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Home My WebLink About2014-159 CONT Addendum - OBEC Consulting Engineers ADDENDUM TO CITY OF ASHLAND CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000 Addendum made this 2"d day of June, 2014, between the City of Ashland, ("City") and OBEC Consulting Engineers, Inc., ("Consultant"). Recitals: A. On February 11'' 2014 the 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'j: B. The parties desire to amend the agreement to increase the compensation to be paid to Consultant. City and Consultant agree to amend the agreement in the following manner: 1. The maximum price as specified and In accordance with Paragraph 5 of the agreement is increased to $24.182.00. 2. Except as modified above the terms of the agreement shall remain in full force and effect. CONSULTANT: CITY OF ASHLAND: BY BY Jico 9-k Dey~rtment Head Its _ vest Date Y DATE Purchase Order. #12119 Acct No.: 675.08.38.00.704200 (For City purposes onty) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES t I Page-1 / 1 . CITY OF AC HLy ANT DATE .'PO NUMBER 1.1 3/4/2014 12119 20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 _ VENDOR: 010507 SHIP TO: Ashland Public Works OBEC CONSULTING ENGINEERS . (541) 488-5587. 920 COUNTRY CLUB ROAD 51 WINBURN WAY SUITE 1008 ASHLAND, OR 97520 EUGENE, OR 97401-6089 FOB Point:' Req. No.: Terms: Net Dept: Req. Del. Date: Contact: Morqan Wavman Special Inst: - Confirming? NO quanti ,.'unit Description lloiEPrice.~.. -Ext.Price - Data collection and field survevinq o 23,182.00 existinq sanitary sewer manholes in the vicinity of Bear Creek Trunkline Sewer (PWE: Project #2013-14) Contract for Personal Services Beginning date: 02/11/2014 Completion date: 05/11/2014 SUBTOTAL 23182.00 BILL TO: Account Payable - TM 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 23,182.00 ASHLAND, OR 97520 er Amount ber ` .Amount: ' ' Account.Number.`-1Proie6t,N6m4 Account Number; ' . Project Num E 675.08.38.00.70420 E 201314.100 23 182.00 - Authori2L(i signature VENDOR COPY Morgan Wayman From: Scott Fleury [fleurys@ashland. or.us] Sent: Friday, May 09, 2014 9:45 AM To: 'Morgan Wayman' Subject: RE: Ashland Sanitary Sewer Data Collection sure. Scott A. Fleury, Engineering Services Manager City of Ashland, Public Works 20 East Main Street, Ashland OR 97520 (541) 552-2412, TTY 800-735-2900 Fax: (541) 488-6006 This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records Law for disclosure and retention. If you have received this message in error, please contact me at (541) 552-2412. Thank you. From: Morgan Wayman [mailto:waymanm@ashland.or.us] Sent: Thursday, May 08, 2014 4:33 PM To: Scott Fleury Subject: FW: Ashland Sanitary Sewer Data Collection Hey Scott, As we knew, there was money left in the original data collection contract after the first survey was completed. We spoke internally and agreed that the Bear Creek project and our GIS mapping function would benefit greatly from some additional data collection. After gathering the information that we specifically asked for (Brad put this together), Jeff indicates that some additional money needs to be added to the contract. At the moment, he is requesting $1,000 (4.3%). 1 would like to make this amendment. Let me know if you are agreeable to that. Thanks, Morgan Wayman, Senior Project Manager City of Ashland, Public Works Engineering 51 Winburn Way, Ashland OR 97520 Dept.: 541-488-5347 Office: 541-552-2414 Fax: 541-488-6006 TTY: 800-735-2900 wavmanmCMashland.or.us This e-mail is official business of the City of Ashland, and it is subject to Oregon public records law for disclosure and retention. If you have received this message in error, please let me know. Thank You. From: Jeff Bernardo [mailto:JBernardo@obec.com] Sent: Thursday, May 08, 2014 4:11 PM To: Morgan Wayman (waymanm@ashland.or.us) i Cc: Logan Miles Subject: Ashland Sanitary Sewer Data Collection Morgan, After speaking with you today about the sanitary sewer survey project we are working on, I came back to the office and spoke to Logan and looked over the project totals. Apparently after we completed our agreed upon scope of work, we have several thousand dollars of budget left over. Logan discussed this with Brad Barber and it was agreed that we should survey and document 26 additional manholes in the vicinity of Tolman Creek Road and Clay Street. In addition, we were asked to complete an existing ground profile for approximately 2,300' of Main Street . Based on this additional effort, we are currently over our original budget of $23,182 by $819.89. Apparently we still need to finish up the CAD work for this additional data, so we still have 2 or 3 hours of work left to completely finish up. Also, Garret told me this afternoon that he is meeting with you and your staff next week. He thinks there is a very slight chance that more survey data could be requested if the City wants to look at more of the system. Therefore, we are requesting to add $1,000 to our original budget to cover the additional effort requested to-date. If more is requested, we would need to discuss that once it is known. Please let me know what you would need from me to process this amendment. Call me if we need to discuss. Thank you, Jeff a r Jeff Bernardo, PE Sr. Project Manager/Branch Manager JBernardo@obec.com ` Direct: 541.494.0579 1 Cell: 541.951.5400 831 O'Hare Parkway, Medford, OR 97504 www.obec.com 2 Morgan Wayman From: Morgan Wayman [waymanm@ashland. or. us] Sent: Friday, May 09, 2014 11:27 AM To: 'Jeff Bernardo' Cc: Scott Fleury Subject: RE: Ashland Sanitary Sewer Data Collection Hi Jeff, Yes, we are agreeable to the additional $1,000. Please proceed and complete the work. Thanks, Morgan Wayman, Senior Project Manager City of Ashland, Public Works Engineering 51 Winburn Way, Ashland OR 97520 Dept.: 541-488-5347 Office: 541-552-2414 Fax: 541-488-6006 TTY: 800-735-2900 waymanmPashland.or.us This e-mail is official business of the City of Ashland, and it is subject to Oregon public records law for disclosure and retention. If you have received this message in error, please let me know. Thank You. From: Jeff Bernardo [mailto:]Bernardo@obec.com] Sent: Thursday, May 08, 2014 4:11 PM To: Morgan Wayman (waymanm@ashland.or.us) Cc: Logan Miles Subject: Ashland Sanitary Sewer Data Collection Morgan, After speaking with you today about the sanitary sewer survey project we are working on, I came back to the office and spoke to Logan and looked over the project totals. Apparently after we completed our agreed upon scope of work, we have several thousand dollars of budget left over. Logan discussed this with Brad Barber and it was agreed that we should survey and document 26 additional manholes in the vicinity of Tolman Creek Road and Clay Street. In addition, we were asked to complete an existing ground profile for approximately 2,300' of Main Street . Based on this additional effort, we are currently over our original budget of $23,182 by $819.89. Apparently we still need to finish up the CAD work for this additional data, so we still have 2 or 3 hours of work left to completely finish up. Also, Garret told me this afternoon that he is meeting with you and your staff next week. He thinks there is a very slight chance that more survey data could be requested if the City wants to look at more of the system. Therefore, we are requesting to add $1,000 to our original budget to cover the additional effort requested to-date. If more is requested, we would need to discuss that once it is known. Please let me know what you would need from me to process this amendment. Call me if we need to discuss. 1 Thank you, Jeff Jeff Bernardo, PE ' Sr. Project Manager/Branch Manager JBernardona.obec.com Direct: 541.494.0579 1 Cell: 541.951.5400 831 O'Hare Parkway, Medford, OR 97504 www.obec.com 2 CITY IZECO ;DE:19 Page 1 / 1 CITY OF =DATES ~.ti.ar'~ r "PONUMBER ASHLAND' 20 E MAIN ST. 3/4/2014 12119 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 010507 SHIP To: Ashland Public Works OBEC CONSULTING ENGINEERS (541) 488-5587 920 COUNTRY CLUB ROAD 51 WINBURN WAY SUITE 100B ASHLAND, OR 97520 EUGENE, OR 97401-6089 FOB Point: Req. No.: Terms: Net Dept: Req. Del. Date: Contact: Morgan Wavman Special Inst: Confirming? No :Ouanh +.-Unit l,:.Descrip ti6n "s Unit Pnce> : Ext. Price: . THIS ISAREVISED PURCHASE ORDER Data collection and field surveying o 23,182.00 existing sanitary sewer manholes in the vicinity of Bear Creek Trunkline Sewer (PWE: Prolect#2013-14) Contract for Personal Services Beginning date: 02/11/2014 Completion date: 05/1112014 Processed change order 07/07/2014 1,000.00 Received request 06/30/2014, additional amount for "additional data collection". ~~otH -Gas' BILL TO: Account Payable SUBTOTAL 24182.00 TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 ASHLAND, , O OR 97520 TOTAL 24,182.00 ASHL Account Number. - Project'Number " ,;''Amount -.%Account-Number ;r> ..'Project Number Amount E 675.08.38000.70420 E 201314.100 24.182.0-0- '7 Authori ignature 7' VENDOR COPY FORM#1o CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ,~1S H LAN D Request for a Change Order Name of Supplier) Contractor 1 Consultant: OBEC Consulting Engineers, Inc. Total„amount of this contract amendment Purchase Order Number:12119 S Title 1 Description: Bear Creek Trunkline Sewer $ 1;000 00 ® Per attached contract amendment Contract Amendment Original contract amount $23.182 100 % of original contract Amount of this contract amendment $1.000.00 1.3 % of original contract TOTAL AMOUNT OF CONTRACTi $24.182.00 104.3 % of original contract In accordance with OAR 137-047-0800: 1) The amendment is within the scone 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 contrail 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 condNons: 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 tens greater than allowed in the solicitation document contract or approval of a Special Procurement An amendment is not within the scope of the procurement If the City determines that I 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: X NO' (if "NO", requires Council approval /Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT - Less than $5000 INVITATION TO BID or COOPERA7NE 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 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. Communiption. ❑ 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: O'YES',Direct appointments$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-$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 525%of original contract amount ❑ 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 ❑ Exempt -Reason: ❑ Exempt- Reason: ❑ Exempt- Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑'YES". the total amount of original contract and cumulative amendments are ❑ NES', 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 a of Council Communiption. Project Number: 2013.14 Account Number: 675.08.38.00.704200 'Expenditure must be charged to t appropriate acc nt numbers for the financials to reflect the actual expenditures accurately. Attach extr pages if needed. Employee Signature: thi' Department Head Signature: t eU~c:~ Ir 1 (~~y (rplalamountdfcontrac _ City Administrator: (Equal to orgreater than $25,000 or 10%) Funds appropriated for current fiscal year. YES B Finance Director (Equal to orgreater than $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 5130/2014