HomeMy WebLinkAbout2013-377 CONT Addendum - SCJ Alliance
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this 1st day of November, 2013, between the City of Ashland ("City")
and SCJ Alliance Consulting Services ("Consultant").
Recitals:
A. On May 31. 2013 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 the date of completion, modify
the project to incorporate additional tasks as described in the attached work scope
dated November 1, 2013, and to increase compensation to the contractor for the
additional tasks.
City and Consultant agree to amend the agreement in the following manner:
1. The date for completion as specified in Paragraph 3 of the agreement is extended to
December 6, 2013 and the maximum price as specified in Paragraph 4 of the
agreement is increased to $21,135.
2. The scope of services is modified to incorporate the new tasks identified as attached.
3. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONSULTANT: CITY OF D:
BY BY `tJZ-
Its D to ~rtment Head
DATE ~t r0 ~t~j
Purchase Order # 11612
Acct. No.: 110.09.27.00604100
(For Clty 1)f. rposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
SCJ ALLIANCE
CONSULTING SERVICES
November 1, 2013
Brandon Goldman, Senior Planner
City of Ashland
20 E. Main Street
Ashland, OR 97520
Re: Normal Avenue Neighborhood Revised Supplemental Traffic Analysis Scope
SCJ Project #0722.01
Dear Brandon:
Per your request, I have prepared this revised scope of services and fee estimate to conduct additional
traffic operations analysis as a part of the Normal Avenue Neighborhood Plan study. This scope includes
four tasks as discussed below:
Work Scope
Task 1- Conduct Traffic Operations Analysis at New Locations/Under New Conditions
1. Obtain and review peak hour turning movement count data for four locations during a single
peak hour. Budget estimate assumes that this data will be provided. Locations include:
• E. Main Street at bus access (turning movements for the PM school peak hour will need to
be estimated and relationship to PM peak established)
• Ashland Street at Clay Street (PM peak)
• E. Main Street at existing Normal local road extension (east/west through volumes
estimated for PM peak)
• Ashland Street at Tolman Creek Road (PM peak using new 2012 data)
2. Update Synchro model and conduct existing operations analysis at three locations for school or
PM peak as applicable (including E. Main/bus access, Ashland/Clay and Ashland/Tolman).
3. At identified locations, prepare new or revised 2038 peak hour traffic forecasts assuming that
public railroad crossing is not in place for:
• 2038 baseline conditions (three intersections excluding E. Main/existing Normal local road
extension)
• 2038 with Phase 1 (three intersections excluding E. Main/existing Normal local road
extension)
• 2038 with Phase 2 (including two scenarios, one with three intersections as described above
and one with all four locations which shows shift of project traffic away from bus access
road to existing Normal local road extension. The second scenario will be presented as a
sensitivity analysis and traffic volume data will be presented in the body of the report).
4. Conduct operations analysis at locations and for time periods identified above, evaluate,
mitigation needs if any, consider roundabouts on E. Main Street.
5. Identify needed cross-section for E. Main Street and site access traffic control requirements.
315 West Mill Plain Blvd, Suite 208 Vancouver, WA 98660 • Office Cell 503.341.6248 • scjalliance.com
m November 1, 2013
Page 2 of 2
Task 2 - Conduct Sensitivity Analysis of Traffic Impacts
1. Evaluate impact on establishing public rail crossing on Phase 2 traffic operations at intersection
of Ashland/Normal.
2. Evaluate impact on establishing public rail crossing on Phase 2 traffic operations at intersection
of Ashland/Tolman Creek Road.
Task 3 - Document Findings and Submit to City
1. Prepare graphics showing revised and/or added geometrics or turning movement volumes and
new street network map as a base. The following graphics would be revised: Figure 1 (add new
intersections), 2 (replace with new street network), 3 (add new intersections), 4 (add new
intersections and revise Ashland/Tolman), 5 (add footnote about being based on 6/25/13 land
use and transportation system), 7 (add footnote about being based on 6/25/13 land use and
transportation system), 8 (add new intersections and revise Ashland/Tolman), 9 (add footnote
about being based on 6/25/13 land use and transportation system), 10 (add new intersections
and revise Ashland/Tolman), and 11 (replace with new bike/ped network map).
2. Add new graphic to show Phase 1 and Phase 2 project traffic volumes at all site access points.
3. Incorporate findings, conclusions and recommendations into final project report which will
include an executive summary and incorporate the work outcomes identified above. Report will
include a discussion of multimodal travel assumptions, the benefits of a public railroad crossing
on Normal Avenue, and a summary of the site access traffic control and any mitigation needs
relating to East Main Street. Work will also include updating the compiled appendices to
incorporate the new analysis.
Task 4 - Participate in Transportation Commission Meeting
1. Assume participation by conference call, allow for 2 hours.
Optional Task 5 - Participate in Planning Commission and City Council Meetings
1. Assume participation by conference call, allow for 2 hours each.
Estimated Fee
The foregoing (non-optional) work will be prepared by SO for a not-to-exceed amount of $3,998. The
cost for Tasks 1.4, 1.5 and 4.1 would equal $1,000 with the balance allocated among the remaining
tasks. This fee estimate assumes that no new traffic counts will be collected by SO and that no travel to
Ashland will be required. The optional meeting participation will be provided by SG on a time-and-
materials basis, not to exceed $350 for each two hour meeting for a total of $700.
I f this scope and fee estimate is acceptable, please let me know. I look forward to working with you.
Respectfully,
SG Alliance
Anne Sylvester, PTE
Senior Consultant
QTY RECOR1",D Eil Page 1/ 1
CITY OF DATE
T-1S H LAN D PO NUMBER
20 E MAIN ST. 7/1/2013 11612
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 017792 SHIP TO: Ashland Planning Department
SCJ ALLIANCE (541) 488-5305
2102 CARRIAGE DRIVE SW 51 WINBURN WAY
SUITE H ASHLAND, OR 97520
OLYMPIA, WA 98502
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Brandon Goldman
Special Inst: - Confirming? No
Quantity Unit Descrip tion Unit Price Ext. Price,
THIS IS A REVISED PURCHASE ORDER
Project consists of obtaininq traffic 17,135.00
engineering services to complete a
Future Traffic Analysis relating to the
draft Normal Avenue Neighborhood Plan,
Scope of Work shown as Exhibit C to
attached contract.
Contract for Personal Services
Beginninq date: May 15, 2013
Completion date: September 30, 2013
Processed change order 11/08/2013 4,000.00
Additional traffic operations analysis
as a part of the Normal Avenue
Neighborhood Plan Study ($4,000.00) per
attached contract addendum.
SUBTOTAL 21 135.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 21,135.00
ASHLAND, OR 97520
Account Number - Project Number Amount Account Number Project Number Amount
E 110.09.27.00.60410 21 135.00
'cty '24 -3
Authorize ignature VENDOR COPY
I FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request for a Change Order
Name of Supplier/ Contractor) Consultant: SCJ Alliance Consulting Services Total amount of this
Anne Sylvester PTE. contract amendment:
Purchase Order Number: 11612 $21135
Title 1. Description: Future Traffic Analysis relating to the Normal Avenue Neighborhood Plan
® Per attached contract amendment
Contract Amendment
Original contract amount $17135 100 % of original contract
Total amount of previous contract amendments NA % of original contract
Amount of this contract amendment $4000 23 % of original contract
TOTAL AMOUNT OF CONTRACT $21135 123 % of original contract
In accordance with OAR 137-047-0800: 1) The amendment is within the scope of procurement as described in the solicitafion documents, Sole Source notice orapproval 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 l 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 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 authodty requires 25 25% of original contract amount or $250,000 cumulative amendments s$100Kfor 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 appointments$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-$5000 to $75,000 2525% of original contract amount or$250,000 emergency, including necessity and circumstances
f9 "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: (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 copy of Council Communication.
Project Number Account Number 110-09-27-00-604100 Accodiunt-Nu er
'Expenditure must be charged to he pproolon to ;cc u t nu bars for the financials to reflect the actual expenditures a rately. Alta a ra pages if needed.
Employee Signatu e: Department Head Sig afure•
actala ou tofcontra t$5,000)
City Administrator: o
~ quail or greater than $25,000or10%)
Funds appropriated for current fiscal year YE / NO de 1/.-
Finance Director (Equal toorg aterthan$5,000) Date
Comments:
Farm #10 -Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 11/1/2013