HomeMy WebLinkAbout2015-069 CONT Addendum - Terrasurvey Inc
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this 24 day of March 2015, 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 and extend the contract.
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
$18,900 and contract will be extended through July 31, 2015
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONSULTANT: CITY _OF ASHLAND:
BY , ` BY
CA
/ Dep ment He ~
Its S e c r c g.. y t c; s v Date ~1 r 64A.-
DATE I / 1 S
' Purchase Order
Acct. No.:
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: March 18, 2015
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 March 17,
2015.
Terra Survey has provided a boundary survey, individual deed references and a field traverse
around the building along the Calle Guanajuato to correct historic errors in regards to boundary
lines. The City Attorney along with Parks and Recreation staff has worked closely with property
owners to resolve and correct any boundary line issues. Staff is requesting to increase the amount
and extend the contract due to some additional work and time associated with setting the
property corner, processing the plat and finalizing with Jackson County. Asking for amount to be
increased by $5000 with a total not to exceed $18,900 and extend through July 31, 2015.
Contract was previously approved by council on 2/18/14.
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 27913.055, 27913.060,
279B.065, or 279B.070.
An affected person may protest the request for approval of a Special Procurement in
accordance with ORS 27913.400 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 March 24, 2015.
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.
CITY OF
ASHLAND
Council Communication
March 17, 2015, Business Meeting
Request to increase and extend contract for Terra Survey-Special Procurement
FROM:
Rachel Dials, Recreation Superintendent, Ashland Parks and Recreation, rachel.dials@ashland.or.us
SUMMARY
The Calle Guanajuato Project is 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 and finalize with Jackson County. The required work will
exceed the contract amount by more than 25%, thus requiring Local Contract Review Board approval.
BACKGROUND AND POLICY IMPLICATIONS:
This is a request for approval of an increase in Terra Survey's contract with the Parks Department.
Terra Survey has provided a boundary survey, individual deed references and a field traverse around
the buildings along the Calle Guanajuato to correct historic errors in regards to boundary lines. The
City Attorney along with Parks and Recreation staff has worked closely with property owners to
resolve and correct any boundary line issues. Because the substance of the project was to correct
errors, the contractor and Agency were required to respond to developments as they were discovered,
thus the Parties simply underestimated the amount of time and work that would be necessary to
complete the project. Therefore, Staff is requesting to increase the amount and extend the contract due
to the additional work and time to complete the remaining tasks of the project which will be setting the
property corners, processing and finalizing the plat with Jackson County. Staff is asking for the
funding amount to be increased by $5000 with a total not to exceed $18,900 and extend the contract
through July 31, 2015. The Contract was previously approved by Council on February 18, 2014.
COUNCIL GOALS SUPPORTED:
N/A
FISCAL EMTLICATIONS:
Staff is requesting that the contract be extended to July 31, 2015 and that the. total cost of the contract
be increased to $18,900. The current contract is for $13,900. The funds were budgeted in Biennium
`13-'l 5 in the Capital Improvement Fund,.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of the increase of $5000 and extension of the contract to July 31, 2015.
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.
Page I of 2
CITY OF
ASHLAND
ATTACHMENTS:
Special Procurement-Request for Approval (Written Findings)
Contract Addendum
Page 2 of 2
~r,
CITY OF
FORM #9 -,S H LAN D
SPECIAL PROCUREMENT
REQUEST FOR APPROVAL
To: City Council, Local Contract Review Board
From: Rachel Dials, Ashland Parks and Recreation Commission
Date: 3-9-15
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: March 24, 2015 To: July 31.2015
5. Total Estimated Cost: $5000 (Current contract is $13900) Totdl Contract Not to exceed $18,900
6. Short title of the Procurement: Increase amount of Special Procurement to finalize Boundary
Survey and paperwork for the Calle Guanajuato proiect.
Supplies and/or Services or class of Supplies and/or Services to be acquired:
Terra Survey has provided a boundary survey, individual deed references and a field traverse around
the buildings along the Calle Guanajuato to correct historic errors in regards to boundary lines The
City Attoma along with Parks and Recreation staff has worked closely with property owners to
resolve and correct any boundary line issues. Because the substance of the project was to correct
errors, the contractor and Agency were required to respond to developments as they were discovered
thus the Parties simply underestimated the amount of time and work that would be necessary to
complete the proiect. Therefore, Staff is requesting to increase the amount and extend the contract due
to the additional work and time to complete the remaining tasks of the project which will be setting the
property corners, processing and finalizing the plat with Jackson County. Staff is asking for the
funding amount to be increased by $5000 with a total not to exceed $18,900 and extend the contract
through July 31, 2015. The Contract was previously approved by Council on 2/18/14.
Form #9 - Special Procurement- Request forApproval, Page 1 of 4,3/10/2015
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: Terra survey is currently working on finalizing the boundary survey for the Calle
Guanajuato Project.
Proposed procedure: Increase contract amount for Terra Survey from $13,900 to 18,900.
An increase of $5000.
8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a
Special Procurement. Attach relevant documentation.
Contract previously approved by council on 2/18/2014. Staff is requesting to increase contract by
$5000 and extend through July 31, 2015.
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
(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 279B.055, 279B.060, 279B.065,
or 27913.070, or any rules adopted thereunder because:
Form #9 - Special Procurement - Request for Approval, Page 2 of 4, 3/10/2015
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement)
Form #9 - Special Procurement- Request for Approval, Page 3 of 4, 3/10/2015
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 -March 18, 2015
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, March 18, 2015.
Terra Survey has provided a boundary survey, individual deed references and afield traverse
around the buildings along the Calle Guanajuato to correct historic errors in regards to boundary
lines. The City Attorney along with Parks and Recreation staff has worked closely with property
owners to resolve and correct any boundary line issues. Staff is requesting to increase the amount
and extend the contract due to some additional work and time associated with setting the property
corners, processing the plat and finalizing with Jackson County. Asking for amount to be
increased by 55000 with a total not to exceed 518,900 and extend through July 31, 2015. Contract
was previously approved by Council on 2/18114.
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 March 24, 2015
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 4 of 4, 3/10/2015
Page 1 /2
ASHLAND PARK comU gsidI 'a' `
20 E MAIN ST. DATE PO NUMBER
ASHLAND, OR 97520 7/1/2014 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
Quantity Unit - Description Unit Price Ext. Price
THIS IS A REVISED PURCHASE ORDER
Boundary Survey on Calle Guanaiuato to 3,342.00
determine line between private property
and Citv property throuqh the alley
known as Calle Guanaiuato.
Contract for Personal Services
Beqinninq date: March 4, 2013
Completion date: April 30, 2013
Oriqinal amount of City PO: $8,900.00
Remaininq open balance transferred to
Parks PO: $3,342.00
Processed chanqe order 11/01/2013 205.00
Additional topoqraphic survey and
calculations related to Ice Rink
Project.
Processed chanqe order 03/10/2014 2,000.00
Additional survey work to resolve
boundary issues with property owners
prior to resurfacinq the Calle
Guanaiuato.
Processed chanqe order 07/18/2014 3,000.00
Amount beinq increased for additional
property line adiustment services
Processed chanqe order 04/01/2015 5,000.00
Additional amount of $5,000 approved by
SUBTOTAL
BILL TO: TAX
FREIGHT
TOTAL
Account Number Project Number' Amount Account Number. Project Number Amount
E 411.12.00.00.70420 E 000053.999 13 547.00
Authorized Signature VENDORCOPY
Page 2 / 2
ASHLAND PARK COMMISSION
20 E MAIN ST. DATE FPO NUMBER
ASHLAND, OR 97520 7/1/2014 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
Quantity Unit Description Unit Price Ext. Price
Council March 17, 2015
SUBTOTAL 13 547.00
BILL TO: TAX 0.00
FREIGHT 0.00
TOTAL 13,547.00
Account Number Project Number Amount Account Number Project Number Amount
A orized Signature VENDOR COPY
FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM
Request for a Change Order PASHLAND
Name of Supplier / Contractor 1 Consultant: -en-a- Svi rV C,t~ Total amount of this
Purchase Order Number: contract amendment:
Title/ Description: ki Vtv1 -J ~
$ 50Y
r
Per attached contract amendment
lbontract Amendment
Original contract amount $ ! 0100 100 % of original contract
Total amount of previous contract amendments D 000 ~ ,/7%9f original contract
Amount of this contract amendment L 000 '%~'/~'e/oPoriginal contract
TOTAL AMOUNT OF CONTRACT C (3 ( 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.
i
Contract amendment is within the scope of procurement: YES Y NO* (If "NO", requires Council approval I Attach copy of CC.)
Sourcing Method:
SMALL PROCUREMENT - Less than 35.000 INVITATION TO BID or COOPERATNE PROCUREMENT, QRF or
❑ "YES", the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50
amendments :5 $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 :5 $100K for Goods & Services, s
Council approval. Attach copy of Council whichever is less. $75K for Personal Services, < $50K forAttomey 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.
❑ "YES", Direct a ointments $35,000 ❑ Exempt- Reason:
pp ❑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 • 5 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 ❑ 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.
t If "NO", amount exceeding authority re uires Council approval. Contract amendment approved and signed by City Administrator.
dtt ch co of Council Communication. , 0 Lo j
ProjectNumberL~DLL,"3- olg61 Account Number
Account Number Zll - jl Z(~_I71 Q
*Expenditure must be charged to the appro late account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
e i
Employee Sign ture ' G1f , ' i / Department Head Signature: --t"2_
(Total amount of contracf? $5,000)
City Administrator:
(Equal to or greater tha $ 0 r 10%)
Funds appropriated for current fiscal year., iYES / NOS//// S
Finance Director (Equal to orp4ater than $5,000) Date
Comments:
Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 3/27/2015