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Home My WebLink About2004-214 CONT AMND #1 - Brown & Caldwell CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS CONTRACT CHANGE ORDER NO. PROJECT: LOCATION' CONTRACTOR: MAIN FEEDER/RAW WATER LINE UPGRADE ASHLAND WATERSHED BROWN & CALDWELL DATE: PROJECT NO.: AUGUST 20, 2004 03-15 You are requested to perform the following described work upon receipt of an approved copy of this document or as described by the Engineer: ItemNo. Description Quantity I Unit Price 4'~,~v/' Amount Service costs for permit application, CO 1 Task 5-7 on the attached letter Lump sum ~,, ,,.,~,.,.,.,,.,; $16,900.00 dated 8/13/04 Original Contract Amount Total this Change Order Previous Change Order Revised Contract Total $279,0OO.OO $16,900.00 $295,900.00 Recommended By: Approved By: Accepted By: The time provided for completion of this contract is increased by no calendar days. This document shall become an amendment to the contract and all provisions of the contract will apply. ~., En~jin~r ~' v.,_. , _ ,. Dat E~ine.~ / Date ~Ta~tor: /~) ~o~ ~~ Date 1025 Willame~e Street Ste 300 Eugene OR 97520 ENGINEERING Tel: 541-488-5347 20 E. Main Street Fax: 541-488-6006 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or, us G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT~.003\03-15 Ch Od 1.doc 1025 Willamette Street Suite 300 Eugene, Oregon 97401 Tel: (541) 686-9915 Fax: (541) 349-2150 www. brownandcaldwell.com August 13, 2004 Mr. Pieter Smeenk City of Ashland 51 Winburn Way Ashland, Oregon 97520 53-25435-001 Subject: Main Feeder/Raw Water Line Upgrade Amendment to Engineering Services Contract Dear Mr. Smeenk: The purpose of this letter is to request an increase in the design fee ff~r the Main Feeder - Raw Water pipeline project to cover the cost of services that will be needed for permit acquisition, but excluded from the proposed scope of services and estimated costs. The services relate to three primary activities that have been identified only recently. 1. A U.S. Forest Service requirement for an Environmental Assessment, including a cultural resources study. . Additional permit application and wetland determination/delineation efforts stemming from numerous culverts that cross the access roadway. These culverts were not obvious earlier and recognized as a potential permit issue, but have recently been judged by the regulatory agencies as jurisdictional waters because they carry intermittent streams. 3. Permit fees paid by Brown and Caldwell. An explanation of the need for additional environmental services related to these tasks is provided in the memorandum from Fishman Environmental Services that is enclosed with this letter. The decision for Brown and Caldwell to pay certain permit fees, which would streamline the process, was discussed with you previously. These additional services and the associated estimated additional fees ar.e defined and organized by project task in the table that follows: P:\25435 City of Ashland - Main Feeder Raw Water Pipeline\Project Management\Amendment 1 ',.081304 Lettc, it, Pierer Smeenk.doc Mr. Pieter Smeenk August 13, 2004 Page 2 , , Amount' $ Brown I - and Description Caldwell Subconsultant~ Tc Task 5-4 Permit Assistance Application preparation $ 250 $ 2,750 $ 3 Permit fees (paid through 8/13/04) 250 Task 5-7 Environmental Issues Assistance Wetlands delineation 550 Environmental Assessment (EA) 1,500 11,000! 12 Cultural resources survey 3,850 , 3 . - .., 2,000 )tal ,000 250 550 500 850 150 Notes: a Includes 10% markup If you have any questions concerning the information provided in this letter, please call me at 541/349-2104. I look forward to providing these services which will allow the project to move forward. Very truly yours, BROWN AND CALDWELL Tom Nevins, P.E. Project Manager TRN:raf Enclosure(s) I)9/18/t)3 p:\25435 ciq~ of>tshland main feeder t'aw ~vater p~peline\proleo management\amendment 1\081304 le;~er to p:¢ter smeenk.doc/vkv August 12, 2004 Portbnd Office 434 NW S[~h Avenue, Suite 304 Portbr~d, Oregon 97209 Tel 503.224.0333 Fax 503.224.1851 To: From: Project: Subject: Tom Nevins, Project Manager, Brown and Caldwell Stacy N. Benjamin, Wetland/Environmental Assessment Project Manager Paul Fishman, Managing Principal City of Ashland Raw Water-Main Feeder Pipeline Upgrade Project New Scope Items & Contract Amendment Brown & Caldwell, on behalf of the City of Ashland, has asked Fishman Environmental Services/SWCA (FES/SWCA) to prepare an Environmental Assessment (EA) for the City of Ashland's proposed Raw Water- Main Feeder Pipeline Upgrade Project in order to meet National Environmental Policy Act (NEPA) requirements. The NEPA requirement is a result of a portion of the project being located on federal land. FES/SWCA's current scope and budget includes preparation of a Biological Assessment (BA) but does not include preparation of an Environmental Assessment (EA). FES has determined that a BA is not necessary since federally listed ESA species are not an issue for this project. The scope of a BA document is much more limited than the scope of an EA document. The purpose of a BA is to evaluate the impacts of the proposed project on federally listed fish, wildlife and plant species. An EA includes many more sections than a BA, including a thorough description of the project purpose and need, proposed action and alternatives, the environmental resources that may be affected by each alternative including a No Build alternative, and an evaluation of the potential for environmental impacts to result from each of the alternatives culminating in the selection of the proposed action. A Preliminary Environmental Assessment Findings Technical Memorandum has already been prepared for the Ashland project, which has utilized much of the budget allocated for preparation of a BA (subtask 5-7.5). Additional budget is required to complete the EA document, including preparation of several new sections of the EA such as a description of alternative project designs and a No Action alternative and the environmental consequences associated with each of these alternatives. Additional budget estimated to complete the EA is $10,000. Based on available background information at the time the initial project scope was prepared, wetlands were not anticipated to be an issue for the project since the majority of the alignment was to be placed in the existing roadway. Based on our site reconnaissance, one potential wetland area was identified where the alignment is located outside the roadway, and several intermittent streams have been identified in the project alignment that may be temporarily impacted due to the project. The initial budgets for wetland permitting (task 5-4) and wetland report preparation (subtask 5-7.4) were based on the assumption that wetlands would not be an issue for the project; therefore, the presence of a wetland and several intermittent streams in the project alignment have resulted in increased time needed to prepare the wetland permit application, and will also require increased effort to prepare the wetland delineation report and coordinate agency review of the permit application and report. Additional budget for permit application preparation is $2,500. Additional budget for wetland delineation report preparation is $500. The State Historic Preservation Office (SHPO) has requested that a cultural resources survey be conducted along the project alignment. The results of the cultural resources survey will be incorporated into the Environmental Assessment. Heritage Research Associates has provided us with a cost estimate to conduct a pedestrian survey' of the alignment and prepare a report of the survey results. This cost estimate does not include the cost to evaluate any historic structures that may be present along the alignment. · Additional buqget for cultural resources survey is $3,500. The invoice for services provided in July is currently being prepared. An updated invoice spreadsheet showing contract amount by task, amount billed to date, and additional budget requested will be prepared next week. Please let us know if you want us to discuss this change with you and Pieter on a conference call. ~ The FES/SWCA cultural resource staff person is on leave until September 1. We might be able to reduce the cost for this task if we use our staff; however, the field work would not be done until the first week of September. We will determine next week if this option is feasible. CITY OF ASHLAND 20 E MAIN ST. ASHLAND, OR 97520 (541 ) 488-5300 CITY RECORDER'S COPY 'DAT. E ' : 7/1/2004 Page 1 / 1 I · "PONUMBER 04826 VENDOR: 008217 BROWN & CALDWELL PO BOX 452O8 SAN FRANCISCO, CA 94145-0208 SHIP TO: Ashland Public Works (541 ) 488-5587 51 WINBURN WAY ASHLAND, OR 97520 FOB Point: Terms: Net Req. Del. Date: 1/5/2004 Special Inst: Req. No.: Dept.: PUBLIC WORKS Contact: Paula Brown Confirming? NO .Quantity.' .iU,nit. : .... '.'..' '::,, ' ' '.',,,' Description,,, ' ......... :,, "UnitP,,r.'!ce'." · :..'Ext!Pr!,Ce'' .'' THIS IS A REVISED PURCHASE ORDER :"..::..:...:..:..: ...':'..... .';BLANKET:PURCHASE ORDER' . '" '"" '.:, Engineering design for the Raw Water 279,000.00 ..i:.:: i~;'ii'. ':.'..:. :; :. '::' .';":.'..! ;.i;; and Main Fe'edei: .Li'ne. fr°m Roe'der.. ..' " '"" '"." ":'...':"; :.':.i i;.; .:. i":..... Reservoir to the Water Treatment Plant .. ..:.. ....... · . · .. .:..il.i~:.::...;?:;.;.... .:.::' '...RFP:i...:::..' .....' : . . : :'. ... Date of. agreement: January 16, 2004 i ' ":' '~' · :.:' ComPleti°n date: September 2004' .. " .' .....'.'.;~':' :..:' Insurance required/On file · .. . ..." :.; .. :. : Revised pUrchase order 09-14-2004 ' " · · 1'6,900.00 Service costs for permit application, ;.:. :.':..:.:..... Task 5r7 on attached letter 08/13/2004 · .. .:.:.;. · :.. . .. ...' ..... . .. ''... · .. · ** This is a change order. *** · ' . '.. . ... · .... · .. · .. . . .:' .. .... . . SUIBTOTAL 295,900.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 295,900.00 ASHLAND, OR 97520 .... :..:i.'~. ' ::.::' .':..:'Account Number · · ' · ..:' Amount' : 'AccOunt Number · . .: i .:: .Amount:..:: E 670.08.15.00.704200 221,925.00 E 670.08.36.00.704200 73,975.00 r-'/Authorized Signature VENDOR COPY REQUISTION FORM CiTY OF ,-AS H! LAN D Date of Request: I' :3/15/2004t THIS IS A REQUEST FOR A: [X] Change Order (existing PO# 4826 ) Required Date of Delivery/Service: IASAP ' "', I Vendor Name: BROWN & CALDWELL Address: PO BOX 45208 City, State, Zip SAN FRANCISCO CA 94145-0208 Phone: Project Title: MAIN FEEDER RAW WATER LINE UPGRADE Project Number: 03-15 ~--~' ¢' --~ - Services Only Solicitation process: [ ] Exempt [ ] 3 Written Quotes (copies attached) [ ] SOle Source [ X ] InVitation to Bid (copies on file) [ ] Less than $5000 ! [ ] Request for Proposal (cOpies on file) Description Total Cost . . . Original Contract Cost for Raw Water Line Upgrade Engineering $ 279,000,00 originalContract Cost·. , Service costs for permit application, Task 5-7 on attached letter 8/13/04 $ t6~900.00 CO1': . ' ,. , : . . ,, $ - Prior Change Orders' $ 295,900.00 REVISED CONTRACT Account Number 670.08.15.00.704200 = 75% ($'12,675.00) *Please attach the O#ginal signed contract and Insurance Certificates. ~ /'-3// Account Number 670.08.36.00.704200-- 25% ($4225.00) poye e Si n'ga ture: final G: Pubwrks\Eng\03-15 Brown & Caldwell CO No 1 Updated on: 7/15~02