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Home My WebLink About2012-058 CONT AMND #1 - JBR Environmental • I PROFESSIONAL SERVICES CONTRACT AMENDMENT NO. 1 Engineering 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 ENGINEER: JBR Environmental City Hall Consultants, Inc. 20 E. Main St. Address: 8160 South Highland Drive Ashland, Oregon 97520 Sandy, UT 84093 541 488-5347 FAX: 541 488-6006 Telephone:541-770-6977 Fax:541-770-7019 Date of this agreement: March 19, 2012 B: RFP Date: Proposal Date: September 8, 2011 ¶2.3 City Contracting Officer: Michael R. Faught, Director of Public Works ¶2.4. Project: Soil and Groundwater Sampling; Testing and Monitoring at 555 Emigrant Creek Road, Project No. 2009-07 ¶6.1. Consultant's Representative: Susan Kolan, Controller ¶8.3. Original Contract Amount: $49,080.00 ¶8.4. Previous Contract Amendments: $ 0 B. AMENDMENT NO. 1 Bfz 1. Modification to "Services to be provided" to Add services per attached proposal and cost estimate dated Dec. ,ly 2011 and made a part of this amendment. 2. Modification to "Compensation A. Add cost of extra work= $4000.00 B. Adjusted total contract amount = $53,080.00 (8.15% increase) CONSULTANT CITY BY BY City Department Head Fed. ID# DATE: '-A \ rz Coding: (for City use only) Professional Services Contract Amendment NO 1 JBR Enviro Consult 3 19 12.doc 1 i �® B R creating solutions for today's environment December 16,2011 City of Ashland 51 Winbum Way Ashland, OR 97520 ATTN: Mike Morrison Dear Mike, As requested,this letter provides information to the City of Ashland(City)regarding the need for additional budget for JBR Environmental Consultants(JBR)to complete the soil sampling activities for the Ashland Gun Club site characterization. This work is being conducted in accordance with the Site Characterization Work Plan(Work Plan)for the Ashland Gun Club (AGC)that was submitted to Oregon Department of Environmental Quality(DEQ)on June 21, 2011,by JBR on behalf of the City. Soil sampling activities began at the AGC on Tuesday,December 6, 2011, for this project. As discussed with you by telephone and by email over the last two weeks, field conditions encountered were such that soil sampling activities required a greater effort than originally anticipated based on conditions documented in previous reports at the AGC. As indicated in my email to you and Jim Olson on December 13,2011,these field conditions included: • Frozen ground • Wet soil,which hindered the separation of the lead shot from the soil. Because the soil is fine,when it's wet, it coats the shot and makes it more difficult to separate. We had planned on using a dry sieve,which is what we used on other shooting range projects,but instead had to wash the soil through the sieve. • Mr.Jim Miller's request not to use the backhoe on his property to collect the samples. When we prepared the initial budget for this work,we had assumed that we would be able to use the backhoe everywhere to collect the samples,except in the wetlands. However, after speaking with Mr. Miller, we were only able to use the backhoe to collect samples on City property. • Thick grass root mat(up to 3 inches)on Mr. Miller's property,which hindered hand digging(with shovel). 1811 Environmental Consultants,Inc. Therefore, in order to complete the work approved by DEQ in the 3400188th St.SW,Ste.605 Work Plan,we are requesting an additional$4,000 to cover the Lynnwood.Washington 98037 costs to complete the soil sampling. This will be about 2 additional [p]425.977.4994 field days for 2 JBR staff. [f 1425.977.4995 wvnyjhrenv.com i • i Also,as discussed,we will be able to complete this work by the January 31, 2012 deadline, specified in the leasing agreement between the City and AGC,if we are able to complete the work next week. If the AGC prefers to keep the facility open to its members over the next two weeks for the holidays,then we can complete the work beginning January 3,2012. However, if the work is delayed until January,we would only be able to provide data tables and maps showing sample locations by the January 31 deadline. We could provide a report showing metals distribution and volumes by mid-February 2012. We understand that keeping costs down is a priority for the City. Because our costs are invoiced on at time and materials basis,any budget not spent will be returned to the City. Thanks for working with us on a solution for this. Sincerely, / J Rebekah Brooks,RG NW Division Manager Cc: Jim Olson,City of Ashland I I IN Environmental Consultants,Inc. Dar temn/ate for AVPry R932.nr 5831 Response to State of Montana RFP No.12-2177V Service Category No.15 Tank Management Provided on March 22,2012 by: Provided for: JBR Environmental State Procurement Bureau Consultants,Inc. General Services Division 121002 Browns Gulch Rd Department of Butte,Montana 59701 Administration wwwjbrenv.com P.O.Box 200135 Helena,MT 59620-0135 1BR CITY REORDER Page 1 / 1 �. CITY O F �/� T 7`ls H LAN D -----DATE-----] ` � PO NUMBER 20 E MAIN ST. 12/2/2011 10574 ASHLAND, OR 97520 (541)488-5300 - VENDOR: 015886 SHIP TO: Ashland Public Works JBR ENVIRONMENTAL CONSULTANTS (541) 488-5587 8160 S HIGHLAND DR 51 WINBURN WAY SANDY, UT 84093 ASHLAND, OR 97520 FOB Point: Req.No.: Terms: Net Dept.: Req.Del.Date: Contact: Jim SOn Special Inst: Confirming? N Quantity Unit - - Description Unit Price: . .Ext Price. THIS IS A REVISED PURCHASE ORDER Soil and Groundwater Sampling, Testing 49,080.00 and Monitoring at 555 Emigrant Creek Road, Project No. 2009-07 Contract for Engineering Services Beginning date: November 8, 2011 Completion date: November 8, 2013 Insurance required/On file Processed change order 04/11/2012 4,000.00 Add services per proposal and cost estimated dated Dec. 16, 2011 SUBTOTAL 53.080.00. BILL TO:Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00, 541-552-2028 TOTAL 53,080.00 ASHLAND, OR 97520 Account Number - . ..Project Number '�. _� Amount � Account Number .. � :� Project Number Amount;�,=, E 410.08.24.00.604100 E 200907.400 53 080.00 Auth filed Signature VENDOR COPY FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM �� Request for a Change Order Name of Supplier I Contractor 1 Consultant: JBR Environmental Consultants Total amount of this 8160 South Highland Dr.,Sandy,UT 84093 contract amendment: Purchase Order Number: 10574 Title 1 Description:Soil and Groundwater Testing and Monitoring at the Ashland Gun Club $ ® Per attached contract amendment Contract Amendment Original contract amount $ 49.080.00 100 %of original contract Total amount of rep vlous contract amendments 0 %of original contract Amount of this contract amendment 4.000.00 8.15%of original contract TOTAL AMOUNT OF CONTRACT $ 53.080.00 108.15%of original contract In accordance with OAR 137-047-0800:1)The amendment is within the scope of procurement as described in the solicitation documents,Sole Source notice or approval of Special Procurement.2)The amendment is necessary to comply with a change in law that affects performance of the contract.3)The amendment results from renegotiation of the terms and conditions,including the contract price,of a contract and the amendment is advantageous to the City of Ashland,subject to all of the following conditions:a)goods and services to be provided under the amended contract are the same as the goods and services to be provided under the unamended contract;b)The City determines that,with all things considered,the amended contract is at least as favorable to the City as the unamended contract;c)The amended contract does not have a total term greater than allowed in the solicitation document contract or approval of a Special Procurement An amendment is not within the scope of the procurement if the City determines that if it had described the changes to be made by the amendment in the procurement documents,it would likely have increased competition or affected award of contract. Contract amendment is within the scope of procurement: YES X NO' (If"NO",requires Council approval I Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT-Less than$5.000 INVITATION TO BID or COOPERATIVE PROCUREMENT,ORF or ❑"YES',the total amount of contract and REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 cumulative amendments<$6,000. ❑ "YES",the total amount of cumulative El'YES",the total amount of original contract and ❑If'NO",amount exceeding authority requires amendments<25%of original contract amount or cumulative amendments-<$100K for Goods& Council approval.Attach copy of Council $250,000 whichever is less. Services,<_$75K for Personal Services,<$50K for Communication. ❑If'NO",amount exceeding authority requires Attorney Fees. ❑ Exempt-Reason: Council approval.Attach copy of Council ❑If'NO',amount exceeding authodly requires Communication. Council approval.Attach copy of Council ❑ Exempt-Reason: Communication. - -- -- --- ---- -El Exempt-Reason: - -INTERMEDIATE PROCUREMENT SOLESOURCE EMERGENCYPROCUREMENT Goods&Services-$5,000 to$100.000 ❑ 'YES',the total amount of cumulative ❑ Written Findings:Document the nature of the Personal Services -$5,000 to$75.000 amendments s 25%of original contract amount or emergency,including necessity and circumstances ® "YES",the total amount of cumulative $250,000 whichever is less. requiring the contract amendment amendments s 25%of original contract amount. ❑If"NO',amount exceeding authority requires ❑ Obtain direction and written approval from City ❑ If'NO',amount exceeding authority requires Council approval.Attach copy of Council Administrator Council approval.Attach copy of Council Communication. ❑ If applicable,attach copy of Council Communication. ❑ Exempt-Reason: Communication ❑ Exempt-Reason: ❑ Exempt-Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑"YES',the total amount of original contract and cumulative El'YES',the original contract was approved by City Council. amendments are within the amount and terms initially approved by Provide dale approved by City Council: (Date) Council as a Special Procurement. If'NO',Council approval is required.Attach copy of Council Communication. ❑ If'NO',amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. Attach copy of Council Communication. Project Number 2009.07 Account Number 410.08.24.00.604100 Account Number___-__-__-_ - 'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages ff needed. Employee Signature: Department Head Signature: (Equal to or greater tl en$ !000) Funds appropriated for urrent fiscal year:. EE / NO G:1pub-wrksleng109-07 Gun Club Environmental VC AdminlEng VendorllJBR Contract Amendment Approval.doc