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HomeMy WebLinkAbout2019-184 20190442 Knife River Materials AMENDMENT NO. 1 to PUBLIC IMPROVEMENT CONTRACT between THE CITY OF ASHLAND, an Oregon municipal corporation, ("OWNER") and LTM, INCORPORATED,dba KNIFE RIVER MATERIALS, a domestic business corporation, ("CONTRACTOR") for Installation of Electrical Conduit and Vaults Along Hersey Street RECITALS A. The OWNER and CONTRACTOR previously entered into a Public Improvement Contract effective April 6, 2019 (the"Agreement"), for the installation of electrical conduit and vaults along Hersey Street in Ashland, Oregon. B. The OWNER and CONTRACTOR now wish to amend the Agreement to include the installation of additional electrical conduit and vaults along Mountain Avenue in order to connect facilities to the OWNER'S Mountain Avenue substation and to increase the amount of compensation to be paid to CONTRACTOR. AGREEMENT NOW THEREFORE,in consideration of the mutual benefits and obligations set forth herein,the parties agree as follows: 1. Increase the amount of compensation to be paid by the OWNER to the CONTRACTOR by $88,985.00 (eighty-eight thousand, nine hundred and eighty-five dollars), for a total of $1,173,016.00 (one million, one hundred and seventy-three thousand and sixteen dollars). 2. Include the additional Contract Documents: CONTRACTOR'S "ADDITIVE ALTERNATE BID—SCHEDULE C,UNDERGROUND CONSTRUCTION UNITS" and a construction drawing by OS Engineering entitled"Hersey Street Electric Underground Project Additive Alternative V1-600 to MAS"which are attached hereto and incorporated herein by this reference. 3. This Amendment No. 1 is effective upon being signed by both parties. 4. Except as specifically modified by this Amendment No. 1,the terms and conditions of the Agreement remain in full force and effect. Page 1 of 2: Amendment No. 1 to Public Improvement Contract between the City of Ashland and LTM, Incorporated IN WITNESS WHEREOF the parties have caused this Amendment No. 1 to be signed in their respective names by their duly authorized representatives as of the dates set forth below: CITY OF ASHLAND, OREGON LTM,INCORPORATED,dba KNIFE RIVER TERIALS ■ Sd 1 1,�, �. By: By: 41111 Kelly A. Madding, Administrator Printe Name: .\Ot S care-5 Date: 1 I I i `1 Title: Cb(� �n t6v1 kkralionS t U Date: to 19...,4 1°I APP VEDA 0 ORM Ashland Asst.City Attorney Date_ Page 2 of 2: Amendment No. 1 to Public Improvement Contract between the City of Ashland and LTM,Incorporated •f' LTM Incorporated dba Knife River Materials ADDITIVE ALTERNATE BID-SCHEDULE C UNDERGROUND CONSTRUCTION UNITS Extended Price No.of Unit Price Labor& Labor& Unit No. Unit Units Labor Materials Materials Materials UDB (C2) LF 380 iS - ys.00 60 - 11/600 - UDB (C18) LF 60 L o.S J 31.51) Lt 2" '2- Z O UDB (C19) LF 60 £.L-5 I S. zS - s> 1500 UTS(24) LF I 0 8.So Zc. So 3y - s> UTG(24) LF 130 I t.S o 3 y So `(b - 5 q Y,0 UTP(24) LF 370 14 q.E 5� �t 15•So 21,`l 35- SREX CY 0 10.—co 31.c0 15'0.00 OVEREX CY 0 tc3 cf 2G5i a) ESC LS 1-lot "7sor o r (Soo' 1500 TCP LS 1-lot Z9 7S- 26%-7 s 5950 - S`t co - MISC. LS 1-lot Roo to,goo t.o,ao- ZOBo0 BID SCHEDULE C SUBTOTAL$ '2,819 BS UNIT PRICE BID SUMMARIES, OPTION I BASIC BID SCHEDULE A$ S I,200400 PREFERRED BASIC BID SCHEDULE B-1$ 1,e,O L., 30.00 OPTION 1 -TOTAL BID AMOUNT$ I, S(2 3 q 3 0• p0 OPTION 2 BASIC BID SCHEDULE A$ $I , Zoo -00 ALTERNATE BASIC BID SCHEDULE B-2 $ 1 , t S N '1 61 . 00 OPTION 2-TOTAL BID AMOUNT$ I Z 3S,R91 ,o0 ADDITIVE ALTERNATE BID SCHEDULE C $ 96 00 Note: The CONTRACTOR'S liability insurance shall cover the total value of the project including Owner-Furnished-Equipment. ADDENDUM NO. 1,MARCH 1,2019 16-0070-EN JANUARY-2044 00340 9 PROPOSAL .prim Purchase Order ,M CITY RECORDER Fiscal Year 2019 Page: 1 of: 1 B City of Ashland I ATTN: Accounts Payable 20 E. Main Purchase 20190442 Ashland OR 97520 Order# T Phone: 541/552-2010 O Email: payable @ashland.or.us j l/ V H C/O Electric Department E KNIFE RIVER MATERIALS 1 90 North Mountain Ave N PO BOX 1145 P Ashland, OR 97520 D MEDFORD, OR 97501 Phone: 541/488-5357 O T Fax: 541/552-2436 R O 541 779-6304 Thomas McBartlett 04/10/2019 774 FOB ASHLAND OR/NET30 Ci Accounts Pa able UG Electric Infrastructure 1 Excavation and installation of electric conduit and vaults on 1 $",235,981.0000 $1,235,981.00 Hersey Street for underground electric infrastructure. Approved by City Council 03/19/2019 . Hersey Street Underground Electric Project Contract Completion date: July 12, 2019 Project Account: E-000700-999 2 ADDED: Processed change order 07/08/2019 1 $88,985.0000 $88,985.00 Amendment No. 1 Additional scope of work: Contractor's Additive Alternate Bid - Schedule C Underground Construction Units Project Account: E-000700-999 ............... GL SUMMARY ............... 111800-704200 $1,324,966.00 (jt/r 4( A #6A-1(k-:81q1,41 • By Date: 1 10/1 I = A thorized Signatur- _.t $1 324 966.00 FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM AsHLAND Request for a Change Order Name of Supplier I Contractor I Consultant: KNIFE RIVER Total amount of this contract amendment: Purchase Order Number: 201090442 Title I Description:KNIFE RIVER HERSEY PROJECT ❑ Per attached contract amendment Contract Amendment Original contract amount $1,235981.00 100 %of original contract Total amount of previous contract amendments %of original contract Amount of this contract amendment 88,985.00 7.2 %of original contract TOTAL AMOUNT OF CONTRACT $1,322,499.67 %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• NO* (If"NO",requires Council approval t 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 s$6,000. l] "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 Communication. �tg Pp Yd.* ❑ Exempt-Reason: ❑ "YES",Direct appointments$35,000 ❑ Exempt-Reason:O0.r©z/-f 9 ❑ If"NO",requires approval. ``�� 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 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 ❑ Exempt-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 copy of Council Communication. 11 \ C600. -i (42-0. i"k"" Oo0-)00 . cr9'J Expenditure must be charged to t e appropriate account numbers for the financials to reflect the actual expenditures accurately.• � ' i L Employee Signature: �‘ �( `c Department Head Sig at / / A� `� �1 /I( , i • contract 2 ,• r) City Administrator: 1 �1� L '/' (Equal to or grea ha $2,000 or 10%) Funds appropriated for current fiscal year: ! Y / NO C t k Vl ti� I L./4 Deptury Finance Director(Equal to or greater than$5,000) Date Comments: Form#10—Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1,3/15/2018 Council Business Meeting June 4, 2019 Agenda Item Approval of a Contract for Electric Improvements on Mountain Avenue From Tom McBartlett I Director of Electric Contact thomas.mcbartlett(c�ashland.or.us 541-552-2314 SUMMARY Approval is being requested to award a contract for the installation of conduit necessary for underground electric infrastructure along North Mountain Avenue. The intent of staff is to award the contract to Knife River, in the amount of$88,985, for excavation, conduit installation, and restoration. POLICIES,PLANS & GOALS SUPPORTED Electric ten-year planning study • Reconfigure system to utilize extra feeders at Mountain Avenue Substation •Allow the City to transfer load from other substations and reduce delivery charges • Each distribution feeder should be capable of being supplied by one or more alternate distribution sources • Transfer three MW of peak load from Ashland Substation North Main Feeder(A2001) to an unused or new feeder out of either Ashland or Mountain Avenue Substation Department Goals • Improve reliability and resiliency • Long term cost savings PREVIOUS COUNCIL ACTION On March 19, 2019, Council approved a contract with Knife River to install electric conduits and vaults along Hersey Street. This contract is for the additional installation necessary to complete the connection to Mountain Avenue substation. BACKGROUND AND ADDITIONAL INFORMATION In February 2019, the Electric Department issued a request for bids to install underground conduit and vaults along Hersey Street. Included in that bid was a request for bidders to submit a separate proposal for the installation of conduits along Mountain Avenue to complete the connection to the substation. The primary reasons for this separate bid was funding and time constraints. Having this part of the project bid separately allowed the Department more flexibility in determining how much would be spent on this project for this year. If necessary, this part of the project could have been delayed due to it not being in the project area for the Hersey Street reconstruction. FISCAL IMPACTS After Council approved the contract with Knife River on March 19, 2019, staff was able to identify some cost saving changes to the design of the system along Hersey Street. These changes reduced the length of trenching necessary to achieve the goals of the project. This resulted in cost reductions of$150,000 in the Hersey Street contract. The cost of this new contract is $88,985 for the trench and conduit work along Mountain Avenue. This cost assumes that Knife River would complete this piece as part of the larger project, therefore not incur any additional mobilization expenses. Page 1 of 2 CITY OF ASHLAND STAFF RECOMMENDATION Staff recommends that Council approve the award of the contract with Knife River to complete the trench and conduit installation along Mountain Avenue to connect into the Mountain Avenue substation. ACTIONS,OPTIONS&POTENTIAL MOTIONS I move to approve the contract with Knife River in the amount of$88,985 for excavation and installation of conduits along Mountain Avenue. I move to deny the award of a contract to install electrical conduits along Mountain Avenue. REFERENCES &ATTACHMENTS Attachment 1: Engineer drawing for the additional bid Attachment 2: Knife River bid submittal schedule C Attachment 3: Bid summary March 19, 2019 Council Communication Page 2 of 2 CITY OF ASHLAND LTM Incorporated dba Knife River Materials ADDITIVE ALTERNATE BID-SCHEDULE C UNDERGROUND CONSTRUCTION UNITS Extended Price No.of _ Unit Price Labor& Labor& Unit No. Unit Units Labor Materials Materials Materials UDA (C2) LF 380 iS ys.oc 6U - Z Z UDB (C18) LF 60 to.SJ 3t.cc - 2f5-1..0 _UDB (C19) LF 60 {,.LS t8.�5 7-5" Sf 150o UTS(24) LF 0 co Ls.Sc 3y - TS -z-0 q eo UTG(24) LF 130 tt.SO 3 t SO `{b - 5 Y,0 UTP(24) LF 370 19.e8 Sb,I.t 15.Sc "t35" SREX CY 0 3 ).SC S'o.cc OVEREX CY 0 c3 Is" 5t•t tact C ESC LS 1-lot 7 5-0'r iS o— (S-00+ 1540"-" TCP LS 1-lot 2,175 so - 5`1 SO MISC. LS 1-lot to,too o,yo- Lc Cc Zo,8o BID SCHEDULE C SUBTOTAL$ 24l,9 BS UNI'1'PRICE BID SUMMARIES, OPTION I BASIC BID SCHEDULE A$ 81, 2 o 0,po PREFERRED BASIC BID SCHEDULE B-1 $ td 60 Z,`7 3 0.00 OPTION 1 -TOTAL BID AMOUNT $ 1 , 8c3 3, 3 O, °c) OPTION 2 BASIC BID SCHEDULE A$ 8 I , LO 0 .00 ALTERNATE BASIC BID SCHEDULE B-2 $ 11 lc W , 7 B I . 00 OPTION 2 -TOTAL BID AMOUNT$ l Z 3S ,q 81 ,co ADDITIVE ALTERNATE BID SCHEDULE C $ 88,°►€ S, 00 Note: The CONTRACTOR'S liability insurance shall cover the total value of the project including Owner-Furnished-Equipment. ADDENDUM NO. 1,MARCH 1,2019 16-0070-EN rnNUnnY2019 00340 9 PROPOSAL CITY OF ASHLAND HERSEY STREET ELECTRIC UNDERGRROUND PROJECT BID EVALUATION SUMMARY O O_ 74 T a Q d . Additive Option 1 Option 2 Lump Sum Total Lump Sum Total o Z e General Requirements Buie Alternate Basic Solid Rock Over Schedules A+B-1 Schedules A+B-2 Bid Schedoles Bid Schedules Bidder m ' = E o ^ Bid Schedule A Bid Schedule B-1 Bid Schedule 13-2 Excavation• Excavation• z e d q ° Bid Total Total A+B-1+C A+B-2+C m° .6 L `u o° $ ` .n 9 v , u ' Engineer's Estimate $ 42,500.00 S 1,230,950.00 S 783,250.00 $ 57,100.00 S 350.00 S 125.00 $ 1,273,450.00 S 825,750.00 S 1,330,550.00 $ 882,850.00 , Kn,River Materials Y Y Y Y Y Y N S 81,200.00 5 1,802,730.00 $ 1,154,781.00 S 88,985.00 k S 150.00 S 205.00 $ 1,883,930.00 S 1,235,981.00_ S 1,972,915.00 $ 1,324,966.00_ Pilot Rack Excay. Y Y Y Y V Y Y $ 100,000.00 $ 2,098,330.00 $ 1,447,940.00 S 92,780.00 S 250.00 _$ 50.00 $ 2,198,330.00 $ 1,547,940.00 S 2,291,110.00 S 1,640,720.00 D S - $ - S - S - S - S - $ - S - S - S - 1 E $ S • S - S - S - S - S - S - $ - $ - •=Not included in Lump Sum Total • -‘149 177 402 4 • • • NOTES: V1-600 1.IF ADDITIVE ALTERNATE 1 IS AWARDED CONTRACTOR TO EXTEND CONDUITS IN TITS PATH SOUTH TO VAULTS OUTSIDE MOUNTAIN BE H E R S E Y STREET OMEN- ENCH OR RE AS SHOWN. CONSTRUCTION APPROVED SHALL BE �F OPEN-TRENCH DE DIRECTIONAL BORE IF APPROVED B1 ON. EXISTING 5048105 CITY ELECTRIC DEPARTMENT TO COORDINATE CONSTRUCTION. IM ✓ AND SWITCH 1057 2 CITY ELECTRIC DEPARTMENT TO INSTALL CIRCUIT CABLES, SEPARABLE SPLICES,INTERCONNECT AND/OR TERMINATE AS SHOWN FOR FEEDERS 17000 AND 167001. \ \ EJ \ 2 7 V C+ EXISTING 4 s • J I REEK :Ilk..HA 2 \ \ • \ 20,F, \\ BOG \\ \)C �L • �� -\PI\ , ,�� ,�(�� \\ <7\ f �, \o c]`V\VV 5*.,1 +� s ` /.< c�c / \ v os, i .N fF f• PLAN VIEW \ `�P 0-RC\RII¢E� E:I..2 '* �E SDN \ R7u \SLV£➢ REDO ON FILL \ •�\ OREGON � '. - .. 1A EMPIRES I 6 ww' . DSGN: CUSTOMER: TRLE: J.WmroWSET HERSEY STREET ©© op1 ONO °,R'S DON: CITY OF ASHLAND ELECTRIC UNDERGROUND PROJECT ENGINEERING „p,�,F,Na DNTN�s„EE b,�,R IR anRD,, R.PATTON ADDITIVE ALTERNATIVE 6. ISSUED FOR CONSTRUCTION REUSE OF DOCUMENTS �' V1-600 TO MAS 0 FINAL ISSUED FOR CONSTRUCTION OBE WINN TOM DOCUMENT IS,NF PROPERTY of DRAWING/I: NO. REVISION BY DAIS - - Gx MOTR WIIAIIOUT WRITTEN PORKSSKIM DATE:JAN 2019 IPROIKT:1400770-ON I9fT.ME30 REV S0