The URL can be used to link to this page

Home My WebLink About2013-023 CONT AMND - Engineered Monitoring Solution Rob Morris From: Pieter Smeenk [smeenkp@ashland.or.us] Sent: Thursday, January 24, 2013 4:24 PM To: Rob Morris Subject: FW: Additional Scope of Work for Hosler Dam Here is the documentation for the seismograph repairs. From: Barry Myers [mailto:barry.myers@engineeredmonitoringsolutions.com] Sent: Thursday, January 24, 2013 4:12 PM To: Pieter Smeenk Subject: Additional Scope of Work for Hosler Dam Pieter, We understand that you would like us to perform a site visit to Hosler Dam on Monday January 28, 2013 to evaluate the cause of recent performance issues with the Geosig strong motion recorders. These services would be performed under our Contract for Personal Services Agreement, dated July 9, 2012. This site visit was not included in our original scope of work. We estimate that the total cost for this additional site visit will be on the order of $3,300. The current budget remaining is $2,084.92. Therefore, we request that the current NTE budget amount of $7,900 be increased to $9,200 to cover the additional scope of services. Thanks, Barry Barry Myers, P.E. barry.myers a,engineeredmonitorinesolutions.com Engineered Monitoring Solutions 617 N Main Street Newberg, Oregon 97132 503 537-0900 503 537-0909 fax This electronic communication and its attachments are intended only for the person(s) to whom it is addressed and may contain confidential information. If you are not the intended recipient of this message, you are hereby notified that any use, retransmission, distribution, reproduction or any action relying upon this message is prohibited. Any opinions expressed in this message are those of the individual and may not reflect the opinions of Engineered Monitoring Solutions. Data and recommendations included herein should not be used for final design. If you have received this information in error, please notify the sender. t EXHIBIT C - SCOPE OF SERVICES & SCHEDULE BACKGROUND The City of Ashland's Dam Failure Warning System at Hosler Dam is designed to monitor various conditions that might indicate dam instability or a developing condition leading to an uncontrolled release of the reservior. Among the detection infrastructure in place at the dam are two seismographs programmed to send a signal to a measurement control unit (MCU2) if they read seismic activity over a certain threshold (0.20g to initiate EAP-2 procedures, 0.24g to activate alarm). MCU2, located at the dam, relays the signal to MCU1, located at the Water Treatment Plant, which routes the information to the alarm relay box, the SCADA system, and the autodialer. On December 15, one. of the two seismographs activated the alarm system by apparently reading a siesmic event of more the 0.24g. The other seismograph had no such reading, and no seismic events were reported by the USGS for that date and location. The event was deemed a false alarm and the seismograph and alarm system were reset. Approximately two hours later, the alarm was activated again by the same means. The sismograph responsible for the false alarms was taken offline for about 36 hours, and then reactivated. SCOPE OF SERVICES The City of Ashland is requesting services to provide assistance to the City in troubleshooting recent false alarms caused by an anomolous sismograph reading combined with communications.problems between the seismograph and the MCU. The proposed scope of work would include a site visit to the project to perform a physical inspection of both seismographs, as well as an inspection of the MCU equipment located at the dam and at the Water Treatment Plant. Inspection of the MCU equipment will include observation and testing of the replacement equipment that was installed by City staff at the dam in 2009. The scope of services would also include preparing a letter report to document the findings and recommended follow-up for additional servicing or repair efforts. COMPENSATION The total cost for the scope of services outlined 'in the Equipment and Troubleshooting Repairs proposal dated January 17, 2012 was not to exceed $7,900. According to your Invoice No. 1800 (dated January 27, 2012) there remains $2,084.92 on the contract ammount. It is anticipated that compensation for services required will exceed the remaining contract ammount. Therefore, a Contract Amendment Approval Request Form will be needed to modify the contract ammount. Work is to be performed on a time and materials basis in accordance with the existing Contract for Personal Services Agreement dated July 9, 2012. G:\pub-wrks\eng\10-05 FERC Dam Safety Program\ADM\EMS\2012-12-19-EMScontractOCR.doc This site visit effort does not inglude the cost of repairing or replacing system components. If repairs or replacement of system components are needed, this would be performed on a second site visit under a different scope of work. Repairs to the siren equipment would be provided by others. SCHEDULE Work on this project shall begin within three days after receiving authorization to proceed. We anticipate that the letter report can be completed within one week following the site visit. Page 1 / 1 J q C I i Y O F,j~' P~EC, 1D~'R DATE PO NUMBER ~4S H LAlV'`Dr[ v 20 E MAIN ST. 7/1/2012 11024 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 009478 SHIP TO: Ashland Public Works ENGINEERED MONITORING SOLUTION, LLC (541) 488-5587 617 N MAIN ST 51 WINBURN WAY NEWBERG, OR 97132 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: - Contact: Pieter Smeenk Special Inst: Confirming? No Quantity Unit - Description Unit Price Ext. Price- - THIS IS A REVISED PURCHASE ORDER Hosler Dam Warninq Svstem 7,900.00 Assistance with troubleshooting repairs Contract for Personal Services Date of aqreement: 07/09/2012 Beq date: (no date on contract) Completion date: (no date on contract) Processed change order 02/01/2013 1,300.00 Assistance with equipment troubleshoot per attached scope of work or aot~. j S-~ SUBTOTAL 9 200.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00. 541-552-2010 TOTAL 9,200.00' ASHLAND, OR 97520 ;Account Number.. Project Number ` - Amount. Account Number Project Number 'Amount. E 670.08.15.00.60410 91200.00 ture VENDOR COPY Authori dd signature FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier I Contractor I Consultant: Engineered Monitoring Solutions Total amount of this contract amendment: Purchase Order Number: 11024 Title 1 Description: Hosler Dam Failure Warning System -Assistance with Equipment Troubleshoot $1,300.00 ® Per attached contract amendment Contract Amendment Original contract amount $ 7.900.00 100 % of original contract Total amount of previous contract amendments $ 0.00 0% of original contract Amount of this contract amendment $ 1.300.00 16.5% of original contract TOTAL AMOUNT OF CONTRACT $ 9.200.00 116.5 % 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, contractor approval of a Special Procurement. An amendment is not within the scone 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 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, QRF or ❑ "YES", the total amount of contract and REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 cumulative amendments :5 $6,000. ❑ 'YES', the total amount of cumulative ❑'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 authority requires Communication. Council approval. Attach copy of Council ❑ Exempt - Reason: Communication. ❑ Exempt - Reasow INTERMEDIATE PROCUREMENT SOLESOURCE EMERGENCY PROCUREMENT 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 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 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 ❑'YES', the original contract was approved by City Council. amendments are within the amount and terms initially approved by Provide date 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. O E] Contract amendment approved and signed by City Administrator. Attach co of Council Communication. GF/~5 OOe,G /era ¢ ,61 . Project Number- - 5 Account Num r0-- V yam'` / r 'Expenditure most be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra ages if needed. Employee Signature: Department Head Signature: Cs ~Q C -/~v ~~.7 (Equal to or greater than l~,0 0) Funds appropriated fbr current fiscal year YES / NO 'zor,3 v Finance Director(equatroorgreate hanSS,000) Date Comments: Form #10 -Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 1/25/2013