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Home My WebLink About2019-119 20190143 Ogden Roemer Wilkerson Archite AMENDMENT NO. 1 to PERSONAL SERVICES AGREEMENT between THE CITY OF ASHLAND, an Oregon municipal corporation, ("City") and OGDEN ROEMER WILKERSON, ("Contractor") for CITY HALL DESIGN AND CONSTRUCTION SERVICES RECITALS A. The City and Contractor previously entered into a Personal Services Agreement effective July 18, 2018 (the"Agreement") in order for the Contractor to provide City Hall design and construction—phase 1 services to the City; and B. The City and Contractor wish to amend the Agreement to increase the compensation. AGREEMENT NOW THEREFORE, in consideration of the mutual benefits and obligations set forth herein, the parties agree as follows: 1. Amend the Duration as follows,with strikeout wording deleted and underscored wording added: DURATION: Dcccmbcr 31, 2018 June 30,2019 2. Amend the Compensation as follows,with strikeout wording deleted and underscored wording added: COMPENSATION: $ 00 $112,852.75 3. This Amendment No. 1 is effective upon being signed by both parties. 4. 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: Page 1 of 2: Amendment No. 1 to Personal Services Agreement CITY OF ASHLAND, OREGON OGDEN RO re ER WILKERSON By: I � � /� By: i Printed Name: K ELU; M 46,a t,,3 G_ Printed Name: D •!A 046 W fore. Title: t. tr-c AP,-tai-.<<srts.ro2 Title: 3 14 4&l pAL Date:-- o I (1-1912 20 t 5 Date: ,. Z Q. 1 ✓ • Page 2 of 2: Amendment No. I to Personal Services Agreement Ashland City Hall Phase 2: Existing Conditions Research Fee Matrix March 2019 Prime Prime Prime Structural Structural Mech Elect Cost Architect Architect Architect Engineer]. Engineer2 Engineer Engineer Modeling m n m a, v — •— '8 '8 § p N N N N = N C W A m t0 0) C C 0 C ,, u N C no d + m 2 N 'i N wo m r N G o1 '.' p of C d C O O ct -C ` . C C N Y e p E w c w \ Q Q u c ` N o m '� N d \ C \ to 1 c ar - 2 , , > 0 v7 2 or h N °D c 3 •°-° m LL V N Sub-Total v a, w ac a, no no a, o o n. 10 1O a a 0 0 o O 0 o O sc a u° _ Task Cost „K, $165 $165 $115 $125 $235 $171 $171 $168 Task# Task Name Approach Identify minimum work at a Identify 100-yr conceptual level to upgrade City Hall 1 City Hall as 100-year building. Coordinate 8 12 6 6 10 Upgrades consultants and cost model. Task Fee $7,032 $1,320 $1,980 $0 $0 $0 $1,026 $1,026 $1,680 $7,032 $0 $50 so 7 Create space plan for existing City Hall Efficiency to show configuration and utilization 2 Space Plan after 100-year work is complete. 24 4 2 Existing 2-story Assumes removing demising wall and City Hall exterior plaza stair. Task Fee $4,850 $3,960 $660 $230_ $0 $0 $0 $0 $0 $4,850 $0 $50 $0 7 Efficiency Create space plan for proposed new Space Plan City Hall(3 or 4 stories)to show 3 Proposed 3 or 4-configuration and utilization. Prioritize story density,efficiency,and/or more City Hall consolidation if possible. Task Fee $0 $0 $0 $0 $0 I $o So_ so So $o So $o $o 7 URM expert peer review of Miller Engineering(ME)Report to determine Structural if proposed ME strategy is appropriate 4 Upgrade Peer and update cost model to 2019 costs. 4 8 10 Review If new strategy is deemed appropriate, address as an additional service. Task Fee $4,220 $0 $660 $0 $0 $1,880 $0 $0 $1,680 $4,220 $0 $50 $0 7 Assess structure of existing Municipal Courts building from City-provided Structural drawings and observations. Propose Assessment of structural work only to meet current 5 Municipal code(not as an Essential Service 0 0 0 Courts structure)and cost model.Excludes upgrades of other systems(no MEP, energy,etc.). Task Fee $0 $0 $0 $0 $0 $0_ $0 50 $0 $0 $0 $0 $0 7 Two progress meetings with City or f 6 City Steering Committee. 2 6 2 Collaboration Task Fee I $1,5501 I $330 I $990 I $230 I $01 $0 $0 $0 I $0 $1,550 ! $0 $0 $50 i 7 One Council meeting to share Phase 2 Council 7 work. Includes prep and presentation. 4 10 4 Presentation Task Fee $2,770 $660 $1,650 $460 $0 $0 $0 $0 $0 $2,770 $0 $0 so 7 No report writing or compilation. 8 Report • Task Fee $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 so so Sub-Total Consultant 38 36 8 0 8 6 6 20 Hours Fee Subtotal $20,422 $6,270 $5,940 $920 $0 $1,880 $1,026 $1,026 $3,360 $20,422 $0 $150 $50 Expenses $200 TOTAL TOT Project Total $20,622 A /64- to/Oak' v r ,- p,v�o.sQ-L la- / 1D� L . Gum / 4 s 1S `J 26)/ 0 /y3 , . 51 14c a- 'a6) a" u```4 yes. a �s 76 mss . �� 11� (y -745, C� '�~f �PC Zc /e �� a (a r'r Gam-- P -7-:-kA, l a bv7/e- . Purchase Order 111411 ,as Fiscal Year 2019 Page: 1 of: 1 B City of Ashland L'FiC Piz-1=11'10i_a_(= -1 Lo16iLgkF-- I ATTN: Accounts Payable Purchase L 20 E. Main 20190143 Ashland, OR 97520 Order# T Phone: 541/552-2010 0 Email: payable @ashland.or.us V H C/O Public Works Department E OGDEN ROEMER WILKERSON ARCHITE I 51 Winburn Way N 2950 EAST BARNETT ROAD p Ashland, OR 97520 D MEDFORD, OR 97504 Phone: 541/488-5347 O T Fax: 541/488-6006 R O aR _ _l Y3.2I9 a]==-�_�_�a- El_7 {:5 1i-j-4�n �34 8 eseC ,. �1-!��Y-,104Z_4._} (541) 779-5237 Kaylea Kathol ®i--]—_=�=Er=��:=;�aii�_]e� ee_] � �q��=]3=i=r==='==3 - csr� 08/09/2018 762 FOB ASHLAND OR/NET30 City Accounts Payable Dig,*H E]sNI i ='ig��F€� ��_ -griiM — F-77-6"71''�l-'_— ( = a'0®B=rEIt.- City Hall Design &Construction 1 City Hall Design and Construction Services 1 $97,085.0000 $97,085.00 PHASE 1 Personal Services Agreement (greater than $25,000.00) Completion date: December 31, 2018 Project Account: E-201614-999 2 ADDED: Processed change order 04/10/2019 1 $15,767.7500 $15,767.75 Increase in compensation per attached Amendment No. 1 Project Account: E-201614-999 ***** ********* GL SUMMARY ***** ***** 082400 -704100 $112,852.75 Date: II r Sf Aurized Si nature 11Crlafkl. $112,852.75 FORM #10 1 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier/Contractor I Consultant: oRwArchitecture Totai amount Otitis contract amendments Purchase Order Number: 20190143 Title I Description: City Hall Concepts and Design $ 5'767.75' ❑ Per attached contract amendment __ Contract Amendment Original contract amount $97.085 100 %of original contract Total amount of previous contract amendments 0 %of original contract Amount of this contract amendment 15,767.75 16 %of original contract TOTAL AMOUNT OF CONTRACT $112,852.75 116 %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 neracsary 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;h)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, I 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• 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 s$6,000. ❑ °YES",the total amount of cumulative amendments ❑"YES',the total amount of original contract and ❑If"140",amount exceeding authority requires s 25%of original contract amount or$250,000 cumulative amendments s$10OK for Goods B Services,s Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$50K for Attorney Fees. Communication. ❑If°N0°,amount exceeding authority requires ❑If"N0°,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: _ _ Elf"NO",requires approval.(Attach CC) INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods 8 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 55 25%of original contract amount. ❑If ❑ If'NO',amount exceeding authority requires ❑ Obtain direction and written approval from City °N0",amount exceeding authority requires Council Council approval.Attach cony of Council Administrator approval.Attach copy of Council Communication. Communication ❑ If applicable,attach copy of Council Communication ❑Exempt—Reason: 0 Exempt—Reason: _ ❑Exempt—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 Attomey and department head affected by renewal and approved/signed ❑ If'NO",amount exceeding authority requires Council approval.. by City Administrator.AMC 2.28.045(6)' Attach copy of Council Communication. ❑If"NO',Council approval is required.Attach.copy of Council Communication Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Project Number E-201614 . 999_ Account Number 082400 . 704100 $_,_ _ _,15,767,.75_ Project Number -_ _ _ Account Number - $_,- - -,_ _ _•_ _ Project Number -_ _ Account Number - $_,_ _ _,_ _ _°_ _ • Employee Signature: ;fyik$; I j1L_ j' ' ,1,ri11..4 Department Head Signature: ' ,l0 , "L� (i°rgreater than$5,000) AP City Admini rator: j.� _ (Equal tq a alert 000 r10%) Funds appropriated for current Fiscal year: YES NO ' 1 a i 1 fince Director(Equal to or greater than$5,000) Date Comments: