HomeMy WebLinkAbout2014-084 CONT Addendum - Cascade Research
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this _1 st day of May , 2014, between the
City of Ashland ("City") and Cascade Research LLC
("Consultant').
Recitals:
A. On February 28, 2014 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 the Consultant not to exceed the amount of $11,172.00 in order to proceed with the
requirements of the State of Oregon to further test the Archaeological Site at Ashland
Creek Park.
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 to
$21,172.00.
2. The scope of services is modified to add testing of a prehistoric site at Ashland Creek
Park: Notification of Native American groups. Analysis of artifacts, preparation of reports
and recommend mitigation measures if needed.
3. Except as modified above the terms of the agreement shall remain in full force and
effect.
CON A T: CITY OF ASHLAND:
BY BY yjt-t--~
~-j fartment Head
its LLC Date /l ~f
DATE
Purchase Order #
Acct. No.:
(For City purposes only)
7- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
CASCADE
RESEARCH, LLC
23 W. Hersey, Ashland Or. 97520
541-708-0899
cascader@ashlandhome.net
PROPOSAL AND AGREEMENT
DATE: April 16, 2014
TO: Ashland Parks and Recreation
City of Ashland
340 S. Pioneer St, Ashland, OR 97520
REF: Ashland Creek Park Site
FOR: Testing of a prehistoric site at Ashland Creek Park, 27 E. Hersey St., Ashland, Oregon.
SCOPE OF WORK:
A. Notification of concerned Native American groups regarding the nature and
scope of the testing.
B. Excavation of three square meters, totaling 4.5 cubic meters of fill, within the
prehistoric site identified during the subsurface inventory of Park.
C. Analysis of recorded artifacts and associated recovered data.
D. Preparation of draft and final reports. Final report to be submitted to the City
of Ashland, SHPO, and concerned Native American groups.
E. Recommendations for mitigation (i.e., data recovery) measures if needed.
SCHEDULE:
Fieldwork: Spring 2014. A letter report, if required by the City of Ashland, would be
drafted within ten d ys of completion of the testing. The final testing'report will be
submitted as soon a~ possible (within 120 days) after completion of fieldwork.
ADDITIONAL SPECIFICATIONS:
a. All deadlines subject to delays caused by unsuitable weather conditions at the field site.
b. The work outlined in this proposal constitutes initial testing of the site. Additional
work (data recovery) may be required by federal or state officials to mitigate impacts to
the archaeological site from the proposed park project.
BUDGET:
Field Work: $4,365.00
Labor
Payroll taxes
Data Analysis: $3,000.00
Soil profiles
Site map
Artifact/data analysis
Illustrations/photographs
Report: $2,350.00
Draft report
Site Form update
Final report
Report preparation expenses
Artifact/data curation at S.O. U.
Profit and Overhead: $1,457.00
PRICE: Not to exceed $11,172.00
TERMS: Net thirty days.
Bruce Dickens, Parks Superintendent Dennis J. Gray, owner
City of Ashland Parks and Recreation Cascade Research, LLC
Date Date
CITY OF
ASHLAND
Council Communication
May 6, 2014 Business Session
Testing of an Archeological Site at Ashland Creek Park,
27 E. Hersey Street, Ashland Oregon 97520
FROM
Bruce Dickens, Parks Superintendent, bruce.dickens@ashland.or.us
SUMMARY
Testing of the Ashland Creek Park site will include notifying Native American groups of the nature of
the site, excavating within the site, analyzing artifacts, preparing draft and final reports and
recommending mitigation measures if needed.
BACKGROUND AND POLICY IMPLICATIONS
Upon submitting the project permit application to the State of Oregon, Parks was notified that no
previous surveys had been completed within the area. Parks' initial approach was to have a site
inspection to determine if in fact a test was needed for a proposed primitive site. After completion of
the site survey, Parks was informed that the site includes a variety of artifacts. The State is now
recommending further studies; therefore, the cost and scope of the archaeological work has increased.
FISCAL IMPLICATIONS
The additional cost for this work will not exceed $11,172. The funds are available within the capital
funds set aside for the construction of this park.
STAFF RECOMMENDATION AND REQUESTED ACTION
Staff recommends approval of the additional costs for archeological work toward the construction of
Ashland Creek Park.
SUGGESTED MOTION
I move that Council, acting as the Local Contract Review Board, approve the contract amendment
from Cascade Research to cover the cost of archaeological site testing at Ashland Creek Park. I further
move to approve payment of the items listed in the summary, which are outside the original scope of
work.
ATTACHMENTS
Proposal and Agreement
Page I of 1
CITY RECORDER Page 1 / 1
ASHLAND CITY O F
DATE F,--'PO NUMBER, 20 E MAIN ST. 3/4/2014 00332
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 004396 SHIP TO:
CASCADE RESEARCH, LLC
23 W HERSEY STREET
ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: net Dept:
Req. Del. Date: Contact: Bruce Dickens
Special Inst: Confirming? NO
Quanti "Unit
De§criLon =Si:.
L' `'•Ezt:Priee
THIS IS A REVISED PURCHASE ORDER Unit Price.
Archaelogical Services at Ashland Creek 10,000.00
Park
Contract for Personal Services
Beginninq: February 28, 2014
Completion: June 20, 2014
Processed change order 05/12/2014 11,172.00
Testinq Archeological Site Testinq
Approved bV Council Mav 6, 2014
SUBTOTAL 21172.00
BILL TO: TAX 0.00
FREIGHT 0.00
TOTAL 21,172.00
Aicouot Number ' .,'Project Number "'~",--:Amount -'AceountNumber ?;;v.:P,ioject Number Amounf
E 211.12.02.06.60413 E 000054.999 21 172.00
Authorized ignatures/~~ VENDORCOPY
FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request for a Change Order Name of Supplier) Contractor) Consultant: Totaliamount+oftthis '
~cont~actamendment€~ g
Purchase Order Number: ~33Z yr r £1x5 f nr
i A i hW.R' rYt x" 3s e s s.
Title 1 DescriptionT~ A(C41 Jof C/t I $ I ~~'17z°O x ' a r t<, `
~t GO ~j 5I4cLDp~hhyUjCYeP
❑ Per attached contract amendment
Contract Amendmenii
Original contract amount $ I D, con ~ 100 % of original contract
Total amount of previous contract amendments % of original contract
Amount of this contract amendment I j 1172
/f Z- % of original contract
TOTAL AMOUNT OF CONTRACT $ 21) 17Z % 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, Sale 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, subjecito 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 tithe 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 NO* X (If "NO", requires Council approval l Attach copy of CC.)
Sourcing Method:
SMALL PROCUREMENT - Less than $5,000 INVrrATION TO BIDor 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 amount of cumulative amendments ❑"YES", the total amount of original contract and
❑ If"NO", amount exceeding authority requires 5 25% of original contract amount or $250.000 cumulative amendments s $100K for Goods & Services, s
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 appointnents$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
Personal Services-$5000 to $75,000 525°/ of original contract amount or $250,000 emergency, including necessity and circumstances
"YES", the total amount of cumulative whichever is less. requiring the contract amendment
amendments 5 25% of original contract amount X If ❑ If'NO', amount exceeding authority requires ❑ Obtain direction and written approval from City
'NO", amount exceeding authority requires Council Council approval. Attach copy of Council Administrator
approval. Attach copy of Council Communication Communication. ❑ If applicable, attach copy of Council Communication
❑ Exem t-Reason: ❑ Exempt-Reason: ❑ Exempt- Reasom
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑ "YES", the total amount of original contract and cumulative amendments are ❑ IVES', the original contract was approved by City Council.
within the amount and terms initially approved by Council as a Special Provide date approved by City Council: (Date)
Procurement If"NO", Council approval is required. Attach copy of Council Communication.
❑ If"NO", amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. -
Attach cro of Council Communication.
Project Number-!i9 Account Number Account Number
`Expenditure must be charged to the ~appropriate account numbers for the financials to reflect the actual expenditures acc rats l y. Attach extra pages if needed.
Employee Signature: Department Head Signature: q
(----,fTofelamdunt fc6ntrac2$_5,000)
City Administrator: a-
(Equalfoorgreatertha $25 00or10%)
Funds appropriated for current fiscal year., EE /NO ~ / 511z~y
Finance Director (Equal toorgr ferthan$5,000) Date
Comments:
Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 5/612014