HomeMy WebLinkAbout2013-347 CONT Addendum - Southern OR Transportation Engineering
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this sixteenth day of September, 2013, between the City of Ashland
("City") and Southern Oregon Transportation Engineering ("Consultant').
Recitals:
A. On February 19, 2013 the 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 extend increase the compensation to
be paid Consultant.
City and Consultant agree to amend the agreement in the following manner:
1. The maximum price of the contract is increased from $17,000 to $26,000
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONSULTANT: CITY OF ASHLAND: /
BY II I-& P- .J BY Ir-
Qapartment ad
Its I-irh, Date /o~z//~
DATE
Purchase Order # 114%b
Acct.No.: Zf~-~rl~ ~.~O~Z~
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
SO Transportation Engineering Personal Services Contract Amendment - Post Road Diet-9-12-13
Invoice # Work Performed Outside of Contract Hours Cost
January-August of 2013
399 April citizen meeting 2 250
Data provided to Transportation Commission 1 125
405 April meeting with volunteers 2 250
Preparation of revised count sheet 1 125
412 June meeting with volunteers 2 250
Preparation of monthly memos for City's website 1 125
414 Meeting with Mayor and Public Works Director 3 375
Meeting with Public Works Director 3 375
Training meeting with staff to count intersections 3 375
Evaluation of side street data 1 125
Response to citizen comments on City's website 2 250
Letter preparation for August City Council meeting 8 1000
Attendance at August City Council meeting 3 375
Total 32 4000
Work to perform under existing contract - Post Road Diet 9-12-13
Task Work to provide under existing contract Hours Cost
1 Complete a stopped delay count on Wimer and Hersey in September 4 500
Complete a gap count on Main Street in September 2 250
Compile and evaluate data for September 2 250
2 Evaluate vehicle counts, speeds, and cyclists data for September 2 250
from tube count data
3 Evaluate trip time in AM and PM for the month of September 4 500
4 Prepare a final technical memorandum 0 0
5 Attendance at City Council Meeting 3 375
Total 17 2125
Additional work in September and October outside of existing contract - Post Road Diet 9-12-13
Task Requested work to provide in September and October that is Hours Cost
not covered in existing contract
1 Provide stopped delay and gap counts at Hersey/Wimer/Main in October 8 1000
2 Evaluate vehicle counts, speeds, and cyclist data from tube counts in October 2 250
3 Evaluate trip time in AM and PM for the month of October 4 500
4 Prepare for and attend an Oregon Transportation Commission (OTC) meeting 6 750
with ODOT
5 Provide stop sign delay studies at Bush Street and Glenn Street 6 750
6 Respond to citizen comments from City's open forum 3 375
7 Provide additional vehicular counts at Grant and Sheridan (PM peak hour) 6 750
8 Provide design input to City staff for proposed Road Diet alternatives 3 375
9 Meet with Ashland Police Department and discuss crash data 6 750
10 Attend Jefferson Public Radio Interview with Public Works Director 3 375
11 Prepare for final Road Diet hearing (City Council meeting) 10 1250
Total 57 7125
* Contract Amendment to include compensation for work performed to date that was not part of contract
as well as additional work requested to be performed in September and October of 2013
Additional work to date $4000
Work to still be performed within contract $2125
Additional work for September and October $7125
Total amendment = $4000-$2125+$7125 = $9000
Page 1 / 1
CITY OF -'l i RECOR
- J~ C Li LAN T1 i.{ DATE PO NUMBER
20 E MAIN ST. l./ 7/1/2013 11450
ASHLAND, OR 97520
- (541) 488-5300
VENDOR: 013519 SHIP TO: Ashland Public Works
SOUTHERN OREGON TRANSPORTATION, ENGIP (541) 488-5587
112 MONTEREY DRIVE 51 WINBURN WAY
MEDFORD, OR 97504 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net 30 days Dept.:
Req. Del. Date: Contact: Scott Fleury
Special Inst: Confirming? NO
Quanti Unit Description Unit Price Ext. Price.
THIS IS A REVISED PURCHASE ORDER
Road Diet Post Construction Analysis 17,000.00
Not to exceed $17,000.00
Contract for Personal Services
Beginning date: 01/1512013
Completion date: 12/31/2013
Processed change order 05/24/2013
Changed a/c # from 710 08 11 00 604 100
to 260 08 12 00 704 200 per Betsy's
email
Processed change order 10/04/2013 9,000.00
Additional tasks required for the
engineering analysis, Approved by
Council October 1, 2013
v'I 3 0Li D
SUBTOTAL 2600000
BILL TO: Account Payable TAX 0.0 - 0
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 26,000.00
ASHLAND, OR 97520
Account Number - Project Number Amount Account Number Project Number Amount
E 710.08.11.00.60410 E 201124.999 26 000.00
Aut rized Signature VENDOR COPY
FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM~~NT
Request for a Change Order
Name of Supplier I Contractor I Consultant: Southern OregonTransportation Engineering, Kimberly `rTOf~121Tt0U ,,tfuit
ParducciconfTac m Ttdment r~
Purchase Order Number:
09-,
Title I Description: Post Road Diet Construction Analysis
-
® Per attached contract amendment
Coihtracf Amendment
Original contract amount $17 000 100 % of original contract
Total amount of previous contract amendments $0.00 % of original contract
Amount of this contract amendment $9,000 34.6 % of original contract '
TOTAL AMOUNT OF CONTRACT $26,000 134.6 % of original contract
In accordance with OAR 137.G47-0800:1) 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 mntracL 3) The amendment results from renegotiation of the leans and
conditions, Including the contact price. of a contact and the amendment is advantageous to the City of Ashland, subject to all of the following.conditimr a) goods and services to
be
provided under the amended mntradare the same as the goods and services to he provided under the unamended contract b) The City determines that with all things considered, the
amended contact 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 documem
contract or approval of a Special Procurement. An amendment is hot 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, ff would likely have increased competition or affected award of contract
Contract amendment is within the scope of procurement YES YES NO' Of "NO', requires Council approval IAttach 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 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 ountrac and
❑If'N0% amount exceeding authority requires 525% of original contact amount or $25D,000 cumulative amendments s$100K for Goods B Services,
Council approval. Attach coov of Council whichever is less. $75K for personal Services, < $50K for Attorney Fees.
Communlral'nn. ❑ If'N0', amount exceeding authority requires ❑ if *NG", amount exceeding authority requires Council
❑ Exempt- Reason: Council approval. Attach may of Council approval. Attach copy of Council Communication.
PERSONAL SERVICES Communication. _ ❑ Exempt-Reason:
O'YES', Direct appointments$35,000 ❑Exempt-Reason:
❑ IPNO', uimsa roval.
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 $75,000 525% of original contact amount or $250,000 emergency, including necessity and circumstances
❑ TES', the total amcunt of cumulative whichever is less. requiring the contact amendment
amendments s 25% of original contract amounL ❑If ❑II'NO', amount exceeding authority requires ❑ Obtain direction and written approval from City
'NO', amountexceedig authority requires Council Council approval. Attach copy ofCoundl 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 contact was approved by City Council.
within the amount and temns initially approved by Council as a Special Provide date approved by City Councit (Date)
Procurement If "NO', Council approval's required. Attach copy of Councl Communication.
❑ If'NC', amount exceeding authority requires Council approval. ❑ Contact amendment approved and signed by City Administrator.
Attach copy Council Communication.
Project NumberZoll__-Z1f Account NumberZw-OaIZ-.M40±ZCZ AccountNumber----__----__-
'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach xtra pages if needed.
Employee Signature: - Department Head SI nature:
(Equ r orgrEaterth 6$5,000)
City Administrator: c w,
(Equalto greatez$25,000 or 10%)
Funds appropriated for current fiscal year. CE / No ~ / O / 3
e Finance Director (Equal to gmafer than $5,000)
atU e
Comments: ZS P cwwfttr_ to~t1zolS
Form 410 - Contract Amendment Approval Request Form, Request for a Change Order, Pagel of 1, 912412 0 1 3
I
C I T Y OF
ASHLAND
Council Communication
October 1, 2013, Business Meeting
Approval of a Contract Amendment for
Southern Oregon Transportation Engineering
FROM:
Michael R. Faught, Public Works Director, Public Works Department, faughtm@ashland.or.us
SUMMARY
Southern Oregon Transportation Engineering (SOTP) was hired in January 2013 by the City of
Ashland Engineering Department to provide an objective traffic engineering evaluation of the pilot
North Main road diet. The analysis and scope of work has evolved over the past nine months to include
many additional items. The additional contract work will exceed the 25% threshold and thus requires
Council approval. The cost for this engineering analysis will be reimbursed through the ODOT Bike
and Pedestrian grant fund.
BACKGROUND AND POLICY IMPLICATIONS:
As part of the scope of the project Southern Oregon Transportation Engineering was originally
required to do the following things:
1. One time each month from 3:30AM.-5:30 PM:
• Complete a stopped delay count on Wimer and Hersey side streets
• Complete a gap count on Main Street at Hersey/Wimer intersection
2. Once a quarter evaluate the AM peak hour or look at alternate concerns
3. Compile and evaluate data
4. One time each month evaluate:
• Vehicle counts
• Vehicle speeds
• Cyclist data from ODOT
• Tube count data
• Evaluate trip time in AM and PM
5. Additional meeting time
6. Attend 2 meetings for a total of 8 hours between January and September
7. Prepare final technical memorandum to include all analysis and data generated during project.
(1 electronic copy provided of all documents in their native format)
As the analysis evolved, so did the time and effort required by the consultant. Additional work to this
point has included additional meetings with staff and citizens, additional work training volunteers on
intersection counts, review and analysis of Open City Hall road diet comments, road diet presentation
to the Oregon Transportation Commission, and additional stop delay and gap counts. This additional
effort will help both citizens and the Council to understand how the road diet is functioning when
Page 1 ot3
11FAW,
CITY OF
ASHLAND
compared to the previous striping configuration. The traffic engineer will present all data and answer
questions in November to assist the Council in making final decision on whether to keep the current
road diet configuration or return to the previous configuration.
Project History:
Reconfiguring North Main from four-lanes to three-lanes with bike lanes was first considered as a road
safety project in 2007, then again in 2009 by HBH Consulting Engineers. HBH Consulting Engineers
has previously completed a traffic impact study for the potential closure of the Glenn Street rail
crossing and analysis of two intersections on North Main.
Ultimately the final recommendation to implement the road diet as a pilot project developed during the
Transportation System Plan (TSP) update process and was then thoroughly vetted by the
Transportation Commission. The pilot road diet project recommendation is consistent with the TSP
goal to integrate multimodal transportation with future land use and with the State of Oregon's
transportation planning rule that requires that alternative travel modes be given consideration along
with automobiles.
Following a Public Hearing at the August 2, 2011 council meeting, the City Council approved the one-
year pilot North Main road diet project and directed the restriping to occur after the realignment of the
Hersey/Wimer/North Main intersection was completed. The Hersey/Wimer/North Main realignment
project was completed on October 1, 2012 followed by the completion of the North Main one-year
Pilot project on October 20, 2013.
The criteria to measure the success of the North Main pilot road diet project are based on the
following:
• Reduction of the annual average number and severity of crashes.
• Reduction of the 85 ° Percentile Speed closer to the posted speed limit.
• Increased bicycle and pedestrian volumes.
• Maintaining an average vehicle travel time of 4 minutes and 20 seconds or less from
Heiman Street to the north end of the project.
• Increased support for keeping the road diet after the trial period.
FISCAL IMPLICATIONS:
The original contract for SOTP was $17,000 and due to an increase in meeting attendance and
additional analysis the contract will require another $9,000 to complete. The City will be reimbursed
for the original contract costs, as well as the additional costs referred to in this request for an
amendment, through ODOT's Bike and Pedestrian Grant fund.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approving the contract amendment in order to complete the post road diet
construction analysis and provide critical information to both the Council and public with regards to
the road diet striping project.
SUGGESTED MOTION:
Move to approve a contract amendment with Southern Oregon Transportation Engineering for $9,000
for the post road diet construction analysis.
Page 2 of 3
gr,
CITY OF
ASHLAND
ATTACHMENTS:
1. SOTP Contract Amendment
2. SOTP Contract Amendment Form #10
Page 3 of 3