HomeMy WebLinkAbout2013-085 CONT Addendum - Kittelson & Associates
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this 23rd day of January 2013, between the City of Ashland ("City") and
Kittelson & Associates, Inc. ("Consultant").
Recitals:
A. On June 8, 2011. City and Consultant entered into a "City of Ashland Contract for Personal
Services Less than $35,000" (further referred to in this addendum as "the agreement").
B. The parties desire to amend the agreement to increase the compensation and to modify the
rp oiect.
City and Consultant agree to amend the agreement in the following manner:
1. The maximum price as specified in the agreement is increased to $ 37.500.00
2. The scope of services is modified to add:
Phase 8 - Traffic Design Services (approximately $3,500)
A. Project Coordination/Meetings
• Participate in a conference call with ODOT and City staff to confirm the design
parameters and discuss ODOT review comments from the August 16, 2012 concept.
• Participate in one (1) additional conference call with ODOT and City staff to finalize
the design documents.
• Prepare monthly invoices, status reports, and maintain the project schedule
throughout the duration of the project.
B. Permanent Striping Plans, Specifications, and Cost Estimate
• Receive a copy of the new striping base mapping from ODOT.
• Convert the original concept design to the new ODOT base; update coordinates and
references as necessary.
• Develop up to 10 striping plan and detail sheets at a 1" = 100' scale (half-size).
• Develop technical specifications for final bid documents.
• Develop a detailed construction cost estimate for final bid documents.
C. Pre-Bidding Services
• Assist during the contractor selection process, including assistance with contractor
inquiries on the traffic design elements during the bidding period.
• Prepare and distribute any addenda as necessary.
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Phase 9 - Additional Traffic Design Services (approximately $4,000)
The following additional services were requested by the City and ODOT during the design phase
and not included in Phase 8 above.
A. ODOT CAD Base ($3,000)
• Per the direction by ODOT during the August 28d' conference call with ODOT
and the City, the final design was initialized using the 2003 ODOT-provided CAD
base which involved converting the base from metric to English units and
comparing the linework against current aerial photography in Google. It was
determined that this basemap was incomplete and not consistent with the current
layout in several locations. To avoid potential for costly change orders during
construction, we convinced ODOT in early September to allow us to use the
City's new aerial-based CAD basefiles. Approximately one week was spent
resolving this issue with ODOT and approximately $3,000 in engineering and
drafting time.
B. Modify Design from Thermoplastic to Paint ($1,000)
• Per the direction at the August 28di conference call with ODOT and the City, the
design was completed using thermoplastic striping. After the submittal in early
September it was requested that we convert the pennanent striping to paint to
reduce construction costs. This required a revision to the plans, specifications,
and project cost estimate. Approximately an additional $1,000 was spent to
address this issue.
3. Except as modified above the terms of the agreement shall remain in full force and effect.
CONSULTANT::: CITY OF ASHLAND:
BY K O~✓r d~ BY A
Department Head
Its T)Av 1 b ` - M I "-s Date 2113113
DATE -31611a
Purchase Order #
Acct. No.:
(For City purposes only)
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CITY RECORDIER Page 1 / 1
~ . C I T Y OF
S H LA N D DATE PO NUMBER
A20 E MAIN ST. 7/1/2012 10239
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 013773 SNIP TO: Ashland Public Works
KITTELSON & ASSOCIATES INC (541) 488-5587
ACCOUNTS RECEIVABLE 51 WINBURN WAY
PO BOX 40847 ASHLAND, OR 97520
PORTLAND, OR 97240
FOB Point: Req. No.:
Terms: Net 30 days Dept.:
Req. Del. Date: Contact: Mike Fauqht
Special Inst: Confirming? No
Quantity Unit - - - Description Unit Price Ext. Price
THIS IS A REVISED PURCHASE ORDER
N. Main Road Diet Engineering Services 30,000.00
Contract for Personal Services
Beginning date: February 4, 2011
Completion date: December 31, 2012
Insurance required/On file
Processed change order 04/05/2013 7,500.00
Per attached contract addendum dated
January 23, 2013
0
I
~ t •b3
SUBTOTAL 37 500.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 37,500.00
ASHLAND, OR 97520
'Account Number . Project-Nurnber. 'Amount _ Account Number Project Number Amount
E 260.08.12.00.70420 E 201124.100 7,500-00
E 710.08.11.00.60410 E 201124.100 30,000M
I
j Authorized Signature VENDOR COPY
Foxivi#1o CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request for a Change Order
Name of Supplier/ Contractor/ Consultant: Kittelson & Associates Total amount of-this
contract amendment:
Purchase Order Number: 10239
Title 1 Description: N. Main Road Diet Engineering $ 7,500.00
❑ Per attached contract amendment
Contract Amendment
Original contract amount $ 30.000 100 % of original contract
Total amount of rep vious contract amendments % of original contract
Amount of this contract amendment 7.500 25 % of original contract
TOTAL AMOUNT OF CONTRACT $ 37,500 125 % 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 1 Attach copy of CC.)
r
Sourcing Method:
SMALL PROCUREMENT - Less than $5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT, QRF or
❑ "YES", the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50
amendments $6,000. ❑ "YES", the total amount of cumulative amendments ❑ "YES", the total amount of original contract and
❑ If "NO", amount exceeding authority requires 25% of original contract amount or $250,000 cumulative amendments $100K for Goods & Services, 5
Council approval. Attach copy of Council whichever is less. $75K for Personal Services, <$50K for Attorney Fees.
Communication. - - ❑ If"NO", amount exceeding authority requires ❑ If "NO", amount exceeding authority requires Council
❑ Exempt- Reason: Council approval. Attach copy of Council approval. Attach copy of Council Communication.
PERSONAL SERVICES Communication. ❑ Exempt-Reason:
® "YES", Direct appointment 5$35,000 ❑ Exempt-Reason:
❑ If "NO", requires approval.
INTERMEDIATE PROCUREMENT SOLESOURCE EMERGENCY PROCUREMENT
Goods &Services "$5.000 to$100.000 ❑ "YES", the total amount of cumulative amendments ❑Written Findings: Document the nature of the
Personal Services - $5.000 to $75,000 s 25% of original contract amount or $250,000 emergency, including necessity and circumstances
❑ 'YES', the total amount of cumulative whichever is less. requiring the contract amendment
amendments 25% of original contract amount. ❑ If ❑ If 'NO', amount exceeding authority requires ❑ Obtain direction and written approval from City
"NO", amount exceeding authority requires Council Council approval. Attach copy of Council Administrator
approval. Attach copy of Council Communication. Communication. ❑ If applicable, attach copy of Council Communication
❑ Exem t-Reason: ❑ Exem t-Reason: ❑ Exem t-Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑ "YES", the total amountof original contract and cumulative amendments are ❑ "YES", the original contract was approved by City Council.
within the amount and terms initially approved by Council as a Special Provide date approved by City Council: (Date)
Procurement. - If "NO", Council approval is required. Attach copy of Council Communication.
❑ If "NO", amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator.
Attach co of Council Communication.
Project Number 2011.24 Account Number 260.08.12.00.704200 AccountNumber-------------------
*Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Att ach.extr pages if needed.
Employee Signature: Department Head Signature: ill
\ (Equa toorgmater thin$pooii
City Administrator; \ -->e -
(Equal to rgreaterthan25,000 or 10%)
Funds appropriated for current fiscal year., (YES NO I G1 ~ ~`LU K 4 t [ r If
Finan eDirector(Equal to or greater than $5,000) Date
Comments:
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