HomeMy WebLinkAbout2003-208 Contract - City of Talent - Stormwater Mgmt PlanCONSULTANT SERVICES CONTRACT
Consultant services contract made on the date specified below in Recital A between the cities of
Ashland, Talent, Phoenix, Central Point, and Jackson County (hereinafter referred to as
JURISDICTIONS) and Consultant as follows:
Recitals:
A. The following information applies to this contract:
CITY OF ASHLAND Consultant: KCM, Inc. dba Tetra Tech/KCM, Inc.
CITY OF TALENT Address: 7080 S.W. Fir Loop
CITY OF PHOENIX Portland, OR 97223
CITY OF CENTRAL POINT Tel: (503) 684-9097
JACKSON COUNTY Fax: (503) 598-0583
Date of Agreement:
September 5, 2003 RFP Date: May 15, 2003
Contract Duration: September Proposal Date: June 23, 2003
5, 2003 to August 1, 2004
2.2 Project Coordinators: Betty Wheeler, Talent; Lin Bernhardt, Jackson County; Paula
brown, Ashland; Jim Wear, Phoenix; Bob Pierce, Central Point
2.3 Contracting Officer: Lin Bernhardt
Address: Jackson County, 10 South Oakdale, Room 205, Medford, OR 97501
Tel: (541) 774-6086
2.4 Primary Contact for Billing: Betty Wheeler
Address: City of Talent, P.O. Box 445, Talent, OR 97540
Tel: (541) 535-1566
2.5 Project Regional Management Plan
6. Consultant's Representative: Jim Harper, P.E.
8.3 Maximum Contract Lump Sum Amount: $85,000
B. On the date noted above, JURISDICTIONS issued a request for proposals (RFP) for
consulting services needed by JURISDICTIONS for the project described above. Consultant
submitted a proposal in response to the RFP on the date noted above in recitals. A Scope
of Services, dated September 2, 2003, was negotiated and agreed to by all parties and is
attached as Exhibit D.
C. After reviewing Consultant's proposal and proposals submitted by other offers,
JURISDICTIONS elected Consultant to provide the services covered by the Scope of
Services.
1 - RFP Contract
JURISDICTIONS and Consultant agree as follows:
1. Relationship between JURISDICTIONS and Consultant: Consultant accepts the relationship
of trust and confidence established between Consultant and JURISDICTIONS by this
Contract. Consultant covenants with the JURISDICTIONS to perform services and duties in
conformance to and consistent with the standards generally recognized as being employed
by professionals of consultant's caliber in the locality of the project. Consultant further
covenants to cooperate with JURISDICTIONS, JURISDICTION'S representatives,
contractors, and other interested parties in furthering the interests of JURISDICTIONS with
respect to the project. In order to promote successful completion of the project in an
expeditious and economical manner, Consultant shall provide professional consulting
services for JURISDICTIONS in all phases of the project to which this contract applies,
serve as JURISDICTION'S professional consulting representative for the project, and give
professional consultation and advice during the term of this contract. Consultant
acknowledges that JURISDICTIONS ARE relying on consultant to provide professional
consulting services in a manner that is consistent with the interests of JURISDICTIONS.
Definitions: Generally words, terms and phrases used in this contract shall have the
meaning ascribed to them in the construction industry, unless the context clearly indicates
otherwise. As used in this Contract:
2.1. "JURISDICTIONS" means the JURISDICTIONS of Ashland, Talent, Phoenix, Central
Point, and Jackson County, Oregon, who have entered into an Interagency
Cooperative Funding Agreement to develop a regional stormwater management plan
to address the Phase I1 MS-4 requirements. This agreement is attached in Exhibit A.
2.2. "Project Coordinators" means the persons specified in Recital A above, or their
designees, who represent the needs and interests of their respective jurisdictions and
will cooperate with other Project Coordinators for the joint performance of this contract.
2.3. "Contracting Officer'' means the person described in Recital A
2.4. "Primary Contact for Billing" means the person described in Recital A.
2.5. "Project" means the project described in Recital A.
2.5. '~/Vork" or "Services" shall mean all labor, materials, plans, specifications,
opinions, reports, and other consulting services and products which Consultant is
required to provide under this contract.
Term: The term of this contract shall commence on the date specified in Recital A above
and end on completion of all services required by this contract unless sooner terminated as
provided in this contract.
Authority of Contracting Officer: The contracting officer shall have the authority to act on
behalf of JURISDICTIONS in the administration and interpretation of this contract. Such
authority to act on any resulting decisions with Consultant shall only be binding and
enforceable after the Contracting Officer has consulted with the Project Coordinators. Such
decisions must be agreed to by the majority of the Project Coordinators. The Contracting
Officer shall not have authority to bind JURISDICTION'S to additional funding.
5. Consulting Services: Consultant shall provide services to JURISDICTIONS that are
described in the RFP.
5.1. In connection with the services described in the RFP, Consultant shall:
2- RFP Contract
5.2.
5.3.
5.1.1. Consult appropriate representatives of JURISDICTIONS to clarify and
define JURISDICTION'S requirements relative to the services.
5.1.2. Review available data relative to the services.
5.1.3. Identify data that is not available and is needed to fulfill the services,
and act as JURISDICTION'S representative in obtaining such data.
5.1.4. Prepare monthly progress reports to the Contracting Officer on the
status of services.
5.1.5. Cooperate with other consultants retained by JURISDICTIONS in the
exchange of information needed for completion of the services and the
project.
Consultant shall commence performance of services within five days after receiving
written authorization from the contracting officer for work described in the Scope of
Services. Consultant shall perform the services as expeditiously as is consistent with
professional skill and care and the orderly progress of the project. Upon request of
JURISDICTIONS, Consultant shall submit for JURISDICTION'S approval, a schedule
for the performance of work elements described in the Scope of Services. Each
schedule shall include allowance for periods of time required for JURISDICTION'S
review and approval of Consultant's services. Each schedule, approved by
JURISDICTIONS, shall become a part of this contract.
Consultant shall perform the services as an independent contractor in accordance with
generally accepted standards in Consultant's profession. Consultant shall be
responsible for the professional quality, technical accuracy and the coordination of all
services performed by Consultant. Consultant shall, without additional compensation,
correct or revise any error or deficiencies in the services that are caused by
Consultant's negligence. JURISDICTION'S review, approval, acceptance of, or
payment for, any of the services shall not be construed to waive any of
JURISDICTION'S rights under this contract or of any cause of action arising out of
Consultant's services. In the event of any breach of this contract by Consultant or
negligent performance of any of the services, JURISDICTION'S cause of action
against Consultant shall not be deemed to accrue until JURISDICTIONS discovers
such breach or negligence, or should have, with reasonable diligence, discovered such
breach or negligence. The preceding sentence shall not be construed, however, to
allow JURISDICTIONS to prosecute an action against Consultant beyond the
maximum time limitation provided by Oregon law.
6. Assiqnment of Consultant's Personnel:
6.1. The services covered by this contract shall be rendered by, or under the supervision of
the person specified in Recital A above, who shall act as Consultant's representative in
all communications and transactions with JURISDICTIONS.
6.2. Consultant will endeavor to honor reasonable specific requests of JURISDICTIONS
with regard to assignment of Consultant's employees to perform services if the
requests are consistent with sound business and professional practices.
3- RFP Contract
7. Responsibilities of JURISDICTIONS:
7.1. JURISDICTIONS will cooperate fully with Consultant to achieve the objectives of this
contract.
7,2.
JURISDICTIONS will provide information, documents, materials and services that are
within the possession or control of JURISDICTIONS and are required by Consultant
for performance of the services.
7.3.
JURISDICTIONS will arrange for access to, and make all previsions for Consultant to
enter upon, public and private property as required for Consultant to perform the
services.
7.4. JURISDICTIONS will provide all permits necessary for completion of the project.
7.5. The contracting officer will act as liaison between JURISDICTIONS, Consultant, public
agencies, and others involved in the project.
Payment:
8.1.
JURISDICTIONS shall pay Consultant for services and reimburse Consultant for
expenses incurred by Consultant in performance of services in accordance with a
payment schedule to be submitted by Consultant and accepted by JURISDICTIONS.
No reimbursement will be made for expenses that are not specifically itemized in this
payment schedule without prior approval by the contracting officer.
8.2.
Consultant shall submit monthly invoices to the Primary Contact for billing as
described in Recital A for Consultant's services within ten days after the end of the
month covered by the invoice.
8.3. Total payments under this contract or any amendments shall not exceed the lump sum
specified in Recital A above.
8.4.
In the event it is determined that any individual jurisdiction requires unique information,
design, or other types of development planning particularly benefiting that jurisdiction's
circumstances not otherwise addressed in this Agreement, that jurisdiction shall be
solely responsible for making its own agreement and for payment for such work by any
consultant it selects, provided such agreement does not interfere with performance of
this Agreement. Invoices generated from that separate agreement shall be submitted
directly to that jurisdiction and not the City of Talent.
9. Compliance with Law:
9.1. This contract will be governed by and construed in accordance with laws of the State
of Oregon. Consultant shall promptly observe and comply with all present and future
laws, orders, regulations, rules and ordinances of federal, state, county and city
governments with respect to the services including, but not limited to, provisions of
ORS 279.312, 279.314, 279.316, 279.320 and Chapter 244.
4 - RFP Contract
CITY OF ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 001250
TALENT, CITY OF
P O BOX 445
ATTN: ACCOUNTS PAYABLE
TALENT, OR 97540
FOB Point:
Terms: Net 30 davs
Req. Del. Date:
Special Inst:
CIT'
.,ORDER S COPY
Page 1 / 1
DATE l PO NUMBER
11/12/2003 04619
SHIP TO: Ashland Public Works
(541) 488-5587
27-1/2 N MAIN STREET
ASHLAND, OR 97520
Req. No.:
Dept.: PUBLIC WORKS
Contact: Paula Brown / Jim OIson
Confirming? Yes
Quantity Unit Description Unit Price Ext. Price
NPDES Stormwater Management Plan 17,000.00
Development, Tetra Tech / KCM,
' Interac~ency Agreement: Citv of Ashland,
City of Talent, City of Phoenix, City
of Central Point & Jackson County
throuc!h a cooperative agreement with
KCM. Payments to be made to the City
of Talent.
Project Title: Phase II Stormwater
Manaqement Plan
SUBTOTAL 17,000.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541 ~552-2028 TOTAL 17,000.00
ASHLAND, OR 97520
Account Number Amount Account Number Amount
E 260.08.17.00.604100 17,000.00
A~or-~zed Signature
VENDOR COPY
REQUISITION
CITY OF
-ASHLAND
Date November 7, 2003
No. PW 311 -FY2004
Department Public Works Depamncnt
Vendor KCM / lelra lech Inc. Requested Delivery Date ASAP
7080 SW Fir Ix)op Deliver To Jim Olson
Portland OR 97223 Via Paula Brown
Account No. 260.08.17.00.604100
Coordination of stormwatcr resources fi'om $ 17.000.00
City of Ashland (7it,,' of ['alcnt, (?it3' ()['Phoenix.
City of Central Point & Jackson County
through a cooperatbc agrcccmcnt xqth KCM
l'OI AL $ 17.000.00
lbr Karl:
BID /RFP / EXEMPT: RFP
Contract Start [)ate: September 5, 2003
Contract Completion Date: August 1, 2004
Insurance on file: t YES I NO
Project No: N/A
Job No
Unit No.
sst cd B~ Date Recckcd }33
G:Pubwrks\eng\deptadmin\waters\stormwater\KCM Tetra Tech Stormwater Management Requisition 11 03xls
9.2.
Pursuant to ORS 279.316(2) any person employed by Consultant who performs work
under this contract shall be paid at least time and a half pay for all overtime in excess
of 40 hours in any one week, except for persons who are excluded or exempt from
overtime pay under ORS 653.010 to 653.261 or under 29 U.SC. Sections 201 to 209.
9.3.
Consultant is a "subject employer" as defined in ORS 656005 and shall comply with
ORS 656.017. Prior to commencing any work, Consultant shall certify to
JURISDICTIONS that Consultant has workers' compensation coverage required by
ORS Chapter 656. If Consultant is a carrier insured employer, Consultant shall provide
JURISDICTIONS with a certificate of insurance. If Consultant is a self-insured
employer, Consultant shall provide JURISDICTIONS with a certification from the
Oregon Department of Insurance and Finance as evidence of Consultant's status.
9.4,
Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by
paying a living wage, as defined in this chapter, to all employees performing work
under this contract and to any subcontractor who performs 50% or more of the service
work under this contract. Consultant is also required to post the attached notice
(Exhibit B) predominantly in areas where it will be seen by all employees. The results
of this provision shall be borne by the city of Ashland and shall not obligate the other
JURISDICTIONS to additional funding.
9.5. Consultant is an independent contractor and shall complete the attached certification
statement (Exhibit C) and herein incorporated in this contract.
10. Ownership of Documents: All work products prepared by Consultant pursuant to this
contract shall be the property of JURISDICTIONS. In addition, if any work product contains
intellectual property of Consultant, Consultant hereby grants JURISDICTIONS perpetual,
royalty-free, fully paid, non-exclusive license to copy, reproduce, publish or use or allow
others to use, such work product produced by Consultant under this Contract.
11. Records:
11.1. Consultant shall develop and maintain complete books of account and other records
on the services that are adequate for evaluating Consultant's performance. Consultant
shall maintain records in such a manner as to provide a clear distinction between the
expenditures and revenues related to the project and the expenditures and revenues
related to Consultant's other business.
11.2.
Consultant's books and records shall be made available for inspection by
JURISDICTIONS at reasonable times, to verify Consultant's compliance with this
contract. JURISDICTIONS, and their duly authorized representatives, shall have
access to all fiscal records and other information relevant to this contract and have the
right to request an audit of Consultant's books and records for the purpose of
performing examinations and audits, and making excerpts and transcripts.
12. Indemnification: Consultant shall defend, indemnify and save JURISDICTIONS, their
officers, agents, and employees harmless from any and all claims, actions, costs,
judgments, damages or other expenses resulting from injury to any person (including injury
resulting in death,) or damage to property (including loss or destruction), of whatsoever
nature arising out of or incident to the negligent performance of this contract by Consultant
5 - RFP Contract
(including but not limited to, the negligent acts or omissions of Consultant's employees,
agents, and others designated by Consultant to perform work or services attendant to this
contract). Consultant shall not be held responsible for any claims, actions, costs, judgments,
damages or other expenses, directly and proximately caused by the negligence of
JURISDICTIONS.
13. Insurance:
13.1. Consultant shall, at its own expense, at all times during the term of this contract,
maintain in force:
13.1.1. A comprehensive general liability policy including coverage for
contractual liability for obligations assumed under this contract, blanket
contractual liability, products and completed operations and owner's
and contractor's protective insurance;
13.1.2. A professional errors and omissions liability policy; and
13.1.3. A comprehensive automobile liability policy including owned and non-
owned automobiles.
13.2. The coverage under each liability insurance policy shall be equal to or greater
than the limits for claims made under the Oregon Tort Claims Act with minimum
coverage of $500,000 per occurrence (combined single limit for bodily injury
and property damage claims) or $500,000 per occurrence for bodily injury and
$100,000 per occurrence for property damage.
13.3. Liability coverage shall be provided on an "occurrence" basis. "Claims made" coverage
will not be acceptable, except for the coverage required by subsection 13.1.2.
13.4. Certificates of insurance acceptable to the JURISDICTIONS shall be filed with each
JURISDICTION prior to the commencement of any work by Consultant. Each
certificate shall state that coverage afforded under the policy cannot be cancelled or
reduced in coverage cannot be made until at least 30 days prior written notice has
been given to JURISDICTIONS. A certificate which states merely that the issuing
company "will endeavor to mail" written notice is unacceptable.
14. Default:
14.1. There shall be a default under this contract if either party fails to perform any act or
obligation required by this contract within ten days after the other party gives written
notice specifying the nature of the breach with reasonable particularity. If the breach
specified in the notice is of such a nature that it cannot be completely cured within the
ten day period, no default shall occur if the party receiving the notice begins
performance of the act or obligation within the ten day period and thereafter proceeds
with reasonable diligence and in good faith to effect the remedy as soon as
practicable.
14.2.
Notwithstanding subsection 14.1, either party may declare a default by written notice
to the other party, without allowing an opportunity to cure, if the other party repeatedly
breaches the terms of this contract.
6 - RFP Contract
4.3. If a default occurs, the party injured by the default may elect to terminate this contract
and pursue any equitable or legal rights and remedies available under Oregon law. All
remedies shall be cumulative.
14.4. Any litigation arising out of this contract shall be conducted in Circuit Court of the State
of Oregon for Jackson County.
15. Termination without Cause:
15.1. In addition to the right to terminate this contract under subsection 14.3,
JURISDICTIONS may terminate by giving Consultant written notice sixty days prior to
the termination date.
15.2. In addition to the right to terminate this contract under subsection 14.3, Consultant
may complete such analyses and records as may be necessary to place its files in
order and, where considered necessary to protect its professional reputation, to
complete a report on the services performed to date of termination.
15.3.
If JURISDICTIONS terminates the contract under subsection 15.2, Consultant shall be
paid for all fees earned and costs incurred prior to the termination date. Consultant
shall not be entitled to compensation for lost profits.
16. Notices: Any notice required to be given under this contract or any notice required to be
given by law shall be in writing and may be given by personal delivery or by registered or
certified mail, or by any other manner prescribed by law.
16.1. Notices to JURISDICTIONS shall be addressed to the appropriate Primary Contact at
the address provided for in Recital A above.
16.2. Notices to Consultant shall be addressed to the Consultant's representative at the
address provided for the Consultant in Recital A above.
17. Assi,qnment: JURISDICTIONS and Consultant and the respective successors,
administrators, assigns and legal representatives of each are bound by this contract to the
other party and to the partners, successors, administrators, assigns and legal
representatives of the other party. Consultant shall not assign or subcontract Consultant's
rights or obligations under this contract without prior written consent of JURISDICTIONS.
Except as stated in this section, nothing in this contract shall be construed to give any rights
or benefits to anyone other than JURISDICTIONS and Consultant.
18. Modification: No modification of this contract shall be valid unless in writing and signed by
the parties.
Consultant
e~ c/¢'d~'T~t r~ ~'e c h/KC M
~ 08888400
Date
7- RFP Contract
C'ity%f Ashland- '
City of Talent
City of Phoenix
City of Central Point
Jackson County
Date
Date
Date
Date
8 ~ RFP Contract
City of Talent
City of Phoenix
City of Central Point
Jackson County
~ Dale
Date
Date
Date
Date
8 o RFP Contract.
JURISDICTIONS
City of Ashland
Date
Date
Date
Date
Date
City of Talent
Ci~P~enix
City of Central Point
Jackson County
8- RFP Contract
JURISDICTIONS
City of Ashland
City of Talent
City of Phoenix
City of Central Point
Jackson County
Date
Date
Date
Date
Date
~V~D AS TO
Assis~:t County
8 - RFP Contract
EXHIBIT B
City of Ashland
LIVING
Der hoUr effectiVe June 30, 2003
(InCreases annually every June 30 by the
Consumer Price Index)
For all hours worked under a
service contract between their
employer and the City of
Ashland if the contract
exceeds $15,713 or more.
For all hours worked in a
month if the employee spends
50% or more of the
employee's time in that month
working on a project or portion of
business of their employer, if the
employer has ten or more
employees, and has received
financial assistance for the project
or business from the City of
Ashland in excess of $15,713.
If their employer is the City of
Ashland including the Parks
and Recreation Depadment.
In calculating the living wage,
employers may add the value of
health care, retirement, 401K and
IRS eligible cafeteria plans
(including childcare) benefits to the
amount of wages received by the
employee.
Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator,
City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at vwA, v.ashland.or.us.
Notice to Employers: This notice must be posted predominantly in areas where it will be seen by all employees.
CITY OF
-ASI ILAND
XHIBIT "C"
CERTIFICATION STATEMENT FOR CORPORATION
OR INDEPENDENT CONTRACTOR
(Contractor Complete Section I and Sections II or IliA below).
L
NAME:
(tax filing)
ADDRESS
CITIZENSHIP, if applicable
[/Corporat on
Sole
Limited
Limited Partnership
BACKGROUNDINFORMATION
KCM, inc. dba Tetra Tech/KCM, Inc.
7080 SW Fir Loop, Portland, OR 97223
F_ Yes [ No
General Partnership
Governmental/Non-Profit
L, Limited Liability
Federal Tax ID #: 9%0888400
or SSN#:
Above payment information must be provided prior to contract approval. This information will be
reported to the Internal Revenue Service (iRS) under the name and taxpayer I.D. number submitted, (See
IRS 1099 for additional instructions regarding taxpayer ID numbers,) Information not matching IRS
records could subject Contractor to 31 percent backup withholding.
CERTIFICATION: I, under penalty of perjury, do hereby certify that (a) the number shown on this form is
my correct taxpayer iD (or I am waiting for the number to be issued to me) and (b) I am not subject to
backup withholding because (i) I am exempt from backup withholding or (ii) I have not been notified by
the internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to
report all interest or dividends, or (iii) the IRS has notified me that I am no longer subject to backup
withholding.
I, the undersigned also (a) agree to perform the work required by this personal services contract in
accordance with the terms and conditions made a part of this contract by reference; (b) certify under
penalty of perjury that my business is not in violation of any Oregon tax laws; and (c) certify I am an
independent contractor as defined in ORS 670,600.
Signed by /.---%.. ~ _~ ·
Contractor: ~ .~"Y
ur~ tit/e) "~ -
Vice President
September 10, 2003
(date)
Certification Statement 1 of 3
II. CONTRACTOR IS A CORPORATION,
CORPORATION CERTIFICATION: I, undersigned, authorized to act on behalf of entity designated
below, hereby certify under penalty of perjury that contractor is a corporation.
Signature (~t.,~~......-.~ Date 9/10~03 Entity KCM, Inc. dba Tetra Tech/KCM, Inc.
III. ST~T~ES'~ ~!
//~
ORS 60.7~ provides in part: "As used in various provisions of ORS Chapters 316, 656, 657 and 701,
an indivicTual or business entity that performs labor or services for remuneration shall be considered to
perform the labor or services as an 'independent contractor' if the standards of this section are met."
ORS 670.600 also provides standards for satisfying the designation of an independent Contractor. In that
regard, Contractor and County hereby provide the following certifications.
A. CONTRACTORISINDEPENDENT
Contractor certifies he/she meets the following standards:
1. I am registered under ORS Chapter 701 (i.e. a registered construction contractor) if I will be providing
labor or services for which such registration is required (required only if providing construction
services),
2. I have filed federal and state income tax returns in the name of my business or a business Schedule
~'C" as part of the personal income tax return, for the previous year, for labor or services performed as
an independent contractor in the previous year,
3. I represent to the public that the labor or services are to be provided by my independently established
business. [ represent that four or more of the following circumstances exist: (Please check which of
the following apply:)
A. The labor or services are primarily carried out at a location that is separate from my
residence, or is primarily carried out in a specific portion of my residence, which is set aside
as the location of the business.
B. The business has purchased business cards or commercial advertising, or I have a trade
association's membership.
C. A telephone listing and service is used for the business that is separate from the personal
residence listing and service.
D. Labor or services are performed only pursuant to written contracts.
E Labor or services are performed for two or more different persons within a period of one year.
F. I assume financial responsibility for defective workmanship or for service not provided as
evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability relating to the labor or services to be provided.
Contractor
Signature Date
Cer[ification Statement 2 of 3
(County complete B below)
B. COUNTY APPROVAL
The County certifies the contracted work meets the following standards:
The Contractor is free from direction and control over the means and manner of providing the labor or
services, subject only to the specifications of the desired results.
The Contractor is responsible for obtaining all assumed business registration or professional
occupation licenses required by state law or local ordinances.
· The Contractor furnishes the tools or equipment necessary for the contracted labor or services.
· The Contractor has the authority to hire and fire employees to perform the labor or services.
Payment to the Contractor is made upon completion of the performance or is made on the basis of a
periodic retainer.
County
Signature Date
Certification Statement 3 of 3
EXHIBIT "D"
SCOPE OF SERVICES (September 2, 2003)
ROGUE VALLEY - STORMWATER MANAGEMENT PLAN
The following tasks outline our proposed scope of work. A project schedule and fee is attached. In this
scope, Stormwater Advisory Team (SWAT) is used to describe the team of appointed representatives
from the agency participating in this project and listed in the contract.
TASK 100 - PROJECT MANAGEMENT AND STARTUP
Subtask 110 Project Management Plan
This subtask provides for establishing goals and milestones to be accomplished during the course of
the project, to be reviewed with the SWAT at a startup meeting. Using the project plan as a guideline
will ensure that the project is completed on time and within budget.
Subtask 120 Progress Reports/Invoices
This subtask includes a monthly progress report, providing task-by-task status, and monthly billing.
Subtask 130 Startup Meeting
The startup meeting will ensure that the goals, schedule and proposed products of Tt/KCM and all
involved agencies are the same. The consultant and the SWAT will review project objectives and
schedule.
Subtask 140 Coordination/Documentation with the SWAT Project Manager and Consultant
Project Team
The Tt/KCM team will maintain continuous coordination with the SWAT representatives by email, fax,
and other forms of correspondence. All decisions made by phone calls will be followed by an email.
We will provide a summary of outside meetings concerning the project. This task will ensure
comprehensive decision documentation for the project. This allows reference for future users of the
plan, and creates a paper trail on early decisions.
Although emails will be broadcast to contact SWAT representatives. The coordination of setting up
meeting times and location will be by the SWAT.
Subtask t50 Quality Assurance/Quality Control
Tt/KCM in-house quality assurance provides for independent review by a senior engineer separate
from the project team. A QA review will also be conducted on each phase to ensure that each
deliverable is accurate and readable and meets the scope and goals of the project.
Deliverables:
· Project Reports/Invoices
· Project Coordination/Documentation
· Quality Assurance
· One Startup Meeting
TASK 200 - DATA COLLECTION AND ANALYSIS
Subtask 210 Collect and Review Existing Documents
The consulting team will develop a list of items that can be provided by the SWAT, including reports,
existing maps, existing stormwater management plans, and pedinent ordinances and regulations. The
consulting team will also gather county, state and federal information that is readily available. The
consultant will review for potential incorporation into this project. RVCOG will provide assistance in the
collection of known documents and water quality monitoring information.
SCOPE OF SERVICES Tt/KCM · 1
Subtask 220 Develop List of Data Requirements
Once all the available information has been reviewed a list will be developed of information that is
required to complete the Phase II requirements. This may be more storm system inventory or better
basin characteristics (hopefully this list is not required or short). A plan to fill in these voids will then be
develop which could include the consultant team, community staffs or a combination of both. The fee
estimate does not does not include this additional work.
This list will include a review of existing master plans and how to augment the master plans for Phase
Il requirements.
Subtask 230 Field Reconnaissance
A field reconnaissance will be conducted to determine field conditions, determine runoff patterns when
mapping is not conclusive, and evaluate existing major natural drainageways. This information will be
used to develop subbasin maps and identify opportunities for water quality projects and protection of or
improvements to existing natural systems. We have included time for RVCOG to provide field
verification for mapping and between Tt/KCM visits.
Subtask 240 Develop Mapping for Communities
This task wiil develop mapping criteria for the project. A review of existing mapping will be conducted
and an area-wide map for this project will be developed for project use. City maps that need revising
for DEQ submittal will also be developed under this project. RVCOG will use existing electronic
mapping to develop maps for this project. No new mapping efforts were included in the fee estimate.
The maps used wilt be in a format acceptable to Jackson County GIS Staff.
Subtask 250 Provide Review Documents to SWAT
At the start-up meeting, we hope to make a presentation concerning what we feel the project is to
accomplish and to provide review material. This will provide information and insight on the decisions
that will be required by agencies as part of this project. Under this subtask, previous examples of
Tt/KCM work will be distributed for the SWAT review.
Subtask 260 Coordination with Agencies
This subtask involves phone conversations and meetings with DEQ to incorporate concerns.
Deliverables:
A bibliography of information collected
· Refined Stormwater Maps
· Coordination with Agencies and SWAT
TASK 300 DEVELOP PROGRAM OPTIONS
This task involves reviewing BMP's for each of the six categories from existing documents and
preparing a list to incorporate into a regional guide.
Subtask 310 Pollution Prevention in Municipal Operations
A document listing and describing Pollution Prevention methods will be presented. The methods will
include the minimum requirements to meet Phase II and additional items that go beyond the Phase II
requirements. The description will include approximate cost for implementing. Once the list of
measures has been defined for this project, Tt/KCM will prepare a document that will form a Chapter
in the final Phase II guidelines.
Subtask 320 Illicit Discharge Detection and Elimination
Methods will be described on how an illicit discharge program can be developed. The inspection and
detection, treatment, permitting, rerouting of non stormwater discharges as required in Phase II will be
discussed. RVCOG will assist with the development of this program using their knowledge of existing
and past monitoring efforts. RVCOG will also assist in the development of regional BMP's and budget
level cost estimates.
SCOPE OF SERVICES TtJKCM · 2
For communities with existing programs to detect illicit connections we will provide a review of the
program. Specific plans for communities without plans or a regional plan will be developed. These
programs can be implemented with City staff or through other arrangements.
Subtask 330 Construction Site Run-Off Control
This can be handled several ways. The TtJKCM Team can develop guidelines that communities can
adopt for an erosion control program or a regional approach can be investigated, A third approach
would be to implement the monitoring of a DEQ program for erosion control. We will also provide a
document that will describe methods to regulate and enforce the ordinance.
Subtask 340 Post-Construction Run-Off Control
This can best be handled through a technical design manual to develop guidelines for new
development. This manual will provide both structural and non-structural BMP's to be included in new
development. The development of a design manual is a complex and can be an expensive endeavor
and has not been included in the fee estimate
Subtask 350 Public Education and Outreach
This task does not cover the Public Education occurring during the development of this plan. This task
is the development of Public Education and outreach program that will be implemented over the next
five years. The work RVCOG is conducting during this project will be incorporated into the overall
description of the five-year program. RVCOG will provide information on existing public education and
outreach activities, develop and review BMP descriptions and budgeting cost for the five-year
program under a separate contract.
Subtask 360 Public Involvement/Participation
The public involvement/participation program will be developed under this task. The work currently
conducted by RVCOG under another contract will be incorporated into the overall description of the
five-year program. RVCOG will provide information on existing public involvement activities, develop
and review BMP descriptions and budgeting cost for five-year program under a separate contract.
Deliverables:
· Six minimum Programs forPhase II
TASK 400 REGIONAL PHASE II STORMWATER PROGRAM GUIDE
Subtask 410 Draft Regional Phase II Stormwater Program Guide
A report describing the six minimum measures along with cost, mandatory requirements, checklist and
other tools to assist communities will be developed for review. This report will describe the Public
Involvement and education task that P, VCOG will be conducting outside this scope. Since this
document will provide flexibility for implementing Phase ti requirements it will not have the capability to
be submitted on its own. Each community will have the ability to pick and chose the programs they
wish to implement and this list along with the report will be submitted to DEQ. Time has been included
for review and minor assistance from RVCOG
Subtask 420 Final Regional Phase II Stormwater Program Guide
After review and modifications a final repot[ will be submitted. The programs and guidelines will be
discussed and selected throughout the project and therefore the submittal of the draft report will not
include new items. Therefore one review meeting should be sufficient to get to the final.
Deliverables:
· Draft Regional Program Guide (10 Copies)
· Final Regional Program Guide (10 hard copies, one reproducible copy, one electronic copy)
SCOPE OF SERVICES TtJKCM · 3
TASK 500 STORM WATER MANAGEMENT PROGRAMS
Subtask 510 Stormwater Management Program Plans
Using the document developed under this project Tt/KCM will develop community specific programs
for DEQ submittal. TtJKCM will provide recommendations for each community. These will include
selected program options with implementation schedules. The document developed under Task 400
will be a part of the submittal and will give the background for the submittal.
De#verables:
· Community Specific programs for DEQ submittal
TASK 600 FUNDING OPTIONS
Subtask 610 Funding Work Plan
Prepare, with the jurisdictions, a specific work plan including the steps to be undertaken, key policy
decisions, mechanism for evaluating funding policy alternatives and schedule;
The jurisdictions will bring to this project a wide range of interests relative to stormwater quantity and
quality issues. In this task, the consultant team will work with the jurisdictions to focus the "funding
scope of work." Without a specific work plan, advisory bodies of this nature tend to be continually
deflected from their central focus. Based on our understanding of the project, we anticipate that the
following items will be key elements of this funding work plan:
· Integration of stormwater service delivery throughout the Rogue Valley area,
· Enhance~l ability to manage upstream conditions affecting overall stormwater water quality and
quantity,
· Evaluation of alternative institutional and financial structures for providing stormwater services
throughout the area,
· Improved data for more accurate budgeting and cost of service analysis, and
· Development of a funding analysis and implementation specific action plan that is supported by
the all of the jurisdictions.
Subtask 620 Evaluate Boundary Options
Evaluate, through direct input by the jurisdictions, boundary options and institutional frameworks for
regional stormwater management;
Boundary options and 9overnance/institutional frameworks are often times difficult to achieve
consensus on within a planning effort. During this task, the consultant team in concert with the
jurisdictions will lay the technical groundwork from which funding and governance approaches can be
discussed. The logical starting point for such an exercise will be to identify the drainage basins within
the proposed service area. It is anticipated that there will be a need for maps and related graphics to
support this effort.
Once the basins are delineated and plotted, the consultant team will prepare a series of draft boundary
options that can be discussed with the jurisdictions. This process will coincide with the preparation of
governance options that will be proposed. At this point, it is likely that one of three options would be
most viable. These options are:
· Establishment of ORS 190 agreements to guide development and implementation of
stormwater management among the jurisdictions;
· Creation of an ORS 451 district that is aligned to reflect watershed boundaries;
· Creation of one or more new special service districts based on unique characteristics of
topography, special need, etc.
SCOPE OF SERVICES TtJKCM · 4
Capital
Subtask 630 Funding Analyses
Provide on-going governance and funding analyses to support the jurisdictions in their decision making
process which identifies and evaluates alternative institutional, organizational and funding structures to
support the program as defined by the jurisdictions;
It is likely that there will be a considerable number of combinations and permutations of service
delivery options that will be discussed and debated by the jurisdictions. To facilitate this process and
to keep the project on track, the consultant team will provide jurisdictions with the following types of
technical analyses:
1. Preparation of analyses describing (revenue capacity, application restrictions) the stormwater
funding options available including the following:
· Stormwater service charges.
· System development charges,
· Plan review and inspection fees, and
· Debt financing.
2. Review with the jurisdictions, stormwater institutional options/i.e., expansions of existing structures
or development of new entities), establish evaluation criteria, evaluate alternative funding approaches
and determine an acceptable funding mix for stormwater management. The consultant team will
document this work via the "issue paper~' process that has been used in prior funding and policy
analyses projects.
3. Review the stormwater "utility" rate bases available and document the advantages/disadvantages
each affords regarding:
· Implementation timing
· Start-up costs
· Equity
· Revenue capacity.
4. Prepare a cost of service analysis which consolidates potential additional/incremental program
expenditures under headings which may include:
Operations & Maintenance
NPDES Compliance
System maintenance
Minor system improvements/remedial maintenance
Water quality management
System inventory
Complaint response
Enforcement
Plan review and field inspection
Public Education
Long term capital improvement program
Basin planning
5. Based on available data pertaining to existing system costs and the anticipated costs of future
improvements, prepare an analysis of system development charges as they apply to existing and
future improvements. This analysis will be done in conformance with ORS 223 guidelines.
SCOPE OF SERVICES Tt/KCM · 5
6. Provide estimates of the cost ranges associated with stormwater programming within the proposed
service area including:
· staffing requirements for stormwater operations,
· non-point source monitoring/permitting requirements under NPDES and Phase II impacts on
cities.
7. Develop a computer spreadsheet model to test the relative funding/rate impacts (total revenue,
allocation to customer classes) of the proposed funding structures.
8. Prepare a stormwater rate analysis and overall funding mix which supports the stormwater
management program at the level of service identified and agreed upon by the jurisdictions.
Deliverables:
· Funding Analyses
· Attendance at Three Meetings
TASK 700 COORDINATION
Subtask 710 SWAT Meetings
TtJKCM will attend nine SWAT meetings discuss the progress, review status and make key issue
decisions concerning the project. These meetings need to be scheduled with other meetings in the
Medford Stormwater Project.
Subtask 720 Open Houses
Tt/KCM will attend three open houses and provide updates on the progress of the plan.
Deliverables:
· Attendance at 6 SWAT Team Meetings
· Attendance at 3 open Houses
SCOPE OF SERVICES Tt/KCM · 6
TetraTechlKCM - Estimate of Professional Services No. : 8340047
'ogue Valley - Stormwater Management Plan Date: 9110/2003 Subconsultants
.~escription '. · Principal Project · Senior Profes- Techni- ' Cleri- Tt/KCM RVCOG Shaun
Manager Enginebr signal' i . cai. ' ca[ Cost/ Pigott
'" ' Staff $~af[ Staff' Task Associates
Task 160 Project Management and Startup
110 Project Management Plan 4 2 $558
i120 Progress Reports/Invoices 4 4 $668
130 Startup Meeting 8 4 $1,176
140 Coordination/Documentation 12 $1,344
150 Qualib/AssurancelQuality Control 8 8 $2,176
Subtotal Task 100 8 36 0 4 0 6 $5,922 $0 $0
Task 200 Data Collection and Analysis
210 Collect and Review Existing 12 4 16 $2,924 $594
220 Develop List of Data Requirements 8 $896
230 Field Reconnaissance 24 24 $4,368 $880
240 Develop Mapping 8 16 $2,016 $3,960
250 Review Documents 8 4 $1,356
260 Coordination with Agencies 16 4 $2.252
Subtotal Task 200 0 76 12 56 0 0 $13,812 $5,434 $0
Task 300 Develop Program Options
310 Pollution Prevention 8 2 8 $1,686
320 Illicit Discharge Detection 8 2 8 $1,686 $1,056
330 Construction Site Run-off Control 8 2 8 $t,686
340 Post-Construction Rumoff Control 8 2 8 $1,686
350 Public Education and Outreach 4 4 $908
360 Public Involvement/Participation 4 4 $908
Subtotal Task 300 0 40 16 32 0 0 $8,560 $t,056 $0
'task 400 Regional Program Guideline
0 Draft Regional Guideline 24 4 60 8 $7,868 $924
420 Final Regional Guidelines 1 32 24 4 $5,684
Subtotal Task 400 1 56 4 84 12 0 $13,552 $924 $0
Task 500 Stormwater Management Programs
510 Management Program Plans 40 4 60 $9,140
Subtotal Task 500 0 40 4 60 0 0 $9,140 $0 $0
I'ask 600 Funding Options
310 Funding Work Plan 2 $224 $2,266
320 Evaluate Boundary Options 2 $224 $3,234
330 Funding Analyses 8 $896 $8,415
Subtotal Task 600 0 12 0 0 0 0 $1,344 $0 $13,915
Task 700 Coordination
710 Advisory Team Meetings (6) 36 16 8 $6,392
720 Open Houses (3) 24 8 $3,608
:Subtotal Task 700 0 60 24 0 8 0 $10,000 $0 $0
Total Hours 9 I 320 ] 60 I 236 [' 20 I 6 $62,330 $7,414 $13,915
Hourly Rate $160 $112 $115 $70 $65. $55
Subtotal S1'.440 S35,840 ' $6.900 $16,520 $1,300 $330 $62.330
Total Wages (Including Overhead & Professional Fee) $62,330
Subconsultants (including 1.10 markup) $21,329
Tt/KCM Printing, Publications, Computers and Misc. * $760
Tt/KCM Other Expenses (Travel)* $581
TOTAL I $85,000
· Where hourly rates serve as the basis for fee, they shall be sub/ect to change annually to reflect change~ in Tt/KCM salary levels
· Tt/KCM annual salary adjustments typically occur during fit~t quarter of calendar year.
· Oirectjob expenses include fO% markup
Rogue Valley Stormwater Management Plan
r ~ pROjEcT SCHEDULE
2003 2004
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR
ECT MANAG
PROJ EMENT
DATA cOLLECTION &ANALYSIS
collect& Review Existing
Documents ~ J
Develop Data Requirements m
Field Reconnaissance m
Develop Mapping
Coordination with Agencies
DEVELOP PROGRAM OPTIONS
Pollution Prevention m ~
Illicit Discharge Detection m ~
Construction Site Run-off ~ m
Post-COnstruction Run-off ~ m
REGIONAL PROGRAM GUIDE
Draft: Guide J · ~
Final Guide [] m
MANAGEMENT PROGRAMS
Management Program Plans
FUNDING OPTIONS !
F~ndi~g Work Plan' J m m J
Evaluate Boundary Options · m m m
Funding Analyses m m m
COORD NAT ON
Public Involvement
Medford Coordination