HomeMy WebLinkAbout2007-254 Contract - HDR Engineering
CERTIFICATIONS OF REPRESENTATION
Contractor, under penalty of perjury, certifies that:
(a) The number shown on this form is its correct taxpayer ID (or is waiting for the number to be issued to it; and
(b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not
been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to
report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding.
Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform
the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance wnh its terms, and
(c) The work under the Contract shall be performed in accordance with the highest professional standards, and
(d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies
under penalty of pe~ury that its business is not in violation of any Oregon tax laws, and it is a corporation
authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an
independent contractor as defined in the contract documents, and has checked four or more of the following
criteria:
(1) I carry out the labor or services at a location separate from my residence or is in a specific portion of my
residence, set aside as the location of the business.
/ (2) Commercial advertising or business cards or a trade association membership are purchased for the
business.
.I (3) Telephone listing is used for the business separate from the personal residence listing.
" (4) Labor or services are performed only pursuant to written contracts.
j (5) Labor or services are performed for two or more different persons within a period of one year.
(6) I assume financial responsibility for defective workmanship or for service not provided as evidenced by
the eWAeFEillip €If peRGFffiaAee seRels, ','l'!lrfaflties, errors and omission insurance or liability insurance relating to the
labor or services to be provided.
1irr1"~~
Contractor
~/Z6fe()7
Dae
G:lpub-wrkslengldept-adminIENGINEERIPROJECT\2007\07-12 HDR TSP CIP Contract Docs 907.doc
,oonW-9
Request for Taxpayer
Identlflcatlon Number and Certlflcatlon
Give form to the
requester. Do not
send to the IRS.
(Rev. Janu81)' 2003)
Depanmel'ltoftheTrusury
"""""-..........,.
N Name
HDIL
_ r
~orporalion
Tax a er Identification Number (TIN)
<'..
D Partnership 0 Other ...
pt from backup
__................ withnolding
Requester's name and address (optIOnal)
I Socilll security number
I I -I- I -I- I
Enter yoLK TIN in the appropriate box. For individuals, this Is yolK social security number (SSN).
However, for. resident alien. sole proprietor. or disregarded entity, see the Part I instructions on
page 3. For other entities. It Is your empfoyer identification number (EIN). If you do not have a number.
see How to get a TIN on page 3.
Note: If the sccount is in more than one name, see the chait on page 4 (or guidelines on whose number
to enter.
or
Certification
Under penalties of perjury. I certify that:
,. The number shown on this form is my correct taxpayer Klentification number (or I am waiting for a number to be issued to me). and
2. I am not subject to backup withholding because: Ca) I am exempt from backup withholding. or (b) I have not been notified by the Internal
Revenue Service (1RS) that I am su~t to backup withholding as a result of a failure to report all interest or dividends. or (c) the IRS has
notified me that I am no longer subject to backup withholding, and
3. I am a U.S. person (including a U.S. resident alien).
Certification Instrvctions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup
withholding because you have faUed to report all Interest and dividends on your tax return. For real estate transactions. Item 2 does not apply.
For mortgage Interest paid, acquisition or abandonment of secured property. cancellation of debt. contributions to an individual retirement
arrangement (IRA). and generaly. pa ents other n Interest and dividends. you are not required to sign the Certification. but you must
provide your correct TIN. (See the i tru n ge 4.)
Sign
Here
Purpose of Form
A person who is required to me an Information return with
the IRS. must obtain your correct taxpayer tdentification
number (TIN) to report. for example. income paid to you, real
estate transactions. mortgage interest you pakt acquisition
or abandonment of seclKed property. cancellation of debt. or
contributions you made to an IRA.
U.S. person. Use Form W-9 only if you are a U.S. person
(including a resident alien). to provide your correct TIN to the
person requesting it (the requester) and. when applicable, to:
1. Certify that the TIN you are giving is correct (or you are
waiting for a number to be issued),
2. Certify that you are not subject to backup withhofding.
or
3. Claim exemption from backup withholding if you are a
U.S. exempt payee.
Note: If a requester gives you a form other than Form W-9
to request your TIN, you must use the requesters form if it is
substantially similar to this Form W-9.
Foreign person. If you are a foreign person. use the
appropriate Form W-B (see Pub. 515, Withholding of Tax on
Nonresident Aliens and Foreign Entities).
""'. ..
----,,16-0-
Norvesident alien who becomes a resident alien.
Generally. only a nonresident alien individual may use the
terms of. a tax treaty to reduce or eliminate U.S, tax on
certain typeS of income. However. most tax treaties contain a
provision known as a "saving clause." Exceptions specified
in the saving clause may permit an exemption from tax to
continue for certain types of Income even after the recipient
has otherwise become a U,S. resident alien for tax purposes.
If you are a U.S. resident alien who is relying on an
exception contained In the saving clause of a tax treaty to
claim an exemption from U.S. tax on certain types of income.
you must attach a statement that specifies the following five
items:
1. The treaty country. Generally, this must be the same
treaty under which you claimed exemption from tax as a
nonresident alien.
2. The treaty article addressing the income.
3_ The article number (or location) in the tax treaty that
contains the saving clause and its exceptions.
4. The type and amount of income that qualifies for the
exemption from tax.
5. Sufficient facts to justify the exemption from tax under
the terms of the treaty article.
Cal No. 10231X
Form W-9 (Rev. 1.2003)
G:lpub-wrkslengldept-adminIENGINEERIPROJECT\2007\07-12 HDR TSP CIP Contract Docs 907.doc
ENGINEERING SERVICES CONTRACT
Consultant services contract made on the date specified below in Recital A between the City and Consultant as
follows:
Recitals:
A. The following information applies to this contract:
CITY: CITY OF ASHLAND Consultant: HDR ENGINEERING INC.
City Hall Address: 1001 SW5THAVENUESTE1800
20 E. Main St. PORTLAND OR 97204-1134
Ashland, Oregon 97520
(541) 488-6002 Telephone: 503/423-3700
FAX: (541) 488-5311 FAX: 503/423-3737
Date of this agreement: ~ B: RFP date: JULY 24, 2007
SEPTEMBER 18, 2007 Proposal date: AUGUST 27, 2007
~2.2. Contracting ollicer: Paula C. Brown, PE
~2.4. Project: Transportation System Plan Capital Improvement Project Update
~6. Consultant's representative: Claude Sakr, PE
~8.3. Maximum contract amount: NTE $117,000.00
B. On the date noted above, City issued a request for proposals (RFP) for consulting services needed by City for
the project described above. Consultant submitted a proposal in response to the RFP on the date noted above.
C. After reviewing Consultanfs proposal and proposals submitted by other ollerors, City selected Consultant to
provide the services covered by the RFP.
:+ City and Consultant agree as follows:
1. Relationship between City and Consultant:
121~nsultant accepts the relationship of trust and confidence established between Consultant and City by this
A'-Iltt,s contract. Consultant ecr.e"IlRt3 with the City to perform services and duties in conformance to and consistent with
the standards generally recognized as being employed by professionals of consultant's caliber in the locality of the
6$ project. Consultant further 8(ll(eAQflte to cooperate with City, City's representatives, contractors, and other
~ interested parties in furthering the interests of City 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 City in all phases of the project to which this contract applies, serve as City's professional
1.ZJ1.61 consulting representative for the project, and give professional consultation and advice during the term of this
contract. Consultant acknowledges that City is relying on consultant to provide professional consulting services in a
manner that is consistent with the interests of City.
El4lr\rI~R",(.2. Definitions:
Ar-10 Generally words, terms and phrases used in this contract shall have the meaning ascribed to them in the
50 toll cen91ruelillA industry, unless the context clearly indicates otherwise. As used in this contract:
2.1. "City" means the City of Ashland, Oregon.
f.Z'J,.o"1 2.2. "Contracting ollicer" means the person specified in Recital A above or that person's designee.
2.3. "Project' means the project described in Recital A.
G:lpub-wrkslengldept-adminIENGINEERIPROJECT\2007\07-12 HDR TSP CIP Contract Docs 9 07.doc
2.4. "Work' or "Services" shall mean all labor, materials, plans, specifications, opinions, reports, and other
~ Elt~W consulting services and !lreel~et5 which Consultant is required to provide under this contract.
f; 3. 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.
1.1/1.61
4. Authoritv of Contractina Officer: The contracting officer shall have the authority to act on behalf of City in the
administration and interpretation of this contract. The contracting officer shall have complete authority to authorize
services, transmit instructions, receive information, interpret and define City's policies and make other decisions
with respect to Consultant's services.
5. Consultina Services: Consultant shall provide services to City that are described in the RFP.
5.1. In connection with the services described in the RFP, Consultant shall:
5.1.1. Consult appropriate representatives of City to clarify and define City's requirements
relative to the services.
5.1.2. Review available data relative to the services.
5.1.3. Identify data which is not available and is needed to fulfill the services, and act as
City'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 City in the exchange of information
needed for completion of the services and the project.
5.2. Consultant shall commence performance of services within five days after receiving written
authorization from the contracting officer for work described in the RFP. 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 City, Consultant shall submit for City's approval, a schedule for the performance of work elements described in
the RFP. Each schedule shall include allowance for periods of time required for City's review and approval of
Consultant's services. Each schedule, approved by City, shall become a part of this contract.
5.3. Consu~ant 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. City's review, approval, acceptance of, or payment for, any of the services shall not be construed to
waive any of City'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, City's cause of
action against Consultant shall not be deemed to accrue until City 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 City to prosecute an action against Consultant beyond the maximum time limitation
provided by Oregon law.
6. Assianment 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 City.
6.2. Consultant will endeavor to honor reasonable specific requests of City with regard to assignment of
Consultant's employees to perform services if the requests are consistent with sound business and professional
practices.
7. Resoonsibilities of City:
7.1. City will cooperate fully with Consultant to achieve the objectives of this contract.
7.2. City will provide information, documents, materials and services that are within the possession or
control of City and are required by Consultant for performance of the services.
G:\pub'wrkslengldept-adminIENGINEERIPROJECT\2007\07-12 HDR TSP CIP Contract Docs 907.doc
7.3. City will arrange for access to, and make all provisions for Consultant to enter upon, public and private
property as required for Consultant to pertorm the services.
7.4. City will provide all permits necessary for completion of the project.
7.5. The contracting officer will act as liaison between City, Consultant, public agencies, and others
involved in the project.
8. Pavment:
8.1. City shall pay Consultant for services and reimburse Consultant for expenses incurred by Consultant
in pertormance of services in accordance with a payment schedule to be submitted by Consultant and accepted by
City. 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 City 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 sum specified in Recital A
above.
9. Comoliance 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, City and city governments with respect to the services including, but not limited to,
provisions of ORS 279C.505, 279C.515, 279C.520 and 279C.530.
9.2. Pursuant to ORS 279C.520(2) any person employed by Consultant who pertorms work under this
contract shall be paid at least time and a half pay for all overtime in excess of 40 hours in anyone week, except for
persons who are excluded or exempt from overtime pay under ORS 653.010 to 653.261 or under 29 U.S.C.
Sections 201 to 209.
9.3. Consultant is a 'subject employer' as defined in ORS 656.005 and shall comply with ORS 656.017.
Prior to commencing any work, Consultant shall certify to City that Consultant has workers' compensation coverage
required by ORS Chapter 656. If Consultant is a carrier insured employer, Consultant shall provide City with a
certificate of insurance. If Consultant is a self-insured employer, Consultant shall provide City with a certification
from the Oregon Department of Insurance and Finance as evidence of Consultant's status.
9.4. If the amount of this contract is $15,964.00 or more, 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 pertorming
work under this contract and to any subcontractor who pertorms 50% or more of the service work under this
contract. Consultant is also required to post the attached notice predominantly in areas where it will be seen by all
employees.
10. Ownershio of Documents:
All documents prepared by Consultant pursuant to this contract shall be the property of City. To the extent
permitted by law, City shall, within the limits of the Oregon Tort Claims Act, defend, indemnify and hold harmless
Consultant, its consultants, agents and employees against all damages, claims, expenses and losses arising out of
any reuse of plans, specifications and other documents prepared by Consultant without prior written authorization of
Consultant.
11. Records:
11.1. Consultant shall develop and maintain complete books of account and other records on the services
which are adequate for evaluating Consultant's pertormance. 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 City at reasonable times, to
verify Consultant's compliance with this contract. City shall have the right to request an audit of Consultant's books
and records by a certified public accountant retained by City.
12. Indemnification:
G:lpub-wrkslengldept-adminIENGINEERIPROJECT\2007\Ol-12 HOR TSP CIP Contract Docs 90l.doc
Consultant shall defend, indemnify and save City, its 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 (including e~t R6t IiflliteB te, the negligent acts
or omissions of Consultant's employees, agents, and others designated by Consultant to perform work or services '(. 2?']
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 City.
13. Insurance:
13.1. Consultant shall, at its own expense, at all times during the term of this contract, maintain in fore .
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 aRB 6'/;l\e('5 allB eelltrtleter'5 Ilreteeti..e 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. Contractor shall submit certificates of insurance acceptable to the City with the signed contract prior
to the commencement of any work under this agreement. 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 City. 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.
14.3. 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:
15.1 Mutual consent. This contract may be terminated at any time by mutual consent of both
parties.
15.2 Citv's Convenience. This contract may be terminated at any time by City upon 30 days'
notice in writing and delivered by certified mail or in person.
15.3 For Cause. City may terminate or modify this contract, in whole or in part, effective upon
delivery of written notice to Contractor, or at such later date as may be established by City under any of the
following conditions:
a. If City funding from federal, state, county, or other sources is not obtained and continued at
levels sufficient to allow for the purchase of the indicated quantity of services;D
G:lpub-wrkslengldept-adminIENGINEERIPROJECT\2007\07-12 HDR TSP CIP Contract Docs 9 07.doc
b. 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 contract or are no
longer eligible for the funding proposed for payments authorized by this contract; or
c. If any license or certificate required by law or regulation to be held by Contractor to provide
the services required by this contract for any reason denied, revoked, suspended, or not renewed.
15.4 For Default or Breach.
a. Either City or Contractor may terminate this contract in the event of a breach of the
contract by the other. Prior to such termination the party seeking termination shall give to the other
party written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as the
party giving notice may authorize or require, then the contract may be terminated at any time
thereafter by a written notice of termination by the party giving notice.
b. Time is of the essence for Contractor's performance of each and every obligation and duty
under this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this contract
within the time specified herein or in any extension thereof.
c. The rights and remedies of City provided in this subsection (15.4) are not exclusive and
are in addition to any other rights and remedies provided by law or under this contract.
15.5 Obliaation/Liabilitv of Parties: Termination or modification of this contract pursuant to
subsections 15.1, 15.2, 15.3 and 15.4 above shall be without prejudice to any obligations or liabilities or 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 subsections 15.1, 15.2, 15.3 and 15.4 of this section,
Contractor shall immediately ceased all activities under this contract, unless expressly directed otherwise by City in
notice of termination. Further, upon termination, Contractor shall deliver to City all contract documents, information,
works-in-progress and other property that are or would be deliverables had the contract been completed. City shall
pay Contractor for work performed prior to the termination date if such work was performed in accordance w~h the
Contract.
16. Funds Available and Authorized: C~ has sufficient funds currently available and authorized for expenditure to
finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's
payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is
contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its
reasonable administrative discretion, to continue to make payments under this contract. In the event City has
insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without
penalty or liability to City, effective upon the delivery of written notice to Consultants, with no further liability to
Consultants.
17. 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.
17.1. Notices to City shall be addressed to the contracting officer at the address provided for the City in
Recital A above.
17.2. Notices to Consultant shall be addressed to the Consultant's representative at the address provided
for the Consultant in Recital A above.
18. Assianment:
City 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 Consultanfs rights or obligations
under this contract without prior written consent of City. Except as stated in this section, nothing in this contract
shall be construed to give any rights or benefits to anyone other than City and Consultant.
G:\pub-wrkslengldept-adminIENGINEERIPROJECT\2007\07-12 HDR TSP CIP Contract Docs 9 07.doc
19. Governina Law: Jurisdiction: Venue: This contract shall be governed and construed in accordance with the
laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action,
suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of
Oregon) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and
exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be
brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States
District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its
authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this
section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to
the United States Constitution, or otherwise, from any claim or from the jurisdiction.
20. MERGER CLAUSE: THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE
AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS
OF THIS CONTRACT 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
CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY
ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE
BOUND BY ITS TERMS AND CONDITIONS.
21. Modification:
No modification of this contract shall be valid unless in writing and signed by the parties.
CITY OF ASHLAND
By:
Its:
.) IJ/z.~ J1A t:C.LE3s
Printed Name
$VP
By: 4< ~
Lee T~neberg .
Finance Director
/0~7
FedlD#
By:
Legal
By:
partment Head Date: 8' (7cr t7'/
Coding: ~O tJ8' 7,)00 7-1.7,zc,
(For City use only)
G:lpub-wrkslengldept-adminIENGINEERIPROJECT\2007\07-12 HDR TSP CIP Contract Docs 9 07.doc
""~'
Wi.
City of Ashland - Update TSP and CIP List
SCOPE OF WORK
Tasks:
Task 1 - Project Administration
The objective of this task is to provide project coordination, directions to team members, and
management in support of meeting the City's goals and objectives.
Deliverables:
. Monthly invoices and status reports; project schedule updates.
Task 2 - Develop Background
The objective of this task is to gather background information for the TSP update.
Task 2.1 Review Existing Documents
HDR will obtain from the City and review the existing TSP and SDC study, existing traffic, listing ofthe
completed projects, Carte graph database, the comprehensive plan and any pending land use proposals for
comprehensive plan amendment.
Assumptions:
For this task, it is assumed that the City will provide the following documents and information:
. The 1998 TSP
. The most recent SDC study (1999)
. The current CIP for transportation projects
. The basis for cost estimates contained within the 1998 TSP and 1999 SDC study (if such
information is not contained within the TSP and SDC study)
. Identification of transportation projects completed since the preparation of the 1998 TSP and the
1999 SDC study.
. The most recent and historical traffic counts for city roadways (and the City will count needed
locations where there are no existing counts).
. A listing of the roadway segments used by the City for pavement management including the
segment width, length and functional classification. The listing can either be hard copy or
electronic.
. A listing of the types of pavement distress that the City uses within the pavement management
system.
. For the roadway segments listed, the last determined OCI, the nature and amount of the pavement
distress that led to that rating.
. The decision tree currently used by the city to determine which maintenance method to use on a
given roadway segment.
. The unit cost currently being experienced by the city for the maintenance methods used.
. The current City of Ashland comprehensive plan
. Pending comprehensive plan amendments (if any)
. Current pre-applications for development (if any)
. A listing of permitted but not-yet-constructed developments including acreage and anticipated
number of dwelling units
Page 2 Iill
:"";;:;i~,.;(~::UIV
~!f;ji;;
City of Ashland - Update TSP and CIP List
. GIS base mapping for use in report and open house displays in a format usable with ESRI
products.
Task 2.2 Project Kick-Off Meeting
HDR will arrange and hold one kick-off meeting with the City to review project objectives, scope of
work, budget and schedule; discuss roles and responsibilities; and communications protocol. Afterwards,
individual team specialists will meet with city staff on specific areas of the TSP update and perform field
visits.
Assumptions:
. The City will coordinate city staff availability for specific area meetings in connection with this
task. The Kick-Off Meeting and associated specific area meetings will occur at the City offices.
The Kick-Off Meeting will be attended by up to four HDR Team members.
Deliverables:
. Kickoff meeting notes
Task 3 - Existing Conditions and Constraints
The objective of this task is to update the existing conditions chapter ofthe TSP thereby identitying
constraints, including expected future preventative maintenance needs.
Task 3.1 Update TSP Chapter 4
HDR will assess the existing transportation system to update Chapter 4 of the TSP with focus on existing
pedestrian, bicycle, transit service, traffic volumes, control and performance. HDR will prepare a draft
update to TSP Chapter 4. Visual summaries of the existing transportation system will be prepared for
Open House # 1.
Assumptions:
. The update ofthis TSP chapter will be based on information provided by the City and
supplemented by information obtained through "windshield survey" conducted on the same day
as the Kick-Off Meeting (Task 2.2). The existing traffic operations analysis at up to 10
intersections will be based on the City's accepted methodology for level-of-service calculations.
Deliverables:
. Draft TSP Chapter 4
. Open House material.
Task 3.2 Preventative Maintenance System - Evaluate the City's PMS Project List
Procedures and Projects
The HDR Team will review the current procedures and resulting preventative maintenance activities and
major repair projects. A 10% - 20% sample of street segments from the PMS project list will be identified
for evaluation. We will conduct a windshield survey (and in some cases, a walking survey) on sample
segments. A comparison will be made of these segments with respect to condition and the treatment
category to the City's street OCI assessment and maintenance selection. We will assist the City to update
major street repairs greater than 2" asphalt overlays from the PMS list. This includes reviewing the
current project listing; conducting a windshield survey on these streets; and recommending revisions to
the list.
Assumptions:
Page 3
IiR
"I';.o;1'l}\:;~:rn"~'-
'1;ifi:
City of Ashland - Update TSP and CIP List
. The City will coordinate staff availability with key City staff responsible for identifying streets
that need repair. Key questions on how streets are selected for repair, placement in CIP will need
to be addressed.
Deliverables:
. Technical Memorandum - PMS Evaluation
. Draft revised PMS project list
Task 3.3 Transportation Improvement Program Status
HDR will review the existing list oftransportation capital projects obtained from the City. A visual
summary of completed and "future" projects will be prepared for Open House # I.
Deliverables:
. Open house material
Task 3.4 Funding and SDC Status
HDR will review the City's existing transportation SDC's. We will identify areas for potential
improvement to the funding strategy and transportation SDC. Following the completion of this review,
HDR will hold one meeting with the SDC Committee to discuss the findings of this review.
Assumptions:
. The initial meeting with the SDC Committee will be coordinated with Open House #1 (Task 4.2)
and the Open House preparation meeting held with City Staff (Task 4.1).
Deliverables:
. Technical Memo - Review of Existing SDC Program
Task 4 - Open House #1
This open house is to introduce the public to the TSP Update, discuss existing conditions and constraints
and to solicit input on projects and priorities. The city will arrange the open house location and related
logistics.
Assumptions:
. The City will arrange for and provide the location for open houses (Tasks 4.2, 6.2 and 8.3) and
display/comment collection equipment (easels, flip charts). Up to three (3) HDR Team members
will attend the open house.
Task 4.1 Meet with City Staff
HDR will meet with City Staff to review the Open House material, conduct a "dry run" and prepare
adjustments, if needed.
Assumptions:
. The City will provide production capability (e.g. plotter) for display graphics if changes are
needed after the meeting with City Staff prior to each open house (Tasks 4.1, 6.1 and 8.1). The
consultant will bring the laptop computer to prepare electronic versions of revised displays.
Page 4 Jill
'.;(,:'t?:~~,'iJ~'f(~li71' 1.j{Ij!
. ~:~~\!.'
~t/:..
City of Ashland - Update TSP and CIP List
Task 4.2 Open House
HDR will work with City staff to conduct an open house introducing the public to the TSP Update. The
existing conditions and constraints will be discussed and input solicited on projects and priorities. A
summary of the number of people in attendance and the comments received will be prepared.
Deliverables:
. Open House Summary
Task 5 - Future Conditions
The purpose of this task is to estimate future transportation conditions and develop a prioritized, updated
transportation capital improvement project (CIP) list.
Task 5.1 Future Traffic Conditions
The HDR Team will prepare a traffic volume forecast for the 10-year (2017) and 20-year (2027) horizon
years based on the trend in traffic volumes observed from the city's count program. The growth factors
will be reviewed with City staff and, if needed, adjusted based on that review prior to their application. It
is assumed that no additional traffic counts will be required. Intersection level of service analysis will be
calculated for up to 10 intersections. Results will be summarized in a technical memo and in a visual
display for Open House #2.
Assumptions:
. The City will review and provide consolidated approval of the adjustment factors to be used for
the preparation of future traffic volumes prior to their use in the analysis.
Deliverables:
. Technical Memo - Future Traffic Conditions
. Open house material
Task 5.2 Pedestrian, Bicycle and Transit Accessibility Assessment
The HDR Team will examine existing and planned pedestrian, bicycle and transit-accessibility facilities
to determine additional needs (based on windshield survey of existing facilities conducted as part of Task
2.2) or shifts in priority for the 10- and 20-year horizons. Planning-level capital costs for the proposed
improvements will be developed for the purposes of assessing funding constraints.
Deliverables:
. Technical Memo - Pedestrian, Bicycle and Transit Projects
. Open house material
Task 5.3 Review Street Maintenance Schedules and Recommend Appropriate Improvements
The HDR Team will review the City's maintenance schedule. We will recommend, as needed, cost
updates to repair each branch of the City of Ashland's pavement management decision tree using recent
bid tabs obtained from the City.
Deliverables:
. Technical Memo - Maintenance Schedules/Strategies
Task 5.4 Development of Proposed Capital Improvement Project List
The HDR Team will develop a preliminary list of capital improvement projects including planning-level
costs using future traffic information, proposed pedestrian, bicycle and transit-accessibility projects and
Page 5
HR
'.",;:Y:',"V~~'f~>;':;,~:,ltMMfj_
l:~':~
City of Ashland - Update TSP and CIP List
expected maintenance requirements. A priority listing will break the capital improvement program into
five-year increments. A visual presentation of the proposed capital improvement program by priority will
be prepared for Open House #2. The historic generation of property tax, gasoline tax and grant funding
will be examined to assess the future potential ofthese funding sources. This includes a preliminary
examination of the potential revenue from both the improvement and reimbursement components of the
transportation SDC.
Deliverables:
. Technical Memorandum - Proposed Capital Improvement Program Project list
. Open house material
Task 6 - Open House #2
The objective of this task is to present the findings of the future conditions analysis and receive public
comment on those findings.
Task 6.1 Meeting with City Staff
The HDR Team will meet with city staff to review the materials to be presented in the open house.
Deliverables:
. Revised Open House material (if necessary).
Task 6.2 Open House #2
Open House #2 will solicit public input on the assessment of future traffic conditions, the preliminary
recommendations regarding maintenance activities, the preliminary recommendations regarding capital
projects (including those targeted to non-automotive modes), project priority and the approach to funding
those improvements. It is assumed that the city will arrange location and logistics.
Deliverables:
. Public Comment Summary
Task 7 - Refinement of CIP and SDC
The objective of Task 7 is to refine the CIP based on the public input received at Open House #2 and to
develop the new SDC program using the refined ClP.
Task 7.1 Meeting with City Staff
The HDR Team will hold one meeting with city staff to discuss the public input received. Suggested
adjustments to the preliminary CIP (projects and/or priority) would be confirmed with city staff during
this meeting.
Deliverables:
. Confirmed CIP
Task 7.2 Develop New SDC Program
With the confirmed CIP, the HDR Team will refine cost estimates to support the SDC calculation. The
calculation will be refined based on the updated cost estimates and alternative approaches to the
reimbursement fee. The HDR Team will hold one meeting with the City's SDC Committee to present the
proposed SDC methodology and charges and to receive input.
Assumptions:
Page 6
HR
'..:,:~"i;",'i;f!/:'(!:. L .J.
%)~i
City of Ashland - Update TSP and CIP List
. The consideration of a "reimbursement component" to the Transportation SDC will be restricted
to projects completed since the 1999 SDC program adoption.
Deliverables:
. Proposed SDC Program with alternative approaches to reimbursement fee
Task 8 - Draft TSP Update
The objective of this task is to draft the TSP Update document for public review.
Assumptions:
. The meeting with City staff (Task 8.1), the meeting with the SDC Committee (Task 8.2) and
Open House #3 (Task 8.3) will be scheduled so that a single trip to Ashland will cover all three
Tasks.
. The TSP update is limited to the following chapters:
}> Future conditions
}> Capital Facilities Plan
}> Finance Plan
Task 8.1 Prepare Draft TSP Update
The HDR team will prepare a draft TSP Update document summarizing the process and results. The draft
update will be provided to city stafffor review and comment. We will hold one meeting with city staff to
discuss the draft document. It is assumed that the City will be responsible for any additional copies ofthe
public review draft beyond the fifteen (15) copies identified in the RFP.
Deliverables:
. Draft TSP Update Document
Task 8.2 Meet with SDC Committee
A final meeting with the SDC Committee will be held to review the recommended improvement and
reimbursement transportation SDCs. It is assumed that to minimize travel costs to the City that this
meeting will occur on the same day as the draft TSP Update review meeting.
Deliverables:
. Public review draft of transportation SDC program
Task 8.3 Open House #3
An open house will be held to discuss the draft TSP Update. It is assumed that the city will arrange the
location for the open house and related logistics.
Deliverables:
. Public comment summary.
Task 9 - City Council Presentations and Work Sessions
The purpose of this task is to inform City Council on the progress and results of the TSP Update and to
receive direction, through the City's Project Manager.
Page 7
HR
" ,,::,:e~!i);i',
'-":~~iit\<;,-
City of Ashland - Update TSP and CIP List
Task 9.1 Work Sessions
The HDR Team will meet with City Council in Work Session three times during the TSP Update. The
purpose of these work sessions is to inform the council of the progress of the process and receive
comment and direction from Council (through the City's Project Manager). It is expected that a work
session would be held prior to Open Houses #2 and #3 (Tasks 6.2 and 8.3, respectively) and prior to the
public hearing on the public review draft ofthe TSP Update (Task 9.2).
Deliverables:
. Attendance at three work sessions.
Task 9.2 Public Hearing
The HDR project manager will be available to present the draft TSP Update and the recommended
transportation SDC to City Council in public hearing. Questions and comments will be taken from City
Council for resolution or incorporation in the final TSP Update document.
Deliverables:
. Attendance at one Public Hearing by the HDR project manager.
Task 10 - Final TSP Update
The objective ofthis task is to incorporate review comments received from the city and to prepare the
final TSP Update document. Based on comments received from City Council, the HDR Team will make
final changes to the draft TSP Update document. Fifteen (15) copies of the final TSP Update document
will be provided to the City. The document, supporting calculation spreadsheets, maps and display
material will be provided to the City in electronic format (Word, Excel, PowerPoint and MicroStation
CAD).
Deliverables:
. Final TSP Update Document (hard copy and electronic)
. SDC program description (paper and electronic) and calculation spreadsheets, Maps and Display
Material (electronic format)
Page 8 IiIl
.;>;r..;2K'J'i .<111 n
.
..
~:I-ilt
.. .. ..~,.... .
i.w'
..
.-
~
..'
";':'if'
..
..
..
..
...
~
*",:..':
... ,.
r!fftJ?'
"IW\,'"
..
..
..
..
..
..
.-
..
..
....
...
..-
..
~
IfliI'
..
..
..
~
~
~
~
'"
~
~
:':~y::-;),~:;::;>?::
,/f '
\(;>\;','ii':
'.c;."- ;:.."';';
-"
Iil~
~
"
"
~
--
"
"
"
"
~
~
~
~
~
,
,
.
.
i
I
I
August 24, 2007
Paulo Brown, PE
Public Works Director lCity Engineer.
City of Ashldnd Engineering Office
20 E. Main Street
Ashland, Oregon 97520
QE: Update Transportation System Plan - Capital Improvements Project List
Dear Ms :Brown~
The City of Ashland requires on experienced project team capable of completing 0 partial update of the
Transportation System Plan, update the Systems Development.Charges, and review the city's PMS project list
and maintenance schedule and recommend added value improvements.
Successful completion of the proje.ct will require 0 balanced understanding of the City of Ashland's unique
trdnsportation.system and the process to create 0 successful capitol improvements plan. Success must address
Ashland's unique transportation priorities with emphasis on bicycle,pedestrian and treinsit access.
HDR has assembled 0 team of professionals to offer the City the very best in transportation'planning,
pavement engineering, capitdl project scoping and cost estimating, financial analysis, and s,rong project
management. Northwest Management Services, specializing in pavement management, will review the dty's
PMS and maintenance schedule. Nelson Nygaard, specializing in transit planning, will provide technical
guidance on access improvements to existing bus Route 10. Nelson Nygaard would also be available to
complete a comprehensive transit analysis if the city chooses to perform this work under this phose. Please
see the appendix for'full resumes of our primdry stoff members. The HDR team will deliver the following to
the City of Ashland,
. A plan that addresses the community's desire to continue "Modal Equity" in the C1P
. A plan that addresses the recent high levels of construction cost inflation
. A plan that includes public input through participatory public open houses
. A plan that is bas.ed ona "sustainable financing approach" to funding including 0 revised
transportation SDC program.
HDR accepts, in principle, 011 of the City's terms and conditions. We would like to suggest 0 few non-
substantive modifications to the Standard Contract Agreement. We do not anticipate these modifications will
impair the City's rights under.the contract. We look fOrward to working with the City of Ashland on this
exciting project.
Sincerely,
HDR Engineering, Inc.
~s~
HDR Engineering. hie.
Project Manager
1001 SW5thAvenue
Suite 1800
Portland, OR 972(l4-1134
Phone: 15031423-3700
Fax: 15031413-3737
www.hdrinc.com
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
"!i~V;:}:-;;-;'
City of Ashland - Update TSP and CIP List
B. Project Description and Scope of Services
DESCRIPTION
The City of Ashland is seeking a focused update to its 1998 Transportation System Plan reflective of:
Predictable growth in the community. Ashland's population is growing at a steady rate of 2%
per year. With predictable growth and little land use change, running a travel demand model is
not necessary.
Capital cost inflation. Construction costs have increased by close to 50% in the period from 1 998
to 2006.
Greater reliance on ~elf-financing. The current SDC for transportation utilizes the authority for the
more traditional "improvement fee." The City is seeking to establish a "reimbursement fee" in this
update.
Confirming "doing the right thing right." The City is seeking a review and validation of its PMS
and OCI maintenance programs and to recommend added value improvements.
. Continued Modal Equity. The current TSP presented a theme of modal equity for the Ashland
transportation system. The City seeks to continue the emphasis on walking, bicycling and transit-
riding.
APPROACH
The HDR Team proposes an approach which directly reflects the Work Description provided in the RFP but
organizes activities for the best use of staff and consulting resources so that the work is accomplished
efficiently and effectively. This approach will accomplish the critical elements of the update, namely:
1 . Update the existing transportation conditions from 1998 to 2007.
2. Review the Pavement Management System.
3. Update the project priority and cost for the transportation CIP.
4. Develop a reimbursement fee component for the transportation SDC and update the improvement
fee component.
5. Involve the community in the process.
6. Report and document the findings and process.
Our approach is reflected directly in the following scope of work.
SCOPE OF WORK
Task 1 - Project Administration
The objective of this task is to provide project coordination, directions to team members, and management
in support of meeting the City's goals and objectives.
Deliverables: Monthly invoices and status reports; project schedule updates.
Task 2 - Develop Background
The objective of this task is to gather background information for the TSP update.
Review Existing Documents - HDR will obtain from the City and review the existing TSP and SDC study,
existing traffic, listing of the completed projects, Cartegraph database, the comprehensive plan and any
pending land use proposals for comprehensive plan amendment.
Project Kick-Off Meeting - HDR will arrange and hold one kick-off meeting with the City to review project
objectives, scope of work, budget and schedule; discuss roles and responsibilities; and communications
protocol. Afterwards, individual team specialists will meet with city staff on specific areas of the TSP
update and perform field visits.
Deliverables: Kickoff meeting notes
Page 2
III
- "-"<,~?i(~'"7;~,j"R;#i~~~~
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
~\;;:;
City of Ashland - Update TSP and CIP List
Task 3 - Existing Conditions and Constraints
The objective of this task is to update the existing conditions chapter of the TSP thereby identifying
constraints, including expected future preventative maintenance needs.
Update TSP Chapter 4 - HDR will assess the existing transportation system to update Chapter 4 of the TSP
with focus on existing pedestrian, bicycle, transit service, traffic volumes, control and performance. HDR will
prepare a draft update to TSP Chapter 4. Visual summaries of the existing transportation system will be
prepared for Open House #1.
Deliverables: Draft TSP Chapter 4, Open House material.
Preventative Maintenance System - Evaluate the City's PMS Project List Procedures and Projects - The
HDR Team will review the current procedures and resulting preventative maintenance activities and major
repair projects. A 10% - 20% sample of street segments from the PMS project list will be identified for
evaluation. We will conduct a windshield survey (and in some cases, a walking survey) on sample
segments. A comparison will be made of these segments with respect to condition and the treatment
category to the City's street OCI assessment and maintenance selection. We will assist the City to update
major street repairs greater than 2" asphalt overlays from the PMS list. This includes reviewing the current
project listing; conducting a windshield survey on these streets; and recommending revisions to the list.
Deliverables: Technical Memorandum - PMS Evaluation and draft revised PMS project list
Transportation Improvement Program Status - HDR will review the existing list of capital transportation
projects. A visual summary of completed and "future" projects will be prepared for Open House #1.
Deliverables: Open house material
Funding and SDC Status - HDR will review the City's existing transportation SDC's. We will identify areas
for potential improvement to the funding strategy and transportation SDC. Following the completion of this
review, HDR will hold one meeting with the SDC Committee to discuss the findings of this review.
Deliverables: Technical Memo - Review of Existing SDC Program
Task 4 - Open House #1
This open house is to introduce the public to the TSP Update, discuss existing conditions and constraints and
to solicit input on projects and priorities. The city will arrange the open house location and related logistics.
Deliverables: Open House Summary
Task 5 - Future Conditions
The purpose of this task is to estimate future transportation conditions and develop a prioritized, updated
transportation capital improvement project (CIP) list.
Future Traffic Conditions - The HDR Team will prepare a traffic volume forecast for the 1 O-year (2017)
and 20-year (2027) horizon years based on the trend in traffic volumes observed from the city's count
program. It is assumed that no additional traffic counts will be required. Intersection level of service
analysis will be calculated for up to 10 intersections. Results will be summarized in a technical memo and in
a visual display for Open House #2.
Deliverables: Technical Memo - Future Traffic Conditions, open house material
Pedestrian, Bicycle and Transit Accessibility Assessment - The HDR Team will examine existing and
planned pedestrian, bicycle and transit-accessibility facilities to determine additional needs or shifts in
priority for the 10- and 20-year horizons. Planning-level capital costs for the proposed improvements will
be developed for the purposes of assessing funding constraints.
Deliverables: Technical Memo - Pedestrian, Bicycle and Transit Projects, open house material
Page 3
HR
"""'5*#I;;l%Y~:IIlVi~~"i;ti'mffill'
-
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
City of Ashland - Update TSP and CIP List
Review Street Maintenance Schedules and Recommend Appropriate Improvements - The HOR Team
will review the City's maintenance schedule. We will recommend, as needed, cost updates to repair each
branch of the City of Ashland's pavement management decision tree using recent bid tabs obtained from
the City.
Deliverables: Technical Memo - Maintenance Schedules/Strategies
Development of Proposed Copitallmprovement Project List - The HOR Team will develop a preliminary
list of capital improvement projects including planning-level costs using future traffic information, proposed
pedestrian, bicycle and transit-accessibility projects and expected maintenance requirements. A priority
listing would break the capital improvement program into five-year increments. A visual presentation of
the proposed capital improvement program by priority will be prepared for Open House #2. The historic
generation of property tax, gasoline tax and grant funding will be examined to assess the future potential
of these funding sources. This includes a preliminary examination of the potential revenue from both the
improvement and reimbursement components of the transportation SOc.
Deliverables: Technical Memorandum - Proposed Capital Improvement Program Project list; open house
material
Task 6 - Open House #2
The objective of this task is to present the findings of the future conditions analysis and receive public
comment on those findings.
Meeting with City Staff - The HOR Team will meet with city staff to review the materials to be presented
in the open hause.
Open House - Open Hause #2 promotes public input on the assessment of future traffic conditions, the
preliminary recommendations regarding maintenance activities, the preliminary recammendations
regarding capital projects (including those targeted to non-automotive modes), project priority and the
approach to funding those improvements. It is assumed that the city will arrange location and logistics.
Deliverables: Public Comment Summary
Task 7 - Refinement of CIP and SDC
The objective of Task 7 is to refine the ClP based on the public input received at Open House #2 and to
develop the new SOC program using the refined CIP.
Meeting with City Staff - The HDR Team will hold one meeting with city staff to discuss the public input
received. Suggested adjustments to the preliminary CIP (projects and/or priority) would be confirmed with
city staff during this meeting.
Deliverables: Confirmed ClP
Develop New SDC Program - With the confirmed CIP, the HOR Team will refine cost estimates to support
the SOC calculation. The calculation will be refined based on the updated cost estimates and alternative
approaches to the reimbursement fee. The HOR Team will hold one meeting with the City's SOC Committee
to present the proposed SOC methodology and charges and to receive input.
Deliverables: Proposed SOC Program with alternative approaches to reimbursement fee
Task 8 - Draft TSP Update
The objective of this task is draft the TSP Update document for public review.
Prepare Draft TSP Update - The HOR team will prepare a draft TSP Update document summarizing the
process and results. The draft update will be provided to city staff for review and comment. We will hold
Page 4 liIl
'..;.,..,.;" {jj'i:;:,;,i"~}'::-::".>0~0:~,:~i~;\'!(t;%~
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
e
"~~;~~::~f::::;:.'
City of Ashland - Update TSP and CIP List
one meeting with city staff to discuss the draft document. It is assumed that the City will be responsible for
any additional copies of the public review draft beyond the fifteen (15) copies identified in the RFP.
Deliverables: Draft TSP Update Document
Meet with SDC Committee - A final meeting with the SDC Committee will be held to review the
recommended improvement and reimbursement transportation SDCs. It is assumed that to minimize travel
costs to the City that this meeting will occur on the same day as the draft TSP Update review meeting.
Deliverables: Public review draft of transportation SDC program
Open House #3 - An open house will be held to discuss the draft TSP Update. It is assumed that the city
will arrange the location for the open house and related logistics.
Deliverables: Public comment summary.
Task 9 - City Council Presentations and Work Sessions
The purpose of this task is to inform City Council on the progress and results of the TSP Update and to
receive direction, through the City's Project Manager.
Work Sessions - The HDR Team will meet with City Council in Work Session four times during the TSP
Update. The purpose of these work sessions is to inform the council of the progress of the process and
receive comment and direction from Council (through the City's Project Manager). It is expected that a
work session would be held prior to each open house and prior to the public hearing on the public review
draft of the TSP Update.
Public Hearing - The HDR project manager will be available to present the draft TSP Update and the
recommended transportation SDC to City Council in public hearing. Questions and comments will be taken
from City Council for resolution or incorporation in the final TSP Update document.
Task 10- Final TSP Update
The objective of this task is to incorporate review comments received from the city and to prepare the final
TSP Update document. Based on comments received from City Council, the HDR Team will make final
changes to the draft TSP Update document. Fifteen (15) copies of the final TSP Update document will be
provided to the City. The document, supporting calculation spreadsheets, maps and display material will
be provided to the City in electronic format (Word, Excel, PowerPoint and MicroStation CAD).
Deliverables: Final TSP Update Document (hard copy and electronic), SDC program description (paper
and electronic) and calculation spreadsheets, Maps and Display Material (electronic format)
C. Firm's Capabilities and Resources
HDR team members prepare transportation plans that are responsive to issues and to the community.
HDR ENGINEERING, INC.
The team is led by HDR Engineering, Inc. Founded in 1 917, HDR is a planning, architecture, and
engineering consulting firm with more than 6,000 professionals including over 225 employees in Oregon.
Transportation planning and studies is the cornerstone of our work at HDR. We understand the complex issues
that are involved in growth and development. More importantly, we understand how to address and
integrate these elements to create strong, vibrant, enduring communities.
NORTHWEST MANAGEMENT SYSTEMS
Northwest Management Systems (NWMS), established in 2004, specializes in providing pavement
management consulting and asset management systems to cities and counties. The firm offers agencies the
necessary skills and expertise to either update existing systems or establish new ones.
Page 5 lffi
"";"::;.::'i3}:(k'~~~ JiIl1~
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.0
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
t
.
.
.
" '~'M~~?{f\;'~{
City of Ashland - Update TSP and CIP List
SIMILAR PROJECT EXPERIENCE
City of Medford, Oregon - HDR's EES Division prepared system development charges for the City of
Medford's sewer, stormwater, water, parks and street systems. The SDCs were calculated based on the
planning criteria used by the City in development of infrastructure, the cost of existing facilities and future
capital improvements required to serve growth. The update required participation and presentations at a
number of workshops and public hearings. An SDC rate structure was developed for varying users classes
based on impact and need for added capacity. Approval for the new structure went before a series of
public hearings with final approval by City Council.
City of Oregon City, Oregon ':... HDR's EES Division conducted rate and cost of service studies for the city's
water and wastewater programs, as well as system development charge effort for each of those same
municipal utility operations. EES also prepared the City's current system development charge structure for
its streets utility. The analysis examined a series of urban growth boundary options for the city and its
impact on the city's present transportation system plan. Approval for the plan was made in a series of
public forums held before City Council, resulting in a group of new ordinances.
City of Wilsonville, Oregon - HDR's EES Division updated the system development charges and
assessment fees for the City's transportation program. The work was based on the City's recent update to
its road improvement capital program. Impact analysis was conducted using trip generation data provided
by staff and standard ITE tables. The SDCs examined rate structures for different customer classes that
include residential, commercial, retail, and light industrial uses.
Lewis Clark Valley MPO, Lewiston, 10; Clarkston, Asotin, WA - HDR developed this first-ever long-
range transportation plan for the lewis-Clark Valley in west central Idaho and southeastern Washington.
HDR worked with area Implementing agencies to fully consider Transportation Demand Management
(TDM) and Transportation Systems Management (TSM) strategies towards satisfying 20-year horizon
needs. Strategies included integrating bike and pedestrian improvements and maximizing alternative
modes. A prioritized and fiscally constrained list of project improvements to be developed over the next
20 years was included in the plan.
Matanuska-Susitna Borough Long-Range Transportation Plan Update - HDR recently completed a major
update of the multi-modal long-range transportation plan (lRTP) for this fastest-growing of all Alaska
boroughs. A number of roadway improvements were recommended to maintain reasonable levels of
service. The plan also created a bike/pedestrian element that expanded the existing roadside trail system
and evaluated transit needs.
City of Kalispell, Montana - HDR is currently preparing impact fees for the City's transportation program.
The City recently updated its transportation system plan and is now in the process of upgrading its
enterprise fees and system development charges for the transportation program. The SDCs will examine
varying rate structures for different customer classes that include residential, commercial, retail, and
industrial uses.
City of Newcastle Pavement Management Implementation - NWMS recently prepared a Pavement
Management System for approximately 45 miles of arterials and collectors that were .entered into the
PMS database. NWMS developed a decision tree for maintenance treatments; evaluated maintenance
strategies and costs; and recommended treatments based on different pavement condition categories.
City of Auburn Pavement Management Implementation - NWMS developed and implemented a
Pavement Management System for approximately 154 miles of arterials, collectors and residential that
were entered into the PMS database. NWMS developed a decision tree for maintenance treatments;
evaluated current maintenance strategies and costs; and recommended treatments based on different
pavement condition categories.
Page 6
HR
;''':;'":!:0;iK<;,1%t~~q;ftW,;:ci\~:1~'h~.ii;;liM;~.! ~
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
Ashland - Update TSP and CIP List
DEPTH OF RESOURCES
HDR's depth of resources enables us to deliver projects on short notice and within
approved timelines. Our staff offers a wide range of technical expertise as well
as a balance of senior, mid-level, and junior staff and technicians to efficiently
provide the City of Ashland with outstanding, quality work. We have additional
staff available to augment the skills of these team members as necessary to meet
project demands or fill specialty project roles. In addition to making the right
people available, our flexibility and depth makes available highly qualified
people even in areas where they may be needed for a limited duration or part
time. Total HDR resources include:
" A local satellite office in the Rogue Valley area.
More than 225 dedicated professionals, including engineers, scientists,
biologists, ecologists, architects and technicians in our Oregon offices.
10 offices in the Pacific Northwest supported by over 520 staff.
Firm Background
A local satellite
Ashland /Medford
office
225 stoff in Oregon
supported by 520
additional staff in the
Northwest
More than 6,000
employee owners
Over 1 40 locations
worldwide
Business Indicators
Work obtained from
repeat clients: 85
percent
D. Proposed Primary Staff and Time Commitments
Below is HDR's team organizational chart, outlining our proposed primary staff and their time commitments
for the project. Please see the appendix for full resumes of our primary staff members.
--------------1
Each team member's availability
Is listed next to their name.
System Development Charges
TSP Update
E. Project Schedule
Tran it (Pha~e II)
. '. <:<' '. :~ '1.("' ,~"
Page 7
'-c'.' ',.i",),' ",'~':;;:'--'" c'::::"-:i~-?P:-;?i~-~1~Ui1l~
HR
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.'
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
~;~t''Ashland - Update TSP and CIP List
F. References
HDR
Project Name Agency Phone Number
Clark County Revenue
Pars active
Matanuska.Susitno
Borough Long-Range
Transportation Plan
U date
System Development
Char es
Rate and Cost of Services
Studies
Steve Schulte
Clark County, WA
(360) 397-6118 x4017
Murph O'Brien
Matanuska-Susitna
Borough
(907) 746-7430
Jim Hill, Utilities Manager
City of Medford
(541) 774-2108
Dave Wimmer, Finance Director
City of Oregon City
(503) 722-3798
G. Cost of Services
r~oI"'" --~"- NoieMII___.,._ -
II,!.. ",m ~ i lJ it k 1 ! j l I 1 !
~ j ~ J . ~ ! ~ ! J
. ~
.
$<177 . 114 . ,
ruk1p, Admlnt.tratlon
........, , " no .. n. 'n
r..k2Deve1 .... .....
........ . , " , " , "" ..12 '"~
,.... ,.. ,......
. , . .. . , '.,0 ." "m ... ...
,. ""
"...... , , , ,... . 'os
r..k5 FlIlu..C '"" .
......... , , , " 111. ... " '" ... 10.00 ,.. .. '"
r..tlC "-"
"...... . . , . , " , ." .." '''' .. . .
T..k7 Q' ""
..... , . , " " , "" 'K OS.
T..k.DrIl'tTSf'U
......... . , , " so... ,.. " ... '" ." ..
Takle Counc::IIP.....m.tl_.ndWOl'k.
" , , " , .. 75fT .." .. ,
ru.,0FlnllnlPU
........ , 0 ... i , , . . . 112 . 0 . . . . . 0
-- . ;.1 '~
II' , '" .. '1133 liNt " , ... .." os
iiii -
Page 8
HR
'--,~*)~~~~\'l}':Mf;H
~~,
C I T Y 0 F CITY RECORDER
ASHLAND IJIio Ii.-_--.
20 E MAIN ST. L 10/19/20qU
ASHLAND, OR 97520
(541) 488-5300
Pagel/l
VENDOR: 006912
HDR ENGINEERING
1001 SW 5TH AVENUE SUITE 1800
PORTLAND, OR 97204
SHIP TO: Ashland Public Works
(541) 488-5587
51 WINBURN WAY
ASHLAND, OR 97520
FOB Point:
Tonna: Net
Roq. Dol. Oalo:
Spoclallnat:
Roq. No.:
Oopt.: PUBLIC WORKS
Contact: Paula Brown
Conflnnlng? No
EnQineerinQ consultant for the
Transportation System Plan Capital
Improvement Project Update and System
Development CharQe Update.
117,000.00
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
17
0.00
0.00
117,000.00
E 260.08.35.00.70420
200712.100
117000.00
~J
-~ /~"/d7
Au zod Signature
VENDOR COPY
CITY 0 F
ASHLAND
REQUISITION
No. PW _ - FY 2008
Department Public Works
Vendor HDR Engineering Inc.
1001 SW 5th Avenue Ste 1800
Ashland OR 97520
Account No. 260.08.35.00.704200
Date 5-Oct-07
Requested Delivery Date ASAP
Deliver To Paula Brown
Via Dawn Lamb
(. Note: Please allow -wroximltely two(2) weeks for dcliveIy on itans not
_ooried inst=d.tnd....._toIytwo(2) ttIODlhsonprintingjobo.)
Item No. Quantity Uoit Description Use ofPun:basin. Office Oolv
Untt Price Total Price PO No.
Engineering consultant for the Transportation
System Plan Capital Improvement Project
Update and System Development Charge
Update 117,000.00
Job No.
Unit No.
I hereby certify that the above items arc aecessary for the operation
Of""'_tnd...~ _
,/ Deputmcnt Head or Authorized Penon
Issued By
Date
Received By
'? tP---O 7 I ~ , (t9---0
r~'
G:\pub-wrks\eng\dept-admlnIENGINEERIPROJEC1\2OO7I07-12 HDR 100 TSP CIP Requisition 10 07.x1s
CITY OF
ASHLAND
PROJECT ACCOUNTING WORKSHEET
PROJECT NUMBER (YEAR XX)
PROJECT TiTlE
PROJECT DESCRIPTION
Department
Project Maneger
Department Head
BUDGETINFO~TION
Identify flscal year I polentlalspllts
Identify Funding Codes
and Funding Code nemes
Budgeted Amount In CIP $
DESIGN .100
Engineer Name
PO
COST
Change Orders 1
2
3
4
2007121
ITRANSPORTATION SYSTEM PlAN, CIP & SDC UPDATE
Transporation system plan update to review future transporation projects. this will set the future of
the CIP list and the System Devalopment Charge for transportation needs to be reevaluated as
part of the project to ensure funds will be available for the upcoming projects
Public Works - Transportation
Kart Johnson
Paula Brown/Jim Olson
1FY08
Transoortation SDC
HDR Enolneert~
$117 000
260.08.35.00.704200 $117,000.0
HDR Engineering Inc.
Pending
$ 117,000.00
$
117,000.00
CONSTRUCTION .120
contractor name
PO Pending
budget _mate
bid I contract totel
changes
totel $
CONSTRUCTION MANAGEMENT .150
engineer name
PO
budget _mate
bid I contract totel
changes
totel
PERMIT COSTS (Building Dept) .170
budget aetlmate
flnel costs
,.,
G:Pub-wrks/engIde~7.12 TSP Pro! AcctWorbheelxIs