AUTOS ONLY (Per accident) DED:COMP/COLL $ 1,000 A X UMBRELLA LIAB X OCCUR Y N CUE 6050490303 12/31/2019 12/31/2020 EACH OCCURRENCE $ 1,000,000 EXCESS LIAB CLAIMS-MADE AGGREGATE $ 1,000,000 DED X RETENTION$ 10,000 $ XXXXXXX WORKERS COMPENSATION PER OTH- ANDEMPLOYERS'LIABILITY N WC 6050490270 12/31/2019 12/31/2020 X STATUTE X ER B ANY PROPRIETOR/PARTNER/EXECUTIVE Y/N N/A WC 6050490298 12/31/2019 12/31/2020 E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? N (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 1,000,000 D PROFESSIONAL N N AEH 288354410 7/4/2019 7/4/2020 EACH CLAIM:$2,000,000; LIABILITY I AGGREGATE:$2,000,000 UNLIMITED PRIOR ACTS DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) WWTP Disinfection System Upgrade.City of Ashland,Oregon,and its elected officials,officers and employees are additional insureds as respects general liability and auto liability,and these coverages are primary and non-contributory,as required by written contract. CERTIFICATE HOLDER CANCELLATION See Attachments 16714064 City of Ashland SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 20 E.Main St. THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Ashland OR 97520 ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATI I 47764 .fir ©1988'.015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD CONTINUATION DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS(Use only if more space is required) The excess liability is considered follow form over the general liability,auto liability and employer's liability subject to the policy terms,conditions and exclusions.Professional Liability Deductible:$400,000. ACORD 25(2016/03) Certificate Holder ID: 16714064 Attachment Code:D573119 Certificate ID: 16714064 PROFESSIONAL LIABILITY AND POLLUTION INSURED: Carollo Engineers,Inc. INCIDENT LIABILITY INSURANCE POLICY POLICY:AEH 288354410 EFFECTIVE: 7/4/2019 NOTICE ENDORSEMENT- CANCELLATION OR NON-RENEWAL We agree with you that your Policy is amended to include the following additional provisions. 1.Your Policy will not be: Canceled by us until we provide at least: 10 days prior written notice if we cancel your Policy for Non-payment of Premiums; 30 days prior written notice if we cancel your Policy for the following reasons: any reason other than non-payment of premiums Non-renewed by us until at least days prior written notice is given to the person or entity named in 2 below. 2. Person or Entity: All other terms and conditions of the Policy remain unchanged. This endorsement,which forms a part of and is for attachment to the Policy issued by the designated insurers, takes effect on the effective date of said Policy at the hour stated in said Policy and expires concurrently with said Policy unless another effective date is shown above. Attachment Code:D573121 Certificate ID: 16714064 • NOTICE OF CANCELLATION TO CERTIFICATEHOLDERS It is understood and agreed that: If you have agreed under written contract to provide notice of cancellation to a party to whom the Agent of Record has issued a Certificate of Insurance, and if we cancel a policy term described on that Certificate of Insurance for any reason other than nonpayment of premium, then notice of cancellation will be provided to such Certificateholders at least 30 days in advance of the date cancellation is effective. If notice is mailed, then proof of mailing to the last known mailing address of the Certificateholder on file with the Agent of Record will be sufficient to prove notice. Any failure by us to notify such persons or organizations will not extend or invalidate such cancellation, or impose any liability or obligation upon us or the Agent of Record. CNA68021XX(2-13) Policy No: 6050490267 Page 1 Endorsement No: Effective Date: 12/31/2019 Insured Name: Carollo Engineers,Inc. ©CNA All Rights Reserved. Attachment Code:D573122 Certificate ID: 16714064 NOTICE OF CANCELLATION TO CERTIFICATEHOLDERS It is understood and agreed that: If you have agreed under written contract to provide notice of cancellation to a party to whom the Agent of Record has issued a Certificate of Insurance, and if we cancel a policy term described on that Certificate of Insurance for any reason other than nonpayment of premium, then notice of cancellation will be provided to such Certificateholders at least 30 days in advance of the date cancellation is effective. If notice is mailed, then proof of mailing to the last known mailing address of the Certificateholder on file with the Agent of Record will be sufficient to prove notice. Any failure by us to notify such persons or organizations will not extend or invalidate such cancellation, or impose any liability or obligation upon us or the Agent of Record. • CNA68021XX(2-13) Policy No: 6050490317 Page 1 Endorsement No: Effective Date: 12/31/2019 Insured Name: Carollo Engineers,Inc. ©CNA All Rights Reserved. • Attachment Code:D573124 Certificate ID: 16714064 NOTICE OF CANCELLATION TO CERTIFICATEHOLDERS It is understood and agreed that: If you have agreed under written contract to provide notice of cancellation to a party to whom the Agent of Record has issued a Certificate of Insurance, and if we cancel a policy term described on that Certificate of Insurance for any reason other than nonpayment of premium, then notice of cancellation will be provided to such Certificateholders at least 30 days in advance of the date cancellation is effective. If notice is mailed, then proof of mailing to the last known mailing address of the Certificateholder on file with the Agent of Record will be sufficient to prove notice. Any failure by us to notify such persons or organizations will not extend or invalidate such cancellation, or impose any liability or obligation upon us or the Agent of Record. All other terms and conditions of the policy remain unchanged. This endorsement, which forms a part of and is for attachment to the policy issued by the designated insurers, takes effect on the Policy Effective date of said policy at the hour stated in said policy, unless another effective date (the endorsement effective date) is shown below, and expires concurrently with said policy unless another expiration date is shown below. CNA68021XX(2-13) Policy No:WC 6050490270;WC 6050490298 Page 1 Endorsement No: Effective Date: 12/31/2019 Insured Name: Carollo Engineers,Inc. ©CNA All Rights Reserved. Attachment Code:D573129 Certificate ID: 16714064 CNA CNA PARAMOUNT Blanket Additional Insured - Owners, Lessees or Contractors -with Products-Completed Operations Coverage Endorsement This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART It is understood and agreed as follows: I. WHO IS AN INSURED is amended to include as an Insured any person or organization whom you are required by written contract to add as an additional insured on this coverage part, but only with respect to liability for bodily injury, property damage or personal and advertising injury caused in whole or in part by your acts or omissions, or the acts or omissions of those acting on your behalf: A. in the performance of your ongoing operations subject to such written contract;or B. in the performance of your work subject to such written contract, but only with respect to bodily injury or property damage included in the products-completed operations hazard, and only if: 1. the written contract requires you to provide the additional insured such,coverage; and 2. this coverage part provides such coverage. II. But if the written contract requires: A. additional insured coverage under the 11-85 edition, 10-93 edition, or 10-01 edition of CG2010, or under the 1001 edition of CG2037; or B. additional insured coverage with "arising out of language; or C. additional insured coverage to the greatest extent permissible by law; then paragraph I. above is deleted in its entirety and replaced by the following: WHO IS AN INSURED is amended to include as an Insured any person or organization whom you are required by written contract to add as an additional insured on this coverage part, but only with respect to liability for bodily injury, property damage or personal and advertising injury arising out of your work that is subject to such written contract. III. Subject always to the terms and conditions of this policy, including the limits of insurance,the Insurer will not provide such additional insured with: A. coverage broader than required by the written contract; or B. a higher limit of insurance than required by the,written contract. IV.The insurance granted by this endorsement to the additional insured does not apply to bodily injury, property damage, or personal and advertising injury arising out of: A. the rendering of, or the failure to render, any professional architectural, engineering, or surveying services, including: 1.the preparing, approving, or failing to prepare or approve maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings and specifications;and 2. supervisory, inspection, architectural or engineering activities; or B. any premises or work for which the additional insured is specifically listed as an additional insured on another endorsement attached to this coverage part. V. Under COMMERCIAL GENERAL LIABILITY CONDITIONS, the Condition entitled Other Insurance is amended to add the following,which supersedes any provision to the contrary in this Condition or elsewhere in this coverage part: Primary and Noncontributory Insurance - With respect to other insurance available to the additional insured under which the additional insured is a named insured, this insurance is primary to and will not seek contribution from such other insurance, provided that a written contract requires the insurance provided by this policy to be: 1. primary and non-contributing with other insurance available to the additional insured; or 2. primary and to not seek contribution from any other insurance available to the additional insured. But except as specified above,this insurance will be excess of all other insurance available to the additional insured. Attachment Code:D573129 Certificate ID: 16714064 • VI. Solely with respect to the insurance granted by this endorsement, the section entitled COMMERCIAL GENERAL LIABILITY CONDITIONS is amended as follows: The Condition entitled Duties In The Event of Occurrence, Offense, Claim or Suit is amended with the addition of the following: Any additional insured pursuant to this endorsement will as soon as practicable: 1. give the Insurer written notice of any claim, or any occurrence or offense which may result in a claim; 2. send the Insurer copies of all legal papers received, and otherwise cooperate with the Insurer in the investigation, defense, or settlement of the claim; and 3. make available any other insurance, and tender the defense and indemnity of any claim to any other insurer or self-insurer,whose policy or program applies to a loss that the Insurer covers under this coverage part. However, if the written contract requires this insurance to be primary and non-contributory,this paragraph 3. does not apply to insurance on which the additional insured is a named insured. The Insurer has no duty to defend or indemnify an additional insured under this endorsement until the Insurer receives written notice of a claim from the additional insured. VII. Solely with respect to the insurance granted by this endorsement, the section entitled DEFINITIONS is amended to add the following definition: Written contract means a written contract or written agreement that requires you to make a person or organization an additional insured on this coverage part, provided the contract or agreement: A. is currently in effect or becomes effective during the term of this policy; and B.was executed prior to: 1. the bodily injury or property damage; or 2. the offense that caused the personal and advertising injury; for which the additional insured seeks coverage. Any coverage granted by this endorsement shall apply solely to the extent permissible by law. All other terms and conditions of the Policy remain unchanged. This endorsement,which forms a part of and is for attachment to the Policy issued by the designated Insurers,takes effect on the effective date of said Policy at the hour stated in said Policy, unless another effective date is shown below, and expires concurrently with said Policy. CNA75079XX(10-16) POLICY NUMBER: 6050490317 EFFECTIVE DATE: 12/31/2019 INSURED: CAROLLO ENGINEERS, INC. INSURANCE COMPANY: The Continental Insurance Co. r Attachment Code:D573125 Certificate ID: 16714064 Named Insured: Carollo Engineers,Inc. Policy Number: 6050490267 Effective Date: 12/31/2019 ADDITIONAL INSURED - PRIMARY AND NON-CONTRIBUTORY It is understood and agreed that this endorsement amends the BUSINESS AUTO COVERAGE FORM as follows: SCHEDULE Name of Additional Insured Persons Or Organizations ANY PERSON OR ORGANIZATION ON WHOSE BEHALF YOU ARE REQUIRED UNDER A WRITTEN CONTRACT OR AGREEMENT. 1. In conformance with paragraph A.1.c. of Who Is An Insured of Section II—LIABILITY COVERAGE, the person or organization scheduled above is an insured under this policy. 2. The insurance afforded to the additional insured under this policy will apply on a primary and non- contributory basis if you have committed it to be so in awritten contract or written agreement executed prior to the date of the "accident" for which the additional insured seeks coverage under this policy. All other terms and conditions of the Policy remain unchanged. CNA 71527XX(Ed. 10/12)