HomeMy WebLinkAbout2014-183 CONT Addendum - Terrasurvey Inc
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this 14 day of July 2014, between the City of Ashland ("City") and
Terra Survey ("Consultant').
Recitals:
A. On 9116113 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
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
$13,900
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONSULTANT-- / CITY OF ASSN ND:
BY / BY
n
Its Date /department Head
DATE
00
Purchase Order #
Acct. No.:
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
TERRASURVEY, INC. STATEMENT
PROFESSIONAL LAND SURVEYORS
274 FOURTH STREET
ASHLAND. OREGON 97520
TELEPHONE: (541) 482-6474 JOB NAME CALLE
FACSIMILE: (541) 552-0292 terrain@bisp.net j
JOB NO. j 881-13
JOB DESCRIPTION: INVOICE NO. 881-13.5
CITY OF ASHLAND
PARKS AND RECREATION TAX NO. 93-1262036
CALLE GUANAJUATO PROPERTY LINE ADJUSTMENT j
DATE June 30, 2014
BILL TO:
Rachel Dials
Recreation Superintendent
City of Ashland, Parks and Recreation
340 South Pioneer Street
Ashland, Oregon 97520
DATE DESCRIPTION HOURS RATE AMOUNT
(JANUARY 17, 2014 TONNE 30, 2014 1 i
2/3/14 LEGAL DESCRIPTION FOR TAX LOT 8800 j 1.51 95.00 142.50
3/3/14 PARTITION PLAT DRAFTING 61 80.001 480.001
3/19/14 LEGAL DESCRIPTIONS FOR WARRANTY DEEDS 21 95.00 190.001
3120114 REVIEW TITLE REPORT 2 80.00 160.00
3/21/14 PLOT EASEMENTS 4.51 80.00 360.00!
3/28/14 PARTITION PLAT DRAFTING 3 80.00 240.00
4/2/14 LEGAL DESCRIPTIONS FOR SZANTO PARCEL 3 95.00 285.00
4/23/14 PLAT DRAFTING 2.51 80.00 200.00
4/25/14 (PARCEL CALCULATIONS AND PLAT REVIEW 3 95.00 285.00
APPROVED B GtiLI 1J--D
DATE /
ACCOUNT# O
I
$2,342.501
TOTAL DUE1
DUE AND
PAYABLE
UPON
RECEIPT
MAKE CHECKS PAYABLE TO:
TERRASURVEY, INC.
PLEASE REMIT PAYMENT UPON RECEIPT OF THIS STATEMENT. LEGAL INTEREST AT THE RATE OF
1.5% PER MONTH (18% PER YEAR) WILL BE ADDED FOR EACH 30 DAYS OVERDUE.
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 279B.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 Surv
ey
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
buildings along the Cane Guanajuato. City Attorney along 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 #9 - Special Procurement- Request for Approval, Page 1 of 3, 7[7/2014
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 mariner 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 - February 19, 2014
PUBLIC NOTICE
Approval of a Special Procurement
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 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 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 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 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 fig - Special Procurement- Request for Approval, Page 3 of 3, 7/7/2014
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 if approved, February 19, 2014.
Terra 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,
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 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.
Gt C- C 1 U Ih 1Gl {tiC 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.or.us
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 REOUESTED 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 I of 1
IAX,
• CITY RECORDEIR Page 1 / 1
ASHLAND PARK COMMISSION
20 E MAIN ST. ` =DATE =''PO'NUMBER ASHLAND, OR 97520 9/16/2013 00279
(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
Quanfi Unite Description-- •'?.r 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 through the alley
known as Calle Guanajuato.
Contract for Personal Services
Beginning date: March 4, 2013
Completion date: April 30, 2013
Original amount of City PO: $8,900.00
Remaining open balance transferred to
Parks PO: $3,342.00
Processed change order 11/01/2013 205.00
Additional topographic survey and
calculations related to Ice Rink
Project.
Processed change order 03/10/2014 2,000.00
Additional survey work to resolve
boundary issues with property owners
prior to resurfacing the Calle
Guanajuato.
Processed change order 07/18/2014 3,000.00
Amount being increased for additional
property line adjustment services
(J~ 3 • 3 ,~U ILI . I$ SUBTOTAL 8.547.00
BILL TO: Y~ TAX 0.00
U l 3 _ 3-71 FREIGHT 0.00
U h - 0-) TOTAL 8,547.00
Account Number' Project 'Number, . Amount Account Number - ; Project:Number., Amount -
E 411.12.00.00.70420 E 000053.999 8,547.00
Authorized S' ature VENDOR COPY
Foxes#io CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request for a Change Order
Name of Supplier/Contractor/Consultant: ZrrLid1lYZ =Totaiamount-.oftfiis'-
contract,,amendment
Purchase Order Number: 1
Title IDescription:
~lL rCt~~JU~ $
Per attached contract amendment
Contract Amendment
Or ginal contract amount $ p
0 C ML 100 % of original contract
Total amount of revious contract amendments ou~ Z Z °/6 of original contract
Amount of this contract amendment 31~n 3q % of original contract
TOTAL AMOUNT OF CONTR 4CT $ % 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 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 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 contact c) The amended contract does not have a total term greater than allowed in the solicitation document
contact or approval of a Special Procurement An amendment is not within the scope of the procurement if 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 contact
Contact amendment is within the scope of procurement: YES_ NO` (If "NO", requires Council approval /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 contact 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 contact and
❑If'NO', amount exceeding authority requires 525% of original contact amount or $250,000 cumulative amendments 5$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 appointments$35,000 ❑ Exempt-Reason:
❑ IVINIC', 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-$5.000 to $75,000 525% of original contact amount or $250.000 emergency, including necessity and circumstances
❑ 'YES', the total amount of cumulative whichever is less. requiring the contact amendment
amendments s 25% of original contact 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 contact and cumulative amendments are ❑'YES", the original contra ct was approved by City Council.
,(w in n the amount and terms initially approved by Coundl as a Special Provide date approved by City Council: (Date)
Procurement ( Or" O.~.U 7 11111 A) 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 copy of Council Communication.
Project Number Account Number Account Numberg1I -IZ O, 2-701LO
'Expenditure must be cb, rggeed t ^the,approppt'o account numbers for the financials to reflect the actual expenditures accu ty. Attach extra pages if needed.
Employee Signature/ K/ YC 4 k!~ Department Head Si Rg, atu e:
(ToT amoSrntofcontact?$51 0)
City Administrator. 1 I
OX / (Equal,to orgreater tha $25 00 or f0%)
Funds appropriated for current fiscal year / NO O r ~ _ 7
Finance Director (Equal to orgreer than $5,000) DW
Comments:
Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 7/1412014