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Home My WebLink About2015-340 CONT Addendum - Ace Engineering ADDENDUM TO CITY OF ASHLAND CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000 Addendum made this 12/3/15, between the City of Ashland and A.C.E engineering. Recitals: A. On October 15,201 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 increase the compensation to be paid to consultant and modify the project. City and Consultant agree to amend the agreement in the following manner. 1. Project is modified to add additional services per attached proposal for consulting at a cost of $400. 2. Except as modified above the terms of the agreement shall remain in full force and effect. CONSULTANT: CITY OF ASHLAND: BYA((01i, _I BY Department Head .C' . 3 Its Date DATE Purchase Order # Acct. No.: (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES Jason Minica From: Allan Goffe [atg@ace-engineeringllc.com] Sent: Thursday, December 03, 2015 9:35 AM To: Bruce Dickens; Chris Ward; Jason Minica Subject: Clubhouse Demo Option Attachments: 2015-26-Sl1.pdf; 2015-26-S51.pdf Hi Guys, I worked on the option for demolishing the decayed framing last night & this morning. I ended up just modifying the drawing that I had started for the remove & replace scheme. The demo scheme requires less framing, but five concrete columns & footings to support the existing roof. Two of the concrete columns and footings will be demolished & removed. I just sent this off to John Kennedy at Vitus Construction too. I dropped off the drawings for the regular scheme with him yesterday and he is looking at them this morning to give us a ball park construction cost. Hopefully he will have some numbers back to us before your next meeting. I have an additional 5 hours into the demo option, including our meeting yesterday. That is an additional $400. Let me know if there are any questions. Allan T Goffe, P.E., S.E. ACE engineering LLC (541) 552-1417 1 Page 1 / 1 ASHLAND PARK COMMISSION 20 E MAIN ST. DATE PO NUMBER ASHLAND, OR 97520 11/9/2015 00518 (541) 488-5300 VENDOR: 004149 SHIP T0: ACE ENGINEERING LLC PO BOX 231 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: net Dept.: Req. Del. Date: conta¢:t: Bruce Dickens Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Structural engineering services for 2,000.00 upgrades to Oak Knoll Clubhouse per proposal attached as Exhibit C. Contract for Personal Services Beqinninq date: 10/15/2015 Completion date: 12/18/2015 SUBTOTAL 2,000.00 BILL TO: TAX 0.00 FREIGHT 0.00 TOTAL 2,000.00 Account Number Project Number Amount Account Number' Project Number Amount E 211.12.02.06.60413 2,000.00 t Authored Signature VENDOR COPY Page 1 / 1 ASHLAND PARK COMMISSION 20 E MAIN ST. DATE PO NUMBER ASHLAND, OR 97520 11/9/2015 00518 (541) 488-5300 VENDOR: 004149 SHIP TO: ACE ENGINEERING LLC PO BOX 231 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. N;:).: Terms: net Dept.: Req. Del. Date: Contact: Bruce Dickens Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Structural enqineerinq services for 2,000.00 upqrades to Oak Knoll Clubhouse per proposal attached as Exhibit G. Contract for Personal Services Beqinninq date: 10/15/2015 Completion date: 12/18/2015 Processed change order 12/18/2015 400.00 Addtional services-per- attached contrac addendum-and -email (s)b',~ r-official written proposal on company letterhead, not informal email) I SUBTOTAL 2A00.00 BILL TO: TAX 0.00 FREIGHT 0.00 TOTAL 2,400.00 Account Number Project Number Amount Account Number Project Number Amount E 211.12.02.06.60413 2,400.00 Auth zed Signature VENDOR COPY FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM S H LAN Request for a Change Order Name of Supplier 1 Contractor I Consultant: Allan Goffe, ACE Engineering Total amount of this contract amendment: Purchase Order Number: #00518 Title I Description: Structural Engineering Services for Oak Knoll Golf Course Clubhouse upgrades $ 400.00 ® Per attached contract amendment Contract Amendment Original contract amount $ 2,000.00 100 % of original contract Total amount of previous contract amendments 0 % of original contract Amount of this contract amendment 400.00 20 % of original contract TOTAL AMOUNT OF CONTRACT $ 2.400.00 120 % 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 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 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 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 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 s 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 Number _211 -12_-02-06_-604130Account Number---.-----. 'Expenditure must be char to they~ appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature: ~(L ' Department Head Signature: (Total amount of contract -$5,000) City Administrator: (Equal to orgreater than $15,000 or 10%) Funds appropriated for current fiscal year. YES / NO Finance Director (Equal to orgreaterthan $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form-, Request for a Change Order, Page 1 of 1, 12/8/2015