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Home My WebLink About2014-285 CONT Addendum - Industrial Systems Industrial 4110 NE 122nd Ave. Suite #130 Portland, OR 97230 Phone: (503) 262-0367 Fax: (503) 262-0371 Systernsin e-mail: tbcOindustrialsvstems-inc.com OR CCB #196597 WA #INDUSS1880K9 CCR No: 1 Submitted by: Troy Collison Date Submitted: September 26, 2014 CONTRACT CHANGE REQUEST To: City of Ashland 20 East Main Street. IS project No. 14.28.00 Ashland, OR 97520. Project: TAP pump station Attn: Greg Hunter Spec Section: Drawing: CHANGE REQUESTED: Our scope for this pump station project included two days of on site start up assistance. The Auto Dialer amendment to that scope added another site trip and one more day of on site time. The start up and testing process as executed by the City and their engineers lasted for two complete weeks. We were then asked to return to the site for part of a third week to further tune and test the vfd operation. This was apparently necessary due to the piping and pumping dynamics under different reservoir levels. We request our contract be amended to include 5 more days of on site time at our normal billing rate of $120 for $4,800. We also request $900 in additional travel and lodging expenses for a total contract increase of $5,700. V/6" /0/3 Morgan Wayman From: Jeff Ballard Oballard@rh2.com] Sent: Tuesday, October 07, 2014 11:46 AM To: Morgan Wayman Cc: fleurys@ashland.or.us Subject: RE: TAP pump station - additional on site effort Morgan, I have discussed the situation with Troy and I agree that payment is warranted for the additional work to Industrial Systems. Industrial Systems only charged for half of the additional time because they felt that it took them a little longer than expected to completed the planned work for the project and they did not think it would be correct to bill for this additional time. The work that they did bill for was needed to modify control algorithm for pump speed which was initially configured by industrial systems at a given reservoir level. When operations varied this level significantly it was discovered that the system head had a significant impact on the speed control of the pumping system so Industrial Systems was asked to return to the site to tune the pumping system algorithm at other points on the pump curve. This work was outside their original scope. In easier terms to understand, it was determined that trying to operate the pump based only on reservoir levels caused the pump to inefficiently hunt for correct run speeds which was not a desired operation. It was decided that if the fluctuations in the pressures where minimized through the evaluation of discharge pressures in the pump it would operate at a more static level causing less influences in the system. This was needed to have correct operation of the facility. This phenomena was not discoverable until startup of the station was completed and was able to be evaluated. It is fairly normal to have to make minor control strategy modifications during actual operations. If you have any questions or need further clarifications please let me know. Jeff Ballard, P.E. I RH2 Engineering, Inc. P: 541.665.5233 ext.5412 D: 425.951.5412 C: 541.301.1555 www.rh2.com From: Morgan Wayman [mailto:waymanm@ashland.or.us] Sent: Wednesday, October 01, 2014 9:54 AM To: Jeff Ballard Cc: fleurys@ashland.or.us Subject: FW: TAP pump station - additional on site effort Hey Jeff, Have you had a chance to talk to Industrial Systems about this Extra Work Request? Also, any idea when we'll see the estimates you are preparing for the Permanent Pump Station and the Granite/Crowson Pump Station? Let me know. Thanks, 1 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 waymanm@ashland.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: Troy Collison [mailto:the(aOindustrialsystems-inc.com] Sent: Friday, September 26, 2014 5:01 PM To: Morgan Wayman; 'Jeff Ballard' Cc: fleurys(abashland.or.us; 'Steve Walker'; 'Jeff Ballard'; 'Mike Morrison'; Greg Hunter Subject: RE: TAP pump station - additional on site effort My apology for submitting the request so late. I needed to have time to talk to Larry about why he was on site for nearly 3 weeks and we have both been very busy. Have a great weekend. Troy B. Collison Industrial Systemsin, 4110 NE 122nd Avenue, Suite #130 Portland, Oregon 97230 http://www.industrialsystems-inc.com Phone: 503.262.0367 Cell: 360.957.5039 Fax: 503.262.0371 CCB # 196597 WA #INDUSS1880K9 From: Morgan Wayman [mailto:waymanm(aashland.or.us] Sent: Friday, September 26, 2014 4:15 PM To: 'Jeff Ballard' Cc: fleurys(abashland.or.us; 'Steve Walker'; 'Jeff Ballard'; 'Mike Morrison'; Greg Hunter; Troy Collison Subject: FW: TAP pump station - additional on site effort Jeff, Attached is the Final Invoice (attached; see yellow highlights) which I received from Industrial Systems dated 9/12/14; (A check for Final Payment was mailed on 9/19/14). Now, they are requesting a Change Order (attached) in the amount of $5,700 for the reasons stated therein. This is the first I hear of any extra costs for their proposed work and the request has arrived after all work has been completed, invoiced and Final Payment has been made. Please advise. If you agree 2 that their request is justifiable; please provide me with a written recommendation/explanation. I will attempt to process it based upon' whatever you recommend. 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 waymanm@ashland.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: Troy Collison [maiIto: tbcCabindustrialsystems-inc.com] Sent: Friday, September 26, 2014 3:07 PM To: Greg Hunter Cc: 'Mike Morrison Jr'; 'Morgan Wayman'; Larry Helenius Subject: TAP pump station - additional on site effort Hi Greg We spent quite a bit more time on site participating in testing and start up activities than we had budgeted. Please review the attached contract change request and contact us with any questions or comments. If you could help get our agreement amended to reimburse us for the extra effort I would appreciate it. Thank you for your help! Troy B. Collison Industrial Systerns 4110 NE 122nd Avenue, Suite #130 Portland, Oregon 97230 http://www.industrialsystems-inc.com Phone: 503.262.0367 Cell: 360.957.5039 Fax: 503.262.0371 CCB # 196597 WA #INDUSS1880K9 3 Page 1 / 1 CITY OF ASHLAND DATE b FPO NUMBER MFI& 20 E MAIN 97 7/1/2014 12327 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 013438 SHIP To: Ashland Public Works INDUSTRIAL SYSTEMS, LLC (541) 488-5587 4110 NE 122ND AVE SUITE 130 51 WINBURN WAY PORTLAND, OR 97230 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Morgan Warman Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Desiqn, provide and proqram an RTU 24,450.00 Panel for the Tap Emerqencv Protect Contract for Personal Services Beqinninq date: June 25, 2014 Completion Date: June 25, 2015 Processed chanqe order 09/03/2014 10,688.00 Addtional amounts for the followinq: 6" Touch Screen Interface, including programminq and installation, will be about $5,000 per attached email dated July 11, 2014. Software Autodialer, includes software, installation, programminq and start up at a cost of $5,688.00 per attached quote dated July 17, 2014. Processed chanqe order 10/23/2014 5,700.00 Additional on-site work needed to complete TAP temporary pump start-up activities beyond oriqinal scope. Per attached Contract Chanqe Request. ~p~Lt-1 oc Ll " cal SUBTOTAL 40 838.00 BILL To: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 40,838.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.15.00.70420 E 200808.999 40 838.00 y,t Authorized Signature VENDOR COPY FORM #10 CITY OF CONTRACT. AMENDMENT APPROVAL REQUEST FORM S H I,AN Request for a Change Order Name of Supplier: Xylem Total amount of this contract amendment: Purchase Order Number:12327 Title / Description: Additional on-site work needed to complete TAP temporary pump start-up $5,700.00 activities beyond original scope. ® Per attached contract amendment - Change Request b Industrial Systems Contract Amendment Original contract amount $24,450.00 100 % of original contract Total amount of previous contract amendments $10,688.00 43.71 % of original contract Amount of this contract amendment $5,700.00 23.31 % of original contract TOTAL AMOUNT OF CONTRACT $40.838.00 167 % 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 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 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 contract. Contract amendment is within the scope of procurement: YES X 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 $6,000. ❑ 'YES', the total amount of cumulative amendments ❑ "YES", the total amount of original contract and ❑ If 'NO", amount exceeding authority requires 25% of original contract amount or $250,000 cumulative amendments $100K for Goods & Services, :5 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 appointment $35,000 ❑ Exempt -Reason: ❑ If "NO", requires approval. INTERMEDIATE PROCUREMENT SOLE SOURCE 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 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 s 25% 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 ❑ "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 Administrator. Attach co of Council Communication. Project Number: 2008-08 Account Number: 670.08.15.00.704200 *Expenditure must be charged to t e appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach xtra pages if needed. Employee SignatureDepartment Head Signature: (Total amount of contract 2: $5,000) City Administrator. .r (Equal to or greater than S25,00q or 10%) Funds appropriated for current fiscal year 5 / NO - S, A Finance Director (Equal too ' ater than $5,000) ate Comments. Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1,10/13/2014 Page 1 / 1 CITY OF ASHLAND DATE PO NUMBER 20 E MAIN 97 7/1/2014 12327 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 013438 SHIP TO: Ashland Public Works INDUSTRIAL SYSTEMS, LLC (541) 488-5587 4110 NE 122NDAVE SUITE 130 51 WINBURN WAY PORTLAND, OR 97230 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Morgan Wavman Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Desiqn, provide and proqram an RTU 24,450.00 Panel for the Tap Emerqencv Project Contract for Personal Services Beqinninq date: June 25, 2014 Completion Date: June 25, 2015 Processed change order 09/03/2014 10,688.00 Addtional amounts for the followinq: 6" Touch Screen Interface, including proqramminq and installation, will be about $5,000 per attached email dated July 11, 2014. Software Autodialer, includes software, installation, proqramminq and start up at a cost of $5,688.00 per attached quote dated Julv 17, 2014. SUBTOTAL 35138.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 35,138.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.15.00.70420 E 200808.999 35 138.00 Authob ed Signa urea VENDOR COPY