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Home My WebLink About2013-087 CONT Addendum - Steve Ennis Architect ADDENDUM TO CITY OF ASHLAND CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000 Addendum made this 10'h day of April, 2013, between the City of Ashland ("City") and Steve Ennis Architect ("Consultant'). Recitals: A. On June 30, 2012 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 to be paid Consultant. City and Consultant agree to amend the agreement in the following manner: 1. The maximum price as specified in Paragraph 4 of the agreement is increased to $ 1,775.00. 2. The scope of services is modified to add project management for the Enders Shelter Construction. 3. Except as modified above the terms of the agreement shall remain in full force and effect. CONSULTANT 4~t CITY OF/A LAND: BY 4 BY (2-- epartment Head Its Date I /(0 DATE 4/13/43 Purchase Ord/ear # t552 Acct.No.:///~moBp~DfDjep (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES STEVE ENNIS ARCHITECT April 10, 2013 E-MAILED 4/10/13 Bruce Dickens, Parks Superintendent Ashland Parks and Recreation 340 South Pioneer Street Ashland, OR 97520 Re: ADDITIONAL PROJECT MANAGEMENT SERVICES FOR ENDERS SHELTER Ashland Parks and Recreation Dear Bruce: Thank you for requesting additional Project Management Services from me. Attached is the following. 1. Enders Memorial Shelter Project Management Worksheet -dated. 4/10/13• See attached for an updated outline of the services to be provided and the estimated associated costs This rtplaces the 2/23/13 version. I estimate the costs for these services to be $4,275 and will be glad to provide them on a T&M NTE basis My original agreement was for $20,000 and I have billed for $19,M.40.$2,500 was added to the agreement for Enders Shelter and I have invoiced for $1,000. With the attached estimate of $4,275, an additional $1,775 would need to be added to the Enders Shelter project in order to complete those services. Please let me let me know if this is acceptable to you or if you have any other questions Thank you for your consideration. Sincerely, Steve Ennis Architect Arr. Enders Memorial Shelter Project Management Fee Worksheet, dated 4/10/13 P. O. BOX 4051 2870 NANSEN DRIVE • MEDFORD, OR 97501 PHONE: (541) 618-9155 • FAX: (541) 618-9156 s STEVE ENNIS ARCHITECT ASHLAND PARKS AND RECREATION ENDERS MEMORIAL SHELTER PROJECT MANAGEMENT FEE WORKSHEET April 10, 2013 PROJECT MANAGER ADMIN A CONTRACT DOCUMENTS PHASE 1 Services from 3/11113 3/31/13 (invoiced 4/3/13) 10 2 Prepare for and attend 4/9/13 Meeting 3.5 3 Revise Project Manual based on Roof Decision 2 4 Coordinate with Architect 0.5 5 Coordinate With Parks Superintendent 0.5 SUBTOTAL 16.5 B BIDDING PHASE 6 Coordinate Printing of Bid Documents 2 7 Pre-Bid Conference 2 8 Bid Opening 2 9 Coordinate with Parks Superintendent 1 SUBTOTAL 7 C CONSTRUCTION PHASE 10 Site Visits (13 Weeks @ 1 hour) 13 11 Coordinate with Parks Superintendent (13 Weeks @ 1/4 hour) 3.25 12 Closeout Paperwork 2 SUBTOTAL 18.25 TOTAL HOURS 41.75 0 HOURLY RATES $100 $43 SUBTOTAL $4,175 $0 Estimate of Hourly Costs $4,175 Estimate of Reimbursable Expenses $100 ESTIMATE OF PROJECT MANAGEMENT FEE $4,275 P. O. BOX 4051 •2870 NANSEN DRIVE • MEDFORD, OR 97501 Phone: (541) 618-9155 • Fax: (541) 618-9156 4, 9 1 STEVE ENNIS ARCHITECT ASHLAND PARKS AND RECREATION ENDERS MEMORIAL SHELTER PROJECT MANAGEMENT FEE WORKSHEET April 10, 2013 PROJECT MANAGER ADMIN CONTRACT DOCUMENTS PHASE 1 Services from 3/11/13= 3/31/13 (invoiced 4/3/13) 10 2 Prepare for and attend 4/9/13 Meeting 3.5 3 Revise Project Manual based on Roof Decision 2 4 Coordinate with Architect 0.5 5 Coordinate with Parks Superintendent 0.5 SUBTOTAL 16.5 B BIDDING PHASE 6 Coordinate Printing of Bid Documents 2 7 Pre-Bid Conference 2 8 Bid Opening 2 9 Coordinate with Parks Superintendent 1 SUBTOTAL 7 C CONSTRUCTION PHASE 10 Site Visits (13 Weeks @ 1 hour) 13 11 Coordinate with Parks Superintendent (13 Weeks @ 1/4 hour) 3.25 12 Closeout Paperwork 2 SUBTOTAL 18.25 TOTAL HOURS 41.75 0 HOURLY RATES $100 $43 SUBTOTAL $4,175 $0 Estimate of Hourly Costs $4,175 Estimate of Reimbursable Expenses $100 ESTIMATE OF PROJECT MANAGEMENT FEE $4,275 P. O. BOX 4051 •2870 NANSEN DRIVE • MEDFORD, OR 97501 Phone: (541) 618-9155 • Fax: (541) 618-9156 v r CITY RECO DLER Page 1 Ashland Park Commission DATE PONt,MBER' 20 E MAIN ST. 8/30/2012 00141 ASHLAND, OR 97520 - (541) 488-5300 VENDOR: 004046 SHIP TO: STEVE ENNIS ARCHITECT PO BOX 4051 MEDFORD, OR 97501 FOB Point: Req. No.: Terms: net Dept.: Req. Del. Date: contact: Bruce Dickens Special Inst: Confirming? No -.Quantity- Unit Description -unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Project Management Services for 20,000.00 Deferred Maintenance Projects Contract for Personal Services Beginning date: July 30, 2012 - Completion date: June 30, 2013 Insurance required/On file Processed change order 03/01/2013 2,500.00 Scope of services is modified to add Enders Shelter Project Management per attached contract addendum dated March 1, 2013. Processed change order 04/17/2013 1,775.00 Scope of services is modified to add Enders Shelter Project Management per attached contract addendum dated April 10, 2013 SUBTOTAL 24,275.00 BILL TO: TAX . 6'06 FREIGHT 0.00 TOTAL 24,275.00 Account Number Project Number " Amount Account Number Project Number - Amount E 411.12.oo.00.6041 00 24 275.00 VENDOR Au orized Signature COPY FORM #1o CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier 1 Contractor 1 Consultant: Total amount.of this contract amendment: Purchase Order Number: 00141 Title I Description: Project Management for Deferred Maintenance Projects $ 1775:00 ❑ Per attached contract amendment Contract Amendment Original contract amount $ $20,000 100 %of original contract Total amount of Previous contract amendments $ 2,500 12.5 % of original contract Amount of this contract amendment $ 1,775 9. % of original contract TOTAL AMOUNT OF CONTRACT $ $24,275 21.5 % of original contract In accordance with OAR 137-047-0800: 1) The amendment is within the scone of procurement as described in the solicitation documents, Sole Source notice or approval of Special Procurement 2) The amendment is necessary to complywith 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 $5000 INVITATION TO BID or COOPERATIVE PROCUREMENT ORF or ❑ "YES', the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments :s $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 s $100K for Goods 8 Services, s 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, r PE ONAL SERVICES Communication. ❑ Exempt- Reason: ° YES', Direct appointment 5$35,000 ❑Exerapt-Reason: If'NO',re uiresa roval. INTERMEDIATE PROCUREMENT SOLE SOURCE 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 $250,0D0 emergency, including necessity and circumstances ❑"YES', the total amount of cumulative whichever is less. requiring the contract amendment amendments s 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 ❑ Exempt -Reason: ❑ Exempt- Reason, ❑ Exempt- Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑ "YES°, the total amount of 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: (Dale) 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 Account Number 411.12.00.00.704200 Account Number 'Expenditure must be charged to the appro nata acc f numbers for the financials to reflect the actual expenditures accuraf Attach extra pages if needed. Employee Signature: ut1-, ~ Department Head Signature: (Equal to or greater than $5,000) City Administrator: / 14Equ to or greater than $25,000 or 10%) ZLy Funds appropriated for current fiscal year. ES / NO \ T11 1E u Finance Director (Equ it~or greater an $5,000) Date Comments: GN- W xt Form #10 -Contract Amendment Approval Request Form, Request fora Change Order, Page 1 of 1, 4/10/2013