HomeMy WebLinkAbout2014-091 CONT Addendum - Pressure Point Roofing
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR GOODS AND SERVICES LESS THAN $25,000
Addendum made this 15`h day of May, 2014, between the City of Ashland ("City") and
Pressure Point Roofing. Inc. ("Contractor").
Recitals:
A. On March 4. 2014, 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 modify the project and extend the
completion date.
City and Contractor agree to amend the agreement in the following manner:
1. The scope of services is modified to include structural repairs to the plaza
information booth reroofing project. The extent of the dry rot is requiring the roof
structure be completely rebuilt. The cost will be time and materials, plus 10% for
materials. The hourly rate is $60.00 per hour. The completion date is also being
extended to June 13, 2014. This change order was approved by the City Council on
May 6, 2014.
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONTRACTOR: CITY OF ASHLAND:
BY / BY Q Q
t~/ Department Head
Its 1417- Ro ig / cES.O~~Jr Date ~1 isle /
DATE
Purchase Order #
Acct. No.:
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR GOODS AND SERVICES
CITY OF
ASHLAND
Council Communication
May 6, 2014, Business Meeting
Approval of a change order to a contract allowing structural repairs to be
performed as part of the information booth reroofing project
FROM:
Mike Morrison, Public Works Superintendent, morrism@ashland.or.us
SUMMARY
Council is asked to approve a change order for the Plaza Information Booth reroofing project. During
the reroofing project it was determined that a considerable amount of the structure has significant dry
rot and requires replacement. This could not have been inspected and identified until the roofing was
removed. Repairing the dry rot requires a change order greater than 25% of the original. contract.
Total costs cannot be determined until the damaged areas are fully removed but will not exceed
$10,000.
BACKGROUND AND POLICY IMPLICATIONS:
In October of 2013 it was determined that the roof on the information booth needed to be replaced. At
that time staff began the process of soliciting bids but due to the unique design of that structure, only
one roofing contractor submitted a bid. A new formal bid was sent out in January of this year in an
effort to garner additional bidders but once again, because of complexity of the job, only one
contractor bid the project. Ten different roofing contractors were asked to submit bids on this project
during these two attempts.
The one contractor that bid on this project is capable of completing the job and was selected to begin
reroofing the information booth. In mid April, the roofing contractor began removing the roofing
material and found dry rot. Some dry rot was expected but the amount of dry rot there is considerably
more than was anticipated. This dry rot will require the roof structure to be completely rebuilt.
Currently we are partially into the reroofing process but need to complete the structural repairs before
reroofing can be completed. The structural repairs require a change order to the original contract of an
amount that requires Council approval. The original contract to reroof the plaza information booth and
the smaller bulletin board on the plaza is $11,450. The repairs will need to be done on a time and
materials basis and the full extent of the dry rot cannot be determined until the repair work begins. The
billing rate will be $60 per labor hour, and materials with an additional 10% charge for the materials.
FISCAL IMPLICATIONS:
Funds for this project will come from the Facilities Maintenance budget, the same fund as the original
roofing project. The total cost for the dry rot repairs is not known at this time but will not exceed
$10,000. It is expected that the project will be considerably less than this amount but until the full
extent of the dry rot can be determined, the total repair price cannot be calculated.
Page I of 2
CITY OF
ASHLAND
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends the Council approve a change order to the contract for reroofing the plaza
information booth.
SUGGESTED MOTION:
I move to approve a contract change order to the information booth reroofing project for structural
repairs in an amount not to exceed $10,000.
ATTACHMENTS:
1. Original project estimate from the roofing contractor.
2. Photo of the dry rot in the roof structure.
Page 2 of 2
CITY RECORDER Page 1 / 1
. cC 1u7iY /~O~F i T
AJ l 1 LA1 V L .:.'DATEo:r. :..crPO NUMBER
20 E MAIN ST. 3/20/2014 12152
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 016917 SHIP TO: Ashland Building Maintenance
PRESSURE POINT ROOFING INC (541) 488-5358
5235 RAINBOW DR 90 N MOUNTAIN AVENUE
CENTRAL POINT, OR 97502 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net Dept:
Req. Del. Date: Contact: Mike Morrison
Special Inst: Confirming? No
Quan$ Unit -Desch bons< . - UnitPrice s Ext Price
THIS ISA REVISED PURCHASE ORDER
Replace the existing metal roof on the 11,450.00
plaza information booth and bulletin
board with new copper colored metal
roofing.
Contract for Goods & Services
Beginning date: March 10, 2014
Completion date: June 1, 2014
Processed change order 05/16/2014 10,000.00
Roof structure to be completely rebuilt
due to extent of dry rot. Approved by
Council May 6, 2014.
SUBTOTAL 21450.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 21,450.00
ASHLAND, OR 97520
Account Number Project Numbers Amount `~^AccounbNumber. ;P--•ProjectNumber' Amount -
E 410.08.24.00.70420 E 000390.999 21 450.00
A. UtWriZeU Signatrur'e VENDOR COPY
F0 Rwi#1o CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ,~S H LAND
Request for a Change Order
Name of Supplier/ Contractor/ Consultant: O e, s Urc rcoo Totahamount;ofthls , .
contract amendment
Purchase Order Number:
Title/ Description: Plcze,
❑ Per attached contract amendment
Contract Amendment
Original contract amount $ //SU 100 % of original contract
Total amount of previous contract amendments o % of original contract
Amount of this contract amendment /0, oco 97" 3 % of original contract
TOTAL AMOUNT OF CONTRACT $ -2 / , 1--/S O / Y7. N of original contract
In accordance with OAR 137-047-0800:1) The amendment is within the scope of procurement as desonbed in the soricitabon 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 goads and services to be provided under the unamended contract b) The City determines that with all things considered, the
amended contact 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'rf 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 NO' .1~ Of "NO", requires Council approval l Attach coov of CC.)
Sourcing Method:
SMALL PROCUREMENT - Less than $5.000 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 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 s $1o0K for Goods & Services, s
Council approval. Attach copy of Council whichever is less. $75K for Personal Services, < $50K for Attorney Fees.
Communication. ❑ If 'N9, amount exceeding authority requires ❑ If 'NO', amount exceeding authority requires Council
❑ Exempt-Reason: Council appmval. Attach copy of Council approval. Attach copy of Council Communication.
PERSONAL SERVICES Communication. ❑ Exempt-Reason:
❑'YES',Direct appointment s$35,000 ❑ Exempt-Reason:
❑ lf'NO, requires approval.
INTERMEDIATE PROCUREMENT SOLESOURCE EMERGENCY PROCUREMENT
Goods&Services - 55.000 to $100,000 ❑ "YES", the total amountof 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 10 If ❑ If'NO", amount exceeding authority requires ❑ Obtain direction and whiten approval from City
'NO', amount exceeding authority requires Council Council approval. Attach coov of Council Administrator
approval. Attach copy of Council Communication. Communication. ❑ If applicable, attach copy of Council Communication
❑ Exempt-Reason, Exempt-Reason, El 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 Adminiistrtator.
Attach co of Council Communication.
Project Number go03gL)- f f Account Numbery / Q 09-.)//- CO- 70C12 06 Account Number-------------------
'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
Employee Signature: Department Head Sigoat
i ~ ure: ~`\4 ~v~ Q
(Total amountof contract? $5,00
City Administrator: - - -
(qual to or greater than $25,000 or 109.)
Funds appropriated for current fiscal year <%~PNO s~ IWILI
P Finance Director(Equ roorgreater an$t,000) Date
Comments: l%A l;ryc dr »oi- -/v cf ccrPCl S rO,eco
Form #10 -Contract Amendment Approval Request Form, Request for a Change Order, Pagel of 1, 5/13/2014