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Home My WebLink About2015-125 CONT Addendum - Pathway Enterprises ADDENDUM TO CITY OF ASHLAND CONTRACT FOR JANITORIAL'SERVICES Addendum made this 4T" day of May , 2015, between the City of Ashland ("City") and Pathway Enterprises, Inc. ("Contractor"). Recitals: A. On July 2, 2014, 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 scope of services to include the Ashland Police Substation. City and Consultant agree to amend the agreement in the following manner: 1. The scope of work is being modified to include the Ashland Police Substation at a cost of $115.06 per month. 2. Except as modified above the terms of the agreement shall remain in full force and effect. CONTRACT CITY ASHLAND: BY [h 4•d S .n (~n~rAt} SCfV,L~T 17,~tc}v+'' ,,Department Head Its Date DATE S J'7 120 Purchase Order#i - 'r Acct. No.: (For City purposes only) - CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR GOODS AND SERVICES <$25,000 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project City of Ashland Police Sub Station Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 37.39 Equipment, Tools & Subcontracting (from small equipment worksheet) $ Subtotal1 $ 37.39 Labor Direct Labor (from labor daily worksheet) $ 1,025.80 Overhead See Overhead Worksheet $ 234.73 Delivery Transportation (from Trans & Reserve worksheet) $ - Total Before Margin $ 1,297.91 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 82.85 Total Bid Yearly $ 1,380.75 Monthly $ 115.06 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet Page-1 / 1 CITY OF ,J. . ASHLAND DATE PO NUMBER 20 E MAIN ST. 7/25/2014 12396 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 005727 SHIP TO: Ashland Building Maintenance PATHWAY ENTERPRISES INC (541) 488-5358 1600 SKY PARK DR STE 101 90 N MOUNTAIN AVENUE MEDFORD, OR 97504 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Dale Peters Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Janitorial Services - FY 2015 106,250.52 Contract for Janitorial Services Beginning date: July 2, 2014 Completion date: June 30, 2015 4.00 Mo Processed change order 03/31/2015 115.06 460.24 Adding location: Police Substation Monthly charge: $115.06 Per attached contract addendum SUBTOTAL 106 710.76 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 106,710.76 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 110.06.11.00.602351 460.24 E 410.08.24.00.60235 106 250.52 Authorized Signature VENDOR COPY FORM #lo CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM 5 H LAN Request fora Change Order Name of Supplier/ Contractor 1 Consultant: Total amount of this contract amendment: Purchase Order Number: ~ ~ ~ ~ & G 0 Title/ Description: cv~-G y" $ ~ ~ --7 ~f- Per attached contract amendment Contract Amendment Original contract amount $ 100 / of original contract Total amount of previous contract amendments % of original contract ,4 Z s 2 % of original contract Amount of this contract amendment TOTAL AMOUNT OF CONTRACT $ ~ 2 7 6 % 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 t' NO* (If "NO", requires Council approval l 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 $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 s $100K for Goods & Services, 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 appro I. Attach co 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 < 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 ❑ Exem t-Reason: ❑ Exem t-Reason: ❑ Exem t-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 AccountNumber___- *Expenditure must be charged to the appropria e aa'ccount nu b7 es for the fina cials to reflect the actual expenc~iCilrgs a~acurately. Attach extra pages if needed. Employee Signature:, c_?1e artment Head Signature: o a1 amount of contract? $5,000) City Administrator: r (Equal to or greater tthan $25,000 or 10%) Funds appropriated for current fiscal year I'ES / NO 7/$,r f F n' ance Director (Equal! orgreaterthan $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 511212015