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HomeMy WebLinkAbout2015-109 CONT Addendum - KenCairn Landscape ADDENDUM TO CITY OF ASHLAND CONTRACT FOR GOODS AND SERVICES LESS THAN $25,000 Addendum made this 15th day of April, 2015, between the City of Ashland ("City") and KenCairn Landscape Architecture ("Contractor"). Recitals: A. On March 25, 2015, City and Contractor entered into a "City of Ashland Contract for Goods and Services Less than $25,000" (further referred to in this addendum as "the agreement"). B. The parties desire to amend the agreement to modify the project. 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 $3,000.00. 2. The scope of services is modified to add: a) Planning services necessary to demonstrate lot coverage of proposed development- and b) botanical consulting to determine the exact species of the cottonwood tree located at 380 Clay St. 3. Except as modified above the terms of the agreement shall remain in full force and effect. CONTR CTOR: CITY OF ASHLAND: BY G___ BY ( - • ~ - Department Head Its I 14e v [ IZI~ Date DATE L 2e1 Purchase Order #`1 ((0_ C) • Go.10(Apj Acct. No.: ( a SQ~ (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR GOODS AND SERVICES <$25,000 Page 1 / 1 CITY OF DATE FPO NUMBER -ACu i ASD 12809 20 E MAIN ST. 4/2/2015 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 015296 SHIP TO: City of Ashland KENCAIRN LANDSCAPE (541) 488-6002 ARCHITECTURE LLC 20 E MAIN STREET 545 A STREET ASHLAND, OR 97520 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Diana Shiplet Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Professional planninq services to 2,000.00 facilitate removal of a mature cottonwood tree on public property at 380 Clay Street. Contract for Goods and Services Small Procurement Less than $5,000 Beqinninq date: March 25, 2015 Completion date: May 31, 2015 Processed chanqe order 05/04/2015 1,000.00 Scope of services is beinq modified per attached contract addendum SUBTOTAL 3000.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 3,000.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 710.01.02.00.60410 3,000.00 Authorized`Signature VENDOR COPY FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM S H LAN Request for a Change Order Name of Supplier I Contractor 1 Consultant: KenCairn Landscape Architecture Total amount of this contract amendment: Purchase Order Number: 12809 Title 1 Description: Professional planning services to facilitate the removal of a mature cottonwood 1 O~O' OO tree at 380 Clay Street Per attached contract amendment Contract Amendment Original contract amount $ 2,000-00 100 % of original contract Total amount of previous contract amendments % of original contract Amount of this contract amendment 1,000.00 % of original contract TOTAL AMOUNT OF CONTRACT $ 3,000.00 % 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 r \ NO* (If "NO", requires Council approval I Attach copy of CC.) 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 s $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 s $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: ❑ 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 s 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 -r'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: ❑Exem t-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 Account Number «©t-(a Ot-(, '04( Q0 Account Number *Expenditure must be char ed tot appropriate a cou t tiers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature: Department Head Signature: (Total amount of contract_ $5,000) City Administrator: (Equal to orgreater than $25,000 or 10%) Funds appropriated for current fiscal year: YES / NO Finance Director (Equal to or greater than $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 412812015