HomeMy WebLinkAbout2015-273 CONT Addendum - Architectural Resources
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ADDENDUM TO CITY OF ASHLAND !
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this 29th day of September, 2015, between the City of Ashland
("City") and Architectural Resources Group ("Consultant").
Recitals:
A. On May 19, 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
revise the scope of work.
City and Consultant agree to amend the agreement in the following manner:
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1. The date for completion as specified in Paragraph 3 of the agreement is extended to
December 31, 2015.
2. The scope of work is revised to delete the task of developing and revising a public
brochure and to add the tasks of code research of other jurisdictions and an additional
public meeting. The revised scope of work attached as Exhibit A.
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3. Except as modified above the terms of the agreement shall remain in full force and
effect.
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CONSULTA T: CITY OF SHLA7-,,_-~---
BY BY Dep Head
Its 1 r ' ad a. D to Z< z-c> > 3~
DATE 10 It t 2C1• 157
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Purchase Order # i.
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Acct. No.:
(For City purposes only)
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I- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES !
Timellne: October/November 2015
ARG will discuss the draft standards in two public meetings (e.g., focus group of development industry
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professionals or historic district property owners, Historic Commission, or Planning Commission) and
collect feedback regarding the draft documents.
Develop Revised Standards
Timeline: October/November 2015
Based on feedback from the Ashland Planning Division and the Historic Commission, ARG will revise the
draft standards. Electronic copies of the revised documents will be submitted to the Ashland Planning
Division.
Planning Commission/Historic Commission
Timeline: November/December 2015
City Planning staff will present the revised standards at a joint meeting of the Planning Commission and
Historic Commission. Note: if ARG participation in this meeting is requested by the City, it will be treated
as an additional service billed on a time and materials basis.
FEE SCHEDULE
Based on our review of the RFP, as well as past experience with similar projects, ARG has developed the
following preliminary fee estimate for the project. We welcome the opportunity to work with the €
Planning Division to refine this fee schedule as appropriate. Matthew Davis's billing rate is $125/hour. y
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Phase l: Development of Draft Standards
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Deliverables: 1
• Historic Commissioner Meetings
• Focus Group Meeting
• Draft Positive and Negative Impacts Memo
• Draft Procedures and Standards for Exterior Alterations
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Estimated cost: $8,000 (64 hours)
Phase II: Development of Revised Standards
Deliverables: i~
• Historic Commission Meeting
• Two Public Meetings 1
• Revised Standards
• Joint Planning Commission/City Council Meeting
• Final Standards
Estimated cost: $6,000 (48 hours)
Reimbursables
Travel expenses (mileage or airfare plus car rental) related to attendance at four meetings are estimated
to be approximately $1,500. i
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TOTAL ESTIMATED FEE: $14,000-r $1,500 in reimbursables i
Reimbursable Expenses shall be billed at cost plus 15% and shall include the following:
• Reproduction costs such as printing or duplication of drawings, specifications, written reports,
and cost estimates, etc.
• Out-of-pocket expenses for authorized travel in connection with work.
• Travel: (including local) IRS allowable rate plus tolls and parking.
Data: Long distance telephone/database access charges, etc.
• Cost of models, special renderings, photography, special process printing, special printed reports
or publications and maps.
• Postage and delivery charges.
• Professional consultants retained with client approval.
• Specialized equipment rental (required by the project).
Billing rates effective January 1, 2015 through December 31, 2015. Rates shall increase 5% each year
until the project is completed.
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CITY OF
ASHLAND DATE PO NUMBER
20 E MAIN ST. 7/1/2015 12878
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 019450 SHIP TO: Ashland Planning Department
ARCHITECTURAL RESOURCES GROUP (541) 488-5305
9 PIER, THE EMBARCADERO #107 51 WINBURN WAY
SAN FRANCISCO, CA 94111 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Amy Gunter
Special Inst: Confirming? No
Quantity Unit Description Unit Price Ext. Price
THIS IS A REVISED PURCHASE ORDER
Historic District Exterior Alteration 16,000.00
Standards - Desiqninq, implementinq a
public involvment process, evalution of
benefits and neqative impacts of
establishinq approval process and
creation of standards for review that
include handouts and qraphics providinq
direction for appropriate review
process.
Contract for Personal Services
Beqinninq date: Mav 4, 2015
Completion date: September 30, 2015
Processed chanqe order 10/06/2015 i
Completion date has been extended to
11/30/2015 per attached contract
addendum.
SUBTOTAL 16 000.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 16,000.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E 110.09.27.00.61070 E 000393.999 16,000.00
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AutK6rized Signature VENDOR COPY
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CONTRACT AMENDMENT APPROVAL REQUEST FORM CITY OF Request for a Change Order ASHLAND
Name of Supplier I Contractor I Consultant: Architectural Resources Group Total amount of this
contract amendment
Purchase Order Number: 12878
i $ NIA - amendment is to
Title (,Description: Historic District Exterior Alteration Standards
extend the completion date
[D` Per attached contract amendment to 11130/15
Contract Amendment
Original contract amount
$16,000,00 100 % of-original contract ;
Total amount of previous contract amendments N/A j % of original contract
Amount of this contract amendment N/A % of original contract
TOTAL AMOUNT OF CONTRACT a
$16,00/~ % 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
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Contract amendment is within the scope of procurement: YES X NO* (if ''NO", requires Council approval] 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 contractamount 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 forAtforney Fees.
Communication. ❑ 1f "NO", amount exceeding authority requires ❑ If W, 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 appolntment s $35,000 ❑ Exempt- Reason:
❑ If "NO", requires approval.
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INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT
Goods & Services - $5,000 to $100.00 0 ❑ "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
X "YES", the total amount of cumulative amendments whichever is less. requiring the contract amendment
s 25% of original contract amount. ❑ If "NO", amount ❑ If "NO", amount exceeding authority requires ❑ Obtain direction and written approval from City
exceeding authority requires Council approval. Attach Council approval. Attach copy of Council Administrator
copy of Council Communication. Communication. ❑ If applicable, attach copy of Council Communication
❑ Exempt -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: (Dale)
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 Councli Communication.
Project Number E000393 - 999 Account Number 11 D - 09 - 27.00 - 610700 Account Kummer - - -
*Expenditure must be charg4to f appropriate ac ounf numbers for the financials to reflect the actual expendrtute accurate Attach extra pages if needed.
Employee Signature: % i Department Head Signa ure.t
( (Totala ountofcontract?$5,000) i
City Administrator:
E ual to or greater than $25,000 or 90%)
Funds appropriated for current fiscal year., YES / NO
Finance Director (Equalto orgreaterthan $5,000) Date
Comments:
Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 9125/2015