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Home My WebLink About2013-426 CONT Addendum - Roxy Ann Rock ADDENDUM TO CITY OF ASHLAND CONTRACT FOR GOODS AND SERVICES LESS THAN $25,000 Addendum made this 6t" day of January, 2014, between the City of Ashland ("City") and Roxy Ann Rock ("Contractor"). Recitals: A. On October 21. 2013, City and Contractor entered into a "City of Ashland Contract for Goods and Services Less than $25,000" (further referred to in this addendum as "the agreement'). B. The parties desire to amend the agreement to increase the amount of the contract to cover the BOLI prevailing wage costs as well as an increase for additional site work due to rock removal under the foundation of the building. This was approved by the City Council on December 17, 2013 as a consent agenda item. City and Contractor agree to amend the agreement in the following manner: 1. The maximum price as specified in Paragraph 4 of the agreement is increased to $ 36,550.00 2. The contract amendment is to cover BOLI prevailing wage costs and the removal of boulders on the site of the new restroom building in Lithia Park. 3. Except as modified above the terms of the agreement shall remain in full force and effect. CONTRACTOR: CITY OF AS AND: BY 4 19__.. /2dc rc . epartment Head Its tNJ f Date / ~L I / DATE - /-Z Purchase Order # CIL) Z-y Acct. No.: (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR GOODS AND SERVICES Wes Norton DBA: Roxy Ann Rock PO Box 4488 Medford, OR. 97501 Phone: 541-601-7451 Fax: 541-535-6051 www.wesnorton@aol.com OR Lic #104966 CA.Lic #426558 November 20, 2013 Steve Ennis Steve Ennis Architect PO Box 4051 Medford, OR. 97501 RE: Lithia Park Restroom Replacement City of Ashland Project No. 0000034.999 Change Order Number One: A. Wage increase for Prevailing Wage adjustment to contract: $11,587.00 B. Remove boulders: Labor: November 5th 7 hours November 8th 6 hours November 12th 4 hours Total Labor 17 hrs. @ $49. 23 $836.00 Equipment: Jackhammer - Total (3) days @ $85.00 $255.00 Total $1,091.00 General and Administrative 1,902.00 Total Change Order $14,580.00 Ashland Parks and Recreation Lithia Park Restroom Replacement Project #0000034.999 10/09/13 Bid: Base Bid: Hours Rate Gross Burden G&A Total Gross Wages Cement Mason 80 20.00 1600 400 300 $ 2,300 Laborer 40 20.00 800 200 150 1,150 Operator 160 20.00 3200 800 600 4,600 Carpenter 20 20.00 400 100 75 575 Total Man Hours 300 Alternate: Operator 30 20.00 600 150 112 862 Cement Mason 30 20.00 600 150 113 863 Total $ 10,350 Bid Detail for Prevailing Wage: Base Bid: Base + Hours Fringe Gross Burden G&A Total Gross Wages Cement Mason 80 38.48 3,078 769 577 $ 4,424 Laborer 40 34.26 1,370 342 257 1,969 Operator 160 46.76 7,481 1,870 1,402 10,753 Carpenter 20 38.93 779 194 145 1,118 Total Man Hours 300 Alternate: Operator 30 46.76 1,403 350 262 2,015 Cement Mason 30 38.48 1,154 288 216 - 1,658 Bid Detail for Prevailing Wage: $ 21,937 Less 10/09/13 Bid $ (10,350) Wage Adjustment $ 11,587 /''TY RECORDER Page 1 / 1 Ashland Park Commission DATE PO NUMBER 20 E MAIN ST. 10/21/2013 00299 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 004105 SHIP TO: ROXY ANN ROCK PO BOX 4488 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 Site prep work, demolition, new 21,970.00 utilities at Lithia Park Restrooms i Contract for Goods and Services Beginninq date: October 21, 2013 Completion date: January 30, 2013 Processed chanqe order 01/24/2014 14,580.00 Additional amount for BOLI Prevailinq Waqes and additional rock removal Approved by Council December 17, 2014 I ao•~3-3s~i SUBTOTAL 36 550.00 BILL TO: TAX 0.00 FREIGHT 0.00 TOTAL 36,550.00 Account Number ' Project Number Amount.. Account Number.. Project Number. Amount ti E 411.12.00.00.70420 E 000034.999 36 550.00 /.7%ij Authorized Signature' VENDOR COPY f r3 CITY OF FARM #lo / ~ ' CONTRACT AMENDMENT APPROVAL REQUEST FORM~~S H LAN D Request for a Change Order Name of Supplier/ Contractor /Consultant:;Kz5X r 1VN 1 j Total, amount of this contract amendment: Purchase Order Number: R729~1 Title I Description: ( (Th10. PAR*- ieckiloofvt ()+111 j-y (D)1T F•"-f- $ Per attached contract amendment Contract Amendment Original contract amount $TQ 100 - % of original contract Total amount of previous contract amendments % of original contract Amount of this contract amendment % of original contract. TOTAL AMOUNT OF CONTRACT $DD & (0 _ % 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 it 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 11K NO' (If "NO", requires Council approval I Attach corn of CC.) Sourcing Method: SMALL PROCUREMENT -Less than $5000 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 !5 $6,000. ❑ 'YES", the total amountof cumulative amendments ❑ "YES", the total amount of original contract and ❑ If "NO", amount exceeding authority requires s 25% of original contract amount or $250,000 cumulative amendments s $t 00K for Goods & Services, s Council approval. Attach copy of Council whichever is less. $75K for Personal Services, < $50K for Aftomey Fees. Communication. ❑ If'N0', amount exceeding authority requires ❑ If'N0', 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 s$35,000 ❑ Exempt- Reason: ❑ If "NO", requires approval, INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods & Services - 5000 to $100,000 ❑ 'YES', the total amount of cumulative amendments ❑ Written Findings: Document the nature of the _ P oval Services • 5000 to 75000 .525% of original contract amount or $250,000 emergency, including necessity and circumstances S", the total amount of cumulative whichever is less. requiring the contract amendment m ndments s 25% of original contract amour 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: ❑ Exempt- Reasom SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑'YES', the total amount of original contract and cumulative amendments are ❑'YES', the anginal contrail 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 3(}- III Account Number4I_•I?•~"]ZCDAccountNumber 'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accu e 1 Attach extra pages if needed. ~ Ynn na~ure:~. Employee Signaturez0 u Department Head Sig i'racau(rt o/coa~rV cL $`,000/ City Administrator: ~-L} 6)1 (Equal Al or greater than $25,000 or f0%) Funds appropriated for current fiscal year NO A/ `r _ 3o Zm/u Finance Director (Equal to or gre er than $5,000) ate Comments: Form #10 -Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 12/3/2013 Council Communication December 17, 2013 Business Meeting Request for a contract amendment exceeding 25% of original contract FROM: Don Robertson, Parks and Recreation Director, don.robertson@ashland.or.us SUMMARY This is a request for City Council, acting as the Local Contract Review Board, to approve a contract amendment for the utility work and demolition of the restroom facility in Lithia Park. BACKGROUND AND POLICY IMPLICATIONS: The project was originally awarded to Roxy Ann Rock for $21,970.00. The restroom building was purchased separately from CXT Buildings for $27,650.00 which brought the total amount to $49,620.00. The threshold for BOLI prevailing wage is $50,000.00 so a permit was requested before the project started. FISCAL IMPLICATIONS: We have now exceeded the original contract of $21,970. by $14,580.00 which is 66%. We are still within the original budget but due to an increase based on additional rock removal and, prevailing wage the cost of the project has increased. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of the contract amendment. SUGGESTED MOTION: I move that Council, acting as the Local Contract Review Board, approve the contract amendment for Roxy Ann Rock to cover the cost of prevailing wage as well as rock removal outside of the original scope of work. ATTACHMENTS: Contract Amendment Form 10 and change order request and prevailing wage outline from Roxy Ann Rock.