HomeMy WebLinkAbout2009-188 Contract - Brown & Caldwell
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: BROWN AND CALDWELL
City Hall Address: 6500 SW Macadam Avenue, Suite 200
20 E Main SI PORTLAND OR 97239
Ashland, Oregon 97520
(541) 488-6002 Telephone: 503/977-6632
FAX (541) 488-5311 FAX: 503/244-9095
Date of this agreement: August 15, 2006 B: RFP date: April 7, 2006
Proposal date: May 18, 2006
2.2. Contracting officer Mike Faught, Public Works Director
2.4. Project: WTP Process Improvements
6. Consultant's representative Robert F. Willis, PE
8.3. Maximum contract amount: NTE $25,000
B. AMENDMENT NO.4
1. Modification to Section 5. Consultina Services.
In accordance with the existing scope of services in this contract, the following additional consultant services
are added as further defined in Exhibits A & B, attached.
Item No. Description Amount
A (300) Project Management $ 7,582
D (330) Sampling Station $ 3,970
E (340) Inlet Stream Monitoring $ 3,675
F (320) Reservoir Circulation Testing $ 11,246
G (360) Bi-Weekly Algae Sampling $ 10,304
H (370) Reservoir Nutrient Monitoring $ 23,059
Total Amendment No 4 Total $ 59,836
G:\pub-wrks\cng\06-02 WTP Proces~ Impr\A\B&C\W1end 4\2009-05-13\rcvicw\Amendment 4.doc
2. Modification of Section 8. Payment
8.3 Total payment under this contract shall not exceed the adjusted total contract amount of $701 ,314.
A.
B.
C
D.
E
Original Contract
Amendment No. 1
Amendment No. 2
Amendment No. 3
Amendment No. 4
$25,000
ZJ7,337
73,000
46,988
59.836
442,161
Adjusted total contract amount
CONSULTANT . /J
By ~J</~
Sfgnature
CITY OF ASHLAND
By~
~~
Lee Tuneberg ,
Administrative Services/ Finance Director
Bryan Paulson
Printed Name
Its: Vice President
Fed 10# 94-1446346
REVIEWED AS TO FORM:
By:
Legal Department Date:
REVIEWED AS TO CONTENT
By ~~.~ c.. 0 Q~u......-
Department Head Date 8"( J-.c./tly
Coding:
(For aly use only)
t~ #: 6J-@'76 ~
G\pub-wrk.s\cng\06-02 wrPProCC3S Impr\A\B&C\i.mend 4\2009-05-13\r~iew\Amendment 4 doc
AMENDMENT 4
CI'IY OF ASHLAND
WATER TREATMENT PLANT IMPROVEMENTS
REEDER RESERVOIR STUDY - PHASE II
EXHIBIT A
SCOPE OF SERVICES
In February 2008, Brown and Caldwell completed the Reeder Reservoir Study (Study) proposing a multi-year
plan to monitor and manage the water quality of the Reeder Reservoir, with a special focus on algae
concentrations. The Study and plan were developed in response to the historic high algae concentrations
experienced in 2007 1I1 the reservoir and the numerous complaints to the Cily of Ashland (City) rega<ding
potable water taste and odor received from Ashland residenls.
The services to be provided lU1der this amendment (AmendmenI3) are based on the recommendations made
111 the Study for the Fiscal ye"" 2008-2009. They include collection of additional waler quality data 10 help
validate or revise recommended long-term water rna.oa.gement practice and upgrades. The services 10
Amendmenl 4 also include engineering design services for the upgrades planned for the reservoir fo r the
fiscal year 2008-2009 and 3-month sampling for fiscal year 2009-2010.
The level of effort for these services is delailed in the Fee Estimate and Staffing Plan in Exhibil B. The level
of effort assumes project completion by September 31, 2009.
PHASE 300
PROJECT MANAGEMENT
TASK 100
PROJECT MANAGEMENT
The projecl management task is expanded 10 cover this additional Scope of services and the exlended
duration of the projecl (approximalely 12 months).
Objective. To assemble, manage, and lead a cohesive project team to meet budget, schedule, and project
objectives.
Activities. The projecl managemenl activitie s include updating the project managemenl plan (PMP),
developing specific action plans 10 meel budget, schedule and quality expectations; and reporting the status of
the project 10 the City. Adminislration tasks include maintaining documents, preparing invoices, paying
subcontractors~ paying for expenses~ and maintaining current certificates of insurance. Management tasks
also include conducting reviews of all deliverables and cosl estimates by senior. staff and outside experts, as
applicable.
Dellverables. The deliverables for this task include:
. PMP and updales
. Projecl meeting agendas and minutes (two meetings)
. Monthly invoices
. Schedule updales
. Final Report summarizing findings and recommendations
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PHASE 340
REEDER RESERVOIR STUDY
TASK 300
RESERVOIR NUTRIENTS MONITORING
Objective. '1'0 1l101utor nutrient concentrations
Activities. Sampling and analysis of ten water samples taken from the water reservoir. Samples will be taken
[cOIn rhe reservoir every 2 weeks bct\vccn ] ul y ~Uld ).Jo\'cmbcr of 200ft ([his contract. includes cOInpcnsat.ion
for d,e sampling and analysis perlonned between July and September 200H.)
Deliverables. 'l'he deliverables for this task include:
. Data collected and compared widl dle data obtained during dle Reeder Resen'olf Smdy Report
(Brown and Caldwell, February, 200H).
PHASE 380
CIRCULATION EQUIPMENT
TASK 200 AND 300
Assumptions. Enough data was available by dle end of ~ovember 200H to determine dle efticacy of dle
installed equipment on improving dle water quality in the resen'oir.
Deliverables. ')'I1e deliverables for this task include:.
. Removal and Ilnal closeout billing of SolarlJee equipment.
TASK 400
ESTABLISHING PERMANENT SAMPLING STATION
Objective. To establish pelmanent sampling point for long~terrn monitoong dle water quality at dle intake.
Activities. Set buoy at s<l111pling'location, provide testing equipment, and train City personnel on the '\vater
sampling and testing.
Assumptions. It is assumed d,at dle buoy will be located approximately 100 feet upstream of dle \VJ'P intake
~Uld that. City personnel will conduct the smnpling and ;malysis after ~lpprnpriatc tr,lining. TIle anticipated
sampling plan will include retrieving samples at three or lour different depths of dle water column and
analyzing water temperature, pH, dissolved Ol'ygen, and turbidity.
Deliverables. ')'I1e deliverahles for this ta,k include:
. Sampling and testing equipment.
. T~'vf describing s,unpling ',111d testing protocol.
TASK 500
MONITORING OF STREAM NUTRIENT CONTRIBUTION
Objective. To evaluate role of dle two main tributaries to dle nutrient content of the reservOIr bodl on a
seasonal and annual basis.
Activities. Collect and analyze one water sample from each of the two main tributaries from .July 200H
lhrough July 2009 every 2 week" (60 samples IOh1l). 111e tests will include the following am1lysis:
Assumptions. It is assumed d,at dle City will continue on dlis monitoring effort until 2010.
Deliverables. ')'I1e deliverahles lor this ta,k include:
-
G~\eng\Ile.o2 WTP Pn:lteSS InVoA\B&C\mnend 4\20(l9.(l>I3\revie'MAmertdma/'t 4J~ldltll: A,doc
Page 2 of 3
. Sampling and tes ting da ta report.
TASK 700
MONITORING SURFACE ALGAE CoNCENTRATIONS
Objective. '1'0 start monitoring program to evaluate surlace algae concentration at ule dam and \XI]'!' intake.
Activities. Collect and analyze two sets of monully water samples, one tram ule dam walkway and one tram
the \vTP intake from]une 2009 to September 2009 (16 s"'''plcs total).
Assumptions. The contract will include payment for ule sampling and analysis conducted in August and
September of this year ($11 ,flOO).
Deliverables. 'l'he deliverahles for this ta<k include:
. Sampling and analysis report with presentation of any idenul1ed trends.
. T mining of City staff on s:unple collection.
-
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CITY RECORDER
Page 1/1
~..
._~
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
. ' _':":;JDATE'.:'L;.~1 , .,' 'J861NUMBER'?';!
1/16/2009 08765
VENDOR: 008217
BROWN & CALDWELL
PO BOX 45208
SAN FRANCISCO, CA 94145-0208
SHIP TO: Ashland Public Works
(541) 488-5587
51 WINBURN WAY
ASHLAND, OR 97520
FOB Polnl:
Terms: Net
Req. Del. Dale:
Speclallnst:
Req. No.:
Depl.:
Contact: Pieter Smeenk
Confirming? No
G!tQuanmv-~':,; ~iUnW:~~ fiZ~~j. -'_.~'i~~_'-~~
<.i. :'~:6e-sirjbtibrf~' .~~:'~~;. ;:~:~'_\-~~- E.:;~~: :~ " ..:~~~J{a;i,~p~~'~ i"TCiuniF"ifrfce_' ~-- .1, S7~fEx[)kHcE{~:'- ;
THIS IS A REVISED PURCHASE ORDER
Engineering Services to improve the
Water Treatment Plant process -
Amendment #3 - $46,988, approved by
City Council December 16, 2008 (Initial
PO 07128 was closed)
Processed change order 07/24/2009,
Amendment #4 - $59,836.00, Per attached
contract amendment. Approved by City
Council on May 19, 2009.
46,988.00
59,836.00
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
106 824.00
0.00
0.00
106,824.00
~~oumTNumhe~\f~ ~1tt~~roject\NumBer&:~+~ 1}::<<~~7Amount~~;@ U3fACCountTN umHer.~1!~~l J3~~foiectfNumll:e";':i;~i:illi~ ~~ounl~~M
E 670.08.19.00.70420 E 200602.100 26 706.00
E 670.08.37.00.70420 E 200602.100 22 433.04
E 670.08.38.00.70420 E 200602.100 57 684.96
#A ~edSi~ib!
VENDOR COPY
I FO~M #121
Jb...~.:;:~--:;:--=:;:'S-;::T''';-'::'~''l::,,;:;::''t.~,.~T:;.'...:::.::z.;.;;~-,..":-...7'-.s;-..::;o
p,ERSaNA'L SER\1II'CES
;..2"1.-'....i_:...,..:.,t~...~---..::_~.~_~~...:.:.;..,...:....=....__._~j
CHANGE ORDER/CONTRACT AMENDMENT
APPROVAL REQUEST FORM
CITY OF
ASHLAND
Description of Change Order 1 Contract Amendment to original contract
Purchase Order Number:
~'- 'fr-' (Z tGLd!td~
C@76 ~
E/~~ (LA'-' /'-,j- .:;;;;?e...r V <~~
-.-:
.~'. ~ ' '1
Consultant:
~
,$
Description:
~r attached contract amendment
J--'" ",~i'" " ".....;,...-..--;'~_:-->.......1.--::--:<~''''':r""...:::>--r'':"::-":"--:::'"-:"-::"-::-:--:.~,-:--:-:::::-:-4
GontracfIAmendmeriUor,'PERS'ONAlSERWGES
.. -.- ----- --- -- m_____ - .------- - ---. ---- - ----------- ", -. ,...v
Original contract amount $ .:2~ ~.
H
9 7'7, ?f::Z-? ('..</:2f % of original contract
r:JCq /2. ""'., ~-O '~Gq
-t/ ( "" ? {7 . ?~'I, of original contract
^/LJ~ G ( (J-eJ /
$ '7 ~ r (. (- 7 ~ '7% of original contract
/
Total amount of previous contract amendments
Amount of this contract amendment
TOTAL AMOUNT OF CONTRACT
ts the total aggregate cost change for the Personal Services contract '
less than or equal to 25%' of the original contract amount? YES _ NO / Not Applicable_
I'd C' C 'I I'd c(? -;;;-. '-' L C> - & Q (0 )
If "No", City Council approva is require, Ity ouncl approva was receive on r Late
/
Are there any applicable performance or payment bonds and insurance coverages
that need to be adjusted to account for the change in the contract amount? YES _ NO ~ Not Applicable_
Contract amendments for personal services are subject to the following conditions: The original contract imposes binding obligation on
the parties covering lhe terms and conditions regarding changes in the work; or the amended contract does not substantially alter the
scope or nature of the project. Has either of these conditions been met? /. ~~
YES_ NO_ N/A C\. <
If "NO', Council approval is required, Council approval received on
&?<;? - r '7 ~ 6? q
/
(Date)
Was the original contract approved by the Ci~ouncu~~exemPt?
YES (Approved by Council) , ( 'n?<
(Date)
NO (Exempt/Not Required)
Date:
?t1~,.d/
fMeli~ <;J
G ~ ;?-'0 ---cQ
(Reason for exemption)
Please circle:
Prepared by:
~proved")
- a c1---
Lee Tuneberg
8/z.1/o/
,
Not Approved
Department:
~
Date:
Form #11 - Contract Amendment Approval Request F m, Page 1 of 1, 8/26/2009
CITY OF
ASHLAND
A request for a Purchase Order
REQUISTION FORM
/
THIS IS A REQUEST FOR A:
, [Xl Change Order (existing PO# 7128 & 8765 )
Required Date of DeliveryISelVice:lf.is~it~~~JI
Vendor Name:
Address:
City, State, Zip
Phone:
Project Title:
Project Number:
BROWN & CALDWELL
PO BOX 45208
SAN FRANCISCO CA 94145-0208
503/977-6632
WATER TREATMENT PLANT PROCESS IMPROVEMENTS
06-02
Services Only Solicitation Process:
[ ] Exempt [ ] 3 Written Quotes (copies
attached)
[ J Sole Source { I Invitation to Bid (copies on
file)
[ ] Less than $5000 [X] Request for Proposal
(copies on file)
Description
Tolar Cost
Original Contract Cost for the Water Treatment Plant Process Improvements ~~l:,::;';~i~':~:~~kt>d~[hari:&6C~t~~L~~~~:~ .:~~:J
~- ":1<~ --..,.-.,.. "Tlie; .-_.
~$;> , " ,i
CHANGE ORDER NO. 1 j2.37f:{~z~((or' :Cb\1'!. i
----<-;.....;.: '.-1
1I:~--:-'~ .. .- ~~ , ';1
CHANGE ORDER NO. 2 ADDITION OF PHASE II & III SERVICES AND (,' ".- ,
REEDER RESERVOIR STUDY $73,000 ~$) ':..J7:3;OOO!OOLf02 , '.1
- - -- .,., --.'~
r-'-'--.:c! ~"..~~ ,---- . ',' .~... .,-" :-c!
" )46!9_8'8!ilj)LC03 '. ,
CHANGE ORDER NO. 3 CONSULTING SERVICES [$1' , -. -- :
CHANGE ORDER NO. 4 MONITOR AND TEST SOURCE WATER AT r - -- .. ." __u 1
.~" .,
RESERVOIR. COUNCIL APPROVED 5/19/09. I " H I
REEDER l$t~ f59r83~;60LtbflL_"
I
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, 1-' '~~~16t~QJ)}'- aiEvlsEQtcbNf~tt
i.L$L." ..J
Accounl Number 670.08.19.00.704200 = 25% ($110540.25)
Accounl Number 670.08.38.00.704200 =54% ($238766.94)
Account Number 670.08.37.00.704200 - 21% ($92853.81
Supervisorl Dept. Head Signature:
certify tha the above request meets with Gtiy of Ashland SoIicitialion Process requirements and can be provided When necessary.
G:Pubwrks\Eng\06-02 Brown & Caldwell CO No 4.xls
Updaledon: 7/15/02