HomeMy WebLinkAbout2019-009 20181005 Alta Planning + Design, Inc
i
AMENDMENT NO. 1
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
and
ALTA PLANNING + DESIGN, INC.,
a foreign business corporation,
("Contractor")
for
A FEASIBILITY STUDY REGARDING THE BEAR CREEK GREENWAY
RECITALS
A. The City and Contractor previously entered into a Personal Services Agreement effective August
10, 2017 (the "Agreement"), for a feasibility study regarding extending the Bear Creek Greenway.
B. The City and Contractor now wish to amend the Agreement to extend its term.
AGREEMENT
NOW THEREFORE, in consideration of the mutual benefits and obligations set forth
herein, the parties agree as follows:
1. Amend the COMPLETION DATE as follows, with strikeout wording deleted and
underscored wording added:
COMPLETION DATE: un 3 , 2018 December 31. 2018
2. This Amendment No. 1 is effective upon being signed by both parties.
3. Except as specifically modified by this Amendment No. 1, the terms and conditions of the
Agreement remain in full force and effect.
IN WITNESS WHEREOF the parties have caused this Amendment No. 1 to be signed in their
respective names by their duly authorized representatives as of the dates set forth below:
CITY OF ASHLAND; OREGON ALTA PLANNING + DESIGN, INC.
By:
By: 6~V-Iljv L- -
Kelly A. Madding
City Administrator Printed Name: Carolyn Sulliv
Date: I Title: Vice President as duly authorized
Date: 9/10/18
Page I of 1: Amendment No. 1 to Personal Services Agreement with Alta Planning + Design, Inc.
ASEI~
Purchase Order
a
F
Fiscal Year 2018 Page: 1 of, 1
~S $ Rt GFiE~+,nyho
THIS PO NUMBER MUST APPEAR ON ALL
B Ashland Parks Commission INVOICES, AND SHIPPING DOCUMENTS.
I ATTN: Accounts Payable Purchase
L 20 E. Main 20181005
Ashland, OR 97520 Order #
T Phone: 541/552-2010
O Email: payable@ashland.or.us
V S C/O Parks Department
E H Admin Office
N ALTA PLANNING + DESIGN, INC 340 South Pioneer
D 711 SE GRAND AVENUE P Ashland, OR 97520
O PORTLAND, OR 97214 T Phone: 541/488-5340
R O Fax: 541/488-5314
Vendor Phone Number Vendor Fax Number Requisition Number Delivery Reference
Michael Black
Date Ordered Vendor Number Date Required Freight Method/Terms Department/Location
09/15/2017 3706 Parks Accounts Pa able
Item* Descri tion/PartNo QTY UOM Unit Price Extended Price
Bear Creek Feasibility Study
1 MODIFIED: Prepare a feasibility study for extending the Bear 1 $34,500.0000 $34,500.00
Creek Greenway
Contract for Personal Services less than $35,000
Beginning date: 08/10/2017
Completion date: 12/31/18
Change Order: Completion Date Changed from 6/30/18 to
12/31718
Project Account: $11,500.00
Project Account: $23,000.00
GL SUMMARY
200 - 604100 $11,500.00
0
121200 - 604100 $23,000.00
Date: ( _z
AU Orized Signature PO Total $34,500.00
Legal Department Rev~w
DOCUMENT TRANSMITTAL AW" TROL
This form will accompany the document through the drafting, review, and signature processes, and will
be kept with the City's final executed copy of the document. Required fields are indicated in gray scale.
Document: Amendment to Alta Planning +Design, Inc. PS Contract
(Include names ofparties to the document)
Type of Document: Contract ❑ Lease ❑ Easement ❑ Deed ❑ IGA ❑
Other (Spec!, fj J Amendment to Alta Planning + Resign Inc. PS Contract to extend time for completion
Dept Contact: TaraKxwei ACTION REQUESTED:
Dept: Pazks Phone: Ext
❑ Review Draft
Date submitted to Legal: 8I3II20I8
❑ Approve final and forward to:
4 / (Unless indicated, Legal u711 return document to you)
IYA ~/'1. • ONLYiliefirst time tlrisform is filled out:
)n by the Legal Dept Staff? R No ❑ Yes
r1~ U
y Legal Date: By_ C;D
Revision Date: By:
~~J 1 iai review by Legal Date: By:
Revision Date: By:
tal review by Legal Date: By:
Revision Date: By:
nal Review by Legal Date: By:
rwtuweu to vept soI Revision Date: y:
Final Logged out by Legal Date: /M/~26y:
Comments from LEGAL to DEPARTMENT: Comments from DES *F NT to LEGAL:
❑ see Attached., f/L~ G~ t Z I a - (fie c c~ s `~C
4c ~
Return original executed document to City Does this document need to be recorded?
Recorder for safekeeping? El No ' Yes No ❑ Yes
CITY ADMINISTRATOR / DEPARTMENT HEAD
Please do not sign the attached document until this form haste en ved by the Legal Dept below:
FINAL LEGAL DEPARTMENT APPROVAL: Date: r-~L
FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM PAS H LAN D
Request for a Change Order
Name of Supplier 1 Contractor I Consultant: Alta Planning + Design Total amount of this
contract amendment:
Purchase Order Number: 20181005
Title 1 Description: Bear Creek Greenway Feasibility Study $ 2709.37
0■ Per attached contract amendment
Contract Amendment
Original contract amount $ 34500 100 % of original contract
Total amount of previous contract amendments 0 % of original contract
Amount of this contract amendment 2709.37 8 % of original contract
TOTAL AMOUNT OF CONTRACT $ 34500 100 % 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 I 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 !9 $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 s $100K for Goods & Services, s
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 s $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 s 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: ❑Exem t-Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑ "YES", the total amount of original contract and cumulative amendments are ❑ Renewal of Intergovernmental 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(B)
Attach copy of Council Communication. ❑ If "NO", Council approval is required. Attach co of Council Communication
Expenditure must be charged to the appropriate accouht numbers for the financials to reflect the actual expenditures accurately.
Project Number N/A _ _ _ _ _ Account Number 121200 _ 604100 1, 7 88. 18
Project Number NSA _ _ _ - - Account Number 081200 _ 604100 $ _ 9 2 1 • 1 9
Project Number- Account Number
- -
Employee Signature:~(w( 6 Department Head Signature:
goat t r gr ter tha ,71$5,00
City Administrator:
- ' Xqual to or er t 5, or 10%)
Funds appropriated for current fiscal year., ~YNO~ i f
►
Finance Vrector {Equalto orgreaterthan $5,000) Date
Comments: invoices split 2/3 Parks and 113 Public Works
Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 3/15/2018