HomeMy WebLinkAbout2014-037 CONT Addendum - Terrasurvey
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this 10 day of February 2014, between the City of
Ashland ("City") and Terra Survey. Inc) ("Consultant").
Recitals:
A. On March 4. 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 increase the compensation to be
paid to Consultant and extend the date of the agreement.
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
up to $2000.
2. The agreement is extended through October 31, 2014.
Except as modified above, the terms of the agreement shall remain in full force and
effect.
CONSULTANT: CITY OF ASH ND:
BY BY
Department Head
Its p/' t s i c4E~ 4 Date Zlz c/Y
DATE 2 19 ! / `t
Purchase Order # O
Acct. No.: /-:7- O 70
(For City purposes only)
AS TO FORM
LiAtlort(dy
Da D3 I
I - CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
i
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: February 19, 2014
A request for approval of a Special Procurement was presented to and approved by the City Council,
acting as the Local Contract Review Board, on ikvppmwud, February 19, 2014.
Tenn Survey to provide a boundary survey, individual deed references and a field traverse
around the buildings along the Calle Guanajuato, in order for Parks and Recreation staff to
work with property owners to resolve any boundary line issues prior to resurfacing the Calle
Guanajuato this Fall 2013. Increase amount and extend the contract due to additional survey
work as surveys revealed historic errors that need correction. Asking for amount to be
increased by $5000 with a total not to exceed $13,900 and extend through October 31, 2014.
Contract was previously approved by Council on 2/19/13.
It has been determined based on written findings that the Special Procurement will
be unlikely to encourage favoritism in the awarding of public contracts or to
substantially diminish competition for public contracts, and result in substantial cost
savings or substantially promote the public interest in a manner that could not be
realized by complying with the requirements that are applicable in ORS 279B.055,
27913.060, 27913.065, or 279B.070.
An affected person may protest the request for approval of a Special Procurement in accordance with
ORS 279B.400 and OAR 137-047-0300. A written protest shall be delivered to the following
address: City of Ashland, Ashland Parks and Recreation, Rachel Dials, 340 S. Pioneer St. Ashland
OR 97520.
The seven (7) protest period will expire at 5:00pm on February 25, 2014
This public notice is being published on the City's Internet World Wide Web site at
least seven days prior to the award of a public contract resulting from this request for
approval of a Special Procurement.
CPJL(")o pct Ifo
CITY OF
ASHLAND
Council Communication
February 18, 2014, Business Meeting 5
Request for extension and increase in contract of Special Procurement for
Boundary Survey Work on the Calle Guanajuato.
FROM:
Don Robertson, Director, Ashland Parks and Recreation, don.robertson@ashland.onus
SUMMARY
This is a request for approval of an increase in Terra Survey's contract with the Parks Department in
excess of 25% of the base amount. Terra Survey has been providing boundary survey, individual deed
references and a field traverse around buildings along the Calle Guanajuato. Due to historic errors
requiring correction, staff proposes to increase Terra Survey's scope of work and contract amount from
$8,900 to $13,900.
BACKGROUND AND POLICY IMPLICATIONS:
The Calle Guanajuato Project is about halfway complete. Terra Survey is working with staff to
complete a boundary survey. City Attorney and Parks and Recreation Staff have been using this
boundary information to work through concerns with property owners.
FISCAL IMPLICATIONS:
Staff is requesting that the contract be extended to October 31, 2014 and that the total cost of the
contract be increased to $13,900. The current contract is for $8900. Staff anticipates only spending an
additional $2000 for the boundary adjustments but is requesting $5000 for any other boundary issues
that may surface. The funds were budgeted in Biennium `14 in the Capital Improvement Fund.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of the increase of $5000 and extension of the contract to October 31, 2014.
SUGGESTED MOTION:
I move that Council, acting as the Local Contract Review Board, adopt the findings set forth in the
attached request for extension and increase of the Terra Survey contract and approve the Special
Procurement described therein.
ATTACHMENTS:
Special Procurement-Request for Approval (Written Findings)
Contract Addendum
Page 1 of 1
~r,
CITY OF
FORM #9 ASHLAND
SPECIAL PROCUREMENT
REQUEST FOR APPROVAL
To: City Council, Local Contract Review Board
From: Don Robertson, Ashland Parks and Recreation
Date: 2-7-14
Subject: REQUEST TO INCREASE AND EXTEND CONTRACT- SPECIAL
PROCUREMENT
In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented
to the City Council for approval. This written request for approval describes the proposed contracting
procedure and the goods or services or the class of goods or services to be acquired through the special
procurement and the circumstances that justify the use of a special procurement under the standards set
forth ORS 2796.085(4).
1. Requesting Department Name: Ashland Parks and Recreation
2. Department Contact Name: Rachel Dials
3. Type of Request: Class Special Procurement X Contract-specific Special Procurement
4. Time Period Requested: From February 26, 2014 To: October 31, 2014
5. Total Estimated Cost: $5000 (Current contract is $8900) Total Contract Not to exceeed $13,900
6. Short title of the Procurement: Increase amount of Special Procurement for Boundary Survey
on the Calle Guanajuato
Supplies and/or Services or class of Supplies and/or Services to be acquired:
Terra Survey to provide a boundary survey, individual deed references and a field traverse around the
buildin sg alone the Calle Guanajuato. City Attorney alone with Parks and Recreation staff are
working with property owners to resolve any boundary line issues. Staff is requesting to increase the
amount and extend the contract due to additional survey work as surveys revealed historic errors that
need correction. Asking for amount to be increased by $5000 with a total not to exceed $13,900 and
extend through October 31, 2014. Contract was previously approved by Council on 2/19/13.
Form #0 - Special Procurement- Request for Approval, Page 1 of 3, 2111/2014
7. Background and Proposed Contracting Procedure: Provide a description of what has been done
in the past and the proposed procedure. The Agency may, but is not required to, also include the
following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract
Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach
additional sheets as needed.
Background: Terra survey is currently working on the Calle Guanajuato Project.
Proposed procedure: Increase contract amount for Terra Survey from $8900 to $13,900.
An increase of $5000.
8. Justification for use of Special Procurement: Describe the circumstances that justify the use ofa
Special Procurement. Attach relevant documentation.
Contract previously approved by council on 2/19/2013. Staff is requesting to increase contract by
$5000 and extend through October 31, 2014.
9. Findings to Satisfy the Required Standards: This proposed special procurement:
X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to
substantially diminish competition for public contracts because:
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and
(b)(i) will result in substantial cost savings to the contracting agency or to the public because:
(Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or
(b)(ii) will otherwise substantially promote the public interest in a manner that could not
practicably be realized by complying with the requirements of ORS 279B.055, 2798.060, 279B.065,
or 2798.070, or any rules adopted thereunder because:
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)
Form #9 - Special Procurement- Request for Approval, Page 2 of 3, 2111/2014
Public Notice:
Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public
notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a
public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public
notice shall describe the Goods or Services or class of Goods or Services to be acquired through the
Special Procurement and shall give such public notice of the approval of a Special Procurement at
least seven (7) Days before Award of the Contract.
After the Special Procurement has been approved by the City Council, the following public notice will
be posted on the City's website to allow for the seven (7) day protest period.
Date Public Notice first appeared on www.ashland.or.us - Febnnry 19, 2014
PUBLIC NOTICE
Approval of a Special Procurement I
First date of publication: [Enter date]
A request for approval of a Special Procurement was presented to and approved by the City Council, acting
as the Local Contract Review Board, on if approved, February 19, 2014.
Terra Survey to provide a boundary survey, individual deed references and afield traverse around
the buildings along the Calle Guanajuato, in order for Parks and Recreation staffto work with
property owners to resolve any boundary line issues prior to resurfacing the Calle Guanajuato this
Fall 2013. Increase amount and extend the contract due to additional survey work as surveys
revealed historic errors that need correction. Asking for amount to be increased by S5000 with a
total not to exceed $13,900 and extend through October 31, 2014. Contract was previously
approved by Council on 2119113.
It has been determined based on written findings that the Special Procurement will be
unlikely to encourage favoritism in the awarding of public contracts'or to substantially
diminish competition for public contracts, and result in substantial cost savings or
substantially promote the public interest in a manner that could not be realized by
complying with the requirements that are applicable in ORS 2798.055, 2798.060,
27913.065, or 279B.070.
An affected person may protest the request for approval of a Special Procurement in accordance with ORS
27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of
Ashland, Ashland Parks and Recreation, Rachel Dials, 340 S. Pioneer St. Ashland OR 97520.
The seven (7) protest period will expire at 5:00pm on February 25, 2014
This public notice is being published on the City's Internet World Wide Web site at least
seven days prior to the award of a public contract resulting from this request for approval of
a Special Procurement.
Form #9 - Special procurement- Request for Approval, Page 3 of 3, 2111/2014
ASHLAND Page 1 / 1 CITY OF
~DATE - PO NUMBER
20 E MAIN ST. 9/16/2013 00279
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 000807 SHIP TO:
TERRASURVEY, INC
274 FOURTH STREEET
ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net 30 days Dept:
Req. Del. Date: Contact: Rachel Dials
Special Inst: Confirming? NO
Quantity Unit Description Unit Price Ext. Price
THIS IS A REVISED PURCHASE ORDER
Boundary Survey on Calle Guanajuato to 3,342.00
determine line between private property
and City property throuqh the alley
known as Calle Guanajuato.
Contract for Personal Services
Beginning date: March 4. 2013
Completion date: April 30, 2013
Oriqinal amount of City PO: $8.900.00
Remaining open balance transferred to
Parks PO: $3,342.00
Processed change order 11/01/2013 205.00
Additional topoqraphic survey and
calculations related to Ice Rink
Project.
Processed change order 03/10/2014 2,000.00
Additional survey work to resolve
boundary issues with property owners
prior to resurfacinq the Calle
Guanajuato.
SUBTOTAL 5 547.00
BILL TO: TAX 0.00
FREIGHT 0.00
TOTAL 5,547.00
Account Number Project Number - Amount Account Number Project Number Amount
E 411.12.00.00.70420 E 000053.999 5,547.00
Authortz Signature VENDOR COPY
FORM #1o CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request fora Change Order
Name of Supplier 1 Contractor I Consultant: j,emf swvf.(^ ,Tne- Total amount of~this
l contract amendment
Purchase Order Number: CZ? 01
t
ve~ Title I Description: l xtu-lrlU0,AC.M10 ~ur v~/'~ a
o
. , ;u
Per attached contract amendment 9.r?
Contract Amendment
Original contract amount 100 % of original contract
Total amount of previous contract amendments 1A % of original contract
w I
Amount of this contract amendment 20-v" 2Z, 5- % of original contract
i
TOTAL AMOUNT OF CONTRACT $ (rr~~ V 1 oD ZZ % 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 tens 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 ten greater than allowed in the solicitation document,
contract or approval of a Special Procurement An amendment is not within the scope of the procumment if the City determines that it it had described the changes to be made by the
amendment in the procurement documents, ttwould likely have increased competition or affected award of contract
Contract amendment is within the scope of procurement: YES 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 authority requires 525% of original contract amount or $250,000 cumulative amendments 5$100K for Goods & Services, !5
Council approval. Attach copy of Councl 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 appointment 5$35,000 ❑ Exempt-Reason:
❑ If 'NO', reg uiresapproval.
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 $250,000 emergency, including necessity and circumstances
❑ 'YES-, the total amountof cumulative whichever is less. requiring the contract amendment
amendments s 25% of original contract amount ❑ If ❑ If 'N9, 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: El Exempt-Reason: I El Exempt -Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑'YES", the total amount of original contract and cumulative amendments are ❑'YES*, the original contrail was approved by City Council.
within the amount and tens initially approved by Council as a Special Provide date approved by City Council: (Date)
rement K'NO', Council approval is required. Attach copy of Council Communication.
If 'NO', amount exceeding authority requires Council a proval. ❑ Contract amendment approved and signed by City Administrator.
ttach co of Council Communication. _ , n'
ProjectNumberQ(20QLJ 9eL°I Account Number Account Number t4j!-LL•(A_•QL•2QtIZ-,tQ
'Expenditure must be charg to the appr hate account numbers for the financials to reflect the actual expenditures ac urately. Attach extra pages if needed.
I
Employee Signatur . w `i Department Head ignature:
(Tpfal amount of contract 2 $5,000)
City Administrator: w9C llell ~
( ual to or greater th n $g(100 or 10%)
Funds appropriated for current fiscal year., / NO Z~.~~- r
Fine nceDirector (Equal toorg rthan$5,000) Date
Comments:
Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 2/26/2014