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Home My WebLink About2017-092 CONT Addendum - RH2 Engineering ORIGINAL 1 PAGE N01 OF 1 PAGES ADDENDUM TO CITYOFASHLAND CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000 Addendum made this day of , 2017, between the City of Ashland ("City") and RH2 Enpineerinp, Inc. ("Consultant"}. Recitals: A. On March 2, 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 change both, the date of completion and increase the compensation to be paid to Consultant due to the extra time necessary for contract completion (originally only 12 months). City and Consultant agree to amend the agreement in the following manner: 1. Amend the Contract Completion date to May 1, 2017 (originally June of 2016) 2. Amend the Contract Compensation amount to $24,024.39, a $4,342.39 increase. 3. Except as modified above the terms of the agreement shall remain in full force and effect. CONSULTANT: CI Y OF ASHLAND: Department Head Its ~t t} ,t'~~ Date ~ ~ / DATE ~r~ Purchase Order # .771 Acct. No.: 675.08.19.00.704200 (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES GtTY l7F ~S ~-I i.AN D February 23, 2017 From: Kevin Caldwell, Engineering Project Manager To: Accounts Payable Subj: Bear Creek Sanitary Sewer: PWE; Project # 2013-14 Pay Request No. 9 Dated: February 23, 2017 Contractor: RH2 Engineering, Inc. 22722 29th Drive SE, Suite 210 Bothell, WA 98021 Original Contract Amount: $19,682.00 Change Orders to Date $0.00 Total Contract $19,682.00 percent complete 74% Completed to date $16,503.09 Prior Retainage $0.00 Prior Payments $14,542.52 Current Payment Request: $1,960.57 Less Retainage (N/A) $0.00 .:Amount to Pay $1,960.57 Total Retainage Held to Date $0.00 Remaining Contract Amount: $3,178.91 Project Title: Bear Creek Sanitary Sewer Project Number: #2013-14 PO Number: #12771 Vender No. #018543 Please Pay Account No.: 675.08.19.00.704200 100.00% $1,960.57 PUBLIC WORKS DEPARTMENT Tel: 541-488-5347 20 E. Main Street Fax: 541-488-6006 AsMand, Oregon 97520 TTY: 800-735-2900 ~i~ www.ashland.or.us w,_: RH2 Engineering, Inc. 22722 29th Dr SE, Suite 210 Bothell, WA 98021 r~ (425) 951-5400 ~ y City of Ashland Invoice number 67214 20 East Main Date 0310712017 Ashland, OR 97520 Project 1015037 Bear Creek Trunkline Monitoring Project Manager: Jeffrey A. Ballard Professional Services through February 26, 2017 BG 01 BEAR CREEK TRUNKLINE MONITORING PHASE 103 RECEIVE AND ASSIMILATE FLOW DATA FOR SECOND 6-MONTH PERIOD Professional Services Billed Hours Rate Amount Professional Services Professional VI Jeffrey A. Ballard 3.00 166.00 498.00 Professional III Tyler M. Duncan 10.75 135.00 1,451.25 Professional Services subtotal 13.75 1,949.25 Reimbursables Billed Amount Technology Charge 48.73 Reimbursables subtotal 48.73 Phase 103 Subtotal 1,997.98 PHASE 104 PREPARE TECHNICAL MEMORANDUM Professional Services Billed Hours Rate Amount Professional Services Professional VIII Richard L. Ballard 0.50 189.00 94.50 Professional VI Jeffrey A. Ballard 1.00 166.00 166.00 Professional III Tyler M. Duncan 31.50 135.00 4,252.50 Administrative III Debra J. Cochran 0.75 83.00 62.25 Administrative II Dawn V. Lamb 10.50 67.00 703.50 Professional Services subtotal 44.25 5,278.75 Page 1 of 4 City of Ashland ~ Invoice number 67214 Project 1015037 Bear Creek Trunkline Monitoring Date 03107/2017 BG 01 BEAR CREEK TRUNKLINE MONITORING PHASE 104 PREPARE TECHNICAL MEMORANDUM Reimbursables Billed Amount 8.5x11 blw Copies (In-House-A) 0.90 8.5x11 color Copies (In-House-A) 24.30 11x17 Color Copies (In-House-A) 66.00 Mileage 21.40 Technology Charge 131.97 Reimbursables subtotal 244.57 Phase 104 Subtotal 5,523.32 Bill Group 01 Subtotal 7,521.30 Invoice total 7,521.30 Page 2 of 4 City of Ashland Invoice number 67214 Project 1015037 Bear Creek Trunkline Monitoring Date 03/07/2017 Invoice Su~portin~Detail 1015037 Bear Creek Trunkline Monitoring BG 01 Bear Creek Trunkline Monitoring 103 Receive and Assimilate Flow Data for Second 6-Month Period Billing Cutoff: 0212612017 To Bill Units Labor Jeffrey A. Ballard 01106!2017 Go over data wifh Tyler. 1.50 01111 /2017 Review flow calculations and data provided. 1.50 Subtotal 3.00 Tyler M. Duncan 01105/2017 Compiling and analyzing data. 1.00 01106/2017 Correcting flow calculations, correspondence with Hach representative, plotting and 6.75 reviewing data. 01/09/2017 Checking flow meter locations versus locations recommended in Civil West report 2.00 and correspondence with Kevin Caldwell, City ofAshland 01/1312017 Adding new dafa to spreadsheets. 1.00 Subtotal 10.75 Labor total 13.75 BG 01 Bear Creek Trunkline Monitoring 104 Prepare Technical Memorandum Billing Cutoff: 0212612017 To Bill Units Labor Richard L. Ballard 02/01/2017 Review/discuss memo. 0.50 Subtotal 0.50 Jeffrey A. Ballard 02/0212017 Review technical memo. 1.00 Subtotal 1.00 Tyler M. Duncan 01124/2017 Updating technical memo since corrected data was received from the City. 1.50 01/26/2017 Updating graphs with precipitation and WWTF influent data, creating figures, and 6.00 writing memo. 01/27/2017 Preparing memorandum 5.25 01/30/2017 Finishing draft technical memo an sending out for review. 3.50 01/3112017 Sending memo out for QA/QC review, and revising memo and figures per feedback. 5.00 02/0112017 Updating figures and technical memo after QA/QC review. 5.00 02/02/2017 Finalizing memo and sending to the City. 1.75 02/07/2017 Correspondence with Kevin Caldwell (City of Ashland) 0.25 02/14/2017 Meeting wifh City staff fo go over draft memo. 1.50 02115/2017 Creating final report and correspondence wrth Kevin Caldwell 1.75 Subtotal 31.50 Debra J. Cochran 01131!2017 Technical Memorandum - City of Ashland Bear Creek Trunkline -Proofed 0.75 Subtotal 0.75 Dawn V. Lamb 01127!2017 Edif and prepare for proofing and QA/QC 3.00 01/30/2017 Edits to Technical Memorandum and preparation for proofing. 1.50 Page 3 of 4 City of Ashlaynd ~ Invoice number 67214 Project 1015037 Bear Creek Trunkline Monitoring Date 03/07/2017 Invoice Supporting Detail 1015037 Bear Creek Trunkline Monitoring BG 01 Bear Creek Trunkline Monitoring 104 Prepare Technical Memorandum Billing Cutoff: 0212612017 To Bill Units Labor Dawn V. Lamb 01/31/2017 Edits to Technical Memo and prepare for proofing. 3.00 02114/2017 Finalization of Technical Memorandum. 3.00 Subtotal 10.50 Labor total 44.25 Page 4 of 4 u rchase rer Fiscal Year 2017 Page: 1 of: 1 _ - - = _ . _ --~C B City of Ashland - - L ATTN: Accounts Payable Purchase L 20 E. Main ~ 8 Ashland, OR 97520 Order # V V T Phone:5411552-2010 0 Email: payable@ashland.or.us V H CIO Engineering Division E RH2 ENGINEERING, INC 151 Winburn Way D 22722 29TH DRIVE SE, SUITE 210 P Ashland, OR 97520 0 BOTHELL, WA 98021 Phone: 5411488-5347 R ~ Fax:5411488-6006 - - = _ Gerr~~Pfr~n~ Nram~c _ ~n ~r- um - .F - : _ = - i - - ~ _ _ Scott Fleur - - - - Q~afe-Or~er~d= _ V_ ~_ndQr-1~m__~~r-= _C~a_~_-~- r~_ = ~ = ~ - _ _ . - - - - . - - - i~a _ - 0911412016 1229 FOB ASHLAND OR - Cit Accounts Pa able Bear Creek -Eden PO 12771 1 MODIFIED: Eden PO 12771 1 $11,027.5100 $11,027.51 Bear Creek Trunkline Data Analysis Project #201314.999 Remaining balance $6,685.12 Processed change order 0312412017 . Increased compensation $4,342.39 Completion date extended to May 1, 2017 Project Account: E-201314-999 GL SUMMARY 086100 - 704200 $11, 027.51 gy, ~ ~ Date: ~ ~ Authorized Signature - $11027.51 s k 9 ~ r r ~ a " , ate„, #1 CONT CT AMENDMENT APPRO~A RIlT R Request for a Change Order Name of Supplier I Contractor 1 Consultant: RH2 Engineering Total amount of this contract amendment: Purchase Order Number: 127~1~ 6` X434239 Title I Description: Bear Creek Trunkline Monitoring PWE# 2013.14 ® Per attached contract amendment Contract Amendment Original contract amount $19,682.00 100 % of original contract Total amount of revious contract amendments 0 % of original contract Amount of this contract amendment $4,342.39 22 of original contract TOTAL AMOUNT OF CONTRACT $24,024.39 122 % 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 puce, 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 I Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT -Less than $5,000 INVITATION TO BID or COOPERATNE 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. ❑Exernpt-Reason: ❑ "YES",Direct appointment $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. Project Number 2013 - ►4 Account Number 675.08.19.00,704200 xExpenditure must be charged to the a iate accou umbers for the financials to reflect the actual expenditures accurately. Attach exf pages if needed. ~ J Em to ee Si nature: ~ Department Head Signature: ~ ! ? pY 9 - fatamou of confracf>_ $5,000) City Administrator: ,yam - - - (Equ to or greater fhan $25, 000 or 10% J 6~ gg T~ 5 ;~F cy~, .g ~:a-gam' ~ a., ~ n ..vc..~ Funds appropriated for current fiscal year ~~YE / NO ~ ~ ~ ~ ~ ~ - ~ ~ ~ ~ . ~ Finance Director (Equal to or greater tt►an $5,000) Date Comments: Form #10 -Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 31912017