HomeMy WebLinkAbout2013-427 CONT Chg Order #2 - American Industrial Door
RECEIVED
CITY OF JAN 232014
ASHLAND City of Ashland
DEPARTMENT OF PUBLIC WORKS
'CONTRACT CHANGE ORDER,NO. i_'
PROJECT:FBOHangar~DooriReplacememy `a5 DATE,,
1
LOCATION:Ashlantl Misnippalg4`irport PROJECT 1V0 r ` ~4;a,2013 1DT`"
CONTRACTOR:Ame Iran bidusnialiDoor "a
You are requested toperform the following"described work upon receipt of an approved copy of thisdocument or m described by the
Engineer: _
ilI~No~ ~Descri`tion ~ ~Amou_nt ~
I uanri~ Iflnit~Pi~ice
Additional materia_I:and strucuhal =
Item #I, modifcations.toFBO'building 177571 L g L0 0?00
Item #2 Electrical Work 1 $ 1#14320:
Item #3
Item #4$~a
$ "t'an~~i . trl Px
Total this Change Order $ i 942:20 }
Previous Change Ordel'. a M1s mss" i
Original Contract Total $ ~ 23 950 OO i
Revised Contract Total $ 40 211,68
PERCENT CHANCE, OF ORIGINAL CONTRACT, 67.9%
The time provided for completiogof this, contract is increased by. no calendar days. This document shall become an amendment to
the con(ractand all provisions of the contract will apply.,
Recomrnended.By:~ t L23 ~ u~ "
roJecLMliagil~ Date
Approved By: ,d . ~j 1 aS y
Public Works Director Date
Accepted By: f 7-- .
Ji ill-American Industrial Door Date
ENGINEERING' Td: 541-488-5347
306:Main8n4 TTY11-08
-l •Oreyon 97520 TTYr800-)35JS-29 -2900
e.hlantl.aow -
IIM3-10 P.*1 AM.Min8 Wohshat and Pnpmnnl Memo Ta,W. (veniun I)
Page 1 / 1
CITY OF ~
` AS H LAN DI RECORIDPR DATE - PO NUMBER
20 E MAIN ST. 9/23/2013 11892
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 001812 SNIP TO: Ashland Public Works
AMERICAN INDUSTRIAL DOOR, LLC (541) 488-5587
5022 TABLE ROCK RD 51 WINBURN WAY
CENTRAL POINT, OR 97502 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms:- Net 30 days Dept.:
Req. Del. Date: contact: Scott Fleury
Special Inst: Confirming? NO
Quantity Unit Description Unit Price- Ext. Price
THIS IS A REVISED PURCHASE ORDER
FBO Hanger Door Replacement 23,950.00
Project 2013-10
Contract for Goods and Services
Beginning date: 0910312013
Completion date: 11/01/2013
Processed change order 01/23/2014 4,319.48
Additional door parts and electric
motor repair, and extend completion
date from 11/01/2013 to 01/15/2014.
Processed change order 01/29/2014 i 11,942.20
Additional material and structural
modifications to FBO building and
electrical work. Approved by Council
01121/2014
SUBTOTAL 40 211.68
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 40,211.68
ASHLAND, OR 97520
Account Number Project Number Amount Account Number- Project Number_ Amount
E 280.08.00.00:70420 E 201310.999 40,211.68
Authoriz#d Signature VENDOR COPY
FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ,~S H LAN D
Request for a Change Order
Name of Supplier 1 Contractor I Consultant: American Industrial Door Total amount of this
5022 Table Rock Rd. contract amendment:
Central Point, OR. 97502
Purchase Order Number:11892 $11,942.20
Title I Description: FBO Hangar Door Replacement
® Per attached contract amendment
Contract Amendment
Original contract amount $23,950 100 % of original contract
Total amount of previous contract amendments $4,319.48 18 % of original contract
Amount of this contract amendment $11,942.20 67 of original contract
TOTAL AMOUNT OF CONTRACT $40.211.68 167 % 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 necessaryto 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 arethe 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 scone 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 ?I NO* (If "NO", requires Council approval IAttach 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 authority requires s 25% of original contract amount or $250,000 cumulative amendments 5 $100K for Goods & Services, s
Council approval. Attach copy of Council whichever is less. $75K for Personal Services, < $50K for Attorney Fees.
Communication. ❑ IVINO", 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 :5 25% of original contract amount ® If ❑ If 'NO", amount exceeding authonty 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 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 co of Council Communication.
f[s trI'^favrw_~ (z°~"y9~rc- 12~f
Project Number2013~ Account Number 280.08 000.7042 0 Account Number -
'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Ahac extra pages if needed.
~1a311
Employee Signature: Department Head Signature: tti,is..2 R-
\ r 110181 amount of contract 2:
~J City Administrator: - h--~
, lEaual to or greater fh n $25, 00 or f0%)
Funds appropriated for current fiscal year rES/ NO J_2- - 1/19/ w/'
Finance Director (equal to org ter than $5,000) Date
Comments:
Form #10- Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 1/22/2014
CITY OF
ASHLAND
Council Communication
January 21, 2014, Business Meeting
Approval of a Contract Amendment in excess of 25% with American Industrial
Door for the Fixed Base Operator Hangar Door Replacement Project
FROM:
Scott A. Fleury, Engineering Services,Manager, Public Works/Engineering, fleurys@ashland.or.us
SUMMARY
American Industrial Door was awarded a contract to replace the existing fixed base operator (FBO)
hangar door. The door replacement project has been an Airport Commission priority project for years
as there was a safety concern with the existing door. The required work to finish the project has
exceeded staff s purchasing authority and thus requires Council approval.
BACKGROUND AND POLICY IMPLICATIONS:
The FBO hangar door had been identified as a priority replacement project for many years due to the
serious safety concerns of the existing door and structure. The Airport Commission requested this
project be completed in order to improve safety for the hangar. The FBO maintenance hangar is owned
by the City and leased through an agreement with Skinner Aviation. Skinner Aviation performs the
FBO duties onsite at the airport. These duties include fuel sales, site inspection, rental and lease
collections and aircraft maintenance operations.
Request for quotations for the project were sent directly to contractors on August 8, 2013. The requests
for quotes were sent out directly to American Industrial Door, Ausland Group, Adroit Construction,
Bazter Construction and Southern Oregon Steel. American Industrial Door was the only company to
provide a quote in response to the project. Engineering proceeded with contract award in the amount of
$23,950 for the project.
The project involved removal of the existing sliding hangar door and installation of a new aluminum
clamshell door. The door skin itself was donated to the airport from the Medford airport. At the start of
the project it was identified as installed the new clamshell door would only allow for a 12 foot opening
height severely restricting airplane traffic into the hangar and thus affecting the maintenance operations
of the FBO. At a preconstruction meeting onsite a plan was developed to install the door and allow for
a 16 foot opening to maximize the door height. This change caused labor and materials required to
increase with respect to the original design intention. The additional work included removal of
building facia along with removal of roofing materials and installation of new structural roof supports
as designed by a structural engineer to meet building codes. In addition, it was determined the existing
motors and electrical equipment that operated the doors needed to be replaced in order to function
properly.
Page 1 of 2
~r,
CITY OF
ASHLAND
FISCAL IMPLICATIONS:
During the budget process $20,000 was appropriated for the project. The original contract with
American Industrial Door was for $23,950. Due to an increase in materials and labor for the design
alterations the contract required additional funds in the amount of $11,94120 to complete. The
additional funds required push the contract amount over the 25% threshold and thus require Council
approval.
In addition to the $20,000 appropriated for the hangar door replacement $45,000 was appropriated for
a T-hangar enclosure project. By postponing this project the additional funds can be taken from the
enclosure project and be used to satisfy the final contract payment.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of a contract amendment with American Industrial Door for $11,942.20
for the FBO hangar door replacement project.
SUGGESTED MOTION:
Move to approve a contract amendment with American Industrial Door for $11,942.20 for the FBO
hangar door replacement project.
ATTACHMENTS:
American Industrial Door Contract Amendment Form #10
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