Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2020-062 PO 20200448- KLD Engineering PC
Purchase Order /a Fiscal Year 2020 Page: 1 of: 1 �_I��r lC�`'_s s'I dell 1�!PL62ri151c EJj�I-''' B, City of Ashland = ATTN:Accounts Payable Purchase L 20 E. Main 20200448 Ashland,OR5 0 Order/ 97 2 T Phone:541/552-2010 O Email: payable@ashiand.or.us KLD ENGINEERING, PC H C/O Fire and Rescue Department N 1601 VETERANS MEMORIAL HIGHWAY I 455 Siskiyou Blvd D SUITE 340 P Ashland, OR 97520 R ISLANDIA, NY 11749 Phone:5411482-2770 T Fax: 5411488-5318 - ,-191 i 1 .�.1=fin=.f S EI 1 -�•_-i-1^I=1== ��=1 1__i=1=laFaf,1.1: _ Terri Stewart =E R`=z ofElr+su.(�t�C -rte I X11 I I �I t_ - ai=�a�=s ce ri e��:I[=1; 06/11/2020 5320 City Accounts Payable [ 3 =__ -_ - F:i•'.�'iE,>t�l=lsf� sl —_�-- �_ s:F�� � �11-` EWE — G i* Li Evacuation Time Study • 1 Evacuation Time Estimate Study 1 $30,000.0000 $30,000.00 Total Amount$39,690.00 FY 20-$30,000.00 Personal Services Agreement Completion date:August 28,2020 Project Account: E-000769-999 2 FY 21 -$9,690.00 1 $0.0100 $0.01 Project Account: E-000769-999 ***************GL SUMMARY*************** 071200-610600 $30,000.01 By: Date: 1 /z0 =Authorized Signature • : 30 000.01 • • , • . , . ••% s ! , . ( (.?. • ) • ... a,e. • ... :, xi'l / (••• FORM tita rT..1 T-y' •Ci if . . • ASHLAND , • . p.,rovti 1,:‘"ill if F C •i!P:-It 1 II-Alf:.N'A.0-../N / --0•,7---0 . . IintatliSITION • ! Dal6•ofrectiest• ,•4'42.0111. ' , [ .. i•,,,,--tt.,. .,,-. -.:, . , itatititiedrtfatelordellivy: : . . • van46r titios , ..• It.LIS: lliosAtibis..6 . .. Ai4frhol.0,131,4ti);•Vii '.160.r•ViiiintMiiiiidriOi[1-11i1)Tvi4;;0[..iiit6.3,40-Ilimd)u,..101v.Wift 11740 nimitagNa1110,1111151)10600111ber kalii'Vli.61001%624646.: I . ' 0114.441104. •. -6 4411M0-0,1P.. IV A0-- ---. ..-. .. .. . . '.46411.0PrePrgiillattitiMli. • . . • 1_1 011„ttgkt/d• .. •,• • ' . . •ttedgareVzomiii01 •• • •ri ripolititoci ma 9•E' -romilly-„WiitiatiriniiinOisirmiheiir.plido . .Amgol• • • •oviriplivotiykftit: - • •• cv.iiiitah qupgi*Oplosolvgivii • 'Aviftwi quotitrofoollowaid--w ,..(6! ftinifOlt0401M9120.1000--4, 4.1,PIND OM 1,N10449,..- );_i".114.T igiLt( pmood •- "goo i kto i ' . . .t aw6iiatildi 1 i i !Deng elf Itvg.dicittiricit.. . . . .C ..S.014 01.011#ii • • • i•Difrakkall'• tAtioell•piiklkiiall'A .. 1 411,40, • • ' ei.Votiii.ANhiNti NO)R0400416). ..11-. - - •. tiall i .INAW4ir ri:'.4036WWMiloteM :Onto oppjcivoilkiy.WiclE, ..1•COilidit• Oledicdpithipailivirrnihiaigh) • , LI P.Iller:UMc.iirniA 114(0tg E. i• .• • 1\ttriar1. i4Lkagmti• , • " '• - ' • • ' '' Jt4lgIVR006,fp* ), r dy Oiglgift:.- . • tijOW.44611 84000.0li L NotWou,ptAttoipogliiiimxl.„ ., 'llar9titalivialtiiii!Ag.tratio.iin . . N'WTSTIVlfirt,laktillo&fatkilitkci ttiacIW 7 1;.:. Etitth 44;Niftlial 8446.0 lb,6161(• 44'opcy : ..`' . . . •' _ • . t-AIOP Mktd•ige .. gRobLeiftgiv• - ri•-•Nirot- irtto•Ofii tioasitotAaktii2000, . - aitior Ai 13,01itiOaiiiin ilkeati,• E•rommojt4ekirtritoeki .Mfootixinto§064.11.10)104'060igisimieki'bY 1 Lostenpsicifiodyia4difipacomnni- E w,s54n ciuti 0(0(0041 itidotir :poptikalob*Glycia-2 13Milititiptcpalaiologaorciiiichoi .04 a 7*ItiVriiiIT,......._ ..... ... . Li:Apia awl,qviotped[1:125,03,pft.di . .viyikgfooillsoi*._,__$6106.tim. .. V* c:-. 1•:.:::•.... :... tit6:1-- tetaireht(Illiet'fft,f;.,t1FitL,'0.10•:•, •o•OiitiniiiticatiteRvest, • - • 1- • —• • - -• -7-'''' .:- -..,.• '""---------''''---- 1 ikAgrI,R1-41401 1.,;;ItiiiiiNi_i ,Z•1,,t't . OWARIONITp14‘VAlltgattitudy proodutx#60 1 111,,u,ApiiMia,,kvit.„,•AdiLi.41.44U4 1 •,I.,.._:.--1,,,,i.„.-0.1,,,r-d•i4..flcirge.:4.1•1:;•..A,z•f:.:74-i. I •• *o 00110-Prdmev4;i5orill•A•Try, .i t: 1••e.a..e..!,e,Ccr...fg4:tre -S•''''Y''i'Ic_i.1••••1% . . limn# gums,* Unit • DO3c.iiiition:#1,MATMAES „I. ,. lIttit •• .P.+166 Totil co44 4 • . •It......411,1011.4141. ••IIW I,.....-•,114•,..............3....444,1,4.14.....44,111.F.e.,..-...-.3W.4.4•414.1.1.0 '.,...1.,allanartltathal112,- */ 1 \ o • . .*:•=.4.4.....2 L...1...............“......,.....s....,..vm motte::::11.r.t1P....11e.V*.",-"-"--.--"'"'":"'''""--r "."-T"' . . .0 tri.w...tirbiaild.iitioirriiii(.31.1r, ...,...-.-A‘...... - . • .: . . - ...-OtK-.4,................41....i.teilit!......,....,..y....0 44...iimplip4,:iw. fa . I , Igtragif4ti • • In 1..i tY Ail 1.' ,'4..‘sh 4t. •Fl.') • ,,,,•V.S.4,1;;;) 1.1V.I•Li$1•4' A) PitiPalltif11).0411.*-77,....1. it*WA flUnili.Or.4.1":14..C.... .lee.P.;‘. "" • )* •,,..&A' • i'"!‘41-6' ei-r ie? ,•.• - iov _i• do , fe.: qAtei.itint Haw 103 1•4'v-ti•• OTAL'e,P.0 3'4' ' . "P —if 6 q itl ... **:e0hi.ra 064.0 11401)44 ih0.01700P4 deo.u'Ate404.041443610.h**Y10011)}:66011.0M;Oilni* . ir ivieniii,ikodhorufftnwith itborgialli)upirrpviira . •'. ' . —... . - • ... . • frillkatla-i -Wila 1. liiii1;;VN.1 • •Witbitritiveigabfigon tom;1 cgrewoopj km korrelibg rOtoptity'llatlo 4aii.aatiYod, . , ., ..,. . ,. . , , ., •. c_rs.vomk,D„us.40., • .1.___„.... 1 ft.....;yy I , David Shepherd=mtg,Ittgir".- ffmployaos:--1-.Aikm• •'• .•:•••••••:.;'_-,... ........—.,..........-DoPuttonthoaul • • , • • ... .e4041iiiktiatey11)4/0#001 Opp&twill Yhtitaijetteqpni11017, dity•ArletthilattiAtit: ....„--••• =-11,-.1.--- '''' ' ' . '141n1:Gi iit ari;iiiirth:41•425.0of- : ' fiitirs tromp.flital for vitt*Polly alto :6gt•'Pi, -Tito-4A,nem) MIT/•iii,iimi fa Dig.witeihaain9 Nu • Catiottirm • . •., , • .• ,.. •., ••1. . . . • , . 1 i 1 • , wif • CITY OF FORM#4 AS H LA N D DETERMINATIONS TO PROCURE PERSONAL SERVICES $5,000 to$75,000 To: Adam Hanks,interim City Administrator From: David Shepherd • Date: May 4, 2020 Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less than $75,000, the Department Head shall make findings that City personnel are not available to perform the services, and that the City does not have the personnel or resources to perform the services required under the proposed contract. Background The department's intent is to coordinate a Time Estimate Study for the City of Ashland with KLD Engineering consultants. • KLD will work within the scope of contract to develop the study. The total cost of the study is$39,690.00. Grant funding has been obtained to cover the charges/cost.No cityfunding is necessary in completion of the project. The project completion date is August 28, 2020. COVID-19 response may impact the completion date, however. Pursuant to AMC 2.50.120(A),has a reasonable inquiry been conducted as•to the availability of City personnel to perform the services,and that the City does not have the personnel and resources to'perform the services required under the proposed contract? • The City ofAshland will be able to provide input and supportfor the Study, but does not have the resource expertise to conduct the Study. • • CIO*a4..IMnnil%o.' pL• G.N�S�.DMd.�.�di.. tmd David Shepherd ..t.,l,....,.o.ne-ono sL..� Requested by: m �omn►'"""'-0�' ! Date: 06/11/2020 Department Hea Approved by: lam'`' Date: eC//ze-2v Adam Hanks,interim City Administrator Comments: • Form#4-Department Head Determinations to Procure Personal Services,Page 1-of 1,514/2020 • . PERSONAL SERVICES AGREEMENT (GREATER THAN $25,000.00) . CONSULTANT: ,KLD Engineering,P.C. CITY U CON"TACT: Kevin Weinisch,PE �,SHLAND Fire Department ADDRESS: 1601 Veterans.Memorial Highway 455 Siskiyou Blvd. Suite 340 Ashland,Oregon 97520 Islandia,NY 11749 Telephone: 541/482-2770 - Fax: 541/488-5318 TELEPHONE: 631-52,4-5940 EMAIL: k .,=. @kldcompanies.com _ e'oisc . - 3 i . Bement")is entered into by and between the This Pebsonal Services Agreement(hereinafter`"Agreement") and'KLD Engineering,P.C., a • City of Ashland, an Oregon municipal corporation (hereinafter "City") "hereinafter"Consultant"),for an Evacuation-Time Estimate Study foreign professional.corporation-( . . , for the City of Ashland. NOW THEREFORE',in consideration of the,mutual covenants contained herein,the City and, ii li Consultant hereby agree as follows: Effective Date and Duration: This Agreement shall become effective on the date of execution x• ti 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 August 28,2020, 2. Scope of Work: Consultant will do an Evacuation Time Estimate eJanuary 24,2020Chwhich is { ity of Ashland as more fully set forth in the Consultant's proposa d attach ed hereto as"Exhibit A"and incorporated herein by this reference. Consultant's servicesi. are collectively referred to in this Agreement as the"Work." exhibits or other 3, Supporting Documents/Conflicting Provisions: This Agreement and and exhibits supporting documents shall be construed to be mutually complementary supplementary wherever possible. In the event of a conflict which cannot be so resolved, provisions supporting s Agreement itself shall control over any conflicting provisions in any 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. 1C-LX ��' . Page 1 of 7: Personal Services Agreement with V. Engineering,P.C. / ff 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 ich they will be assined in a lled fully qualified to perform the service to wlghe State oftOregona are so worker-like manner and, if required to be registered,licensed or bonded by registered, licensed and bonded. 6. Compensation: City'shall pay Consultant oConsulganosperfo mance of all Work under 0 (thirty-nine thousand six . hundred and ninety dollars) as full compensation for this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the sum of$39,690.00(thirty-nine thousand six hundred and ninety dollars)without the express,written approval from the City official whose signature appears • below,or such official's successor in office. Payments shall be made within thirty (30)days of the date of receipt by 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 futthet•anee of this Agreement belong to the City,and any copyright,patent,trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned • to the City. 8. Statutory Requirements: The following laws of the State of Oregon.are hereby incorporated 279 by reference into this Agreement: ORS 279Of this Agreement and.220,279B.230 2 B 07,75 or more, 235. I. 9. Living Wage Requirements: If the amount Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage,as defined in that chapter,to all employees performing Work under this Agreement and to any Subcontractor who performs 50%or more of the Work under this Agreement, Consultant is also required to post the notice attached hereto as"Exhibit B"predominantly in areas where it will be seen by all employees. 10. Indemnification: Consultant hereby agrees to defend, indemnify,save,and hold City,its officers,employees,and agents harmless from any and all'losses,claims,actions,costs, expenses,judgments,or other damages resulting from injury to any person(including injury • • resulting in death),or damage(including loss or destruction)to property,of whatsoever nature arising out of or incident to the performance of this Agreement Consultant esant(includingultant o perform but not • Work limited to,Consultant's employees,agents,and others designatedy us 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. H. 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 i, i �� • Page 2 of 7: Personal Services Agreement with f L engineering,P.C. i I i less than thirty (30)days' prior written notice delivered by certified mail or in person, l e or in c, For Cause., City may terminate or modifyale{s Agreement,in or at such later daielas may be testablishd upon delivery of written notice to Consultant, by City under any of the following conditions: i, If City funding from federal,state,county or other allow for the purctiaserof the indicated quantityces is not obtained of , • continued at levels sufficient to I I 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 i authorized by this Agreement;or • . I 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, ' I suspended,or not renewed. k • d. For Defaultor Breach. Vi. Either City or Consultant may terminate this Agreement in the event of a breach of il i the Agreement by the other. Prior to such termination the.party seeking termination • !1 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,terminatedd at any time • thereafter by a written notice of termination by the.party giving notice. • ii. Time is of the essence for Consultant's per'for to Consultant of default eVery oribreach, . duty under this Agreement. City,by written notice may at any time terminate the whole or any part of this Agreement if Consultant fails • to provide the Work called for by this Agreement within the time specified herein or within•any extension thereof. iii. The rights and remedies of City provided in this subsection:.d)are not exclusive and are in addition to any other rights and remedies provided bylaw or under this Agreement. :;:. e. nbliaatioii/I.iability of Parties, Termination or modification of this Agreement pursuant to subsections a,b,or c above shall be without prejudice to any,.obligations or liabilities • • of either party already accrued prior to such termination or modification. However,upon receiving a notice of termination(regardless whether such notice is given pursuant to Subsection a,b,c,or d of this section, Consultant shall immediately cease all activities under this Agreement,unless expressly directed otherwise by, City in the notice of termination.Further;upon termination,Consultant shall deliver to City all documents, information,works-in-progress and other property that are or would be deliverables had - the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Wor•k.was performed in accordance with this Agreement. Page 3 of 7: Personal Services Agreement with pe,En gineering,P.C. • 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 Compensation insurance in compliance with ORS 656.017,which requires subject • employers to provide Oregon workers' compensation coverage for all their subject workers b, Professional Liability insurance with a combined single limit,or the equivalent,of not less than$2,000,000 (two million dollars)per occurrence. This is to cover any damages caused • by error,omission or negligent acts related to the Work to be provided under this Agreement. c. General Liability insurance with a combined single limit, or the equivalent,of not less than • $2,000,000(two million dollars)per occurrence for Bodily Injury, Death, and Property Damage. d. Automobile Liability insurance with a combined single limit,or the equivalent,of not less than$1,000,000 (one million dollars)for each accident for Bodily Injury and Property Damage, including coverage for owned,hired or non-owned vehicles,as applicable. • e. Notice of cancellation or change. There shall be no cancellation,material change,reduction • • of limits or intent not to renew the insurance coverages)without thirty (30)days' prior . written notice from the Consultant or its insurer(s)to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, . Oregon,and its.elected officials,officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation,required • herein,but only with • respect to Consultant's services to be provided under thi's 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 4 Page 4,o1'7: Personal Services Agrcement with TSBL Engineering,P.C. . • is • . • who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance, If requested, complete copies of insurance policies;trust agreements,etc.shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles,self-insured retentions, and/or self-insurance. 16. Nondiscrimination: Consultant agrees that no person shall,on the grounds of race,color, • religion,creed,sex,marital status,familial status or domestic partnership,national origin,age, mental or physical disability,sexual orientation, gender identity or source of income,suffer discrimination in the performance of any Work under this Agreement when employed by • Consultant. Consultant agrees to comply with all applicable requirements of federal and state . - civil rights and rehabilitation statutes, rules and regulations. Further,Consultant agrees not to • discriminate against a disadvantaged business enterprise,minority-owned business,woman- owned business,a.business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 17. Consultant's Compliance With Tax Laws: 17.1 Consultant represents and warrants to the City that: f • 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) Anyrules,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: • . i . it-l-'" Page 5 of7: Personal Services Agreement with 5,.P1L Engineering,P.C. . If to the City: Ashland Fire&Rescue Alts:Terri Stewart • 455 Siskiyou Blvd. Ashland,OR 97520 Telephone: 541-482-2770 Email:terri.stewart(a,ashland.or.us With a copy to: • City of Ashland Attn:Legal Department 20 E.Main Street Ashland,OR 97520 Telephone: 541-488-5350 If to Consultant: KLD Engineering, P.C. Kevin Weinisch,PE 1601 Veterans Memorial Highway,Suite 340 Islandia,NY 11749 Telephone: 631-524-5940 Email: kwei k t✓ein:04014/das,r A eS.reivi 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, J ' 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 clay 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 Page 6 of 7: Personal Services Agreement with t lin gineer ing,P.C. • 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 ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS,AGREEMENTS,OR REPRESENTATIONS, ORAL OR WRITTEN,NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. CONSULTANT,BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE,HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS AGREEMENT,UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 23. Certification. Consultant shall sign the certification attached hereto as"Exhibit C"and incorporated herein by this reference. CITY OF ASHLAND: KLD ENGINEERING,P.C.: 4111111116By: By: . %. / .474 City Administrator / Signature i,62/24,r7 /44 We th' L e:nlsc Printed Name Printed Name 6///7x�� St n;or- V? Treasr(re r Date Title 3/2312020 ,l ,r,Q Date • �v O ` / Purchase Order No. g11-9 is to be submitted with this signed Agreement APPROVED AS TO FORM: ssistant ity Attorney • . / °40 Date . k" • Page 7 of 7: Personal Services Agreement with 9iteEngineering,P.C. EL ' D ER. raE- Iirc G -n ' 1601 Veterans Memorial Highway Suite 340 Islandia, NY 11749 USA Phone:631.524.5940 www.kldcompanies.com January 24, 2020 Ms.Terri Stewart Community Preparedness Coordinator 455 Siskiyou Blvd Ashland, Oregon 97520 Ref: Request for Proposal for an Evacuation Time Estimate Study for the City of Ashland, Oregon • Dear Ms. Stewart: KLD Engineering, P.C. (KLD)-is pleased to provide the attached proposal for your consideration. We have reviewed the Request for Proposal (RFP)extensively and are confident that our proposal is fully responsive. Evacuation and emergency planning(EP)are serious undertakings, as they protect the health and safety of the public. KLD does not take the gravity of this work lightly. We always go above and beyond in all evacuation and EP projects to ensure that the highest level of detail is considered, that all likely possibilities are considered, and that everything is done to the highest level of quality. The better our work is done, the better protected the public is. This is our modus operandi, and it is evident in everything that we do. . KLD is the industry leader in Evacuation Time Estimate (ETE) studies and EP for manmade and natural hazards. We have been conducting ETE studies and developing, reviewing and updating emergency plans for nearly 40 years.We have done more than 100 EP studies in the last decade, including 62 of the 65 nuclear power plants (NPP) in the'United States, all four of the NPP in Canada,six NPP in Japan, one NPP in Taiwan, and an ongoing ETE study for an NPP in Slovenia. In addition to our nuclear work, we have done several studies for natural hazards, including earthquakes, hurricanes,flooding and wildfire.We have also done ETE studies for chemical plants and for potential terrorist attacks on our nation's capital. Governmental agencies,trade groups, and Ierge utilities call upon.KLD regularly for our expert opinions related to ETE and EP. KLD is currently under contract with Pacific Gas & Electric (PG&E)to do wildfire EP and compute ETE for a cluster of seven high-fire threat communities in the San Lorenzo Valley located between Santa Cruz and San Jose in California. We have been working on the project since February 2019 and are nearing completion. KLD is also currently under contract with the City of Laguna Beach, 1 • CA to conduct a wildfire ETE study. The project is scheduled to be completed in May 2020. The purpose of these studies is to estimate how long it would take to evacuate these communities, determine which roadways may be impacted by wildfire, estimate the impact of roadways being closed by wildfire, and suggest mitigation tactics (i.e., alternate evacuation routes) to facilitate evacuation. PG&E intends to use the San Lorenzo Valley study as a pilot study for other high-fire threat communities in the State of California to model their wildfire emergency plans upon. Similar to the work being requested in this RFP, the PG&E and Laguna Beach studies involved extensive public outreach. We developed an online survey about wildfire evacuation which you can see a mockup version of at the following website: http://surveys.kld.engineering. We developed flyers and postcards (see Figure 2 in the attached proposal) advertising the study and the online survey and provided them to Community Emergency Response Teams (CERT) for publication on their social media pages and websites. Lastly, we set up informational booths at public gathering places (supermarkets,farmers markets, etc.)to gather feedback from the public in the study areas as shown in Figure 3 of our attached proposal.` The scope of work for the PG&E and Laguna Beach projects is nearly identical to the scope of work in this RFP. We have learned many valuable lessons in these studies that the City of Ashland could benefit from in their study should KLD be chosen for this important work. KLD is uniquely qualified for this project. We have the expertise and the.knowledge to make this project a success and better protect the health and safety of the people living, working and visiting the City of Ashland.We have a long track record of completing projects on time and within budget. We have dozensc of clients who would happily provide a glowing reference of their experience with us. We hold corporate insurance policies for general liability, professional liability, automobile, and workers' compensation. We will furnish an insurance certificate upon contract award. " Please review our submittal with your team. Proposal and pricing are valid for 60 days from this date. I will be the senior project manager for this work should KLD be chosen as the winning bidder. Please feel free to contact me if you have any questions or if you need any additional information. I can be reached at (631) 524-5923 or (631) 807-1130 (mobile) or kweinisch@kldcompanies.com to discuss our submittal and/or respond to your-questions. We look forward to working with you and the City of Ashland in the near future. Respectfully submitted, Kevin Weinisch, PE Senior Vice President,Treasurer KLD Engineering, P.C. kweinisch@kldcompanies.com 2 . . Kc:. ' [1 _ , ,E) ENGDNIEERO :167 Re. Evacuation Time Estimate Study Prepared for The City of Ashland, Oregon w...:::>_. \i„ , f ww _. V: Jackson , �' County 1 wl fir" .r- y_ .. t . . . '-.Y° ;(`� Acn/a,+d Cr) .. A R 4:..,Y;,'.1 7>-,..f.-.:-. /.; -,... 2 killik ;', 1:: ' -"." ‘•; ,• -"I L 10 • s v+s xrm fimLegend ` 10 EMZ \ s s.. +.,.,e a rs +ID..t a D.0 mb[a _ Shadow Region um xw t ' _0 1 2 J by: - KLD Engineering, P.C. 1601 Veterans Memorial Highway, Suite 340 Islandia, NY 11749 e-mail:kweinisch@kidcompanies.com January 24, 2020 Proposal 19-035 Proprietary KLD PROPOSAL 19-035 I. Introduction Wildfires, and the impacts thereof, are a critical issue facing the world. Increased temperatures, drought, unusually low humidity, and increased winds contribute to the increase in frequency and severity of wildfires. Of the numerous concerns surrounding wilcjfire emergencies, one of the most critical is the availability of transportation services and facilities. Under normal circumstances, the transportation system provides capacity for evacuation (of both those who can evacuate independently as well as those who need transportation assistance) and allows for emergency responders to enter an area at risk. During a wildfire, however, the transportation system can become inadequate due to unsafe roadway conditions, abandoned vehicles blocking the roadway, and/or congestion. As a result,the risk to public health and the environment— and the potential for loss of life—increases. The City of Ashland is a small mountain town of about 6 square miles that has a very unique linear design as it rests in three mountain ranges—the Cascades to the east, the coastal range to the west, and the Siskiyous to the south. The City is located 15 miles north of the California border and is home to over 20,000 residents. Due to its topography,the City has limited ingress/egress routes. Highway 99, Highway 66, and Interstate-5 are the major roadways servicing the City. As such, there is an urgent need to identify areas and populations most vulnerable to fire and to develop a plan for evacuations in the City of Ashland.The purpose of this project is to identify and address deficiencies in wildfire emergency preparedness by creating an evacuation plan including elements such as population density, fuels, weather, and traffic models. The project tasks include conducting a vulnerability assessment.to identify the most at-risk areas and population groups, including the disabled population, those without vehicles, tourist, and other needs and limitations in existence. This project also includes a community outreach component. II. KLD Background and Experience Background KLD Engineering, P.C. was founded in 1997, but has its roots in another company, KLD Associates, Inc., which was founded in 1973. KLD Associates was under contract with the Federal Highway•Administration (FHWA) in the late 1970's to develop traffic simulation software. After the incident at Three Mile Island in 1979, FHWA recommended KLD Associates to the Federal Emergency Management Agency (FEMA) to develop a traffic simulation software specific to evacuation. Over the next several years, KLD Associates developed the Dynamic Evacuation (DYNEV) software under contract to FEMA. By the late 1980's, DYNEV was being used to develop evacuation plans and Evacuation Time Estimates (ETE)for most nuclear power plants in the United States. In 1988, the U.S. Nuclear Regulatory Commission (NRC) contracted one of the best transportation engineering programs in the country —the Texas Transportation Institute (TTI) at Texas A&M University—to review the DYNEV model. TTI undertook a study to model rush hour traffic leaving Austin, Texas using DYNEV and compare it to actual traffic data (vehicle counts and travel times) for the major roadways leaving Austin. The results of TTI's study are documented in two regulatory documents—NUREG/CR-4873 and NUREG/CR-4874— which concluded that "DYNEV produces results that are reasonably consistent with the observed data on a congested freeway",thereby validating the use of DYNEV for evacuation planning and ETE development. KLD Engineering, P.C. 1 Proposal 19-035 Proprietary • i KLD PROPOSAL 19-035 DYNEV was used throughout the 1980's for ETE studies for active nuclear plants, as well as for plants seeking licensure (most notably Shoreham and Seabrook which involved extensive federal hearings and expert testimony by KLD senior staff). In the early 1990's and early 2000's, DYNEV was used for most nuclear plants in the United States to update ETE studies based on the latest decennial Census data. In 1997, KLD Engineering, P.C. was formally founded to adhere with New York State regulations that engineering studies were to be done by professional corporations wholly owned by licensed. professional engineers. In 2008, all ETE work was shifted from KLD Associates, Inc. to its affiliate KLD Engineering, P.C. In 2013, KLD Associates, Inc. and KLD Engineering, P.C. formally split into two independent companies with no overlap in ownership. KLD Associates, Inc. is still operational and focuses on government contracts related to accident investigation and traffic safety. KLD Engineering, P.C. has more than doubled in size since the split of the companies. Recent Emergency Evacuation Planning and ETE Experience for Nuclear Power Plants In 2006 through 2011, KLD Engineering, P.C. (KLD from here on) was the industry leader in ETE studies for nuclear power plants, having done the ETE studies for 16 of 19 new plant applications filed with the U.S. NRC. During that time, KLD developed the standard methodology and technical report for ETE studies for nuclear plants. In 2009 through 2011, KLD senior staff were actively involved with the Nuclear Energy Institute (NEI) and with Entergy to review draft rulemaking from the NRC that pertained to ETE studies for nuclear power plants. The draft rule on ETE was molded into a more reasonable and practical (for industry)final rule in large part due to the efforts and professional opinions of KLD senior staff. The final guidance document on performing ETE studies — NUREG/CR-7002 published in November 2011—was almost a direct plagiarizing of the ETE reports that KLD had been submitting to the NRC for the past 5 years related to new plant applications. While no credit was given to KLD, we were at a competitive advantage as our methodology and report template had been adopted as the federal standard. In 2012, all nuclear plants in the United States were required to update their ETE studies to account for 2010 • Census data and the new regulations and guidance published by the federal government in November 2011. KLD won the contracts to perform the ETE studies for 49 of the 65 nuclear plants in the United States. All studies were completed and submitted to the NRC on time. All 49 of the studies were found by the NRC to be in compliance with the regulations and guidance (the NRC does not "approve" studies, it only finds them to be "in compliance") without revision. One utility, who owned and operated 10 nuclear plants at the time, awarded their ETE contract to another company. The NRC rejected their studies 3 times as being non- compliant. After the third rejection, the utility contracted with KLD to redo their studies in a 6-month timeframe.All studies were completed on time and found by the NRC to be compliant without revision. In addition to our work in the United States, KLD has done ETE studies for 6 nuclear plants in Japan and all 4 nuclear plants in Canada. We recently completed an ETE study for a nuclear plant in Slovenia. We are called upon regularly by NEI to answer industry questions related to ETE.We have appeared before the NRC regularly to answer questions related to ETE. We have done work for 62 of the 65 nuclear sites in the United States in the last decade. The ETE studies range from very small to very large. We have done work`for nuclear plants that have less than 5,000 people to evacuate within the entire Emergency Planning Zone (EPZ), while we recently completed a study for the Pickering Nuclear Generating Station in Canada which has 1.2 million people in their EPZ as much KLD Engineering, P.C. 2 Proposal 19-035 Proprietary • KLD PROPOSAL 19-035 of the eastern half of the City of Toronto is within their EPZ. Each study has its unique challenges. While sparsely populated sites have few people to evacuate, they typically have poor roadway systems. More densely populated sites have more people to evacuate, but much better roadway systems. Evacuation and Emergency Planning (E&EP) is one of three main business lines at KLD,with Traffic Engineering (TE) and Geographic Information Systems (GIS) being the other two. Our traffic engineering business line mostly focuses on traffic simulation, signal retiming and Intelligent Transportation Systems (ITS) in New York City (NYC). NYCDOT and the Port Authority of New York and New Jersey have on-call contracts with KLD to simulate traffic on NYC streets and crossings (bridges and tunnels).Simulating traffic in NYC is not a trivial task. Our GIS business line typically supports the E&EP-and TE business lines, but does do several standalone projects, most notably acoustical modeling of emergency siren systems and development of bus routes. Recent ETE Experience for Other Hazards In addition to KLD's work in nuclear evacuation planning, we have done several evacuation studies for other hazards: 1. San Lorenzo Valley, California — KLD is currently under contract with Pacific Gas & Electric (PG&E) to conduct a pilot wildfire ETE study for a cluster of seven communities in the San Lorenzo Valley between Santa Cruz and San Jose.The goals of the study are twofold: (1) determine how long it would L take to evacuate these communities (individually and as a whole); and (2) provide. a framework/methodology for other cities/communities in high fire risk areas to estimate how long it would take to evacuate. There are approximately 21,000 permanent residents living in the seven communities. The study includes several sensitivity studies to test different tactics that could reduce ETE. The study also includes consideration of employees, tourists, special facilities (schools, daycares, medical facilities, etc.) and those with functional and access needs. The scope of work is nearly identical to that being requested in this RFP. 2. Laguna Beach, California—KLD is currently under contract with the City of Laguna Beach to conduct a wildfire ETE study and update existing emergency plans based on the results of the ETE study. The scope of work is similar to the San Lorenzo Valley study. The city wishes to identify communities that have limited egress/ingress routes, as well as develop a traffic management plan to facilitate egress during an emergency and reentry once the area is safe for return. Similar to the San Lorenzo Valley study above, the study'includes several sensitivity studies and consideration of various population groups that could potentially evacuate. Again, the scope of work is nearly identical to that being requested in this RFP. 3. Washington, D.C. — KLD was contracted by the District Department of Transportation (DDOT) to simulate an evacuation for two scenarios: (1) a simulated dirty bomb at the Walter Reed Medical Center with a plume blowing over downtown Washington, D.C.; and (2) a chemical explosion at the Blue Plains Wastewater Treatment Plant. The project took nearly two years to complete. It included the evacuation of over 1,000,000 people, All modes of evacuation (vehicular, transit and pedestrian) were simulated as part of the study. The results of the study were used by DDOT to enhance emergency planning in the nation's capital. 4. Town of Brookhaven, NY — KLD was contracted to conduct an ETE study for the Shirley-Mastic peninsula on the south shore of Long Island in New York. The peninsula is only a few feet above sea KLD Engineering, P.C. 3 Proposal 19-035 Proprietary - KLD PROPOSAL 19-035 level and is extremely prone to flooding from hurricanes and/or storm surge. KLD computed ETE for Category 1 through Category 4 hurricanes. One of the key findings of the study was that the railroad that runs the length of Long Island along the south shore is a major constraint to evacuation as there are a limited number of at-grade railroad crossings. Several temporary crossings were recommended to facilitate the evacuation. This study also considered a wildfire in a nearby Wildlife Refuge with smoke and flames blowing over the major evacuation route (William Floyd Parkway) deeming it unusable. 5. Suffolk County, NY — KLD recently completed a pilot evacuation resiliency study with the New York State Energy Research & Development Authority (NYSERDA) for the Towns of Babylon and Islip in the eastern half of Long Island, NY.These towns include a large portion of the south shore of Long Island, including a barrier island that can have tens of thousands of beachgoers in the summertime with only two bridges servicing'the traffic. The goal of the study was to compute a baseline ETE with all roads operational and all people evacuating. We then took various roadways out of service (due to flooding or other damage) and computed the impact is on ETE. Roadways were then ranked in order of impact on evacuation. The delta in ETE due to loss of roadways is a measure of the resiliency of the roadway network. In addition to evacuation times, the study considered impacts on vulnerable population (those without vehicles or those who need special assistance in evacuating). 6. Waterford Nuclear Station, Louisiana — Hurricane Isaac resulted in many downed trees and extensive flooding within the Waterford Nuclear Station EPZ. In fact,the most populated neighborhood (Laplace, LA) in the EPZ was under several feet of water. Many of the major evacuation routes servicing the EPZ were not available due to flooding and downed trees, including an Interstate Highway. The plant shutdown as the hurricane was approaching. FEMA would not allow the plant operator to restart the plant until the impact of roadway closures on ETE was known. KLD worked overnight and completed the study in under 24 hours. FEMA was pleased with the results and the plant was restarted the next day. 7. Diablo Canyon Nuclear Plant (San Luis Obispo County, California) and San Onofre Nuclear Generating Station (SONGS—Orange County, California)—As we learned from Fukushima in Japan, an earthquake and/or tsunami can cause a radiological release from a nuclear power plant. KLD did extensive ETE sensitivity studies for Diablo Canyon and SONGS to estimate the impact on ETE of damage caused by earthquakes. Roadways and bridges can become structurally deficient due to the-shaking of the earthquake. Roadways can also be covered by mud and debris from a landslide caused by an earthquake. The sensitivity studies considered various roadway closures as predicted by HAZUS (FEMA's earthquake shake model) and estimated the impact on ETE, which was very significant for some magnitude earthquakes.The results were used to enhance emergency planning and to prioritize bridge retrofitting projects. All evacuation studies are similar in that people and vehicles are trying to move away from the hazard to the extent permitted by the roadway system. The hazards can be fixed or moving. DYNEV is capable of computing ETE for all types of hazards — fixed or moving, manmade or natural. DYNEV is computationally efficient, running faster than real-time (i.e., a 9-hour evacuation for a nuclear plant with 300,000+ people evacuating takes about 15 minutes to simulate). DYNEV running faster than real-time was one of the design criteria KLD Engineering, P.C. 4 Proposal 19-035 Proprietary KLD PROPOSAL 19-035 specified by FEMA when it was developed as they wanted to use the software to run what-if scenarios at Emergency Operation Centers in real-time.Additional information on DYNEV can be found in Section IV. Evacuation and emergency planning are serious undertakings, as they protect the health and safety of the public. KLD does not take the gravity of this work lightly. We always go above and beyond in all evacuation and emergency planning projects to ensure that the highest level of detail is considered, that all likely possibilities are considered, and that everything is done to the highest level of quality. The better our work is done, the better protected the public is. This is our modus operandi, and it is evident in everything that we do. III. Technical Approach STEP 1: PROJECT KICKOFF MEETING A project kickoff meeting will be held with key stakeholders, including, but not limited to,the City of Ashland, state and local (town and/or county) emergency planners, law enforcement, fire department, public works, and any other key agencies identified by the City of Ashland. KLD will give a PowerPointpresentation summarizing the evacuation expertise of the project team and outlining the proposed methodology for the study. The presentation will also focus on data needed from the stakeholders and key project assumptions. Meeting notes will be taken and provided electronically to stakeholders after the meeting, as well as a scanned copy of the attendance roster for the meeting. The proposed study area will be discussed at the project kickoff meeting with the stakeholders, as shown in Figure 1, and will be finalized within two weeks of the completion of the kickoff meeting. STEP 2: REVIEW EXISTING PLANS KLD downloaded a copy of the 2018 Emergency Management Plan for the City of Ashland'using the link provided in the "City Information" section of the RFP. KLD will perform a comprehensive review of all emergency plans for the area (including the City of Ashland, neighboring communities, and Jackson County) to ensure that the base evacuation model matches what will be implemented during an emergency as per the plans.Traffic control tactics and traffic control points will be modeled explicitly to make sure they are efficient and necessary to facilitate egress. It is expected that there will be regular communication throughout this review to answer all questions and comments. STEP 3: CONDUCT DEMOGRAPHIC SURVEY KLD will conduct a targeted demographic survey for the residents within the study area. Some of the data critical to an evacuation study (e.g., number of vehicles residents will use to evacuate, time it will take people to mobilize/prepare for evacuation) are not available through the Census. Historically, this data for an ETE study was gathered through a telephone survey of residents within the study area. However, given the limited reliance upon landline telephones and the privacy protection on cellular phones, telephone surveys are becoming increasingly difficult. KLD will follow the approach below which has been successfully implemented for the ongoing wildfire ETE studies we are conducting in the San Lorenzo Valley and in the City of Laguna Beach: KLD Engineering, P.C. 5 Proposal 19-035 Proprietary KLD PROPOSAL 19-035 • Develop a demographic survey instrument (list of questions to be asked) in consultation with stakeholders. • Publish the survey online.A sample demographic survey can be seen at the following website: http://survevs.kld.engineering. • Develop poster and postcard advertising the demographic survey and the need for the community to participate to enhance emergency planning.A scannable QR code will be included on the poster and postcard which can be scanned using a smart device and bring the user to the survey automatically. Figure 2 is an example of the postcard used for the Santa.Cruz,County study. • Work with the City of Ashland and other stakeholders to contact Community Emergency Response Team (CERT) members within the study area. Send an electronic version of the poster to these CERT members and ask them to,post it on their social media groups asking for followers and community members to participate in the survey. • Volunteers from the City can help set up booths at public gathering places (supermarket, library, community center,farmers markets,etc.)with a sign reading"Wildfire Emergency Planning" and the aforementioned posters on display. The postcards can be handed out to local patrons at these booths. Establishing these booths ensures more complete coverage of the population within the study area as the other approach eliminates those who are not active on social media. Figure 3 shows a booth set up at a local market in the San Lorenzo Valley with several community residents filling out the survey on tablet computers. The goal is to get 370 completed surveys, which corresponds to roughly a 5% sampling error at the 95% confidence level for the 10,000 households in the City of Ashland. • A statistical analysis of the data gathered from the demographic survey will be conducted to gather important demographic information (average household size, number of evacuating vehicles per household, percentage of households with commuters, etc.) and mobilization/preparation times for the ETE study. Mobilization times are a vital piece of an ETE study as they determine the distribution of evacuating vehicles over time after an advisory to evacuate.Accurate mobilization times lead to realistic estimates of evacuation time. STEP 4: ROAD SURVEY AND LINK-NODE ANALYSIS NETWORK A field survey of the roadways within the study area will be conducted by experienced traffic engineers. The survey will identify the key features of the roads that comprise the highway network within the study area. A tablet personal computer equipped with GIS software and GPS will be used to gather data during the survey. Data will be gathered to describe the topology and characteristics of the highway system. A video and audio recording of the survey will be taken. Signal control locations will be identified, as will stop control and other highway signing. A representative sampling of traffic signal timings'will be taken for pre-timed signals, if there are any. Speed advisory signing will be noted; grade, horizontal curvature, pavement and shoulder widths will be estimated.Actual free speeds will be observed, as well as lane usage. Estimates of highway capacity will be-based on data compiled during the field survey and by applying the procedures of the 2010 and 2016 Highway Capacity Manuals (HCM). KLD will also use tools such as Google Earth and GIS software for aerial imagery to confirm the number of lanes on roadways and the location of traffic signals. KLD Engineering, P.C. 6 Proposal 19-035 Proprietary KLD PROPOSAL 19-035 As per the RFP, KLD will gain approval from the Public Works Department prior to conducting the road survey. A detailed computer representation of the roadway system within the study area will be developed based on aerial imagery and calibrated using the road survey. This representation consists of a network defined by nodes which represent intersections and locations where the characteristics of the road change (horizontal curve, grade change, add or drop a lane), and links which represent the sections of roadway between nodes. This representation of the roadway system, referred to as the link-node analysis network, is accepted practice in computer modeling and defines the input data for the DYNEV model (discussed in Step 10). Figure 4 provides an example of a link-node analysis network created for the wildfire ETE study in the City of Laguna Beach. Any traffic control points or traffic management tactics identified in the emergency plans will be modeled explicitly to make sure they are efficient and necessary to facilitate egress. The detailed attributes of the physical highway system gathered during the,roadrsurvey will be input to DYNEV for each link and node such that the link-node analysis network is an exact replica of the actual roadway network in the study area. STEP 5: ACCESS IMPAIRED NEIGHBORHOODS KLD will identify and map access impaired neighborhoods (single ingress/egress routes, traffic bottlenecks, extremely low traffic flow, etc.) throughout the City of Ashland. KLD will also provide recommendations for safe refuge area options in access impaired neighborhoods. Recommendations on evacuation signage (locations, content,size, and frequency)will be made city-wide and for access impaired neighborhoods. STEP 6: IDENTIFY REGIONS AND SCENARIOS KLD will adopt the Area Commander Zones'as Evacuation Management Zones (EMZs) for the City of Ashland, unless otherwise specified by the City of Ashland. These EMZs will be presented during the project kick-off • meeting for City and local stakeholders to approve. KLD will move forward with these zones if/found • appropriate by local officials. It is important to have zones that are preidentified and are locally known for emergency situations.This helps with issuing clear and concise directions to the public during an emergency. Shadow evacuation is when people outside the declared evacuation zone choose to evacuate thereby delaying those in the declared evacuation zone. Hurricane Rita made landfall near Houston, Texas only a few weeks after Hurricane Katrina made landfall in New Orleans, Louisiana. Seeing the devastation that Hurricane Katrina caused, many people outside thei declared evacuation zone for Hurricane Rita chose to evacuate anyway. This resulted in congested freeways and vehicles running out of gas and being left abandoned, thereby hampering the evacuation. Shadow evacuation is real and must be considered. The potential evacuation of populated areas surrounding the study area and the consumption of available roadway capacity will be considered in this study. KLD 1 https://www.ashland.or.us/Page.asp?NavID=17616 KLD Engineering, P.C. 7 Proposal 19-035 Proprietary KLD PROPOSAL 19-035 recommends that the City of Talent be considered as part of the Shadow Region. This city is situated along Interstate-5 and State Route 99. If this city evacuates as well, they could inhibit the egress of evacuees from Ashland. There are no nearby population centers to the south of the City of Ashland. Consideration of additional communities in the Shadow Region would be considered an expansion of scope and would result in additional cost. A region is a grouping of EMZs to be evacuated. This study will consider evacuation of each individual EMZ, of various regions(to be discussed with stakeholders),and of the entire study.area at once. A scenario is a combination of circumstances, including time of day, day of week, season, special events and weather conditions. Scenarios define the population components, response times for the affected population groups, and applicable highway speeds and capacities.This study will consider various scenarios to capture the temporal variations in the number of people to be evacuated. This study will consider at most 10 regions and 6 scenarios. Additional regions and scenarios would be considered an expansion of scope and would result in additional cost. All regions and scenarios will be reviewed with the City of Ashland and,the other stakeholders to ensure all stakeholders are in agreement prior to computing any ETE. STEP 7: DATA GATHERING,ANALYSIS AND PROCESSING Permanent resident population in the study area will be based on 2010 Census data. These data will be extrapolated to Year 2020 using growth rates computed from the U.S. Census Bureau's_annual population estimates'. In addition to permanent resident population, there may be people working or recreating in the study area that also need to be evacuated. Also, population at special facilities (medical facilities, schools, daycares, correctional facilities, camps, etc.) needs to be considered. Transit-dependent population (those who do not own or have access to a vehicle) needs to be estimated.Those residents with functional and access needs (the RFP references 12%disabled population in the City of Ashland) also need to be considered. • This study will include an extensive data collection effort to identify major employers, transient attractions, special facilities, transit-dependent population and residents with functional and access needs. It is assumed the City of Ashland will provide the data for these facilities and make any necessary phone calls to specific facilities to gather the data. Census databases on employment will be accessed. • Special care will be taken to avoid double-counting. Someone who lives and recreates within the study area could be counted twice. Overestimating population will result in longer ETE and ineffective planning. The total demand estimation will be derived for all evacuees by population group, including their vehicles. The summary tables will provide an indication of the total number of people and vehicles to be evacuated from each of the population groups identified in each EMZ. 2 https://www.census.gov/quickfacts/fact/table/ashlandcityoregon,US/PST045219 KLD Engineering,P.C. 8 Proposal 19-035 Proprietary • KLD PROPOSAL 19-035 The number of transportation resources available (buses, wheelchair transport and ambulances) needs to be estimated and compared with the number or resources needed to evacuate the transit-dependent population, special facilities, and those with functional and access needs. If multiple "waves" of transit vehicles are needed (more resources needed than available), the study will document the time needed to complete the various waves.Any shortfalls in transport resources will be identified. All population and vehicle data will be stored in a geodatabase,using GIS software. The link-node analysis network (Step 4) will be overlaid with the population/vehicle-geodatabase such that the correct number of people and vehicles are'assigned to each link in the network. STEP 8: FUEL AND WEATHER MODELING. Area fuel loads and weather patterns play a significant role in wildfire behavior. KLD will leverage data provided by the Northwest Interagency Coordination Center and the National Oceanic and Atmospheric Administration, including fire weather criteria (red flag days and wind speeds and direction), to understand. how fuel and weather dynamics might play a role in the evacuation of portions of the City and/or the entire City. There are an infinite number of possible wildfire scenarios depending on the ignition point and the atmospheric and fuel conditions at the time of ignition. A fire that ignites a few miles from Ashland could impact the city in minutes, while a fire that ignites farther away could take several hours to impact Ashland. Regardless of the circumstance of the fire, it is imperative to know the range of times needed to evacuate the city,which is the objective of this study.A specific plan cannot be built for each possible scenario as you would have infinitely many different plans. The bounding constraints of a wildfire on the City of Ashland would be that one or more of the major evacuation routes (1-5,State Highway 99, and State Highway 66)would not be _ passable due to the wildfire. Local road closures due to the wildfire would have less impact as everyone leaving the city would wind up on one of the aforementioned major evacuation routes in order to leave the city limits. Rather than develop a detailed fire spread model, two evacuation cases will be considered to represent bounding conditions for possible wildfire scenarios. One case will consider a wildfire originating from the north and traveling toward the City of Ashland in the southbound direction. This case will assume 1-5 and State Highway 99 northbound are closed and all evacuees must evacuate southbound. The second case will consider a wildfire originating from the south and traveling toward the City of Ashland in the northbound direction. This case will assume 1-5 and Highway 99 southbound are closed and all evacuees must evacuate northbound. STEP 9: PROGRESS MEETINGS It is expected that regular discussions will be needed between KLD,the City of Ashland, and the stakeholders. KLD proposes biweekly conference calls to discuss project status and address any open items. In addition-to' the conference call, one virtual/video/web-based progress meeting is proposed prior to the start of Step 10. KLD will provide an assumptions memo to the stakeholders which will summarize the key assumptions and data for the project. The memo will also include the scenarios and regions to be considered (Step 6). Once the stakeholders have had sufficient time to review the memo, KLD will facilitate the • KLD Engineering, P.C. 9 Proposal 19-035 Proprietary • • KLD PROPOSAL 19-035 virtual/video/web-based progress meeting. A PowerPoint presentation will be given. Meeting notes will be provided to stakeholders after the meeting. STEP 10: COMPUTE EVACUATION TIME ESTIMATES(ETE) The DYNEV II modeling system will beused to compute ETE for the various regions and scenarios. For more information on the DYNEV II model,see Section IV. The data gathered in the previous steps are input into the DYNEV II evacuation model and ETE are computed for all regions (including each individual EMZ as well as all EMZs at once) and scenarios identified in Step 6. ETE will be provided as follows: 1. General population with vehicles 2. Transit-Dependent Population: 3. Special facility population: a. Schools b. Medical facilities c. Correctional facilities 4. Access and functional needs population Table 1 presents an example tabulation of ETE for the Columbia Nuclear Generating Station (CGS) located in Benton County,Washington.Table 2 is an example of ETEs for schools in the CGS EPZ. ETE will be computed at the 90th and 100th percentiles. Screen captures from KLD's Evacuation Animation (EVAN) software will be provided to identify congestion patterns during evacuation and to locate potential bottlenecks. Figure 5 is a snapshot of an EVAN animation of the evacuation traffic environment for the CGS evacuation at the indicated time following the advisory to evacuate.The locations and extents of congestion (Level of Service, LOS F) are clearly visible. Congestion (LOS F) is exhibited on the approaches to State Highway 240, on Stevens Dr southbound, George Washington Way southbound, and Horn Rapids Rd eastbound within the EPZ. Most of this congestion is caused by spillback from congestion in the Shadow Region due to the evacuation of the densely populated city of Richland,Washington. A sequence of such snapshots displays the changing traffic environment over time. These visualizations of traffic congestion are invaluable as they clearly identify bottlenecks.during evacuation and provide the starting point for improving evacuation times (see Step 11). STEP 11:ESTIMATE IMPACTS ON ETE The baseline (all roads operational) ETE is computed in Step 10. Step 11 will consist of several ETE sensitivity studies that will consider the impact on ETE of the following"what if"scenarios: 1. Mobilization time—if people take less time or more time to prepare to evacuate,what is the impact on ETE? KLD Engineering,P.C. 10 Proposal 19-035 Proprietary KLD PROPOSAL 19-035 2. Number of evacuating vehicles per household—some ETE studies assume 1 evacuating vehicle per household. Other ETE studies rely on demographic studies which result in closer to 2 evacuating vehicles per household. What is the impact on ETE of varying numbers of vehicles per household? 3. Contraflow—if inbound lanes are used as additional outbound evacuation lanes,what is the impact on ETE? 4. Traffic Management Plan (TMP)—traffic control points (TCPs) are designed to help traffic flow out of the area at risk while access control points (ACPs) are designed to stop the flow of traffic into an area being evacuated.Together,TCPs and ACPs pomprise the TMP.What impact does the TMP have on ETE? 5.J Shadow Evacuation—federal guidelines suggest 0%shadow evacuation.What is the impact on ETE if there is no (0%)shadow evacuation, or full (100%)shadow evacuation? Running "what if" scenarios such as these will help the stakeholders develop a robust emergency plan and test different tactics to reduce evacuation time. If the baseline ETE is 5 hours and wildfire spread modeling indicates that the wildfire will reach the study area in 4 hours, contraflow, traffic control (police at critical intersections) and other tactics can be tested to see if the baseline ETE can be reduced below 4 hours. There is potential for roadway closures due to fire spread, as discussed_ iri Step 8. Two roadway closure sensitivity studies will be considered as part of this study based on potential fire spread.The study will quantify the impact on ETE of the roadway closures. The KLD Team will work closely with stakeholders to ensure potential evacuation improvements are realistic and implementable. STEP 12:TECHNICAL REPORT ' A technical report documenting the evacuation study will be drafted. The report will document the demand estimation methodology and results, the highway capacity estimation, the demographic survey results, the mobilization (trip generation) time distributions based on the demographic survey and the computed ETE in tabular and graphical format. Appendices will present a description of the traffic simulation and trip distribution and assignment algorithms utilized in the DYNEV modeling system, the technical details of the study and the supporting data.The report will also include a detailed discussion of potential improvements to evacuation time. , A draft report will be provided to stakeholders in electronic format (Adobe. crobat PDF) for review and comment.All comments will be addressed and incorporated into a final technical report. STEP 13: FINAL MEETING Typically,the final meeting is held about 2 weeks after the stakeholders have had a chance to review the draft report. At 'the final meeting, the KLD Team will give a comprehensive PowerPoint presentation which summarizes the methodology, data gathered, ETE results and recommendations. Ample time will be allotted for stakeholders to provide comments and feedback on the draft report and to ask questions about the results. KLD Engineering, P.C. 11 Proposal 19-035 Proprietary • KLD PROPOSAL 19-035 Meeting notes and a scanned copy of the meeting attendance roster will be provided electronically after the meeting. The final report will be issued after the final meeting with all comments from the final meeting resolved accordingly. IV. DYNEV SIMULATION MODEL The evacuation model, DYNEV, developed by KLD under contract to FEMA, and significantly extended and refined over the past 35 years, will be used for this project. DYNEV has been extensively evaluated by federal regulators and was independently validated,as discussed in Section II above. Dr. Todd Smith of the NRC presented a white paper at the 2016 National Evacuation Conference in New Orleans that analyzed the roadway density and population density for the 65 nuclear power plant sites in the U.S. Dr. Smith divided the population density by the roadway density, and applied some other educated assumptions regarding mobilization time to compute the ETE for each of the 65 sites. Dr. Smith's research found the results predicted by DYNEV (used for the ETE study for 59 of those 65 sites) to be in very good agreement with his GIS analysis,thereby validating the DYNEV model for a second time since its development. An essential feature of an evacuation model is its ability to represent the routing pattern of evacuating trips. The model must be able to compute the outward-bound destinations of evacuation trips (trip "distribution") and their paths of travel to these destinations (trip "assignment"). KLD's TRAD model, a component of DYNEV, integrates the trip assignment and distributions using well-established behavioral "equilibrium" principles. Some other models do not have this capability: the analyst must "assume" vehicle routing patterns. Such approximations can artificially limit the number of travel paths, thereby unrealistically ,"focusing" traffic demand and improperly increasing ETE. KLD has utilized DYNEV to estimate evacuation times for more than 100 evacuation studies in the U.S. and abroad for natural disasters (earthquake, hurricane, flooding, wildfire) and manmade disasters (chemical explosions, radiological releases from nuclear plants,and potential terrorist threats). KLD created DYNEV II in 2010 through 2012, which incorporates a state-of-the-art stochastic dynamic traffic assignment and distribution model, DTRAD. This advanced model replaces the previous equilibrium-based TRAD model; both are designed expressly for evacuation trip-making. In addition, the previous traffic simulation model in DYNEV has been replaced with an enhanced design.- The esign.The DTRAD model represents the changing traffic routing patterns over the course of evacuation, as well as driver uncertainty (i.e., "stochasticity") in selecting travel routes ("path choice"). This is a "dynamic routing" algorithm that ensures that the simulation of evacuating traffic represents reasonable driver behavior in the event traffic congestion creates an "imbalance" between traffic demand and capacity. Specifically, if traffic along an evacuation route experiences pronounced delays, it is reasonable to expect that evacuees will be inclined to select more attractive alternative routes. Thus, DYNEV II incorporates the latest technology in this area. KLD Engineering, P.C. 12 Proposal 19-035 Proprietary KLD PROPOSAL 19-035 DYNEV is a powerful simulation tool for quantifying and visualizing the impact on evacuation time and traffic congestion of disturbances or changes to the transportation infrastructure in a study area.This tool will prove valuable for the scope of work requested in this RFP. V. Quality Assurance/Quality Control Quality assurance and quality control (QA/QC) are of the utmost importance to KLD in this project and in all evacuation and emergency planning projects that we do. The health and safety of the public is protected and enhanced by effective emergency plans,which is why KLD has developed a rigorous QA/QC procedure over the course of our nearly 40 years of emergency.planning experience.The procedure involves two levels of checking — the first is done by the analyst (either GIS technician or traffic engineer) and the second is done by the project manager. A checklist of several hundred items has been generated to ensure that every step of an emergency planning study is done properly and double checked. Both the analyst and the project manager check each of these items, initialing and dating to ensure the check was complete. The draft and final reports also have several hundred checkpoints to ensure that all data and results are consistent throughout the report. Like our methodology, our QA/QC procedure has been refined over the years based on feedback from stakeholders and from discussions with federal agencies. VL Key Personnel Kevin Weinisch, P.E. is the Senior Vice President of KLD and will serve as the Senior Project Manager for this work effort. Mr. Weinisch has spent his entire 17-year career conducting evacuation studies and developing effective emergency plans. He has done evacuation studies for more than one hundred locations throughout the world, for manmade and natural hazards. He has managed projects with budgets ranging from a few thousand dollars to well in excess of one million dollars. He consistently completes jobs on schedule and within budget. Rebecca Cohen, P.E. —Project Manager I at KLD—will oversee the evacuation modeling and ETE computations. Ms. Cohen has conducted evacuation studies for most of her eight-year career, including extensive work on the current wildfire evacuation studies in the San Lorenzo Valley and the City of Laguna Beach. Ms. Cohen will serve as the single point of contact with the City of Ashland and the stakeholders. Efe Tuncer—Engineer I —will be the lead engineer for this project, developing the link-node analysis network, preparing the DYNEV input streams, running the simulations, and analyzing the results. He has been doing ETE work at KLD for the past year and a half, including being the lead analyst for the San Lorenzo Valley and the City of.Laguna Beach studies. His college graduate studies were specifically on evacuation as well. KLD has ample professional support staff experienced in ETE projects, including GIS Specialists I and II and traffic analysts. The GIS individuals are responsible for coordinating all of the mapping efforts and data collection/processing for this study. The traffic analysts assist in data collection and processing, as well as preparing simulation inputs and documentation. KLD and the City of Ashland will establish a protocol for interacting with each other. It is expected that communications from the City of Ashland will be directed to Ms. Cohen with copies to the others. Correspondence from KLD will be directed to a single point of contact identified by the City of Ashland. Resumes for key project staff will be furnished upon request. KLD Engineering, P.C. 13 Proposal 19-035 Proprietary • KLD PROPOSAL 19-635 VII. References As discussed above, KLD has done more than one hundred ETE studies in the last decade. We will happily provide references for these studies upon request, including our main points of contact for the San Lorenzo Valley study and the City of Laguna Beach study. VIII. Project Schedule KLD proposes the draft schedule shown in Table 3.Any delay in contract execution and notice to proceed with the project will result in similar delays to the completion of subsequent steps.The dedicated staff discussed in Section VI will be available for the duration of the project such that the proposed schedule will be met. IX. Project Cost KLD is pleased to provide the project cost, broken down by step and direct labor costs, shown in Table 4 for your consideration. Travel and other direct costs are summarized in Table 5. Fully burdened (includes overhead,fringe benefits,fee,etc.) hourly rates are provided in Table 6. The following assumptions are made in computing the job cost: • The draft and final reports will be in electronic format.There will be no hard copies provided of the draft or final report. • The study area will be comprised of the City of Ashland plus a Shadow Region comprised of the City of Talent. • The study includes review of existing emergency plans (all-hazards or wildfire specific) as Step 2. It does not include the development of a wildfire specific emergency plan for the study area. KLD has expertise in developing such plans, but that would be an out-of-scope task. • Additional meetings or work outside of the agreed upon scope will be charged on a time and materials basis using the rates in Table 6 and the actual cost of travel and other direct costs. • There are at most two trips budgeted for this project—kickoff meeting/road survey and final meeting.All meetings are to be firmly scheduled (date, time and location) at least three weeks prior to the meeting. Scheduling a meeting in a shorter timeframe would result in increased travel costs and increased project cost. The interim progress meeting will be virtual/video/web-based. • Step 3 (Conduct Demographic Survey) — the cost quoted assumes KLD staff are not required to be physically present for the survey and that volunteers will conduct the physical survey at the booths. • Step 6 (Identify Regions and Scenarios) —the cost quoted assumes at most 6 scenarios and at most 10 regions.Additional scenarios and/or regions will result in additional cost. • Step 7 (Data Gathering and Analysis) — it is assumed that all of the data for the transient and special facilities will be provided by the City of Ashland and the other stakeholders. If substantial data gathering is needed by KLD, including Internet searches, phone calls to individual facilities or transportation providers,aerial surveys of facilities,etc., additional cost will be incurred. • Step 11 (Impacts on ETE)—as indicated, 7 sensitivity studies are included (including two roadway closure cases).Additional sensitivity studies will result in additional cost. • The DYNEV model (see Section IV) is proprietary and will not be_a deliverable for this project.The results output by the model will be provided as tables and plots in the draft and final reports. KLD Engineering,P.C. 14 Proposal 19-035 Proprietary • • KLD PROPOSAL 19-035 This job is being bid as firm fixed price. Invoices will be submitted monthly indicating the percentage of each step completed, the overall project percentage completion and the corresponding dollar amount due. Our preferred payment terms are Net 30. • • KLD Engineering, P.C. 15 Proposal 19-035 Proprietary it KLD PROPOSAL 19-035 yr Y " 6 Il.-y�p N, y 3 t gig. a C, ,,L'ri ' :J'l"..• - . `.. ve. 1Jr•4eFr• w;;;/ -%''''''fired' a^a 4 r ' y Jackson v County 1 ,..,.,2„. .0 7. , , ,,"",,,. lak., 4‘ 2 t.4,11, �+..- ....,, ,, rima:r�,i ' © `‘‘_,•-.„, , , \ Legend 0 EMZ we motion , ';'✓ m w al% ,Pali mmol senteu leiar PC ro]1 _. Shadow Region yryp Mr:(ey CUSGiinN a "' 1 o, i 2 nWrif tr n I utme . . J.. '-,--.7'—=--7-- _ � Mlles) Figure 1.Proposed Study Area - / KLD Engineering,P.C. 16 Proposal 19-035 Proprietary • • r— KLD PROPOSAL 19-035,4 off tulg,..,.�.-�f tk $�.11' h �: }ry ":,r ` t�,. yX 9: �''�^' `L {' • 5�7' 4,s . h SANTA CRUZ DEMOGRAPHIC SURVEY 4 ; EFFORTS FOR WILDFIRE EMERGENCY MANAGEMENT STRATEGIES 4 I 411 ftIIEI E. VDU R IEL[p PLEASE FILL OUT THE SURVEY ONLINE AT: •� 1 v Bo or ,* https;//survevs.kid.engineerindnir 0. 0 ' X - .tet - 4o • F Figure 2.Sample Postcard Advertising Demographic Survey KLD Engineering,P.C. 17 Proposal 19-035 Proprietary • • ) KLD PROPOSAL 19-035 TOi(j1�A S" I r' -1‘1 rarer € r ' ' iVri $ 'ip I .EMERGENCY _ y, wE ‘,'.....s441 ' ''�r �y��PLFiyNNII�?G y�p�`1 ' ;'vaxest� • '�• ILJ nq,,yyr ki .., _:"+'Y'� I-31\11:'.r'e,y'.,y L'" -a, 117,k'i L-.( L - ) { . I, - f� ,_ # i ' \, • . IT' 1 [ tt M,> J ��- r' k Irl \I ° , / Figure 3.Demographic Survey Booth KLD Engineering,P.C. 18 Proposal 19-035 Proprietary • • l K KLD PROPOSAL 19-035 . Nr m r'�k'41.gJ I t nr II 1d,:4�tt��pp77 F,!,.,,! •,� $$�v1 ui„.,t-4Y l l 1. ?� ; , \ r j/ ( n"v a -,,,,-, -„)••••,,,,,,-7,•,!_, �' r a t`y: tt: t `i"+tt to a rJt[! .) k"�tt v vds s ''f erYr r .. 'q�▪ .d; 4 R � ! I .7,_'•-•" �[[�__ )/y�YYp[ `1 C'ti r .- et r , a f i f S'-e`;.-i''' 1 OeM�h J(.i'', l•r l Tti/. t.,, ?t /f �i` ,,{� aj JM �pk } ri��, ' '" YI'',1,.2'/";.)....:/'%.;•717:11,.. 1.tt 44t 1"'"`� . r� e t: ..".:.7'7.7. ,,,&-1.,'"::PI l /' , Hart' S' < ,'� -t. Gy ml� 5rC! dal. ,`':''.?„,'t1',..'.. ^ �� 1 �5, '{� • �y`r r o 1 ra r"Y' 3,,...„t- r lr,..;, r �' ,l'4' rte- +74ra[ J r r f 4' =„„,,,p,:.F R I v' t Lt.,-;.,,,;.,. ,..,-....;"2y o,..., 1- ,}4 i i`t,eN3,-f ! �ld t I Wld,o •,k; 1 r 4 iYdl Ze ,,t��'"IA 3. 'It.:'9 1.,, :� ,.-r C f �f(', 4 .1 r" '' ?q4 � "y.� �'i7NUt1t'�7t �P'hr',y{7'f". }'.- • ! ' t > 3' 1~` + fZl !"3.)h.C7 v n t iY .r 1 r 1r' 12, S r n �s•4'� r�•'wh lk� r� YJa� A, ,�rj 7 ll;' �ts t< [I y i I �b `• l l �S{h•syjf f� Ranrb it , S i §rR�n4yt! it's I 't r' k 1 •� hp 4 (r� t[v tj � ` I ' 9 - Fin ' - .''o rf r yf.t . jrl., n{ _- >~ 4i l l S � } `f ✓r J 'i7II ' ' 2. a .y ri hS w .` .%. ,°,Son Clemente,3: '�� _ 'f , i ' ,, i, . z3 D ,,-r, i iMllettt e s '� li3 I� .solegend re n.i u ilh ,, 1 ;.„ .Node—Unk Q EMZ L N, r .m,or Figure 4.Link-Node Analysis Network—City of Laguna Beach Wildfire Evacuation KLD Engineering,P.C. 19 Proposal 19-035 Proprietary f • (. KLD PROPOSAL 19-035 `''`'`� r' x7 • Congestion Patterns at 00 30° ga,. �• r �. .r. 4 i \ r i GS gR I bff I ry\ 1 i i • 7 "„,a, ;—~3,7f�����' r�' � los Legend .// j�/ r z,..; ;.' c y"t cos ® i'1A,•0 , ///'"r :� �n vis' f iSJ Section -"it� •.''1 ce ,it ,'Yn m E (—2,5,10,15 Mie Rings r', � w,f?" �F en„ney,re,,,n o 5 YoShadow Region �i"ek,�,,w.,.a,,,, �1; Mlle, Figure 5.Traffic Congestion Patterns at 30 Minutes After the Advisory to Evacuate KLD Engineering,P.C. 20 Proposal 19-035 Proprietary ) KLD PROPOSAL 19-035 Table 1.Time to Clear the Indicated Area of 90 Percent of the Affected Population(Sample) Summer Summer Summer Winter Winter Winter Winter Summer • Midweek Weekend Midweek Midweek Weekend Midweek Midweek i Weekend Weekend Weekend Scenario: (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) Midday Midday Evening Midday Midday Evening Midday Midday Region Good Good Good Good Good Good Special Roadway Weather Rain Weather Rain Weather Weather Rain Snow Weather Rain Snow Weather Event Impact Entire 2-Mile Region,5-Mile Region,and EPZ R01 1:05, 1:05 ' 1:05. 1:05 1:05 1:05 1:05 1:05 105 1:05 1:05 - 1:05 .1:05 1,05 R02 1:25 1:25 1:30 1:30 1:40 1:30 1:30 1:40 1:35 1:35 2:05 1:45 1:35 1:25 R03" 1:50 2:05.' 1:40 ' 1:45 1:35 1:50 2:00 7 2:05 1:30 1:30. 1:50 . 1:35 , ;2:00 1:55' 2-Mile Ring and Keyhole to 5 Miles R04 1:40 1:40 1:30 1:35 1:45 1:40 1:40 2:00 1:40 1:40 2:05 1:45 1:40 1:40 1805` 1:40 1:40' 1:30 125 1:45 1:40 1:40 2:00 1:40 .1:40 2:05 7. 1:45 ;1:40 ,1:40 ' RD6 1:45 1:50 1:35 1:40 1:45 1:50 1:50 2:15 1:45 1:45 2:15 1:50 1:45 1:45 R07 1:45- 1:45 1:45; 7 1:45 . 1:50 1:50' 1:50 2:15 - 1:50 7 1:50 2:15- 1:55 7 .7 1 50 - 1,45-, R08 1:25 1:25 1:35 1:35 1:40 1:25 1:25 1:35 1:35 1:35 2:05 1:40 1:35 1:25 R09 , 1:05 1:05 1:05. 105 1:05 7 1:05 1:05 7 1:10 1:05. 1:05 1:05 1:05• '1 05 1:69 R10 1:05 1:05 1:05 1:05 1:05 1:05 1:05 1:10 1:05 1:05 1:05 1:05 1:05 1:05 R11 1:05 , 1:05 1:05 '.1:05 _ 1:05 1,05 -1:05 1:05 1:05 , '1:05 1:05 1:05 171,05 2-Mile Ring and Keyhole to EPZ Boundary R12 1:50 • '2:10 1:40 _-• 1:45.- 1:30 1:50 , 2:00 2:05 1:25 120 1:45 1:35. _ 2:00 ,1:55, R13 1:50 2:10 1:40 1:45 1:25 1:50 2:00 2:05 1:20 1:25 1:35 1:25 2:05 1:50 71814 7 7 1:50 , 2:10 1:40 1:45 - "1:25 ;1:50 2:00 2:05 1:20 1:25 7 1:35 1:25 ,2:05. • 1:50 ' , KLD Engineering,P.C. 21 Proposal 19-035 Proprietary • • KLD PROPOSAL 19-035 Table 2.School Evacuation Time Estimates—Good Weather Travel Time Travel Dist. from Driver Dist.To Time to EPZ EPZ Mobilization Loading EPZ Average EPZ Bdry to Bdry to ETE to Time Time Bdry Speed Bdry ETE A.C. A.C. A.C. School (min) _ (min) (mi.) (mph) (min.) (hr:min) (mi.) (min) (hr:min) FRANKLIN COUNTY SCHOOLS Country Haven Academy 90 15 6.4 45.00 9 ":1:55. 8.6 12 2:10: Country Christian Center 90 15 32 45.00 5 1:50- 13.6 19 '2:10 Edwin Markham Elementary School 90 15 72 45.00 10 _ 1:55 ' 8.6 12 2:10 Big River County School 90 15 6.1 45.00 9 1:55 4' 8.6 12 210^' _ _ ' •Maximurn'for EPZ: Slai � -Maximum:'1271-1111 'AverageforEPZ:, atiB Average: > 1 KLD Engineering,P.C. 22 Proposal 19-035 Proprietary • KLD PROPOSAL 19-035 Table 3.Proposed Project Schedule Step Number I Description Completion i Date • N/A Contract Execution/Notice to Proceed 3/2/2020 1 Project Kick-off Meeting 3/11/2020 N/A Finalize Study Area 3/18/2020 2 Review Existing Plans 4/1/2020 3 Demographic Survey 4/17/2020 3/11/2020 4 Conduct Road Survey and Create Link-Node Analysis Network through 4/20/2020 5 Access Impaired Neighborhoods 4/27/2020 6 Identify Regions and Scenarios 4/27/2020 7 Data Gathering,Analysis and Processing 5/11/2020 8 Fuel and Weather Modeling 5/11/2020 N/A Deliver Project Assumptions Memo 5/15/2020 9 Progress Meeting 5/22/2020 10 Compute ETE / 6/12/2020 11 Estimate Impacts on ETE 7/3/2020 • 12 Technical Report—Draft 7/24/2020 13 Final Meeting 8/14/2020 Final Technical Report and Project Completion 8/28/2020 KLD Engineering,P.C. 23 Proposal 19-035 Proprietary • 1 • • KLD PROPOSAL 19-035 Table 4.Project Cost Title Senior PM PM I Engineer II Engineer I GIS I Loaded Hourly Rate TOTAL Step Description $ 290 $ 150 $ 95 $ 80 , $ 85 Hours Amount 1 Project Kickoff Meeting 0 8 4 4 0 16 $ 1,900 2 Review Existing Plans 0 2 4 4 4 14 $ 1,340 3 Demographic Survey 0 2 2 10 0 14 $ 1,290 Conduct Road Survey and Create Link- 4 Node Analysis Network 0 4 16 16 0 36 $ 3,400 5 Access Impaired Neighborhoods 2 2- 2 4 12 22 $ 2,410 6 Identify Regions and Scenarios 2 4 8 8 0 22 $ 2,580 7 Data Gathering,Analysis,and Processing 2 6 8 8 6 30 $ 3,390 8 Fuel and Weather Modeling 2 2 8 16 8 36 $ 3,600 ' 9 Progress Meetings 2 2 2 2 0 8 $ 1,230 10 Compute ETE 4 4 . 6 16 4 34 $ 3,950 11 Estimate Impacts on ETE 2 4 8 12 2 28 $ 3,070 , 12 Technical Report 2 12 16 24 10 64 $ 6,670 13 Final Meeting. 0 8 0 2 0 10 $ 1,360 Total Hours 18 60 84 126 46 334 $ 36,190 Travel and Other Direct Costs(see Table 5) $ 3,500 _ •, - - _ Project Total $ 39,690 KLD Engineering,P.C. 24 Proposal 19-035 Proprietary • • KLD PROPOSAL 19-035 Table 5.Travel and Other Direct Costs Kickoff Meeting(Step 1)and Road Survey(Step 4) . Item Senior PM PM I Engineer II Engineer I GIS II Unit Cost Units Total Airfare 0 1 1 1 0 $ 500 3 $ 1,500 Hotel per day 0 1 1 1 0 $ 100 3 $ 300 Subsistence per day 0 2 2 2 0 $ 75 6 $ 450 Rental Car 0 3 0 0 0 $ 100 3 $ 300 . Total• $... 2,550 .. Progress Meeting(Step 9)—Virtual/Video/Web-Based Total I . 5- _ 0 Final Meeting(Step 13) • - Item Senior PM PM I Engineer I Engineer I GIS I Unit Cost Units Total Airfare 0 1 0 0 0 $ 500 1 $ 500 Hotel per day 0 1 0 0 0 $ 100 1 $ 100 • Subsistence per day 0 2 0 0 0 $ 75 2 $ 150 Rental Car 0 2 0 0 —0 $ 100 2 $ 200 -- Total $ l II7 I=Travel Old Other[o$l3C2.E(0 M$ 3,500 • KLD Engineering,P.C. 25 Proposal.19-035 Proprietary — KLD PROPOSAL 19-035 Table 6.Fully Burdened Labor Rates Staff Hourly Rate Senior Project Manager $ 90 Project Manager I $150 Engineer II $95 Engineer I $80 GIS Specialist I $85 • • KLD Engineering, P.C. 26 Proposal 19-035 Proprietary • ACCORD® CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDD/YYYY) 3/24/2020 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 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 NAME: Deborah Fiore Hiram Cohen&Son, Inc. PHONE FAX 486 Willis Avenue (A/c.No.Ext):516-742-7180 (NC,No):516-742-7209 Williston Park NY 11596 ADDRess: dfiore@hiramcohen.com INSURER(S)AFFORDING COVERAGE NAIC# • INSURERA:Great Northern Insurance Co 20303 INSURED KLDENGI-01 INSURER B:Federal Insurance Company 20281 KLD Engineering PC 1601 Veterans Memorial Highway INSURER C: Suite#340 INSURER D: Islandia NY 11749 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:1587197134 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 TYPE OF INSURANCE ADDL SUER POLICY EFF POLICY EXP LIMITS LTR INSD WVD POLICY NUMBER (MMIDDIYYYY) (MMIDDIYYYY) A X COMMERCIAL GENERAL LIABILITY Y 36038116 3/1/2020 3/1/2021 EACH OCCURRENCE $1,000,000 CLAIMS-MADE X OCCUR DAMAGE TO RENTED PREMISES(Ea occurrence) $1,000,000 MED EXP(Any one person) $10,000 PERSONAL&ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 POLICY JECT X LOC PRODUCTS-COMP/OP AGG $2,000,000 OTHER: B AUTOMOBILE LIABILITY 73597090 3/1/2020 3/1/2021 COMBINED SINGLE LIMIT $ (Ea accident) 1.000,000 ANY AUTO • BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ • AUTOS AUTOS NON-0WN-O NED PROPERTY DAMAGE X HIRED AUTOS X AU $ TOS (Per accident) $ B X UMBRELLA LIAR X OCCUR 79896231 3/1/2020 3/1/2021 EACH OCCURRENCE _$10,000,000 . EXCESS LIAB CLAIMS-MADE AGGREGATE $10,000,000 DED RETENTION$ $ g WORKERS COMPENSATION 71756536 3/1/2020 3/1/2021 X STATUTE ETH AND EMPLOYERS'LIABILITY Y 1 N ANY PROPRIETOR/PARTNER/EXECUTIVE N 1 A E.L.EACH ACCIDENT $500,000 OFFICER/MEMBER EXCLUDED? (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $500,000 If yes,describe under - " DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $500,000 DESCRIPTION OF OPERATIONS/LOCATIONS!VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached If more space Is required) Additional insured(s)per written contract or agreement:City of Ashland,it's elected officials,officers&employees Insurance is primary&non-contributory per endorsement form no.80-02-2653. - CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. • City of Ashland 20 East Main Street Ashland OR 97520 • AUTHORIZED REPRESENTATIVE I ' ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD • C H U B B° Liability Insurance Schedule of Forms Policy Period MARCH 1,2020 TO MARCH 1,2021 Effective Date MARCH 1,2020 • Policy Number 3603-81-16 ECE Insured KLD ENGINEERING PC Name of Company GREAT NORTHERN INSURANCE COMPANY Date Issued DECEMBER 11,2019 :w'�a.rr•.swua,.+s '+.ct+�".NW.+w<:eaa..eiacuu;..:.i!oa4+�tdtbCri++=.o-aiK4hr'.'+�+��+,?J4Ww7w�Ajaauw�!s+(rLl:.�t_*pas,w�i"�`�nYr.t•'yA.tY.aNixi(HN>'tar;nS�nuMn;sa,tcai�7:W:+t+awi�a�;ahx',r.iW The following is a schedule of forms issued as of the date shown above: • Edition Effective Date Form Number Date Form Name Date Issued 80-02-2047 11-18 LIAB GLOBAL EXTENSION W/CONTROLLED UL INS 03/01/20 12/11/19 80-02-2322 4-94 DEFENSE OUTSIDE LIMITS 03/01/20 12/11/19 80-02-2362 4-01 CONDITION-WAIVER OF TRANS./RIGHTS OF RECOVERY 03/01/20 12/11/19 80-02-2367 5-07 ADDL INSURED-SCHEDULED PERSON OR ORGANIZATION 03/01/20 12/11/19 80-02-8287 10-09 COVERAGE TERRITORY,SCHEDULED 03/01/20 12/11/19 80-02-0010 4-94 LIABILITY DECLARATIONS 03/01/20 12/11/19 80-02-2000 4-01 GENERAL LIABILITY 03/01/20 12/11/19 80-02-2012 6-98 EMPLOYEE BENEFITS ERRORS OR OMISSIONS 03/01/20 12/11/19 80-02-2549 3-06 EXCLUSION-SCHEDULED PERSON OR ORGANIZATION 03/01/20 12/11/19 80-02-2653 7-09 PRIMARY NONCONTRIBUTORY-SCHEDULE PERS OR ORG 03/01/20 12/11/19 80-02-2717 2-06 NEW YORK MANDATORY 03/01/20 12/11/19 80-02-2718 4-94 NEW YORK MANDATORY-DEF.ILOADING/[JNLOADING 03/01/20 12/11/19 80-02-2846 2-06 NEW YORK MANDATORY 03/01/20 12/11/19 80-02-6403 1-15 CAP ON CERTIFIED TERRORISM LOSSES 03/01/20 12/11/19 80-02-6428 8-04 EXCLUSION-PROFESSIONAL LIABILITY,TOTAL 03/01/20 12/11/19 80-02-6528 1-13 EXCL-INFO LAWS INCL UNAUTH OR UNSOLICT COMMUN 03/01/20 12/11/19 80-02-6989 1-09 NY MAND-DUTY TO REPORT CLAIMS/NOTICE OF LOSS 03/01/20 12/11/19 80-02-6991 1-09 NY MAND-DUTY TO REPORT CLAIMS/NOTICE OF LOSS 03/01/20 12/11/19 80-02-8422 4-12 EXCLUSION-POLLUTION 03/01/20 12/11/19 80-02-8423 4-12 EXCLUSION-LOSS OF USE ELECTRONIC DATA 03/01/20 12/11/19 X80-02-8425 1-14 EXCL-ALCOHOLIC BEVERAGE TYPE BUSINESSES 03/01/20 12/11/19 last page Form 80-02-2999(ED.6-95) Schedule of Forms Page 1 • C H U B B° Liability Insurance • Endorsement Policy Period_ MARCH 1,2020 TO MARCH 1,2021 Effective Date - MARCH 1,2020 Policy Number 3603-81-16 ECE Insured KLD ENGINEERING PC Name of Company GREAT NORTHERN INSURANCE COMPANY Date Issued DECEMBER 11,2019 This Endorsement applies to the following forms: GENERAL LIABILITY EMPLOYEE BENEFITS ERRORS OR OMISSIONS Under Conditions,the following provision is added to the condition titled Other Insurance. Conditions Other Insurance- If you are obligated,pursuant to a written contract or agreement,to provide the person or Primary,Noncontributory organization described in the Schedule(that is also included in the Who Is An Insured section of this Insurance-Scheduled contract)with primary insurance such as is afforded by this policy,then this insurance is primary and Person Or Organization we will not seek contribution from insurance available to such person or organization. Schedule City of Ashland, it's elected officials, officers&employees Liability Insurance Conditions-Other Insurance-Primary,Noncontributory Insurance-Scheduled Person Or Organization continued Form 80-02.2653(Rev.7-09) Endorsement Page 1 � S C H U B B° Liability Insurance • Schedule of Forms Policy Period MARCH 1,2020 TO MARCH 1,2021 Effective Date MARCH 1,2020 Policy Number 3603-81-16 ECE • Insured KLD ENGINEERING PC Name of Company GREAT NORTHERN INSURANCE COMPANY Date Issued DECEMBER 11,2019 L;S±FN"?wsai:iactiar+!'Ai44N440XC�V�+�K.`!X.?.t+ficWbA'!+i;She++'+lw.ktrXs'«'+,7. h:'tMA4'M?i$Y7f"' :"N3F'k:.Vtl ;YKZM+:.«;'R,y..Ne+}4'°WA6"i3!..: 41Y..!ft%.SL+YtC%iM.ikafJd'Yf!'AltiiiK�tl&M(Ys+.''x':.4;{:f'Gl+M:.'.Yd9uVYiE"t Aza%S,a The following is a schedule of forms issued-as of the date shown above: Edition Effective Date Form Number. .Date Form Name Date Issued . 80-02-2047 11-18 LIAB GLOBAL EXTENSION W/CONTROLLED UL INS 03/01/20 12/11/19 80-02-2322 4-94 DEFENSE OUTSIDE LIMITS 03/01/20 12/11/19 80-02-2362 4-01 CONDITION-WAIVER OF TRANS./RIGHTS OF RECOVERY 03/01/20 12/11/19 80-02-2367 5-07 ADDL INSURED-SCHEDULED PERSON OR ORGANIZATION 03/01/20 12/11/19 80-02-8287 10-09 COVERAGE TERRITORY,SCHEDULED 03/01/20 12/11/19 80-02-0010 4-94 LIABILITY DECLARATIONS 03/01/20 12/11/19 80-02-2000 4-01 GENERAL LIABILITY 03/01/20 12/11/19 80-02-2012 .6-98 EMPLOYEE BENEFITS ERRORS OR OMISSIONS 03/01/20 12/11/19 80-02-2549 3-06 EXCLUSION-SCHEDULED PERSON OR ORGANIZATION 03/01/20 12/11/19 80-02-2653 7-09 PRIMARY NONCONTRIBUTORY-SCHEDULE PERS OR ORG 03/01/20 12/11/19 80-02-2717 2-06 NEW YORK MANDATORY 03/01/20 12/11/19 80-02-2718 4-94 NEW YORK MANDATORY-DEF./LOADING/UNLOADING 03/01/20 12/11/19 80-02-2846 2-06 NEW YORK MANDATORY 03/01/20 12/11/19 80-02-6403 1-15 CAP ON CERTIFIED TERRORISM LOSSES 03/01/20 12/11/19 80-02-6428 8-04 EXCLUSION-PROFESSIONAL LIABILITY,TOTAL 03/01/20 12/11/19 80-02-6528 1-13 EXCL-INFO LAWS INCL UNAUTH OR UNSOLICT COMMUN 03/01/20 12/11/19 80-02-6989. 1-09 NY MAND-DUTY TO REPORT CLAIMS/NOTICE OF LOSS 03/01/20 12/11/19 80-02-6991 1-09 NY MAND-DUTY TO REPORT CLAIMS/NOTICE OF LOSS 03/01/20 12/11/19 80-02-8422 4-12 EXCLUSION-POLLUTION 03/01/20 12/11/19 80-02-8423 4-12 EXCLUSION-LOSS OF USE ELECTRONIC DATA 03/01/20 12/11/19 80-02-8425 1-14 EXCL-ALCOHOLIC BEVERAGE TYPE BUSINESSES 03/01/20 12/11/19 • • last page Form 80-02-2999(ED.6-95) Schedule of Forms Page 1 C H U B B° Liability insurance Endorsement Policy Period MARCH 1,2020 TO MARCH 1,2021 Effective Date MARCH 1,2020 Policy Number 3603-81-16 ECE Insured KLD ENGINEERING PC Name of Company GREAT NORTHERN INSURANCE COMPANY Date Issued DECEMBER 11,2019 yWwr.w F411x'SOIL=':1¢J2lRYR98JAYl.IDL"AAC.PWM�BYACiTAR - .. ..• .. .... . This Endorsement applies to the following forms: GENERAL LIABILITY EMPLOYEE BENEFITS ERRORS OR OMISSIONS Under Conditions,the following provision is added to the condition titled Other Insurance. Conditions Other Insurance- If you are obligated,pursuant to a written contract or agreement,to provide the person or Primary,Noncontributory organization described in the Schedule(that is also included in the Who Is An Insured section of this Insurance-Scheduled contract)with primary insurance such as is afforded by this policy,then this insurance is primary and Person Or Organization we will not seek contribution from insurance available to such person or organization. Schedule • City of Ashland, it's elected officials, officers&employees Liability Insurance Conditions-Other Insurance-Primary,Noncontributory Insurance-Scheduled Person Or Organization continued Farm 80-02-2653(Rev.7-09) Endorsement Page 1