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Home My WebLink About2016-152 CONT Chg Order #2 - Carols Colors CAROL'S COLORS LANDSCAPING Maintenance and Construction 87 W. Nevada St, Ashland, Oregon 97520 541-535-7074 www.carolscolors.com FAX 541-708-0946 Date: May 25, 2016 Name: City of Ashland Property Address: Gilligans Island Billing Address: Contact Information: Julie Smitherman (541) 621-4518 smithermanj@ashland.or.us Landscape Development Proposal: Procure pickup and replace guara and plant additional plants amongst the helianthemum We will remove all guara and relace with (8) Salvia endless love 1 gallon (5) Coreopsis Red satin 1 gallon (6) Coreopsis Zagreb 1 gallon We will interplant amongst the heliantemum with (9) Penstemon Nearly red 1 gallon (7) Erigeron Profusion 1 gallon Bid: $430.00 Payments are to be made as follows 0 with the signed contract, Y2 of Contract by the start date, and Balance of Contract at the completion of the project. ACCEPTANCE Carol's Colors is hereby authorized to furnish all material, equipment and labor required to complete the work described in the above proposal, for which the undersigned agrees to pay the amount stated in said proposal and according to the terms thereof. Any change involving extra cost of labor or materials will be executed upon submission and acceptance of a written change order. In the event this account is referred to collection you agree to pay all costs of collection. The proposal is accepted by the client signing and returning this contract or by accepting any of the work described on the proposal. Accepted by Julie Smitherman Date Accepted by Ben Graffis for Carol's Colors Date Note: This proposal may be withdrawn by us if not accepted within 60 days. Page 1 of 2 Licensing- We are a fully licensed and insured company holding the following licenses: • Oregon Landscape Contractors License #9055 (including Irrigation and Backflow categories) • Oregon Pesticide Applicators License #AG-L1020578CPO (including Ornamental Insecticide & Fungicide and Herbicide categories) Warranty- All plant material will be guaranteed for 1 year from date of completion based on a fully functional irrigation system. Damage or loss of plant materials due to vandalism, freezing or acts of neglect by others, is exempt from Contractor's replacement responsibility. Irrigation parts, low voltage lighting and workmanship are guaranteed for 1 year from date of project completion. Follow ups for complete irrigation installation- We will provide you with a laminated legend of your system listing the zone numbers and what areas they cover to be placed in your control box for easy reference. We will either winterize or turn-on your system the first year- free of charge. -The winterization phase of this service protects your system against freezing by draining the water from vulnerable areas. -The Turn-on phase of this service includes manually running through the system and checking for breaks and/or coverage adjustments. (Repairs are free if they are a result of faulty materials or workmanship on our part, otherwise they can be done at a rate of $65/hr.) References: Oregon Shakespeare Festival Susan Sullivan P.O. Box 158 305 Stoneridge Ashland, Oregon Ashland, Oregon 97520 Scott 541-482-2111 ext 385 541-512-9684 Reid Hanna Peter & Sharon Potemkin 1101 Siskiyou 195 Carolyn Court Ashland, Oregon Talent, Oregon Tom Reid 541-944-4149 541-482-3711 David Bryant & Mary Zarc Rick & Alison Penfield 551 Strawberry Lane 100 Ridge Rd. Ashland, OR 97520 Ashland, OR 415-786-5589 541-482-7557 Please call our references. We are proud of our track record. Landscape/Irrigation Contractors License #9055 Landscape Contractors Board 2111 Front Ste NE Ste 2-101 Salem, Oregon 97301 (503) 967-6291 Page 2 of 2 Licensing- We are a fully licensed and insured company holding the following licenses: • Oregon Landscape Contractors License #9055 (including Irrigation and Backflow categories) • Oregon Pesticide Applicators License #AG-L1 020578CPO (including Ornamental Insecticide & Fungicide and Herbicide categories) Warranty- All plant material will be guaranteed for 1 year from date of completion based on a fully functional irrigation system. Damage or loss of plant materials due to vandalism, freezing or acts of neglect by others, is exempt from Contractor's replacement responsibility. Irrigation parts, low voltage lighting and workmanship are guaranteed for 1 year from date of project completion. Follow ups for complete irrigation installation- We will provide you with a laminated legend of your system listing the zone numbers and what areas they cover to be placed in your control box for easy reference. We will either winterize or turn-on your system the first year- free of charge. -The winterization phase of this service protects your system against freezing by draining the water from vulnerable areas. -The Turn-on phase of this service includes manually running through the system and checking for breaks and/or coverage adjustments. (Repairs are free if they are a result of faulty materials or workmanship on our part, otherwise they can be done at a rate of $65/hr.) References: Oregon Shakespeare Festival Susan Sullivan P.O. Box 158 305 Stoneridge Ashland, Oregon Ashland, Oregon 97520 Scott 541-482-2111 ext 385 541-512-9684 Reid Hanna Peter & Sharon Potemkin 1101 Siskiyou 195 Carolyn Court Ashland, Oregon Talent, Oregon Tom Reid 541-944-4149 541-482-3711 David Bryant & Mary Zarc Rick & Alison Penfield 551 Strawberry Lane 100 Ridge Rd. Ashland, OR 97520 Ashland, OR 415-786-5589 541-482-7557 Please call our references. We are proud of our track record. Landscape/Irrigation Contractors License #9055 Landscape Contractors Board 2111 Front Ste NE Ste 2-101 Salem, Oregon 97301 (503) 967-6291 Page 2 of 2 ye k Page 1 1 1 CITY OF ASHLAND DATE PO NUMBER 20 E MAIN ST. i 11/20/2015 13251 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 006991 SHIP To. Ashland Public Works CAROL'S COLORS (541` 488-5587 P O BOX 1169 51 WINBURN WAY PHOENIX, OR 97535 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. MD.: Terms: Net Dept.: Req. Del. Date: Contact: Julie Smitherman Special Inst: Confirming? No I Quantit Unit., Description Unit Price Ext. Price I' Landscape improvements on the 18,697.00 Main/Helman Street median I .Contract for Goods and Services i Beqinninq date: 12111/2015 Completion date: 12/31/2015 i I f I i I SUBTOTAL. 18 697.00 BILL TO: Account: Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL. 18,697.00 ASHLAND, OR 97520 Account Nurtlber Project Number Amount Account:Jumber Project Number Amount E.670.08..15.00.6041 01.8 697.00 i i r Authored Signature.' I 1 VENDOR COPY FORM #3 CITY OF ASHLAND REQUISITION Date of request: 11/19/15 Required date for delivery: 41:15 Pkf Vendor Name Carol's Colors Landscaping Address, City, State, Zip 87 West Nevada Contact Name & Telephone Number Greg Williams 541-535-5493 Fax Number 541 -535-5493 SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ® (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until Date Description of SERVICES Total Cost Landscape improvements on the Main/Helman Street Median. $18,697 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost See Attached Contract for Goods and Services 18,697 TOTAL COST ® Per attached quotelproposal $18,697 Project Number _ _ _ _ _ _ - _ _ _ Account Number 670.08.15.00.604100 Account Number Account Number- __-__-__-'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support -Yes /No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Employee:...`~ ....~F°,, . Department Head: (Equal to or greater than $5,000) Department(Ianager/Supervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year tYES / NO Finance Director- (Equal to or greater `an $5,ooo) Date Comments: Form #3 - Requisition CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS CONTRACT CHANGE ORDER NO. 1 PROJECT: Helman/North Main Median Landscaping Improvement DATE: 12/28/15 LOCATION: Helman / North Main Median PROJECT NO.: 13251 CONTRACTOR Carols Colors This additional work is associated with the required installation and landscape improvements at Helman / North Main Median, *a "gilligan's Island. This Change Order extends the contract completion date to January 15, 2016. Item No. Description Quantity Unit Price Amount Item #I Cover gravel edge along curb Per attached with mulch and revisit in spring Invoice to bring up grade if too much 1 LS $100.00 $ 100.00 Item #2 Remove soil and mulch along Per attached sidewalk to approximately 4" Quote deep x 4" wide and replace with 1LS $130.00 $ 130.00 Item #3 Install suggested irrigation Per attached modifications per Hunter Quote Irrigation suggestions. (see task I LS $70.00 $ 70.00 Total Change Order Original Contract Total $ 18,697.00 Revised Contract Total $ 300.00 PERCENT CHANGE OF ORIGINAL CONTRACT 1.6% Prepared By: I1~ 12- r ect Manager Date Recommended By: 7~;;~ v-4 Zt eri Servic Manager Date Approved By: blic Wo s Direct Date Accepted By: Carols Colors Landscaping 87 West Nevada Ashland, O 975 0 Z Z~ t~ Contract r resenta ' e Date ENGINEERING Tel: 541-488-5347 20 E. Main Street Fax: 541-488-6006 Ashland, Oregon 97520 TTY: 800-735-2900 wivw.ashland.or.us H:Uuhes\Gilligan's Island\Carois Colors Change Order 12.28.15.xlsx t FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL. REQUEST FORM Request for a Change Order ASHLAND Name of Supplier I Contractor I Consultant: Carols Colors Total, arriount of this contract amendment Purchase Order Number: 13251 Title I Description: Landscape improvements on the Main/Helman Street Median $300 00` ® Per attached contract amendment OContract Amendment Original contract amount $ $18,697 100 % of original contract Total amount of previous contract amendments $0 0 % of original contract Amount of this contract amendment $ 300 1.6 % of original contract TOTAL AMOUNT OF CONTRACT. $ $18,997 101.6 % 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 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 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, 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 appointment :5 $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 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 copy of Council Communication. Project Number Account Account Number( Z- 0q- 6-CC-W01100 *Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. -ZAK Employee Signatu Department Head Signature: ofco ract> $5,00014 1* ) City Administrator: (Equal to or greater than $23, 000 or 10%) Funds appropriated for current fiscal year YES / NO Finance Director (Equal to or greater than $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 12/28/2015 Page 1 / 1 CITY OF ASHLAND DATE PO NUMBER` 20 E MAIN ST. 6/2/2016 13558 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 006991 SHIP TO: Ashland Public Works CAROL'S COLORS (541) 488-5587 87 W NEVADA 51 WINBURN WAY ASHLAND, OR 97520 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Julie Smitherman Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Chanqe order intended for PO 13251 430.00 PO 13251 paid in full January, 2016 Contract expired January 15, 2016 Chanqe order No. 2 Purchase and install plants per the attached proposal dated May 25, 2016 SUBTOTAL 430.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 430.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.15.00.60410 430.00 Auth ed Signature VENDOR COPY FORM CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order ASHLAND Name of Supplier/ Contractor! Consultant: Carols Colors Total amount of this contract`amendmelnt;. Purchase Order Number: 13251 Title 1 Description: Landscape improvements on the Main/Helman Street Median $430.00 ® Per attached contract amendment Contract Amendment Original contract amount $ 18,997 100 % of original contract Total amount of previous contract amendments % of original contract Amount of this contract amendments 430.00 2.3 % of original contract TOTAL AMOUNT OF CONTRACT $ 19,427 102.3 % 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 $6,000. ❑ "YES", the total amount of cumulative amendments ❑ "YES", the total amount of original contract and ❑ If "NO", amount exceeding authority requires 25% of original contract amount or $250,000 cumulative amendments $100K for Goods & Services, 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. _ Account Numberts j' - L5- C C- L_ C, 4 I (,,C Project Number Account Number h, *Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach exf pages if needed. Employee Signatur : Department Head Signature: otal amount of contract? $5,000 City Administrator: (Equal to or greater than $25,000 or 10%) Funds appropriated for current fiscal year. YES / NO /2-7 / /Z Finance Director (Equal to or greater than $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 5/27/2016 CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS CONTRACT CHANGE ORDER NO. 1 PROJECT: Helman/North Main Median Landscaping Improvement DATE: 05/27/16 LOCATION: Helman / North Main Median PROJECT NO.: 13251 CONTRACTOR Carols Colors Additional plants are necessary to add more color to the median as well as discourage deer from entering the median. Item No. Description Quantity Unit Price Amount Item # 1 Purchase and install the plants Per attached listed on the attached quote. Quote Also, remove plants that have been eaten by deer. I LS $430.00 $ 430.00 Total Change Order Original Contract Total $ 18,997.00 Revised Contract Total $ 430.00 PERCENT CHANGE OF ORIGINAL CONTRACT 2.3% Prepared By: ro'ect Manager Date Recommended By: Engineering Services nager Date Approved By: Public Works Director Date Accepted By: Carols Colors Landscaping 87 West Nevada Ashland, OR 97520 A-L 'k f ` A Contractor Representative Date ENGINEERING Tel: 541-488-5347 20 E. Main Street Fax: 541-488-6006 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us H:\Julies\Gilligan's Island\Carols Colors Change Order 5.27.16.xlsx