HomeMy WebLinkAbout2023-022 PO 20220315- Dowl,LLC Purchase Order
,MS Fiscal Year 2022 Page: 1 of: 1
RECORDER
R ER w __E 4viu5 er in EAR iLl _
t - 4azL 4410_-2 1-J'h 115-0-72-iMO-. -2
B City of Ashland
dS — —_
L ATTN: Accounts Payable Purchase
20 E. Main
L Ashland, OR 97520 Order# 20220315
T Phone: 541/552-2010
O Email: payable@ashland.or.us °
CO --- i
V H C/O Public Works Department ,
E DOWL, LLC I 51 Winburn Way
N 920 COUNTRY CLUB RD SUITE 100B p Ashland, OR 97520
EUGENE, OR 97401 • Phone: 541/488-5347
O
R T Fax: 541/488-6006
O
-9- 141- �i hone U1 mEx Rerrs _ � T _n r _ nrgi k I 57::::= sT a""� l� 3 iT Ite r _
Scott Fleury
atafe rde _-ei_LL mfie- t i is;TN go 1 r- - - - e = II 00
04/11/2022 5270 Accounts Payable
item T txtAIw ,-, --- --E-_---=-76-0-ti--;n! 4 t -W 1 ria-1
N Mountain Overlay
1 N: Mountain Overlay 1-5 to E. Main 1.0 $945,493.81 $945,493.81
Personal Services Agreement(Greater than $35,000.00)
Completion date: June 30, 2023
Project Account: E-202103-999
2 ADDED: Processed change order 03/17/2023 1.0 $32,785.00 $32,785.00
Amendment No. #1
Design, plans, provisions and estimates for bridge overlay and •
joint repair for the N. Mountain Road bridge over Bear Creek. .
Project Account: E-202103-999
***************GL SUMMARY***************
I • I 081200-704200 $978,278.81
IJIlia .
By: A Date: . =-=°-
-
T 3 _-�_
Authorize: ignature '•978 278.81
rFoRM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND
Request for a Change Order
Name of Supplier I Contractor 1 Consultant: DOWL Total amount Of,this
contract amendments
Purchase Order Number:20220315
$ 32',785.00
Title I Description: N Mountain Avenue Overlay
❑ Per attached contract amendment
Contract Amendment
Original contract amount $945,493.81 100 %of original contract
Total amount of previous contract amendments 0 %of original contract
Amount of this contract amendment 32,785.00 3 %of original contract
TOTAL AMOUNT OF CONTRACT $978278.81 103 %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 tota I 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 tri 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 0"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 0 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. 0 Exempt—Reason:.
❑ "YES",cumulative amendments s$35,000 0 Exempt—Reason:
❑ If"NO",requires council approval.(Attach CC)
INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT
Goods&Services•>$5,000 and<$100,000 0 "YES",the total amount of cumulative amendments 0 Written Findings:Document the nature of the
Personal Services•>$5,000 and<$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 0 If"NO",amount exceeding authority requires 0 Obtain direction and written approval from City
❑If"NO",amount exceeding authority requires Council approval.Attach copy of Council Administrator
Council approval.Attach copy of Council Communication. 0 If applicable,attach copy of Council Communication
Communication. 0 Exempt—Reason: 0 Exempt—Reason:
❑ Exempt—Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑"YES",the total amount of original contract and cumulative amendments are 0 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. 0 If"NO",Council approval is required.Attach copy of Council Communication
Project Number Account Number Account Number 0 a 1 2 0 0. 7 0 4 2 0 0
*Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
Employee Signature: Department Head Signature: '4111‘1. 3.7.toZ3
o or• '. a%than$5,000)
City nager: % 4 Ar 5!
j ('•ntract and a•'�e da gr ter than$35,000)
Funds appropriated for current fiscal year: / NO I /1 0(23
mance 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 1,4/23/2020
AMENDMENT NO. 1
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
("City")
and
DOWL LLC,
("Consultant")
for
N Mountain Avenue Overlay—Design SERVICES
NOW THEREFORE, in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows:
1. Amend Section 3 of the Agreement as follows,with strikeout wording deleted and
underscored wording added:
Compensation: City shall pay Consultant at the hourly rates and costs as set forth
in"Exhibit A"for Consultant's performance of all Work under this Agreement. In
no event shall Consultant's total of all compensation and reimbursement under this
Agreement exceed the sum of'.' • , ' • • . . • . • . . - . . :,
. . • . • • • • • . : . : ••- • - . . • •• • $978,278.81(nine
hundred seventy-eight thousand two hundred seventy-eight and eighty one
cents)without the express,written approval from the City official whose signature
appears below, or such official's successor in office. Payments shall be made within
thirty (30) days of the date of receipt by the City of Consultant's invoice. Should
this Agreement be terminated prior to completion of all Work,payments will be
made for any phase of the Work completed and accepted as of the date of
termination.
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.
Page 1 of 2: Amendment No. 1 to Personal Services Agreement
,
v
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 S A`, , ORE I, i N DOWL LLC (CONSULTANT)
B ,.P , -" ` ''F By: Jaime Jordan 07:3.03.07
y: e 07:37 Ws.00'
Printed Name: oseph L.._ Les5ora Printed Name: _ Jaime Jordan
Title: City e,,kcu c Title: LLC Member
Date: 3/'I3,/2.r3 Date:_ 3.7.2023
•
Page 2 of 2: Amendment No.1 to Personal Services Agreement
DOWL
February 22, 2022
Karl Johnson, E.I.T.
City of Ashland Engineering Department
20 East.Main Street
Ashland, OR 97520
Subject: N. Mountain Ave. Overlay Project: 1-5 to E. Main Street (City #2021-03,
DOWL#2752.80159-01) Amendment#1
Dear Karl:
Amendment Purpose
The purpose of this amendment is to provide design and prepare plans, special
provisions and estimates for the bridge overlay and joint repair for the N. Mountain
Road bridge over Bear Creek. Work affecting the bridge will also require coordination
with the Oregon State Historic Preservation Office (SHPO). In addition, this amendment
is to provide additional effort for topographic survey.
This scope outlines additional effort and tasks needed to perform these services and
final design. This Scope of Work will revise tasks from the previous contract and adds
additional tasks as specified below.
TASK 1 PROJECT MANAGEMENT AND COORDINATION (UNCHANGED)
TASK 3 ENVIRONMENTAL COORDINATION/SUPPORT
Task 3.2 SHPO Coordination
Consultant's cultural resources staff shall coordinate with the City to obtain, review, and
compile existing project information sufficient to complete and submit electronic copies
of two standardized forms (and required attachments, as necessary) to the SHPO
seeking concurrence for the proposed project under Oregon Revised Statute (ORS)
358.653. Consultant will review appropriate databases, repositories, and other sources
of data to support completion of the two (2) SHPO forms. This review will assist in
determining if the Bear Creek Bridge is historically or architecturally significant, and to
establish the degree of integrity the bridge may possess and make an overall finding of
effect.
Assumptions:
• City will promptly respond to requests for project information (e.g., site
photographs, as-builts, site plans, and other supporting data) necessary to
complete the SHPO forms.
■ ■ ■ ■www.dowl.com
Karl Johnson, E.I.T.
City of Ashland Engineering Department
Page 2 of 3
• Consultant's review of data will not reveal information indicating that the bridge is
historically significant or eligible for listing in the National Register of Historic
Places.
• No fieldwork by DOWL personnel will be necessary as part of these efforts.
• The City will submit the completed electronic forms via the Oregon SHPO's "Go
Digital" platform.
• SHPO will not request additional studies or excessive revisions to the submitted
documentation.
o If additional studies are requested by SHPO, these may be added by the
City through an amendment.
Deliverable(s)/Schedule:
Consultant shall submit to City:
• Draft Oregon SHPO Clearance and Oregon SHPO Submittal forms (drafts will be
submitted to the City four [4]weeks after NTP)
• Final forms submitted within 2 weeks after receipt of Agency draft review
comments
Task C3.3 Section 106 Documentation Form (Contingency)
Consultant shall prepare a draft and final Section 106 Documentation Form for the
historic resource that is considered potentially eligible for the NRHP. The form will
include a recommended finding that a property meets the eligibility criteria (A-D) for
inclusion in the NRHP. Consultant shall include in the form the following: a brief physical
description, history, context, significance, map (the historic boundary included) and
photographs.
Consultant shall assemble and present the necessary information using the most recent
OR SHPO form (Section 106 Documentation Form).
Consultant shall include the following in the form:
• Physical description of the resource and contributing and non-contributing
features, including the history and context of the resource, the design, setting,
materials, workmanship, feeling, and association;
• Map showing the location and orientation of the resource and its historic
boundary; and
• Photographs of the resource, including historic and current photographs.
Consultant shall prepare the form for up to one (1) resource. Agency's Cultural/Historic
Resource Specialist will transmit the final form to SHPO and will obtain the necessary
concurrence documentation from SHPO.
■ ■ ■ ■www.dowl.com
Karl Johnson, E.I.T.
City of Ashland Engineering Department
Page 3 of 3
Deliverable(s)/Schedule:
Consultant shall submit to City:
• Draft Section 106 Documentation Form for the resource that is potentially eligible
for the NRHP by email in MS Word for review within 2 months of completion of -
Task 3.2.
• Final Section 106 Documentation Form for the resource that is potentially eligible
for the NRHP in .pdf within 2 weeks after receipt of Agency draft review
comments.
TASK 11 PREPARE ADVANCED PLANS, SPECS & COST ESTIMATE
(UNCHANGED WITH THE EXCEPTION OF BELOW)
Task 11.1 Prepare Advanced Plans (Additional Effort)
DOWL will prepare and submit Advanced (90%) contract plans for review by City Staff
to include overlay and joint repair work on the bridge. DOWL will incorporate City of
Ashland standard details into the drawing set, as needed. For budgeting purposes, it is
anticipated that the Advance and Final Plans will include one (1) additional plan sheet
depicting the overlay and joint repair work.
Deliverable(s)/Schedule:
• DOWL will include the additional work in the Advanced submittal
TASK 12 PREPARE FINAL PLANS, SPECS & COST ESTIMATE (UNCHANGED)
Estimated Fee
DOWL proposes to perform this amended scope of services on a time-and-materials
basis for a cost not to exceed $26,650 and contingency tasks, if released by the City, in
the amount of$6,135.as shown in the attached spreadsheet of estimated labor costs
and expenses. These costs are in accordance with and based upon DOWL's 2022
Standard Billing Rates, also attached.
We hope that this proposal provides you with the information you require at this time.
We look forward to working with you on this project.
Sincerely,
Jaime Jordan 2023.02.22
13:04:07-08'00'
Jaime Jordan, PE
Project Manager
■ ■ ■ ■www.dowl.com
•
DOWL,LLC. N.Mountain Avenue between 1.5 and E.Main Street February 22,2023
City of Ashland ESTIMATED COST
Amendment 1 DOWL Project 2702.80109.01
-
ww5 0000. 6hm.1 oaml Oa* .... r..Ya
iArt s,u«x.rm S.m.m. u..0 5...,,p ue....ve e.91....e u00.we r,.Iw.I.7.4 S...n Sm..5 s..b.uo .re...nm..Nl - - {ml.vn 2442 Dowd, {
W$ C.mO.n 2444E
ry e Ln.l�x imSd.Y.H Td 4Mry ..O..em, 59mYDai fr.d.11a0 G:Y.C.. Ylad.rl HDVAf
• sP-Yumry sm.wery s.44Ymre Tne
X
euu.
n_ ve /A -a ..N 0-PP IW As RDA J. 6W. . IPS Irs. Aar, as rvi -
TASK 1 r.Yn6.49.461.4146•4116mY. _' - ..
1,1 p ; t 1.9.W N6�FiihSO�I�.SO®6t•�SO
,.Ya Nm.D..m, 4444344 D D - -._D o o 3 D 1 6 0 A. 13.410.341 SM._ 2600 1666. - _n.va00.9000
TnY S•1461.1 10 _0 0. D 0 0_ 0 - 0'. _
TAfK] 311•1•40..109.1.8./s..n - - _ _ -
_
33 0X90 Coordno. 1 10 23 10 3 1190.WNW.E550 61M10SO alq
1Po
T..YY,,... 1 0- ID -20 ID - D .0 D. - 0 D 0. 0 - 0 0 e 0 0 53 _10.1060.- WW $200 tam 1600 - 1.190.00
TAR
11 -Prom AE.®EN.,,59445.6w 14444.. - - _. - - -
1 1.1 - 3 ]ea230 8.02131996•30=WOW.SO •00,2
11.1.2 Prop. .Lebo . 10I-I fI.eNOWNEW SO® i MSO 64,310.00
11.3 a.ac.d Spot* [444444. 2 6 0 1,233 0. ew2.�SO ss.SO••••=116.1130.00•41033111.1•40 WWWWW SO 1W6•51.1.8 _-. 01,]30.40
panted pd.Pw4.Gu000eh/R..w 2 6 0 0 74640 9OID®00 m;�130 y 50 517.0.
I Aa 2 x
D r.,: 0'. m ..0 „�0: D..-.._ :�r •.1au4�. ...1am- .4a.e�
fl,asa .,e.O..o
TASK 11 al Den t.newtoccove.1ENe,D - - -
mp,.l.d rY.:Y. -.
1 mind PI. - 3 50 eIi.30121.2 Prepare filed...n.1461 Pl. . ..
1 2 o 9 __ IJ 3 233000 ®5�
50 f t0X
50 (2330.00
. 50®. SO .90.00
p"p.Mud Spealkesken Som. 1 4
t 123000 1111106166.30®eY24 iiniaiSO 31,230.
12.4 im611d.9,.nd.m Dour 644.0/0... 2 2 2 T { 3.000 SO aw'Wm20 1•5110.1.1•142_ .2 0.-_ 1] 6 0 0 0 0 0.- 6 0 0 0 0 n ; - � 0;].0.00
- 1.5
1424400 .Sam _ f4W� 16,37200
• TalLL11 ID 6 ID NI It 17 29 2. o _ 0 0 o 0 e ] 0 0 162
3
AVER...4101167 I.4113 0190. 3245. 6 512500 021000 0130.00 50
3200 51150 0 0 3100.00 sl S2.0200S2.020051204f 0 3150. S14520 _ SOW Fe W -f. --3 Sp p im
3 10.00
TOTAL 11400 F511.10 01600 3960 $1,650 34,620 0750 1 03,720. 0]624 SO SO 00 SD 30 10 3900 $300 2290 - - $20,000.00 I 20.00 2600 0000 .6,650.00
DOM 065.1 LAMM. {600
DOM OAS/LAID.COSTS. 520.650.00
SUSCONSYSTANT 396 MAKC4Er m
Total Estimated Non-Contingency Costs= $26,600.00
. TOTAL ESTIMATED PROJECT COST(Bose and Contin0enry).=I . $32,722.00
0.e9n mlM. 0.Yn con..®.
Totals SOA. foW woo
... ,
•
_ . .
ess
eO100060 24 nw Al....:5... blm.l 'oli.m wm.. e e '''''."7. CAD D,. .. •5u „ bona. - - 2444E , : .-,
Y.,w ""n ,mw11•12 Fp.i.. "'III"Ea 1 or.4 u cn
ry °• 3„,41•11•01/ sr.dmnry s...Y.nea rm5d udxd.. tsr.ddn So<S,aa■ omme.; r D ,
•
- T.h3.Ymd _ 0 0 0 D D 0. 0 _ 0 D 0 - 0� _0- 0 0 0 _ 0 D 0 Sew MOO 1.00 .m MOO
5.6144 •440102..Mm071 20 1] 39 .�n10 fe®i500 06,13500
ti] IOD Oemm. 2 . 1 3 D.1J00
T..kLWW 2 0 . 1] 0'. - 0_ 0 O. 0 0 - . 0 0 0 - 0 1 0 - 0 .0 - 39 56,13600 ._{0.00- 10.00 0600 0.133.00,
-.. -,, 7074.1.loon _.. r. D 0 - __ ". ..
] 0 6 20 13 0 0 0 O -0 0 .a..
0 0 0 I 39
_ AV 339.x'.' 311500 01 f .D. MtSW $2.110 ry_.. 0 .,.... 31 SW 540 . _ {0.00 -VD ..Su60.9.44.2.1MOO
fl OAO 3105. 330500 f1.5W 0100. 5 32.000 01200. 015000 � -.:mow. p . -.'361,6•68.16,61
�
TOWLL2460(MINIM 5560 10 0660 03,300 31,500 30 SD SO 39 fI.SDD _ 040
30 SO . f0 . 30 f0 293 SD 30 06,13500 40.00 1600 20.44 20. .00
' 6/0291.11.11.011.COSTS SaOo
e eN(A
0011.014SDITANT 343 MARK..a
I Total Estimated Contingency Costs $6,130.00
00.9379.525
T.00.5JNa.4w 060 ma..@ 3036/.0
T. 7144(2 m*..2 people.s96/NoY1
14,4 02531..Dr.12.309/d...•S.M. '
Totals 10.00 50.00 00.00
•
COWL B.JS CS Col
Last 91'00e12/d/A23-1:03 PM page 1.N1 N Mamdm BCCA1sim
Memo
TO: Joseph L. Lessard, City Manager
FROM: Tami De Mille-Campos,Administrative Analyst
DATE: 3/7/2023
RE: City Manager Signature Needed for DOWL change order
Background: This item is coming to you due to the following:
The purpose of this amendment is to provide design and prepare plans, special
provisions and estimates for the bridge overlay and joint repair for the N. Mountain
Road bridge over Bear Creek. Work affecting the bridge will also require coordination
with the Oregon State Historic Preservation Office (SHPO). In addition, this amendment
is to provide additional effort for topographic survey.
This scope outlines additional effort and tasks needed to perform these services and
final design. This Scope of Work will
Council Action: Original contract approved by Council on 3/1/2022.
Signatures Required:
-: ===-- = —_� terim Finance Director on 3
2. City Manager on Form 1)
Other Relevant Information: None
Insurance waived or reduced? No
Who to return to if different from sender?
Are all other signatures required collected? Yes
If no,please collect before sending them to the City Manager.
Are all attachments listed included? Yes
CITY OF ASHLAND
20 East Main Street Tel:541-488-6002
Ashland,Oregon 97520 Fax:541-488-5311
www.ashland.or.us TTY: 800-735-2900