HomeMy WebLinkAbout2017-152 CONT Addendum - Carols Colors
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR GOODS AND SERVICES LESS THAN $25,000
Addendum made this 26th day of June, 2017, between the City of
Ashland ("City'")and Carol's Golars Landscaping.
Recitals:
A. On January 6, 2011), City and Contractor entered into a "City of Ashland Contract
for Goods and Services Less than $25,000" (further referred to in this addendum as "the
agreement"}.
B. The parties desire~to amend the agreement to "extend the date of completion" and
"increase the compensation" to be paid to the Consultant per the attached landscape
maintenance proposal. See exhibit A},"
City and Contractor 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
June 30, 2018. The hourly rate as specified in Paragraph 4 of the agreement is
increased from $38.00 per hour to X40.00 per hour. The maximum contract amount of
$2, 500 has not changed.
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONTRACTOR. tTY OF ASH
' r, _ LAND.
Departure t Head
DATE ~ DATE ~ ~ I
Purchase order # 464
Acct. No.: 260,08.11 Aa.6U4160
{For City purposes only)
1 • CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR GOODS AND SERVICES <~25,000
EXHIBIT A
1
AR L
LAND APIN
Maintenance and Construction
PO Box 2037, Phoenix, OR 97535 541-535-7074 www.carolscolors.com FAX 541-897-03fi9 Gilligan's Island fi-7-17
Date: June 7, 2017
Name; City of Ashland
Property Address: Gilligan's island
Billing Address: 20 East Main Street, Ashland, 97620
Contac# Information: Julie Smitherman 541 552-2062
Email: julie.smitherman@ashland.or.us
LANDSCAPE MAINTENANCE PROPOSAL:
Maintenance: Every other week July 1, 2017 -June 30, 2018
Service to include:
➢ Weed control -mechanical
➢ Routine pruning
➢ Deer repellent and fertilizer
➢ Leaf removal
➢ Blowing of hardscapes
➢ Debris disposal
Our estimated monthly cost is between $190.00 and $270.00 per month based on 2
hours per visit at our regular maintenance rate plus Time and Materials for fertilizing and
repellent. Currently our regular maintenance rate is $40.00 per hour. Irrigation costs are
separate.
Irri ation:
➢ Turn on
➢ Winterization
➢ Seasonal adjustment
➢ Repairs
Cost subject to need. The current rate for our regular maintenance accounts is $60.00
per hour plus materials.
Page 1 of 2
EXHIBIT
Satisfaction Guaranteed.
We will bill you monthly, payment terms are net 20 days.
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, In the event this account is referred to collection the undersigned
agrees 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.
Date: Authorized Signature:
Contractor Authorized Signature: % -6'-~'-~~--~-
Landscapellrrigation Contractors License #9055
Note: This proposal may be withdrawn by us if not accepted within 60 days.
Current Hourly Rates:
landscape Maintenance: $40.00 per man hour (includes walk behind mowing, weed control, raking,
pruning, etc), $72.00 per man hour with riding mower and tractor. Chemical application is $55.00 per
man hours with a half hour minimum.
Landscape Installation & Construction: $55.00 per man hour (includes installing or removing plant
material, flowers, patios, rock walls, stairs, pathways, bark mulch, water features etc. Also includes
one-time cleanups & chemical application)
Irrigation Repairs & Installation: $65.00 per hour with a minimum charge per visit of $65.00 Emergency
after hours rate of $100.00 per hour -minimum $100.00 per visit.
Low Voltage lighting: $65.00 per man hour
Rates may change without notice.
Landscape Contractors Board
2111 Front St NE Ste 2-101
Salem, Oregon 97301
(503) 967-6291
Page2of2
Purchase order
Fiscal Year 2017 Page: 1 of; 1
_
B City of Ashland
L ATTN: Accounts Payable _
Purchase
L 20 E. Main 4,64,
Ashland, OR 97520 Order #
T Phone: 5411552-2010
0 Email: payable@ashland.or.us
V H CIO Conservation Division
E CAROL'S COLORS 120 East Main Street
D PO BOX 2037 P Ashland, OR 97520
0 PHOENIX, OR 97535 T Fa~n541 552 205006
R O
- _
:UendQ~=Phon~N~mb$r _ 1~en~Q~F~~N~mk~a~ ~s~~ ~ n~~ : - ~ - s~ .
541 535-7074 Julie Smitherman
Date Ordered-;- vendor-Mumb~r- Qa~e_.~e uir~ . ~ - ~ ~ : ~ : ~ iQn~------~
1211312016 1829 FOB ASHLAND OR Cit Accounts Pa able
_ _ -
-1tem# ~ Q~~~ tI~nCP~~~I_._.~._---- - _ - - - _ _ - -W--- ~ ~t~r~~d=Rrl
Landscape Maintenance
1 MODIFIED: Landscape maintenance on the MainlHelman~ 1 $2,500.0000 $2,500.00
median January 6, 2017 -June 30, 2017
Contract for Goods and Services Less Than $25,000
Beginning date: January 6, 2017
Completion date: June 30, 2017
Processed change order 0612812017
The date for completion is extended to June 30, 2018 and hourly
rate has increased from $38.00 per hour to $40.00 per hour.
Project Account:
GL SUMMARY
085900 - 604160 $2,500.00
.
.
By. ~ Date. y
Authorize~~ Signature = = _ = _ ' _ _ $2 500.00
3ORM#10 CITY OF
CbNTRACT AMENDMENT APPROVAL REQUEST FORM
Request for a Change Order
-Total amount of this
Name of Su tier I Contractor I Consultant: Carol's Colors Landsca in Contract amendment:
pp p g
Purchase Order Number: 464 Extending. completion date.
thrpugh 6~30,18~
Title 1 Description: Landscape maintenance on the MainlHelman median through June 30, 2018 NO maximum cost Change,
Hourly rate has increased
® Per attached contract amendment -
from-$38,O~.per hour-to
$4QAQ perhour
Contract Amendment
Original contract amount $ 2500 100 % of original contract
Total amount of revious contract amendments % of original contract
Amount of this contract amendment % of original contract
TOTAL AMOUNT OF CONTRACT. $ % 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 N0~ (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 s 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", re uires a royal,
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
❑ Exem t-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 Numbers _ • ~ Account Number _ _ _ • _ _ • _ •
Expenditure musf be charged to The appropriate account numbers for The financials fo reflect The actual expenditures accurately, Attach extra pages if needed.
u ,
Employee Signatures ~ ~ ~~~~~i~ Department Head Signature:
b ~ (Total amount of contract>_ $5,000)
City Administrator:
~ - ~ ~~fi~ . (Equal to orgreat,~r than 5,000 or 10%J
Funds appropriated for current fiscal year. ~S NO ~ -
Finance Direc or (Equal to orgreafer than $5,000) Dafe
Cammenfs:
Form #10 -Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 612612017