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Home My WebLink About2018-071 Henderson, LLC LFORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier / Contractor / Consultant: Henderson Total amount of this L Purchase Order Number: 20181308 contract amendment: Title / Description: Lithia Springs/Ashland Gun Club Wetland Remediation & Mitigation $ 26,125 P Per attached contract amendment 1`-Ae11P1e' - 0 or&e f"- Contract Amendment Original contract amount $ 211020 100 % of original contract Total amount of previous contract amendments $11,496 5.1 % of original contract Amount of this contract amendment $26,125 12.4 % of original contract TOTAL AMOUNT OF CONTRACT $ 246,641 117.8 % 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 E NO* (If "NO", requires Council approval 1 Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT Not exceeding $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 !5 $6,000. X "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 (Direct Appointment) Communication. []Exempt- Reason: ❑ "YES",cumulative amendments $35,000 []Exempt- Reason: ❑If "NO", requires approval. Attach CC INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods & Services - >$5,000 < $100,000 ❑ "YES", the total amount of cumulative amendments ❑ Written Findings: Document the nature of the Personal Services ->$5,000 < $75,000 :5 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 !5 25% of original contract amount. [J 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: ❑Exem t-Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑ "YES", the total amount of original contract and cumulative amendments are ❑ Renewal of Intergovemmentai Agreement: Terms modified in accordance with initial within the amount and terms initially approved by Council as a Special agreement OR cost will not be more than 25% greater than initial agreement. Renewal Procurement approved by City Attorney and department head affected by renewal and approved/signed ❑ If "NO", amount exceeding authority requires Council approval. by City Administrator. AMC 2.28.045(8) Attach copy of Council Communication. ❑ If "NO", Council approval is required. Attach co of Council Communication Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Project Number 200907 - - 999 Account Number 030022 - 704200 _,26,125,00 Project Number - Account Number Project Number _ _ _ - _ _ - Account Number - _ _ - - _ - - - $ _ Employee Signature: Department Head Signature: 6s~~zo/8 (1 t orgrea r th n $5,000) City Admint rator: ~Q> Equ gre ter t a 5 000 or 10%) Funds appropriated for current fiscal year: YES,Y NO ' Comments: Finance Dire Or (Equal to orgreaterthan $5,000) Date - CITY OF ^.S H LA N D DEPARTMENT OF PUBLIC WORKS CONTRACT AMENDMENT I CONTRACT CHANGE ORDER NO. 3 PROJECT: Lithia Springs Wetland Remediation & Mitigation DATE: 09/01/18 LOCATION: Lithia Springs Property/Ashland Gun Club PROJECT NO.: 200907.999 CONTRACTOR: Henderson You are requested to perform the following described work upon receipt of an approved copy of this document or as described by the Engineer: Item No. Description Quantity Unit Price Amount Item #1 Additional Topsoil 245 $ 39.00 $ 9,555 Item #2 Additional Seeding 1.5 $ 4,100.00 $ 6,150.00 Item #3** Planting (Percent increase applied to 35% $ 29,798.50 $ 10,420.04 bid schedule, see Attachement A) Item #4 Item #5 S - $ - **See Attachment A for planting changes and prices Total this Change Order: $ 26,125 Previous Change Order: $ 11,496 Original Contract Total: $ 211,020 Revised Contract Total: $ 248,641 PERCENT CHANGE OF ORIGINAL CONTRACT: The time provided for completion of this contract is increased by no calendar days. This document shall become an amendment to the contract and all provi~Ions of the contract will apply. Recommended By: ~ro %a Date Approved By: ZO/dam S P or i ector 4 0~`+ p✓) Date Accepted By: 75;b ZContractor Dad ENGINEERING P1411 20 E. Main Street Tel: 541-488-5347 Ashland, Oregon 97520 Fax: 541-488-6006 '4m www.ashland.or.us TTY: 800-735-2900 Attachment A: Planting Substitutions and Changes, Project No. 200907.999 Explanation: Area of temporary impacts in wetland areas exceeded expectations. This change order accounts for the additional planting that will need to take place to re-vegetate areas of temporary disturbance. Original Bid Schedule Change Description No. Units Unit of Original Unit Original Line Substitute Size Change Units Due *o I CPU of Smaller increase in Cost of Increase Measure Price Item Price Size Change Plants Based on Units for in Units Original Bid Larger Area Mixed wetland plugs 840 EA $4.50 $3,780.00 N/A 773 $4.89 260 $1,271.41 Mixed wetland herbs 1 gallon 0 EA $27.50 $0.00 1 gallon for bare root pugs 67 $27.50 23 $632.50 California bay; Umbeliularia californica, 2-gallon container 35 EA $85.00 $2,975.00 Acer (1.5) 9" BAN Pot for 2-Gallon 53 $56.13 16 $898.11 Black hawthorn; Crataegus douglassi, 2-gallon container 65 EA $54.50 $3,542.50 (15) 9" BAN Pot for 2-Gallon 98 $36.15 28 $1,012.14 Western thimbleberry; Rubrus parviflorus, 1- gallon container 140 EA $27.50 $3,850.00 (1.5) 4" Plugs for 1-Gallon 210 $18.33 70 $1,283.33 Oregon ash; Fraxinus latifolia, 2-gallon container 30 EA $88.00 $2,640.00 (3) 4" Plugs for 2-Gallon 90 $29.33 30 $880.00 Water birch; Betula occidentalis, 2-gallon container 30 EA $91.00 $2,730.00 (3) 4" Plugs for 2-Gallon 90 $30.33 30 $910.00 Pacific willow; Salix lasiandra, plant cuttings 180 EA $17.00 $3,060.00 N/A 180 $17.00 65 $1,105.00 Red-stem dogwood; Corpus stolonifera, 1-gallon container 78 EA $39.50 $3,081.00 (1.5) 4" Plugs for 1-Gallon 117 $26.33 40 $1,047.54 Pacific ninebark; Physocarpus capitatus, 1- gallon container 180 EA $23.00 $4,140.00 (1.5) 4" Plugs for 1-Galion 270 $15.33 90 $1,380.00 Adjusted Total Units per Original Bid: 1948 Total Change: 652 $10,420.04 order accounts for the additional planting that will need to take place to re-vegetate areas of temporary posed Change e Substitute Size Change Units Due to CPU of Smaller Increase in Cost of Increase Size Change Plants Based on Units for in Units Original Bid Larger Area )0 N/A 773 $4.89 260 $1,271.41 0 1 gallon for bare root pugs 67 $27.50 23 $632.50 0 Acer (1.5) 9" BAN Pot for 2-Gallon 53 $56.13 16 $898.11 3 (1.5) 9" BAN Pot for 2-Gallon 98 $36.15 28 $1,012.14 (1.5) 4" Plugs for 1-Gallon 210 $18.33 70 $1,283.33 (3) 4" Plugs for 2-Gallon 90 $29.33 30 $880.00 (3) 4" Plugs for 2-Gallon 90 $30.33 30 $910.00 N/A 180 $17.00 65 $1,105.00 (1.5) 4" Plugs for 1-Gallon 117 $26.33 40 $1,047.54 (1.5) 4" Plugs for 1-Gallon 270 $15.33 90 $1,380.00 Adjusted Total Units per Original Bid: 1948 Total Change: 652 $10,420.04 Purchase Order Fiscal Year 2018 Page: 1 of: 1 (HIS PO N_ BER MUST APPEAR ON ALL B City of Ashland INVOICES,-AND SHIPPING DOCUMEN ATTN: Accounts Payable L 20 E. Main Purchase 2018130 L Ashland, OR 97520 Order # H T Phone: 541/552-2010 O Email: payable@ashland.or.us L / V HENDERSON, LLC H C/O Public Works Department E 200 N STATE STREET I 51 Wnburn Way N D SUITE 103 P Ashland, OR 97520 O LAKE OSWEGO, OR 97034 Phone: 541/488-5347 T Fax: 541/488-6006 O Ka lea Kathol 04/23/2018 2056 FOB ASHLAND OR/NET30 Cit Accounts Pa able Earthwork at Gun Club 1 Earthwork and landscaping at Ashland Gun Club 1 211,020.0000 $211,020.00 Public Improvement Contract for Ashland Gun Club Wetland Remediation & Mitigation Project Completion date: 120 Calendar days following Contractor's receipt of the Project Account: E-200907-999 2 Processed change order 05/09/2018 1 $1,866.4500 $1,866.45 Change Order No. 1 Project Account: E-200907-999 3 Processed change order 06/18/2018 1 $9,630.0000 $9,630.00 Change Order Ngo. 2 Project Account: E-200907-999 4 ADDED: Processed change order 09/21/2018 1 $26,125.0000 $26,125.00 Contract Change Order NO. 4 (Topsoil, seeding, Plantings) Project Account: E-200907-999 GL SUMMARY 030022 - 704200 45 032200 - 704200 $9,630.00 By Date: Authorized Signature ~P~} Totaf $248,641.45