HomeMy WebLinkAbout2015-339 CONT Addendum - Covey Pardee
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 Covey Pardee Landscape Architects("Consultant").
Recitals:
A, On February 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 project awarded to Covey Pardee as park
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
$6600.00
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONSULTANT: CITY OF AS D:
s BY
BY
Department Head
its PF-1Alc.lrAt, Date
DATE
Purchase Order #
Acct. No.:
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
•v
295 East Main, No. 8, Ashland, OR 97520 / 541 552 1015 / greg covey Ilc / coveypardee.com LANDSCAPE ARCHITCCrs
October 14, 2015
Scott A. Fleury, Engineering Services Manager
City of Ashland, Public Works
20 East Main Street
Ashland, OR 97520
Re: Plaza Island Landscape and Hardscape Improvements - Construction Documents
To whom it may concern:
The purpose of this correspondence is to request an addition to our fee for the above named
project.
We entered into a contract to prepare construction documents for the Plaza Island Landscape and
Hardscape Improvements project in February, 2015. This project began as an Ashland
Beautification Committee project, during which the schematic design was completed and
approved. We met with City staff on July 9, 2015 to review the completed Final Design Plans
(construction documents) and Preliminary Opinion of Probable Construction Cost. At this time, our
work was essentially complete. The following is a breakdown of our efforts from this point forward.
• At the end of the City Council meeting on August 4, 2015, the plaza project was continued.
• At the end of the City Council meeting on August 18, 2015, the plaza project was again
continued. During this meeting we were asked to consider changes to the planting design,
rail/fence design, and the selected planter pots.
• Following the City Council meetings we provided additional information to staff regarding
the planter pot selection and selected plantings.
• On September 14, 2015 we attended a City Council study session to review the project. At
this meeting we were directed to modify the planting design and to make changes to the
rail/fence design including color and installation. Council directed that the rail/fence be
redesigned so that it could be removed and reinstalled as needed.
• Following the City Council study session, we contacted a local engineer for support in the
redesign effort, specifically for input on the rail/fence mounting detail and specification.
With this information, we revised the layout, details, and specifications for the rail/fence,
and revised the planting design.
The additional time spent for the meetings, coordination, and revisions described above, is twenty-
seven (27) hours. We are requesting an addition of $2,700 to our contract. This additional fee will
cover the cost of the structural engineer we consulted with for the redesign effort.
Respectfully,
Alan Pardee
Covey Pardee Landscape Architects
CITY OF
ASHLAND
Council Communication
October 20, 2015 Business Meeting
Approval of a Change Order in Excess of 25% for the Plaza Upgrades
FROM:
Scott A. Fleury, Engineering Services Manager, Public 'Works/Engineering, fleurys@ashland.or.us
SUMMARY
Council is asked to approve a change order in excess of 25% for work required to complete the Plaza
upgrades design.
BACKGROUND AND POLICY IMPLICATIONS:
Covey Pardee Landscape Architects were awarded the Plaza design upgrade project through an
informal section process. The scope of work required Covey Pardee to develop design improvements
including a permanent fence, above ground pots and additional plantings. As requested by Council the
final design was presented before them for approval with the first meeting occurring on August 4,
2015. At that time a decision on the design was postponed until the August 18, 2015 meeting. At the
August 18 meeting Council discussed the fence and plantings. No final decision was reached as the
Historic Commission asked Council to review and provide appropriate comments on the final design.
The Council approved the Historic Commission request to review and comment on the Plaza
improvements. The Historic Commission reviewed the design and provided the Council with
comments. These comments included not installing a fence, but planting 5 gallon plants to create a
foliage barrier and adding an evergreen to the pots for winter interest.
Subsequently at the September 14, 2015 study session the Council again reviewed the design and
approved it with changes. The changes including the fence system be changed from permanent to a
removable and replaceable installation. Council determined the fence should stay in place for a two
years plant establishment period. Covey Pardee made the appropriate design changes to the fence with
the assistance of a structural engineer to verify appropriate loading. In addition, Covey Pardee made
changes to the landscape plan as well.
Due to these additional meetings and work effort Covey Pardee has requested a contract amendment to
increase the original contract from $3,800 to $6,500. The available monies will also cover inspection
time for installation of the fence, pots and plantings.
City staff has the ability to approve contract amendments up to a 25% maximum. After the 25%
threshold is reached the City Council is required to approve additional monies for contractual
obligations.
Schedule
Staff has sent out the fence construction documents in order to obtain a bid and award a contract for its
construction. The fence bid documents require the fence to be constructed and installed by November
Page 1 of2
Imo,
CITY OF
-ASH LAN D
20, 2015. Staff has also ordered the three pots as specified by the design. With respect to the plantings,
Covey Pardee have recommended due to the late timing no additional plantings should occur until
spring of 2016. Staff will bid the planting portion of the project in spring.
FISCAL IMPLICATIONS:
The additional funds will come from available transient occupancy tax (TOT) monies.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of the contract amendment with Covey Pardee for an additional $2700.00,
as this work was required by Council.
SUGGESTED MOTIONS:
I move approval of a contract amendment with Covey Pardee for an additional $2700.00 for work
associated with the Plaza upgrades.
ATTACHMENTS:
• Contract Amendment Form 910
• Covey Pardee Memo
Page 2 of 2
ItTAW11
Page 1 / 1
CITY OF
. ASHLAND MDATE PO NUMBER
20 E MAIN ST. 7/1/2015 12748
ASHLAND, OR 9752(1
(541) 488-5300 '
VENDOR: 016982 SHIP TO: Ashland Public Works
COVEY PARDEE (541) 488-5587
295 EAST MAIN STREET STE 8 51 WINBURN WAY
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
I
Quantity Unit Description Unit Price Ext. Price
THIS IS A REVISED PURCHASE ORDER
Plaza Landscape and Hardscape 3,800.00
Improvements i
t
Contract for Personal Service:
Beqinninq date: 02/17/2015
Completion date: 12/31/2015 ;
Processed chanqe order 12/16/2015 2,700.00
Additional services provided fcr Plaza
Island Landscape and Hardscape
Improvements. Completion date is also
beinq extended to June 30, 2016. Chanqe
order approved by Council Oclober 20,
2015.
SUBTOTAL 6.500.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 6,500.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E 110.01.02.20.60410 E 201409.999 6,500.00
/ A-Gthorized 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 I Consultant: Covey Pardee Landscape Architects Total amount of this
contract amendment:
Purchase Order Number:12748
Title I Description: Plaza Landscape and Hardscape Improvements $2700.00
® Per attached contract amendment
Contract Amendment
Original contract amount $3800.00 100 % of original contract
Total amount of previous contract amendments $0.00 % of original contract
Amount of this contract amendment $2700.00 71.1 % of original contract
TOTAL AMOUNT OF CONTRACT $6600.00 171.1 % 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 ir• 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 *3 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 ser, ices 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 cr:ntract; 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 withi i 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 X 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 :5 $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 h 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 SOL RCE 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 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 2014-09 Account Number 110.01.02.20.00.604100 Account
*Expenditure must be charged to the appropriate account number,, for the financials to reflect the actual expenditures accurately. Attach e ra pages if needed.
Employee Signature: Department Head Signature: °
(Total amount of contract'~.$5,000)
City Administrator:
OES a I ual to or greater than $ 5,000 or 10° )
Funds appropriated for current fiscal year: / Nub ~/~l eV 4 t c - It ' l 5
Finance Director (Equal to or greater than $5,000) Date
Comments:
Form #10 - Contract Amendment Approval Request Form, iequest for a Change Order, Page 1 of 1, 1213/2015