HomeMy WebLinkAbout2017-007 CONT Addendum - RH2 Engineering
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES
Addendum made this day of , 2017, between the City 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 extended to
February 28, 2017.
2. Scope of services and fee estimate are modified as detailed in the attached letter
dated December 29, 2016, 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 $2,121.00. The revised TAP Emergency
Intertie Project contract compensation is $1,172,605.
3. Except as modified above, the terms of the agreement shall remain in full force and
effect.
CONSULTANT: CITY OF ASHLAND:
BY ~ BY
Department Head
Its Director Date Le
DATE January 3, 2017
Purchase Order # G -7
Acct. No.:
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
EXHIBIT A
December 29, 2016
www.rh2.com
mailbox@rh2.com
1.800.720.8052
Mr. Kevin Caldwell
Senior Project Manager
City of Ashland
51 Winburn Jay
a~ F Ashland OR, 97520
Sent via: Email and US Mail
22722 29'h Drive SE, Suite 210
Bothell, WA 98021
Subject: TAP Intertie Booster Pump Station - Amendment 3
Additional Services as Requested
Dear Kevin:
Since the completion of the TAP Intertie Booster Pump Station construction,
RH2 Engineering, Inc., (RH2) has been assisting the City of Ashland (City), at the City's
RAND request, to coordinate system testing and start-up at the facility.
During preparation of the original scope of services, it was not anticipated that the
coordination and start-up would require the amount of time that has been committed. The
majority of the additional time required has been due to the decision by the City to not pump
OF` EGON water from the TAP connection into the City's `eater system. Coordinating short pump runs
and multiple testing operations has taken additional time and effort. This effort has included
coordination with pump providers, electricians, and City staff to complete the required testing.
The total additional effort comprising Amendment No. 3 is $2,121. This additional work will
6500 SW Macadam Ave. Suite 125 increase the contract price to $1,172,605 and increase the contract end date to February 28,
Portland, OR 97239 2017.
< 4; If you have any concerns regarding this amendment, please feel free to contact me at
3523 Arrowhead Drive, Ste. 200 541/665-5233, or by email at jballard@rh2.com.
Medford OR 97504
Sincerely,
RH2 ENGINEERING, INC.
Z.,
Jeff Ballard, P.E.
Project Manager
RB/JB/djc/dl
12/30/16 8.40 M l:AData\CO.N\101 -033\00 Contracts and PDI\Contract - City\Ltr.AAnend No 3.docx
RI-12 Engineering, Inc.
22722 29th Dr SE, Suite 210
Bothel I,. WA 98021
IN
(425) 951-5400
City of Ashland Invoice number 66539-R
20 East Main Date 12/06/2016
Ashland, OR 97520
Project 1014033 TAP Waterline Project
PO No. 12224
Project Manager: Jeffrey A. Ballard
Professional Services through November 27, 2016
BG 05 PHASE 4 - FINAL PUMP STATION DESIGN, SDB, AND SDC
PHASE 504 SERVICES DURING CONSTRUCTION
Professional Services
Hours Rate Amount
Professional Services
Professional III
Mark W. Braaksma 0.75 141.00 105.75
Professional VI
Jeffrey A. Ballard 11.00 172.00 1,892.00
Administrative II
Dawn V. Lamb 1.00 72.00 72.00
Professional Services subtotal 12.75 2,069.75
Reimbursables
Amount
8.5x11 color Copies (In-House-A) 4.50
Mileage 24.30
Technology Charge 21.64
Reimbursables subtotal 50.44
Phase 504 Subtotal 2,120.19
Bill Group 05 Subtotal 2,120.19
Invoice total 2,120.191
Page 1 of 2
Invoice Sui5porting Detail
1014033 TAP Waterline Project
BG 05 Phase 4 - Final Pump Station Design, SDB, and SDC
504 Services During Construction
Billing Cutoff: 11127/2016 To Bill
Units
Labor
Jeffrey A. Ballard
10/04/2017 Pump station start up and monitoring 7.00
10/31/2016 Coordinate testing and start up. 0.50
11/03/2016 Pump start up and testing. 2.50
11/04/2016 Review and submit pay estimate to the City. 0.50
11/16/2016 Review vibration testing results. 0.50
Subtotal 11.00
Mark W. Braaksma
11/23/2016 Responding to contractor questions regarding flow switches. 0.75
Subtotal 0.75
Dawn V. Lamb
11/01/2016 Submittal distribution and cataloging. Certificate of substational completion filing. 0.25
11 /02/2016 Submittal and O&M questions to contractor to prepare for final closeout. 0.25
11/14/2016 Submittal updating. 0.25
11/15/2016 Submittal distribution. 0.25
Subtotal 1.00
Labor total 12.75
Page 2 of 2
Purchase Order
I A Fiscal Year 2017 Page: 1 of: 1
B City of Ashland
I ATTN: Accounts Payable _
L 20 E. Main Purchase 167
L Ashland, OR 97520 Order #
T Phone: 541/552-2010
O Email: payable@ashland.or.us
V H C/O Engineering Division
RI-12 ENGINEERING INC
E I 51 Winburn Way
N 22722 29TH DRIVE SE, SUITE 210
D BOTHELL, WA 98021 P Ashland, OR 97520
O Phone: 541/488-5347
T Fax: 541/488-6006
R O
Mal:
Vhf dorPhgne Number= 0r - gF Xi- am =1- ~ ~r~if~~l~u
Scott Fleur
Q_aterd~rd V6nd NumINr~ _=@e RequirB_
09/08/2016 1229 FOB ASHLAND OR City Accounts Payable
Itm# = : ----=sct_~nlRa~c~_
TAP - Eden PO 12224
1 Eden PO 12224 1 $13,863.9700 $13,863.97
Engineering TAP Intertie
Project #200808.100
Remaining Balance $13,863.97
2 ADDED: Processed change order 01/20/2017 1$2,121.0000 $2,121.00
Scope of work and fee estimate for additional services per
attached contract addendum dated January 6, 2017.
GL SUMMARY
081500 - 704200 $15,984.97
s
-E
r Date:
Authorjzed Signature = - - $15 984.97
- E a
6
ORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL. REQUEST CORM
Request for a Change Order ASHLAND
Name of Supplier 1 Contractor 1 Consultant: RH2 Engineering Total amount of this
contract amendment:
Purchase Order Number: 12224
Title 1 Description: TAP Permanent Pump Station $2121,00
® Per attached contract amendment
Contract Amendment
Original contract amount $948,979.00 100% of original contract
Total amount of previous contract amendments $221,505 23% of original contract
Amount of this contract amendment 2121.00 .20% of original contract
TOTAL AMOUNT OF CONTRACT $1,172,605.00 124% 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 (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 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 appointment s $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 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.
V XV It 17 67 L_
Project Number 2008 - 08 Account Number 670-08-15-00-704200
*Expenditure must be charged to the appr late account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
Employee Signature: Department Head Signatures
(Toaiamuntofcontr ct?$5,000)
City Administrator: -
Equal to or gr ter than $25,000 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, Paqe 1 of 1, 1/4/2017