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Home My WebLink About2016-346 CONT AMND - Stantec Consulting Services INVOICE Page 1 of 2 Invoice Number 1040599 Invoice Date May 3, 2016 Customer Number 124312 Project Number 203714196 Bill To Please Remit To City of Ashland Stantec Consulting Services Inc. (SCSI) Mike Morrison 13980 Collections Center Drive 20 East Main Street Chicago IL 60693 Ashland OR 97520 United States United States Federal Tax ID 11-2167170 Project Description: Prepare Joint Application Permit and Compulsatory Wetland Mitigation Plan for submittal to Oregon CSL and USCOE Site meeting with DEG Stantec Project Manager: Brooks, Rebekah Stantec Office Location: Sandy UT Authorization No: PO 12882 Authorization Amount: $37,470.00 Authorization Previously Billed: $32,195.18 Authorization Billed to Date: $35,892.68 Current Invoice. Due: $3,697.50 For Period Ending: April 1, 2D16 Due on Receipt INVOICE Page 2 of 2 Invoice Number 1040599 Project Number 203714196 Top Task 300 Wetland Mitigation Low Task 301.0000 CwM Plan Prof ssional Services Billing Level Date Hours Rate Current Amount Environmental Specialist Ill Martin, Donald Keith (Don) 01 /06/16 5.50 127.00 698.50 Martin, Donald Keith (Don) 03/14/16 3.50 127.00 444.50 Martin, Donald Keith (Don) 03/31/16 8.50 127.00 1,079.50 17.50 2,222.50 GIS Analyst III Faust, Nicholas Michael (Nick) 01 /07/16 3.25 80.00 260.00 Faust, Nicholas Michael (Nick) 01 /12/16 2.75 80.00 220.00 Faust, Nicholas Michael (Nick) 03/15/16 1.50 80.00 120.00 7.50 640.00 Senior Scientist Brooks, Rebekah 03/15/16 2.00 175.00 350.00 Brooks, Rebekah 03/31 /16 3.00 175.00 525.00 5.00 875.00 Professional Services Subtotal 30.00 3,697.50 Low Task 301.0000 Subtotal 3,697.50 Top Task 300 Total 3,697.50 Total Fees & Disbursements $3,697.50 INVOICE TOTAL (USD) $3,697.50 Purchase Order Fiscal Year 2017 Page-: 1 of: 1 B City of Ashland ATTN: Accounts Payable L 20 E. Main Purchase 9O L Ashland, OR `97520 Order # T Phone: 5411552-2010 O Email: payable@ashland.or.us V H C/O Public Works - Operations E STANTEC CONSULTING SERVICES I 90 North Mountain Ave. N 13980 COLLECTIONS CENTER DRIVE p Ashland, OR 97520 D CHICAGO, IL 60693 Phone: 541/488-5353 O T Fax: 541/552-2329 R O V~rr QrWdnmT umber _1Len_ar A Q~ef -We a ff - r - - - - - Mike Morrison =DatW -11-d d= ==V~ns fNu ester---- -t _F gquirs~L - tar= _ _ - _ - - - - _ ' - 09/14/2016 1280 FOB ASHLAND OR Cit Accounts Pa able re 7rif/ Wetlands Plan Eden PO 12882 1 Eden PO 12882 1 $7,233.6500 $7,233.65 Development of a DSL approved compensatory wetlands mitigation plan Project #200907.999 Remaining balance $7,233.65 2 ADDED: Processed change order 01/0912017 1 $3,000.0000 $3,000.00 Per attached request to add $3,000.00 GL SUMMARY 082400 - 604100 $10,233.65 ~ 9E y: Fs Date: Authorized-Signature 3` _ _ - - $10,233.65 FORM # CITY OF CONTRACT AMENDMENT APPROVAL REQUEST M Request for a Change Order ASHLAND Name of Supplier/ Contractor/ Consultant: Stantec Consulting Services Total amount of this contract amendment: Purchase Order Number: 12882 Title 1 Description: Development of a DSL approved Compensatory Wetlands Mitigation Plan $3,000 ❑ Per attached contract amendment Contract Amendment Original contract amount $ 32,970 100 % of original contract Total amount of previous contract amendments $ 4,500 13.6 % of original contract Amount of this contract amendment $ 3,000 9 % of original contract TOTAL AMOUNT OF CONTRACT $ 7,500 122.7 % 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 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 copy of Council Communication. Project Number 201001-007 9994. Account Number 41 ' 00 6,04100 Account Number---.--.--. 'Expenditure must be charged to the appropriate account numbers for the financials to ref ~ ct the actual expenditures accurately. Attach extra pages if needed. Department Head Signature. Employee Signature: (T 'al amoun of contract $51_00) City dministrator: (Equal fo or greater than $2 ,000 or 10%) d 7 ! ' Funds appropriated for current fiscal year YES / NO ~ 1 Finance rectof (Equal to or greater than $5,000) _ ?ate Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 12/16/2016 o" #1-o CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order ASH' LA` L) Name of Supplier! Contractor I Consultant: Stantec Consulting Services Total amount of this Purchase Order Number: 12882 contract amendment: Title f Description: Development of a DSL approved Compensatory ' Wetlands Mitigation plan $4,500 ❑ Per attached contract amendment Contract Amendment Original contract amount $ 32,970.00 100 % of original contract Total amount of previous contract amendments 0 0 % of original contract Amount of this contract amendment __14,500.00 13.6 % of original contract TOTAL AMOUNT OF CONTRACT $ 37,470.00 113.6 % 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 i Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT - Less than $5,000 INVITATION TO 810 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 [l If "NO amount exceeding authority requires 25% of original contract amount or $250,000 cumulative amendments 5 $10.0K 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 Communicatlon. PERSONAL SERVICES Communication. ❑ Exempt- Reason: ❑ "YES", Direct appointment < $35,000 El Exempt--Reason: ❑ If "NQ", 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 < 25% of original contract amount or $250,000 emergency, including necessity and circumstances Z 'YES'; the total amount of cumulative whichever is less, requiring the contract amendment amendments < 25% of original contract amount. ❑ if ❑ If 'Na', 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 odginal contractwas 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 20 tits ` - 9'v i Account Number =-1 101, -~,u~j.'3 1) Account Number - 'Ei 'T be a T 1 i , , z # 7 r SF ) es;, ~ X~.~nfr ~;,t... ~ )7 '~T~st~; ¢[1 t~~cfl~.': aa~~,;a#~' ~Gt~GYi,~F l;a;?:~i~l"c 'For tt~xe~ f,ttcrf ~ t~'=:S to C::~,..:,t i:r~' wX~1~l~~'Ils't~S ~~'~i,'f-~}~,~', r'~t~~~,~. 8 pages e~. 1rt'..PeCeG', Employee Signature: Department Head Signature; f Total amount of contract? $5,000) City Administrator: ,Ile (Equal to ercgreaier than S25,000,Dr 10%) Funds aj)ppropriated for current fiscal ear, i7 NO Finance Director IEqual to or jr6ater than $5,000) Date orr;tr i` Form #10 - Contract Amendment Approval Request f=orm, Request for a Change Order, Page 1 of 1, 6/3/2016 Page 1 / 1 CITY OF DATE PO NUMBER S" "LAN 20 E MAIN ST. 7/1/2015 12882 OF ~ft ASHLAND, OR 97520 (541) 488-5300 VENDOR: 018876 SHIP To: Ashland Public Works STANTEC CONSULTING SERVICES (541) 488-5587 13980 COLLECTIONS CENTER DRIVE 51 WINBURN WAY CHICAGO, IL 60693 ASHLAND, OR 97520 FOS Point: Ashland, Oreqon Req. No.: Terms: Net Dept.: Req. Del, Date: contact: Mike Morrison Special Inst: Confirming? No Quanti Unit €}escrl tion Unit Price Ext. F?rice THIS IS A REVISED PURCHASE ORDER Development of a DSL approved 32,970.00 Compensatorv Wetlands Mitiqation Plan Contract for Personal Services Beginninq date: 05/20/2015 Completion date: 07/30/2016 PROCESSED CHANGE ORDER 06/16/2016 4,500.00 ADDITIONAL AMOUNT OF $4,500 PER ATTACHED ADDENDUM i 1 i i I i t 1 r 't f s SUBTOTAL 37 470.00 BILL TO. Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 I! 541-552-2010 TOTAL 37,470.00 ASHLAND, OR 97520 AccauntNumber Projsct Number Amount iAccatint Number Rroject`Number ? Amount E 410,08.24,00.60410 4,500.00 E 410,08.24.00.60410 E 200907.999 32 970,00 VENDOR COPY Autho ed Signature Kariann Olson From: Kariann Olson Sent: Thursday, December 22, 2016 10:22 AM To: Michael Morrison Cc: Kariann Olson Subject: Request for a Change Order - Stantec Attachments: Addendum for Contract for Personal Services less than $35K.doc Hello Mike, Got your post it note. O The City requires a contract addendum (doc signed by both parties agreeing to the changes) when changes are made to the terms and conditions of the original contract. You can use the attached version of a contract addendum and/or another version that has been approved by Legal. Requirements: • Form #10 • Contract Addendum (signed by both parties to the contract) • Written proposal from contractor describing the additional services, fees, changes It appears that the documents have been signed and approved as is so I will go ahead and issue the change order per your request. Thank you. Kariann Kariann OlsonY i 0 r o s ~ Purchasing Representative City of Ashland 90 N . Mountain Ave. S Ashland, Oregon 97520 Tel 541-488-5354 Fax 541-488-5320 TTY 800-735-2900 kari.olson@aashland.or.us Visit the City's web site at: www.ashland.or.us This email transmission is official business of the City of Ashland, and i I disclosure and retention. If you have received-this message in error, pl t j Y c - r. fail 4 H 0E E Delete Accept Cancel Search 1• - a Year 2017 Period 6 Effective Date 12,Q3'201E - Fiscal year 2017 I' urnber 0000C Description RPqirest t« arl f a3 f7G0 Vendor 1280 (STANTEC CONSULTING SERVICES) Contract Quantity i.OJ amount 3,000 00300 Commodity Freiaht 00 Discount percent .00 Credit 0D! Description _ccen__ _ or-jer 12/23,%20t_t _ _ 1 change ! Line item total 3,000-00 Miscellaneous I' ian€.€facturer Fi;e(1,trired By (rJ flan€.€f7cturer item na. Dep l_cc 50 City ArCOUnts Payable lE i~c:lr,r it H-11 Flo Bid 1000 Box Fixed Asset N Request i:y i... Notify Buyet~ Detail line is fully allocated, no more lines can be added unless allocation: amounts are modified. i'3