HomeMy WebLinkAbout2014-106 CONT Addendum - OBEC Consulting Engineers
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES
Addendum made this day of 2014, between the City of
Ashland ("City") and OBEC ("Consultant').
Recitals:
A. On _ City and Consultant entered into a "City of Ashland Contract for Personal
Services more than $35,000" (further referred to in this addendum as 'the agreement').
B. The parties desire to amend the agreement to increase the amount paid to the
consultant.
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
$105,181.04 (Original Contract $88,499.04 plus Addendum $16,682)
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONSULTANT: CITY OF A ND:
BY U~ BY
Dep
Its V 11 re. P"". tbl,-"+ Date t ment Head
DATE
Purchase Order #
Acct. No.: ill /2X000 70'{~OD
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
®r rr MUM;
ADDITIONAL CONSTRUCTION ENGINEERING (CE) & CONTRACT ADMINISTRATION (CA)
CALLE GUANAJUATO RESURFACING PROJECT
CITY OF ASHLAND PARKS
STATEMENT OF WORK (SOW)
The purpose of this WOC is to add additional scope of work as necessary tasks related to
Construction Engineering (CE) and Contract Administration (CA) for the Calle Guanajuato
Resurfacing Project (the "Project"). The additional scope of work is necessary due to the
increase in construction work which resulted from unforeseen obstacles encountered during
excavation operations, as well as work added to the contract during construction.
This agreement for additional work does not delete, revise, or replace the tasks or requirements
for previous phases of the Project unless otherwise specifically provided in this Contract.
Consultant shall provide Construction Engineering (CE) services and Contract Administration (CA)
necessary to meet the following requirements:
Additional CE and CA work tasks include the following:
• Additional Construction Project Management
• Additional Inspection of demolition and construction activities
TASK 1 - ADDITIONAL CONSTRUCTION PROJECT MANAGEMENT & COORDINATION
The Scope of this task remains as stated in the original Scope of work as follows:
Consultant shall perform the following services as part of Task 1, Construction Project
Management and Coordination. The major objective of this Task is to establish the lines of
communication, and set forth the priorities between the City of Ashland Parks Department and
the Consultant. As the work progresses, the Consultant shall keep the City informed of the
Project work progress and aware of changes affecting the Project including schedule and
related costs. Consultant shall prepare and provide monthly Project invoice with progress
reports to the City of Ashland Parks Department.
Consultant shall:
• Immediately after receipt of the NTP, schedule and conduct a preconstruction
conference in order to discuss with the Construction Contractor (CC) and City of
Ashland Parks Department the construction schedule, utility involvement, required
documentation submittals, materials testing, surveying, and other items relevant to the
construction of the Project.
• Prepare an agenda for the preconstruction meeting.
• Prepare and distribute minutes for the meeting within five (5) business days after the
meeting.
Up to five (5) Project team meetings may be held with the CC and the City of Ashland Parks
Department to discuss the Project schedule and other outstanding issues for the Project.
Consultants resident inspector must attend these meetings. Consultants Project Manager (PM)
shall attend one (1) meeting per month up to five (5) meetings.
Scope of Services, CEICA Amendment OBEC Job No. 505-004
City of Ashland Parks Page I
~ ~ rANSNUrNA
~ IAAIN(fA1
Task I - Deliverables:
Consultant shall:
♦ Develop agenda for the preconstruction meeting and distribute to City of Ashland
Parks Department and CC.
Schedule: Three (3) business days prior to the meeting.
♦ Prepare minutes to document the meeting to the CC and City of Ashland Parks
Department.
Schedule: Within five (5) business days after the meeting.
♦ Prepare minutes to document up to five (5) progress conferences with the CC, and City
of Ashland Parks Department staff.
Schedule: Within five (5) business days after the meeting.
♦ Provide monthly progress reports with invoices to the City of Ashland Parks
Department.
Schedule: Monthly in the normal billing cycle.
TASK 3 - ADDITIONAL CONSTRUCTION ENGINEERING AND INSPECTION
Consultant shall perform additional engineering and inspection required to ensure conformance
of the Project with the plans and specifications for the Project. The engineering and inspection
must take place concurrently with the CC's operations. For budgeting purposes, it is assumed
that the additional construction will be limited to 5 weeks and that OBEC's inspector will be
needed for an additional 24 hours per week for 5 weeks. The general order and nature of
inspection will be as follows:
Consultant shall:
• Inspect erosion and sediment control measures.
• Inspect removal of existing structures and obstructions and miscellaneous items.
• Inspect Underground and above ground utility installation.
• Inspect surfacing removal.
• Inspect structure installation.
• Inspect wearing surface installation.
• Inspect electrical system material and placement.
• Inspect water main replacement.
• Inspect planting and irrigation installation.
Task 3 - Deliverables:
Consultant shall provide:
♦ General daily progress reports.
♦ Photos (as necessary)
♦ Field notes, measurements, and general documentation.
Schedule: As requested.
Scope of Services, CE/CA Amendment OBEC Job No. 505-004
City of Ashland Parks Page 2
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CITY OF
FORM #9 ASHLAND
SPECIAL PROCUREMENT
REQUEST FOR APPROVAL
To: City Council, Local Contract Review Board
From: Don Robertson, Director, Ashland Parks and Recreation
Date: 5-6-14
Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT
In accordance with ORS27913.085, 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 279B.085(4).
1. Requesting Department Name: Ashland Parks and Recreation
2. Department Contact Name: Rachel Dials, Recreation Superintendent
3. Type of Request: Class Special Procurement X Contract-specific Special Procurement
4. Time Period Requested: From April 1, 2014 To: May 30, 2014
5. Total Estimated Cost: $16,682
6. Short title of the Procurement: Contract Specific Procurement for Construction Inspection an
d
Project Management of Calle Guanajuato Project
Supplies and/or Services or class of Supplies and/or Services to be acquired:
Construction project management and construction inspection, design consultation during
construction. The Parks Department, along with Water and Electric Departments, has completed the
Calle Guanaiuato Proiect as of Friday May 3, 2014. The Parks and Recreation Department worked
with OBEC on all phases of the project, including survey work and engineering, project management
and construction inspection. The project was expected to be completed on April 1, 2014 but because of
unforeseen obstacles encountered during excavation *-operations, the proiect was not completed until
Friday May 3, 2014 adding extra inspection and project management hours.
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: Utilization of project management is a practice for bigger projects within the department that
staff does not have the expertise to manage.
Form #9 - Special Procurement- Request for Approval, Page 1 of 3, 5/1212014
Proposed procedure:
Directly award public contract to OBEC as the project has been 99% completed with OBEC as
the project manager and construction inspectors.
8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a
Special Procurement. Attach relevant documentation.
All phases of contracts were awarded by direct appointment. Seeking an exemption forth
e
competitive bid process because OBEC has seen the project through all stages of completion.
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
X (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 27913.055, 27913.060, 27913.065,
or 27913.070, or any rules adopted thereunder because:
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)
Farm #9 - Special Procurement - Request for Approval, Page 2 of 3, 511212014
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 - May 7, 2014
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: May 7, 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 May 6, 2014.
This is a Contract-specific special procurement" to directly award a contract to OBEC for the
Final Construction Phase of the Calle Guanajuato for construction inspection and final project
management. April 1, 2014-May 30, 2014.
The final cost and amount budgeted is $16,682.00
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, 279B.060,
279B.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 May 13, 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, 5112J2014
CITY OF
ASHLAND
Council Communication
May 6, 2014, Business meeting
Approval of Contract-Specific Procurement for Construction Phase Inspections
and Project Management of the Calle Guanajuato Project
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 an
exemption from the competitive bid process and directly award a contract to OBEC for project
management, inspection of demolition and construction activities, design and consultation during
construction, review of shop drawings and submittals, preparation of monthly progress payment
estimates and preparation of as-built plans for the Calle Guanajuato resurfacing project.
BACKGROUND AND POLICY IMPLICATIONS
The Parks Department, along with Water and Electric departments, has completed the Calle
Guanajuato Project as of Friday, May 3, 2014. The Parks and Recreation Department worked with
OBEC on all phases of the project, including survey work and engineering, project management and
construction inspection. The project was expected to be completed on April 1, 2014, but because of
unforeseen obstacles during the excavation operations, the project was not completed until Friday,
May 3, 2014, adding extra inspection and project management hours to the end of the project.
FISCAL IMPLICATIONS
The cost is $16,682.00
Water: $1487.50
Parks: $2402.00
Electric: $12,792.50
This will be paid out of budgeted CIP Funds from each department.
STAFF RECOMMENDATION AND REQUESTED ACTION
Staff recommends approval of the Special Procurement to Award contract.
SUGGESTED MOTION
I move that Council, acting as the Local Contract Review Board, adopt the findings set forth in the
attached Special Procurement Request for Approval and approve the Special Procurement described
therein.
ATTACHMENTS
Special Procurement Request for Approval (Written Findings)
Page I of I
~r,
ppp~
PUBLIC NOTICE-.
Approval of a Special Procurement
r First date of publication: May 7, 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 May 6, 2014.
This is a Contract-specific special procurement" to directly award a contract to OBEC
for the Final Construction Phase of the Calle Guanajuato for construction inspection
and final project management. April 1, 2014-May 30, 2014.
The final cost and amount budgeted is $16,682.00
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,
279B.060, 279B.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 May 13, 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.
Cf T Y RECORDER Page 1 / 1
ASHLAND PARK COMMISSION
20 E MAIN ST. ' DATE~ "v`PO NUMBER":^
ASHLAND, OR 97520 12/23/2013 00312
(541) 488-5300
VENDOR: 000591 SHIP TO:
OBEC CONSULTING ENGENEERS
920 COUNTRY CLUB ROAD
SUITE 100B
EUGENE, OR 97401-2208
FOB Point: Req. No.:
Terms: net Dept:
Req. Del. Date: contact: Rachel Dials
Special Inst: Confirming? No
:Quanb r•°Umt1
~Umt Pnceha~ " ~-,•.Eii£uPrice=' `
THIS ISA REVISED PURCHASE ORDER
Project Manaqement 88,499.04
Guanajuato Resurfacinq Project
Special Procurement
Approved by Council November 19, 2013
Contract for Personal Services
Beqinninq date: 11/20/2013
Completion date: 04/30/2014
Processed change order 05/28/2014 16,682.00
Additional construction manaqement
services. Special Procurement approved
by Council 05/06/2014
aUi 1. s .`-LUG
BILL TO:
SUBTOTAL E105 1.04
TAX 0.00
FREIGHT 0.00
TOTAL 1.04
Account Number, . ProjecCNumber- - ='Amount Aecourit'Number + Project Number i :'Amount:'-
E 411.12.00.00.70420 E 000053.999 105181-04
_.c
Au a rizetl SignStuyt, VENDOR COPY
FORM #3 CITY OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: 5 Iy
Required date for delivery:
Vendor Name
Address, City, State, Zip t 0'
Contact Name &Telephone Number
D
Fax Number Wn~aLd ~ D t_ q
1
~-I
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ AMC 2.50
osal attached Date approved by Council: El Written quote or proposal attached
❑ Written uote or ro
❑ Small Procurement Cooperative Procurement
Less than 55.000 El Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract #
❑ VerbalMditen quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract#
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100.000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form 44, Personal Services $5K to $75K (Contract #
PERSONAL SERVICES Intemovemmental Agreement
000 $75.000 Special Procurement
$5. to
Form#g,RequestforApproval ❑ Agency
❑ Less than $35,000, by direct appointment [ Written quote or proposal ac ed Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by Council: V ! (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total Cost
1j,7~skvchtm PMt(J-r A"Jr-L-4 PrD c+ ; ` Po oo3i Z;?.
evtv.slm $ ll~,:~eZ _
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
F .'TOTAL COST'
Per attached quotelproposal -I•-[(,
Project Number_~ L9 Account Number4t11-(Z-M-00-1Q (
Account Number - - - - - - - - - - - Account Number
'Expenddure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to appro ve all hardware and software purchases:
Thector Date Support -Yes/No
By signing t 2requis, n form, l miry that the City's public contracting requirements have been Satisfied.
Employee: I&~ Department Head:
(EquaLtoor greater than $5,000)
Department Manager/Supervisor: City Administrator: a <cluatA
_ (Equal to or greater than $25,000)
Funds appropriated for current fiscal year. YE~I NO AV-X
Comments: Finance Director- (Equal to orgreaterthan 5,000) Date
Form #3 - Requisition