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Home My WebLink About2015-263 CONT Addendum - Kencairn Landscape ADDENDUM TO CITY OF ASHLAND CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000 Addendum made this 28th day of August, 2015, between the City of Ashland ("City") and KenCaim Landscape Architecture ("Consultant"). Recitals: A. On January 25, 2015 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 extend the date of completion and increase the compensation to be paid to the consultant. C. The agreement is amended as required by the City Council for increased work associated with the Downtown Beautification projects awarded to KenCaim as part of original contract. City and Consultant agree to amend the agreement in the following manner. 1. The date for completion as specified In the original agreement Is extended to June 30, 2016 and the maximum price as specified in the original agreement is increased to $16,900 2. Except as modified above the terms of the agreement shall remain in full force and effect. CONSULT T: CITY OF ASHLAND: BY BYz~~~ Department Head 1 eV42,Y l4iiN GAI►2#J Date 7-17-IC DATE 5, 15 Purchase Order # Acct. No. (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES KenCairn l,~md5~a~~ 1r~hiiec(ure Pioneer Street Triangle and Pioneer Parking Lot Landscape Improvements Hardscape and Landscape Improvements Proposal for Landscape Architectural Services - Additional Services Kencairn Landscape Architecture Kerry KenCairn Landscape Architect, Principal 545 A Street suite 3 Ashland, Oregon 97520 Phone 541488-3194 kerry@kencairnlandscape.com August 28, 2015 Additional Services: Additional Services are based on responding to information and design requested by the City of Ashland City Council. We will provide alternative design concepts based on current research in tree protection and adjustments in response to the arborist report. A narrative will accompany this work describing the alternatives, the research behind them, and the pros and cons of each alternative in comparison to the originally submitted design. This proposal also includes an arborist assessment, report and testimony at the appropriate city council meeting. ESTIMATED PROJECT COSTS with ACTIONS and DELIVERABLES for TWO SITES Meetings $400.00 City Council Tree Commission Staff - Team Arborist Assessment and Report $400.00 Assess Trees Make Recommendations Attend City Council Meeting Conceptual Design $2,000.00 Integrate arborist report Research alternative practices Develop alternative approaches to both sites Concept Drawing Development Preliminary Grading Concepts Incorporate City curb and ramp changes Review with Staff Narrative $500.00 Develop Pros and Cons narrative for alternative plans TOTAL ESTIMATED PROJECT COSTS $3,300.00 Fee Schedule: Landscape Architect Principal .......................................$95.00 per hour Staff Landscape Architect ..............................................$85.00 per hour Support Staff Drafting $60.00 per hour Page 1 / 1 CI TY O F AS H LAND DATL PO NUMBER 20 E MAIN ST. 7/1/2015 12718 mift ASHLAND, OR 97520 (541) 488-5300 VENDOR: 015296 SHIPT:): Ashland Public Works KENCAIRN LANDSCAPE (541) 488-5587 ARCHITECTURE LLC 51 WINBURN WAY 545 ASTREET ASHLAND, OR 97520 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Scott Fleury Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Landscape Architectural Services 13,600.00 Pioneer Parkinq Lot Landscape Improvements, Not to exceed'$13,600.00 Contract for Personal Services Beqinninq date: 01/20/2015 Completion date: 12/31/2015 Processed change order 02/06/2015 to add project number Processed change order 09/23/2015 3,300.00 Processed change order for extra work required by Council per attached contract addendum i BILL TO: Account Payable SUBTOTAL 16900.00 TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 16, 900.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Slumber Project Number Amount E 110.01.02.20.60410 E 201409.999 16 900.00 Auth ed Signature VENDOR COPY FORM #10 7 CITY Of CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order ASHLAND Name of Supplier 1 Contractor 1 Consultant: ~E,,, ~iizn, TKO Total amount of this Purchase Order Number: eZRka a2,c" tTEczUL5. contract amendment: Title 1 Description: t_~ntogcc ,~,zcµ t caE~tL,tb,L, SE~.~t~~~ 3~ 3cc Per attached contract amendment Contract Amendment Original contract amount $ l3~ 100 % of original contract Total amount of previous contract amendments t to % of original contract Amount of this contract amendment 3j % of original contract TOTAL AMOUNT OF CONTRACT IZ.ct- ~ % 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 NO* (If "NO", requires Council approval 1 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 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 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 a roval. 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. ❑ If "NO", amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. Attach co of Council Communication. Project Number Account Numbert 10 -C*-b2-Zo-(-D4100 Account Number i *Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditt~s`accurately. Attach extra pages if needed. Employee Signature' Department Head Signature: (Total amount of cbntract? $5,000) City Administrator: (Equal to or greater than $25,000 or 10%) Funds appropriated for current fiscal year: 6,E / NO zaex - 9/- _ Finance Director (Equal to orglQer than $5,000) '1/ '-Mb5te Comments: 2L0A.CM.r. - 6&A e...y 6&44Vvc,MS ez oiff-v r~&~~ rzEQi)tQFQ 1&Y GONG((--, , ` Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 9/812015