Loading...
HomeMy WebLinkAbout2015-296 CONT Addendum - RH2 Engineering .,GE ~G F-'/ ADDENDUM TO CITY OF ASHLAND CONTRACT FOR PERSONAL SERVICES 2015, between the City of Addendum made this day of Ashland ("City") and RH2 Engineering Inc. ("Consultant"). Recitals: A. On March 13, 2014 City and Consultant entered into a "City of Ashland Contract for Personal Services" (further referred to in this addendum as "the agreement"). B. The parties desire to amend the agreement to modify the scope, and increase compensation to be paid to Consultant for contract. City and Consultant agree to amend the agreement in the following manner: 1. The date for completion as specified in Paragraph 3 of the agreement is not extended. 2. Scope of services and fee estimate are modified as detailed in the attached letter dated September 10, 2015 from RH2 Engineering, Inc. to the City of Ashland, Exhibit A; Additional services as requested and additional pump station design services as required with an increase in compensation of $206,331. The revised TAP Emergency Intertie Project contract compensation is $1,170,484. 3. Except as modified above, the terms of the agreement shall remain in full force and effect. CONSULTANT: CITY OF ASHLAND: By Ac-tj artment Head Its I r~-~-` T Date -tt It DATE Z3 / J Purchase Order # Acct. No.: (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES ..%I';IlJj~4{7~, i'Y- ft IN" -i )r` Lr1..J KA P_'Su'-c I N E E R S N N E R S N T I S T S lqw September 10, 2015 AMENDMENT NO.2 - RH2ENGINEERING.INC. EXHIBIT A vNiw.rh2.com mailbox0th2.com 1.800.720.6052 Mr. Morgan Wayman Senior Project Manager City of Ashland WASHINGTON 51 Winburn Way LOCATIONS Ashland, OR 97520 BOTHELL [ r( / / MAIN OFFICE Sent iia Elvai) and UMai 22722 29'" Drive SE, Suite 210 Bothell. WA 96021 Subject: TAP Intertie Booster Pump Station - Amendment 2 BFLLINGHAM Additional Services as Requested Additional Pump Station Design Services EAST WENATCHEE Dear Mr. Waxman: ISSAQUAH Since the completion of the Talent Ashland Phoenix (TAP) Emergency Intertie pipeline, and RICHLAND the temporary pump station construction, RH2 Engineering, Inc., (RH2) has been assisting the Cite of Ashland (City), at the City's request, to evaluate and recommend options for the TACOMA completion of the permanent pump station. The emergency project was initiated in March 2014, and required project completion and water delivery for beneficial use by the Cite no later than August 2014. Throughout die project, the design team and City strived to present OREGON LOCATIONS options and make decisions that achieved a balance between providing long-term value and meeting short-term expediency necessary to complete the project on time. NORTHERN OREGON MAIN OFFICE Durin of the original Scope of Work and Fee Estimate, the City asked RH2 to 6500 SW Macadam Ave. Sucre 125 g preparation Portland, OR 97239 include information pertaining to the design and construction of a potential future permanent pump station facilities in Ashland. In December 2014, the Cite made the decision to move SOUTHERN OREGON ahead with the construction of the permanent pump station located near the existing Central Point temporary pump station constructed in August 2014. Since that decision date, the City acquired the site for construction, applied for funding, and requested that RH2 begin the CENTRAL OREGON process of designing the permanent facility. Due to funding requirements and the uncertainty Bend of the actual location, the original Scope of Work and Fee Estimate was slightly modified to include work that was not previously anticipated. At this time, we have delivered Final Review construction documents for the City to review and provide comments. As RH2 and the City have discussed on several occasions during the design process, substantial costs have accrued above and beyond what was originally estimated for this project. Unanticipated project complexities and additional work assignments requested b)• the City contributed to the increase in scope and fees for the project. U7; Ilb`15 I:U? PA1 IVISudrellll7umVCt) A11u14-II11VnU (_lmmas acrd PA[\Cumraa - GnU~r ru .11 Ati~mzn imm 111n11arJ rc l':V' PS Amend tin ? ?fq Ml711 rduct )RIGirvf`L 4-- J~r'Gc n1("i C:~~: ~ FKA City of Ashland September 10, 2015 Page 2 During the pump station design, several additional tasks were completed that were not originally scoped and budgeted in the original contract, or the subsequent amendment. Below is description of the additional work and the estimated fee for each additional task. Additional Services as Requested Coordination and Installation of Temporary Pumping In early May 2015, RH2 was asked by the City to coordinate the re-installation of the temporary pump by August 2015. This work included price negotiation with the pump supplier, Xylem, requesting and reviewing installation costs from contractors, and overseeing start up services after delivery to the City. The original schedule was to install the pump by August 15"', 2015, to run for 30 days to verify the system was fully operational. Due to complications with the Terrace Street pumping facilities intake, the City requested RI-12 to expedite the process and move up the pump delivery to June 23"', 2015. RH2 proceeded as directed by Cit}' staff, having the pump delivered and installed within that time, as requested. The endeavor required additional efforts during the rush of installation. The original scope of services did not include scope or budget encompassing these services. The total additional expenditure for this work is estimated to be $4,920. Alternatives Analyses for Pump Selection During the process of working with the City to refine the options for the permanent pump station, R-12 prepared Technical Memorandum No. 6. Preparation of this memo was not included in the original scope, but was necessary to fully evaluate and present recommendations on the different construction opportunities for the pump station. Technical Memorandum No. 6 was delivered to the City on May 22"d, 2015, and was utilized by the City to arrive at the decision to upgrade the facility. The City chose the option to have an installed capacity of 3 MGD after construction, and possess the capability of 3 MGD FIRM capacity in the future with limited modifications to the facility. This upgrade required additional design effort to accommodate future expansion. Additional work included evaluating multiple electrical scenarios, programming options, construetability reviews, and additional hydraulic modeling and surge analysis. The total additional expenditure for this work is estimated to be $23,344. Design for Emergency Pump Station to Pump Water from Granite Pressure Zone to the Crowson Pressure Zone During the design of the temporary TAP pump station, RH2 began hydraulic evaluations to verify the feasibility to convey water from the Granite pressure zone up to the Crowson pressure zone. During the preliminary evaluations RH2 determined that the best option was to pump water from Granite zone to Crowson zone at a location along Granite Street. On May 13`I', 2015, the City of Ashland requested that RH2 move forward with the design for an emergency facility that could be installed during the summer of 2015, if necessary. This effort included site visits, site and mechanical design, hydraulic analyses, multiple scenario modeling runs, pump selection, document preparation, coordination with pump suppliers, and review with the City. The total additional expenditure for this work is estimated to be S21,680. Design for Installation of Second Flow Meter Additional services were provided to work with the power company and design a second flow meter vault on the TAP pipeline at the Talent City limits. RH2 had been aware of this portion of the project, but it had not been decided at the time of the original scope development that this item would be installed. The total additional expenditure for this work is estimated to be S4,260. (0110/ 1 i 102 IN 'l.:iNu~haVUauU.U V, 1014 (61'11(1 C.'-w andPAIAConmcr-C¢.AL,r~.1!1Aaymmform I IiAhdrcT 1 P PS Amend Nu?2nliuolud- -Tom P&A City of Ashland September 10, 2015 Page 3 Additional Pump Station Design Services Additional Architectural Features to Meet the Property Owner Requirements, Mechanical, and Electrical Upgrade Design for Future Pumping Capacity The original scope for the pump station design included a typical block CMU building with standard finishes and framing to include space for one or two pumps. A much larger and more complex custom building design was required to accommodate the City's modified capacity requirements and the requests of the property owner. A substantial amount of time involved creating a custom building that functions properly as a pump station, while maintaining an aesthetic appearance that would blend in with the property owner's future plans for the neighborhood. Items such as the ventilation and mechanical access to the pumps for future removal and replacement complicated the design compared to standard designs which include large doors, and typical louvers and hatches. Additional required design elements were incorporated to make the design consistent with the accepted easement agreement between the City and the property owner. Some of the listed additional design elements are listed below. • RI-12 completed the architectural design for the facility in-house without utilizing an architectural sub-consultant. • The building site procured by easement was originally determined based on a standard pump station building. The increased size requirements and complexities associated with the upsize made the final design much more challenging within the constrained site. • Coordination of exterior doors, windows, and roof lines had to be manipulated to match the architectural style while maintaining functionality of the inside of the building. • The design and detailing of the removable cupola and ridge skylight where not anticipated in the original scope of work and required additional unanticipated effort. The total additional effort for this work is estimated to be $52,540. Additional Specification and Plan Requirements from the Funding Agency The use of IFA Federal funding required additional meetings, coordination, and modifications that were not expected to be included in the project bid documents. The assumption during the original scoping was that the previous requirements had not changed. The requirements did change, creating significant modifications to be included in the contract documents to meet the new regulations. The total additional effort for this work is estimated to be S2,640. Coordination of Site Design to Be Consistent With Planned Improvements Additional design effort was required to complete the site improvements to correspond with the future development in the area. The site is adjacent to existing and proposed improvements, which presented grading challenges, and conflicts with existing utilities. In the future, the site will tie into adjacent hardscape on three sides. This type of design requires a level of accuracy and planning far beyond what is generally expected. In most instances, adjacent site grades are known and already exist. In this situation, it was necessary to design the grades that are substantially elevated above the flood plain. The grading needed be consistent with the future grades of the adjacent development when it is complete. Existing soil conditions and modifications to the building envelope caused the redesign of the site several times to meet these grading requirements and site constraints. The grading challenge coupled with the circumventing of many existing utilities created a challenging site that consumed more time than expected. The total additional effort for this work is estimated to be 546,833.00. 1nmJP.~Ilarzl n•1':A1'1'ti .Anerd X..32NlSu'11a Lc IN/1N 13 1912 PM 7.:ABd~eli'~ DataVCUAVtill -x!13Vao Cow.m andI I\ -i-t Cin~l.~r aim... t..;i; II,.H4_4 _ 7 r' JF~._, 'ilJf. 1 V F&T 41 P AF City of Ashland September 10, 2015 Page 4 In total, to maintain the current level of support suggested in the original scope of work for services during construction (SDC), and to cover the items discussed above RH2 needs to increase the fee estimate an additional $206,331 to the contract. This would increase the total project contract to $1,170,484. While it is not the preference of the Cite or RH2 to execute an amendment for additional work after the fact, we trust that the Cit}' concurs that RH2 worked diligently with the City under tight timelines to deliver the products necessary to obtain quality bids and proceed with the construction of this facility. Our work was performed in the City's best interest and in good faith that we would be fairly compensated for the value we have provided to the City on this important project. Sincerely, RH2 ENGINEERING, INC. 'rfte~11-Ballard, P.E. Southern Oregon Regional Manager RB/)B/d1/dl 10), 111,' IS I:n7 P.11 /.dlknhdlAData iG > X\ 114 053V0 Cunmsn and PVIA: l - Gq VLv o. >I 1t nman fmm I fSxllanl n T4P :Amend \n ? ~ll;u91 U ducx Page 1 / 1 CITY OF l AS H LAN D DATE PO NUMBER ,20 E MAIN ST. 7/1/2015 12224 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 018543 SHIP TO: Ashland Public Works RI-12 ENGINEERING, INC (541) 488-5587 22722 29TH DRIVE SE 51 WINBURN WAY SUITE 210 ASHLAND, OR 97520 BOTHELL, WA 98021 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: contact: Morqan Wavman Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Enqineerinq Tap Intertie 948,979.00 Contract for Personal Services Beqinninq date: 03/01/2014 Completion date: 06/30/2015 Processed chanqe order 04/14/2015 15,174.00 Per attached contract addendum dated April 8, 2015, Phase 4, Final Pump Station Desiqn, Services durinq Biddinq & Construction, Completion date has been extended to October 1, 2016 Processed chanqe order 10/22/2015 206,331.00 Additional services beinq added per attached contract addendum dated 09/28/2015. SUBTOTAL 1,170,484.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 1,170,484.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.15.00.70420 E 200808.100 1,170,484.00 X~w Autho ized Signature VENDOR COPY FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM S H LAN Request for a Change Order Name of Supplier/ Contractor/ Consultant: RH2 Engineering Total amount of this contract amendment: Purchase Order Number: 12224 Title I Description: TAP Permanent Pump Station - Additional Requested Services $ 206,331.00 ® Per attached contract amendment Contract Amendment Original contract amount $948,979.00 100 % of original contract Total amount of previous contract amendments 15,174.00 1.6 % of original contract Amount of this contract amendment 206,331.00 21.74 % of original contract TOTAL AMOUNT OF CONTRACT $1,170,484.00 23.34 % of original contract In accordance with OAR 137-047-0800: 1) The amendment is within the s,-ooe 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 serices 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. LvL Contract amendment is within the scope of procurement: YES Gr✓,-171- ~ ~ CL~ 41 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 :5 $6,000. )RI "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!-. $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 ❑ Exemp:- 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 !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: ❑ Exem -Reason: ❑ Exempt- Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑ "YES", the total amount of original contract and cumulative amendr cents 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: 2008-08 Account Number: 670.08.15.00.704200 *Expenditure must be charged ~dtttoootthe appropriate ccount number,, for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature: Department Head Signature: _ Pc R m CIO (Total _ nof c act? $5,000) City Administrator: - (Equal to orgreater than $25,000 or 101%) Funds appropriated for current fiscal year: YES' ,C~ lc~/~/~o> Finance Director (Equal too greater than $5,000) Date Comments OMLy 42efOM 201 S- -Zo t -7 Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 9/15/2015