HomeMy WebLinkAbout2018-074 Siskiyou Biosurvey LLC
AMENDMENT NO. 1
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
and
Siskiyou Bio Survey LLC
Contractor")
for
ASHLAND CANAL VEGETATION SURVEY
RECITALS
A. The City and Contractor previously entered into a Personal Services Agreement
effective April 16, 2018 (the "Agreement") to provide a vegetation survey of the full
extent of the canal including proposed reroutes and identify potential conflicts and
impacts with existing vegetation in regards to the construction and the future maintenance
of the canal; and
B. The City and Contractor wish to amend the Agreement to increase the compensation
of the Agreement.
AGREEMENT
NOW THEREFORE, in consideration of the mutual benefits and obligations set forth
herein, the parties agree as follows:
1. Amend the Compensation as follows, with strikeout wording deleted and underscored
wording added:
COMPENSATION: $1-0;099:99 $14,789.53 as per attached Exhibit A.
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.
Page 1 of 2: Amendment No. 1 to Personal Services Agreement
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 SISKIYOU BIOSURVEY LLC CONTRACTOR)
By: r r By:
Printed Name: All ~ b Printed Nam :
Title: EI ak--r7-j ,,444-M- Title: /Y1 A-n/~I ~ Z
Date: Date:
T
Page 2 of 2: Amendment No. I to Personal Services Agreement
Siskiyou BioSurvey LLC
265 Ball Road
' Invoice No: SBS 18-07
Eagle Point, OR 97524
Tax I.D. 493-1313496 'Date: 12/19/2018
2018 ASHLAND CANAL REPORT INVOICE
Customer: City of Ashland, Public Works
Address 20 East Main Street
City Ashland, OR 97520
Phone: (541) 552-2414
Contact: Kevin Caldwell, Senior Project Manager
Email: kevin.caldwell@ashland.or.us
Invoice Details:
SBS provided 312.4 hours professional services to the City, plus $112 printing costs for an
invoice total of $14,789.53. This represents a discount of $8752.50 to the City. Please have
payment sent to our business office at the above address.
Kevin, it was a pleasure to work with you and Julie on this community relevant project. On
behalf of the staff at Siskiyou Bio Survey, LLC, we extend our gratitude and welcome future
consideration for other project support-
C~retchewil Vo~- a *l& (~reo- Carey
Greg Carey
Project lead
gcarey a siskiyoubiosurvey.com
(541) 821-1299
Exhibit A
Siskiyou
BioSurvey LLC
265 Ball Road
Eagle Point, OR 97524
` Ecological (541) 826-6104
Consultants
March 21, 2018
Ashland Canal Piping Project
Phase One:
Conduct a vegetation survey of the full extent of the canal including proposed reroutes
and identify potential conflicts and impacts with existing vegetation in regards to the
construction and the future maintenance of the canal. Noxious weed populations will be
identified and mapped. The goal is to preserve as many mature trees as possible to
maintain the shady environment that exists on the canal corridor. In addition, trees and
other vegetation downslope that may be adversely affected by loss of water from seepage
due to the piping of the canal will be identified and mapped. Existing use and benefits of
the present canal by wildlife will be evaluated and described. Coordination with City
Staff, Ashland Canal Project Engineer; Adkins Engineering Consultants and the project
geotechnical consultants; Galli Group.
Phase Two:
Make suggestions for mitigation of adverse effects where possible.
Summarize anticipated impacts to different tree species and age classes.
Recommendations for plant restoration where necessary.
Recommendations for wildlife enhancement where necessary.
Recommendations for control of noxious weeds.
Recommendations for "traffic friendly" trail softening techniques
Deliverables: (1) Technical Report summarizing recommendations, including data and
field observations.
Pricing: Our price will be $75.00/hour including travel time and meetings. City to be
billed for time and materials, total cost for all efforts not to exceed $10,000.00.
Schedule: Work to begin when contract is executed by City and completed no later than
July 31sT, 2018.
Richard Callagan, Manager (541)821-8924, Siskiyou BioSurvey, LLC
CITY OF
ASHLAND
December 21, 2018
TO: Paula Brown, Public Works Director
RE: Siskiyou BioSurvey Contract
Ashland Canal Piping Project
The City entered into a personal services agreement with Siskiyou BioSurvey for
$10,000.00 on April 28th, 2018 (PO 20181327) for a vegetation analysis related to the
Ashland Canal piping project.
Project Staff had a difficult time finding a Consultant to complete this work on such a
challenging project, we feel fortunate to have Siskiyou BioSurvey as part of our Project
Team. I received an email from Siskiyou BioSurvey on 9/11/18 stating that their
expenses at that time totaled $15,516.00 and that they understood that they had
contributed more time into their efforts than was intended by the City. I failed to
respond to this email, but we continued to increase their involvement in our Project
Team.
Siskiyou BioSurvey delivered a report and appendix that is well beyond what the City
had originally asked for. While this information is project relevant and a benefit to the
City, it is much more than we contracted for.
On November 19th, 2018 1 received the only invoice from Siskiyou BioSurvey for
$17,547.53. Understanding that f have some fault as well as Siskiyou BioSurvey for the
additional charges I negotiated with them for a new total of $14,789.53 with your
approval.
encourage you to approve the additional expenses as negotiated. While the City is not
contractually liable for the additional-expenses, I do have some fault for not responding
to their email notice or issuing a stop work order, and I apologize for that mistake.
Siskiyou BioSurvey is a valuable project partner and they continue to stay involved with-
the Ashland Canal Advisory Group at no expense to the City.
C
Kevin Caldwell, Senior Project Manager
Engineering Tel: 541/488-5347 M
20 E. Main Street Fax: 541-/488-6oo6
Ashland, Oregon 97520 TTY: 8001735-2900 ,r
www_ashland.or.us
L
Purchase Order
'r Fiscal Year 2018 Page: 1 of: 1
B City of Ashland
I ATTN: Accounts Payable Purchase 20181327
~ 20 E. Main Ashland, OR 97520 Order #
T Phone: 541/552-2010
O Email: payable@ashland.or.us
E H 'C/O Engineering Division
SISKIYOU BIOSURVEY, LLC 1 51 Wnburn Way
D 265 BALL RD P Ashland, OR 97520
O EAGLE POINT, OR 97524 Phone: 5411488-5347
R TO Fax: 541/488-6006
- -
Kevin Caldwell
05/02/2018 1778 City Accounts Pa able
- - _ _----_-_°__F=F1_
ry ME Vegetation Survey
1 Vegetation survey of the full extent of the canal including 1 $10,000.0000 $10,000.00
proposed reroutes and identify potential conflicts and impacts with
existing vegetation in regards to the construction and the future
maintenance of the Ashland canal.
Personal Services Agreement ($25,000 or less)
Completion date: 1 2131 /201 8
Project Account: E-201517-999
2 ADDED: Processed change order 01/03/2019 1 $4,789.5300 $4,789.53
Canal vegetation survey
Amendment No. 1
Project Account: E-201517-999
« GL SUMMARY
083800 - 704200 $14,789.53
By-
Date:
Auth rized Signature $14,789.53
FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request for a Change Order
Name of Supplier/Contractor/Consultant: slsklyeualesun.yLLC ITotal,arfiountWlhis. "
'c6nttactarne_ nd_ ment_i"
Purchase Order Number: P020181327
Title/ Description: Canal vegetation survey $ 4:789.53
H Per attached contract amendment
Contract Amendment
Original contract amount $10000 100 % of original contract
Total amount of previous contract amendments 0 % of original contract
Amount of this contract amendment 4789.53 47.8 % of original contract
TOTAL AMOUNT OF CONTRACT $ 14789.53 147.8 % 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 complywith 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 tern 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 N NO` (If "NO", requires Council approval l Attach copy of CC.)
Sourcing Method:
SMALL PROCUREMENT Not exceeding $5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT. QRF or
❑°YES", the total amount ofcontract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50
amendmentss$6,000. ❑ "YES", the total amount ofcumulative amendments ❑'YES', the total amount oforiginal contract and
❑If"NO", amount exceeding authority requires 525% of original contract amount or $250,000 cumulative amendments s$10oK for Goods & Services,
Council approval. Attach croon of Council whichever is less. $75K for Personal Services, < $50K for Attorney Fees.
Communication. ❑ If"NO", amount exceeding authority requires ❑ 11°NO", amount exceeding authority requires Coundl
Exempt-Reason: Council approval. Attach copy of Council approval. Attach may of Council Communication.
PERSONAL SERVICES (Direct Appointment) Communication. ❑Fxempt-Reason:
W "YES",mmulativeamendments 5$35,000 ❑Fxempt-Reason:
❑lf "NO requires approval. Attach CC
INTERMEDIATE PROCUREMENT SOLESOURCE 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<$75,000 525% ofodginal 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% oforiginal 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 may of Council Communication. Communication. ❑ If applicable, attach copy of Council Communication
❑Exem t-Reason: []Exempt- Reason: []Fxem t-Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑ -YES°, the total amount of original contract and cumulative amendments are Renewal of Intergovernmental Agreement: Tens 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 Coundl approval, by City Administrator. AMC 2.28.045(8)
Attach cop of Council Communication. If °NO" Calmed 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 201517 - - - Account Number 083800 - 704200 4 89.53
Project Number Account Number
Project Number_ _ _ _ _ - - Account Number - - - - - _ -
t212
~ fs
Employee Signature :6(U Y1o M. YYLDNk'erfinent Head Signa ZA:Z,
tU4
E' to r reaterthan ,000
City Administrator: 216 '
n { L ( ttaltoorg yrihan, 25, 0 10%)
L~r N "~t ' ~t i 1 1 ! G
Funds appropriated for current fiscal year. DY S / NO (4-
Fina a Director (Equal to orgreater than $5,000) Dafe
Comments.,
Form #10- Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 3115/2018