HomeMy WebLinkAbout2005-021 Contract - Engineering Monitoring Solutions
Engineered Monitoring Solutions
20345 SW Pacific Highway, Suite 104
Sherwood, OR 97140
503-925-1700 ph
503-925-1701 fax
January 26, 2005
City of Ashland
Public Works Department
20 East Main Street
Ashland, Oregon 97520
Attn: Ms. Paula Brown, P.E.
Re: Hosler Dam Failure Warning System
Equipment Maintenance Inspection and SeNicing
Dear Paula:
We are pleased to submit this proposal to provide maintenance inspections and servicing of the
Hosler Dam Failure Warning System. As you are aware, the system was designed and installed in
2003 by SquierlKleinfelder to improve the City of Ashland's ability to provide early warning to the
downstream community of the need to evacuate due to a developing failure condition at the dam.
The failure warning system consists of two subsystems (the detection system and the notification
system) that are fully integrated together to form the failure warning system.
The detection system is designed to monitor the dam for conditions that might indicate a developing
unsafe condition at the dam. The detection system also provides limited operational information for
the Water Treatment Plant (WTP) operators. The detection system components include:
· A pressure transducer that is used to monitor the reservoir water level.
· Two strong motion (seismic) accelerographs to record the ground motions experienced by the
dam during an earthquake event.
· A site gauge to provide a back-up point of reference for visual monitoring of the reservoir level
during a flooding condition.
· Visual I nspection routes along the right and left abutments downstream of the dam. The
inspection routes are used to perform weekly visual observations for changes in seepage or
slope stability in the abutments.
· Deflection monitoring survey points that are located on the dam and abutments to identify
long-term structural movement trends that might indicate a developing unsafe condition.
The notification system is designed to notify City personnel of a detected developing condition at the
dam, and to provide an outdoor audible broadcast of the need for the people inhabiting the flood
inundation area to evacuate. The notification system includes the following components:
· A SCADA screen located at the wrp to present the system alarm and alerts.
· An autodialer located at the WTP used to dial-out to WTP operations and City emergency
personnel in the event of an alarm condition at the dam.
· A network of four outdoor sirens used to provide audible notification of the need to evacuate.
· A siren controller located at the police dispatch center that is used to activate and test the
siren network.
It is our understanding that the City desires assistance related to maintenance and seNicing of the
system components. To accomplish this we propose the following scope of work.
SCOPE OF SERVICES
Our proposed scope of work includes performing an annual maintenance inspection which would
include an on-site visit to the project site to perform an inspection of the detection and notification
system components. The scope of services would also include preparing a letter report to document
the findings and recommended follow-up efforts.
To accomplish this, a visit to the dam will be performed to inspect the system components including
the reservoir level sensor, seismic recorders, ADAS equipment, solar power supplies, radio
equipment, and the reservoir level site gauge. A visit to the water treatment plant (WTP) will also be
performed to inspect the ADAS equipment and radio equipment. We will manually trigger an alarm
condition to the ADAS to test the integration of the ADAS and SCADA programming. A visit to the
Police dispatch center will be performed to conduct a silent test of the siren network and to meet with
City personnel to review the observed performance of the siren network over the past year.
The results of the maintenance inspection will be presented in a letter report documenting the
observed condition of each of the items inspected and a cost estimate for any recommended
servicing or repair efforts, if needed.
COMPENSATION
The annual maintenance inspection task and associated report would be provided for a lump sum
cost of $2,790.00 per inspection visit. This cost is based on the assumptions described herein. We
propose to perform the work per the Terms of Agreement for Monitoring System Services attached to
this proposal.
Page 2
Maint Inspection Proposal
The annual maintenance inspection would not include the cost of servicing, repairing, or replacing
components. The servicing, repairing, or replacing of system components would be provided on a
time and materials basis in accordance with the fee schedule that is included in the attached Terms of
Agreement. This fee schedule and the cost for the annual maintenance inspection would be valid for
two years.
CONCLUDING COMMENTS
Acceptance of this proposal and attached documents is indicated by signing and dating in the space
provided below and returning one copy of this letter to us. If more than 90 days pass before
authorizing the proposed work, we reserve the opportunity to review and modify this proposal where
necessary.
We look forward to being of service to you on this project. Should you have any questions regarding
this proposal, or if renegotiations of the Scope of Services, Terms of Agreement, or Limitation of
Liability were considered advisable, we would be pleased to confer with you at your convenience.
Very truly yours,
Engineered Monitoring Solutions
by ~;:?:"'" ~
Barry Myers, P.E.
President
by
eg Dutson
Senior Systems Integrator
GCD/xxx
Ene!. Terms of Agreement for Monitoring System Services (January 2005 - H)
Proposal Acceptance and Authorization to Proceed
1i1 b' L
~ ~G- "1~ -
I " r.
Printed Name
Authorized Signature
Date
Page 3
Maint Inspection Proposal
TERMS OF AGREEMENT FOR MONITORING SYSTEM SERVICES
ENGINEERED MONITORING SOLUTIONS (referred to herein as Consultant)
January 2005 (H)
FEES FOR SERVICES
Fees for services are based on the time expended on the project by professional, technical, and clerical personnel at the following
schedule of hourly charges:
Position
EditorlWord Processor
Administrative StafflTechnician
Project Engineer, Systems Integrator
Senior Project Engineer, Systems Integrator
Senior Engineer, Systems Integrator
Principal Engineer, Systems Integrator
Senior Principal
1) These rates shall remain in effect until completion of the agreed scope of services or one year from
date of agreement, whichever occurs first.
Hourlv Rate 1)
55.00
60.00
90.00
100.00
110.00
120.00
140.00
REIMBURSABLE EXPENSES
Expenses incurred in connection with project tasks such as equipment purchases, rental equipment, out-of-town subsistence, vehicle
costs, expedited delivery and similar, will be invoiced at direct cost plus 12 percent. Communication costs, including telephone, fax,
cellular, and postage will be charged at 2 percent of labor costs. Special technical computer programs, CAD, and GIS usage will be
charged at $15 per hour.
SERVICES BY OTHERS
On occasion specialized services by design consultants, contractors, or other technical companies may be needed. Such services will
be utilized only with your approval, with the cost of such services included in our invoice plus 15 percent.
INVOICES
Consultant will submit invoices to you, the Client on a monthly basis and a final bill upon completion of services. Payment is due upon
receipt of the invoice unless otherwise agreed, and is past due thirty (30) days from invoice date. A service charge will be added to any
account balance in arrears at a monthly rate of 1'Y:z percent of the balance due. Client agrees that the invoice balance is correct unless
we are notified in writing within ten days of date of invoice.
INSURANCE
The Consultant represents and warrants that it and its agents, staff and other consultants employed by it are protected by workers' compensation
insurance and that the Consultant has such coverage under public liability and property damage insurance policies which it deems to be adequate.
Certificates for all such policies of insurance will be provided to Client upon request in writing. Within the limits and conditions of such insurance, we
agree to indemnify and save Client harmless from and against any loss, damage, or liability arising from grossly negligent acts by the Consultant, its
agents, staff, and other sub-consultants employed by it. Consultant shall not be responsible for any loss, damage, or liability beyond the amounts,
limits, and conditions of such insurance. The Consultant shall not be responsible for any loss, damage, or liability arising from any acts by Client, its
agents, staff, and other consultants employed by it.
STANDARD OF CARE
Services performed by the Consultant under this Agreement will be conducted in a manner consistent with that level of care and skill
ordinarily exercised by the profession currently practicing under similar conditions in this area at this time. No other warranty,
expressed or implied, is made.
Client recognizes that subsurface conditions may vary from those encountered at the location where borings, surveys, or explorations
are made by the Consultant, and that the data, interpretations and recommendations of the Consultant are based solely on the
information available to it. The Consultant will be responsible for those data, interpretations, and recommendations, but shall not be
responsible for the interpretations by others of the information developed.
LIMITATION OF LIABILITY
Client agrees to limit the Consultant's liability to Client, and to any other person or entity, for any claim arising from, or alleged to arise
from any acts, errors, or omissions in the performance of this Agreement, whether such claim sounds in negligence, breach of contract,
strict liability or other legal theory, and including any legal fees or costs awarded under this Agreement, to an aggregate limit of the
amount of fees paid to Consultant under this Agreement, or $50,000, whichever is greater. Waiver of this clause or a higher limitation
may be negotiated for an additional fee.
DISCOVERY OF UNANTICIPATED HAZARDOUS MATERIALS
Hazardous materials, including biological pollutants (molds, fungi, spores, bacteria, and viruses, and the byproducts of any such
organisms or life forms) may exist, or occur later, at a site where there is no reason to believe they could or should be present.
Consultant and Client agree that the discovery of unanticipated hazardous materials, including biological pollutants, constitutes a
changed condition mandating a renegotiation of the scope of work or termination of services. Client agrees to compensate Consultant
for the additional cost of working to protect employees' and public's health and safety. In addition, Client waives any resulting claim
against Consultant, and agrees to defend, indemnify and save Consultant harmless from any claim or liability for injury or loss arising
Client's initials
Date
Page 1 of 2
I ·
January 2005 (H)
from Consultant's discovery of unanticipated hazardous materials or suspected hazardous materials. Client also agrees to fairly
oompensate Consultant as outlined herein for any time spent and expenses incurred by Consultant in defense of any such claim.
AQUIFER CONTAMINATION
Client recognizes that it is impossible for Consultant to know the exact composition of a site's subsurface even after employing the most
comprehensive exploratory program reasonably possible. As result, there is a risk that instrument installations or sampling may result in
contamination of certain subsurface areas, as when a probe or boring device moves through a contaminated area, linking it to an
aquifer or other hydrous body not previously contaminated and capable of spreading hazardous materials offsite. Because nothing can
be done to prevent such an occurrence, and because such installation and sampling is a necessary aspect of the work which
Consultant will perform for Client's benefit, Client waives any resulting claim against Consultant, and agrees to defend, indemnify and
save Consultant harmless from any claim or liability for injury or loss which may arise as a result of cross-contamination caused by
instrument installation or sampling. Client further agrees to fairly compensate Consultant as outlined herein for any time spent or
expenses incurred by Consultant in defense of any such claim.
RIGHT OF ENTRY
The Client will provide for right of entry of the Consultant, their contractors, and all necessary equipment, in order to complete the work.
While the Consultant will take all reasonable precautions to minimize damage to the property, the Client understands that in the normal
course of work some damage may occur, the correction of which is not part of this Agreement.
UTI LlTI ES
In the prosecution of the work, the Consultant will take reasonable precautions to avoid damage or injury to subterranean structures or utilities.
The Client agrees to hold the Consultant harmless for any damages to subterranean structures or utilities which are not called to the
Consultane s attention and correctly shown on the plans furnished.
OWNERSHIP OF DOCUMENTS
All reports, field data, field notes, calculations, estimates, and other documents prepared by the Consultant, as instruments of service,
shall remain confidential and the property of the Consultant. Client agrees that all reports and other work furnished to the Client, which
is not paid for, will be returned upon demand and will not be used by the Client for any purpose whatever.
The Consultant will retain all pertinent records relating to the services performed for an appropriate period following submission of the
report or completion of work, during which period the records will be made available to the Client at all reasonable times.
DISPUTES
In the event that a dispute arises in any way connected with this Agreement, and if the dispute cannot be settled through direct
discussions, the parties agree to first attempt to settle the dispute by mediation, before recourse to arbitration or a judicial forum. If the
dispute eventually results in litigation, it is agreed that the prevailing party shall be entitled to recover all reasonable costs incurred,
including staff time, court costs, attorney's fees, and other claim-related expenses, including at trial and on appeal.
TERMINATION
This Agreement may be terminated by either party upon seven (7) days written notice in the event of substantial failure by the other
party to perform in accordance with the terms hereof. Such termination shall not be effective if that substantial failure has been
remedied before expiration of the period specified in the written notice. In the event of termination, the Consultant shall be paid for
services performed to the termination notice date plus reasonable termination expenses.
In the event of termination or suspension for more than three (3) months prior to completion of all reports contemplated by this
Agreement, the Consultant may complete such analyses and records as are necessary to complete its files and may also complete a
report on the services performed to the date of notice of termination or suspension. The expenses of termination or suspension shall
include all direct costs of the Consultant in completing such analyses, records and reports.
ASSIGNS
Neither the Client nor the Consultant may delegate, assign, sublet or transfer its duties or interest in this Agreement without the written
consent of the other party.
SEVERABILITY
Client and Consultant have entered into this Agreement of their own free will to communicate to one another mutual understandings and
responsibilities. Any element of this Agreement later held to violate a law or regulation shall be deemed void, and all remaining
provisions shall continue in force. However, Client and Consultant will in good faith attempt to replace any invalid or unenforceable
provision with one that is valid and enforceable, and which comes as close as possible to expressing the intent of the original provision.
Client's initials
Date
Page 2 of 2
~~,
CITY OF ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541 ) 488-5300
CITY RECORDER'S COpy
Page 1 / 1
2/14/2005
05769
VENDOR: 009478
ENGINEERED MONITORING SOLUTION
20345 SW PACIFIC HWY STE 104
SHERWOOD, OR 97140
SHIP TO: Ashland Public Works
(541) 488-5587
51 WINBURN WAY
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: PUBLIC WORKS
Contact: Pieter Smeenk
Confirming? No
Annual maintenance inspection of the
HoslerDam Warning Alarm System.
Required by FERC to ensure
functionality. Pieter Smeenk will be
coordinating future inspections.
2,790.00
Exempt
Start Date: February 14, 2005
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
2 790.00
0.00
0.00
2,790.00
E 670.08.15.00.604130
2 790.00
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_.-.~"....._~_...-_.~--"
VENDOR COpy
CITY OF
ASHLAND
REQUISITION
No. PW - FY 2005
Department Public Works
Vendor ENGINEERING MONITORING SOLUTIONS
20345 SW PACIFIC HWY, STE 104
SHERWOOD OR 97140
Account No. 670.08.15.00.604130
Date February 7, 2005
Requested Delivery Date ASAP
Deliver To PIETER SMEENK
Via DAWN LAMB
(* Note Please allow approximately tw0(2) weeks for delivery on items not
generally caried in stored. and approximately two (2) months on printing jobs.)
Item No Quantity Unit Description Use of Purchasing Office Only
Unit Price Total Price PONo
Annual maintenance inspection of the Hosler Dam
Warning Alarm System. Required by FERC to ensure
functionality. Pieter Smeenk will be coordinatig future
inspections. $ 2,790.00
TOTAL $ 2,790.00
for Kari:
BID IRFP / EXEMPT: Exempt
Contract Start Date: Febraury 14,2005
Contract Completion Date: Annual
Insurance on file: ~ YES t NO
Project No: N/A
of this department and are budgetc-d
Job No.
Unit No.
Issued By
Date
Received By
rA'
G:Pub-wrks\eng\Dept-admin\engineer/budgeUEngineered Monitoring Solutions Hosler Requisition 2 OS.xls