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Home My WebLink About2023-028 PO 20220356- ZCS Inc FirAlY EC '. Purchase Order ,a Fiscal Year 2022 Page: 1 of: 1 B City of Ashland _ =_ I ATM:Accounts PayableL 20 E. Main Purchase T� L Ashland, OR 97520 Order# 20220356 T Phone: 541/552-2010 O Email: payable@ashland.or.us V H C/O Public Works Department E ZCS, INC I 51 Winburn Way N 900 KLAMATH AVENUE p Ashland, OR 97520 O KLAMATH FALLS, OR 97601 Phone: 541/488-5347 R T Fax: 541/488-6006 Vi�d � osnLeN�rese„dc� *la: u 'ict � Scottt`�®> _ [.�fiL 96 ]0.9___._: .T s$leu ga 06/16/2022 6649 FOB ASHLAND OR/NET30 Ci Accounts_ (Payablep _ Community Cntr& Pioneer Hall 1 Ashland Community Center and Pioneer Hall Improvements 1.0 $56,671.00 $56,671.00 Phase 1 Preliminary & Final Engineering (8 Months) Personal Services Agreement(Greater than $35,000) Completion date: 06730/2023 Project Account: E-202015-999 Project Account: E-202016-999 2 ADDED: Processed change order 04/10/2023 1.0 $47,085.00 $47,085.00 Amendment No. 1 Additional improvements and ADA accessibility Completion date extended to June 30, 2024 Project Account: - ***************GL SUMMARY*************** 083000-704200 $103,756.00 l °J - QEF By: I I Date: ! //1/3 olz-: Si:g=tur- $103.756.00 FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier 1 Contractor I Consultant: ZCS Engineering and Architecture Total a nount,of this'.:' contract amendment:: Purchase Order Numbe ro,2o220356 • 'f $ 47',085 Title I Description: Community Center/Pioneer Hall 0 Per attached contract amendment Contract Amendment Original contract amount $56,671 100 %of original contract Total amount of previous contract amendments 0 %of original contract Amount of this contract amendment 47,085 83 %of original contract TOTAL AMOUNT OF CONTRACT $103,756 183 %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 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. 0 "YES",the total amount of cumulative amendments 0"YES",the total amount of original contract and ❑If"NO",amount exceeding authority requires 5 25%of original contract amount or$250,000 cumulative amendments—<$100K for Goods&Services,s Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$50K for Attorney Fees. Communication. 0 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 5$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 5 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<—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. ❑ Exempt—Reason: ❑ 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 o 8 3 0 0 0. 7 0 4 2 0 0 *Expenditure must be charged to the appropriate accou numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature: _ ;AL. ,LL� � ),ALI +arartment Head Signature: _`, 3.30-�Z-S 7:;.: :;� gITt :a .5,000) City r anager: . ontract and it �greater than$35,000) Funds appropriated for current fiscal year: /NO / 7(�l/ 27 Ina C- Ai Victor(Equa 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 DocuSign Envelope ID:C10997FD-250E-4840-813B-696D78CDA092 AMENDMENT NO. 1 to PERSONAL SERVICES AGREEMENT between THE CITY OF ASHLAND, an Oregon municipal corporation, ("City") and ZCS Engineering and Architecture, ("Contractor") for Design service s for the proposed improvements at the Ashland Community Center and Pioneer Hall RECITALS A. The City and Contractor previously entered into a Personal Services Agreement effective June 2, 2022 (the "Agreement") to Contractor provide Design services for the proposed improvements at the Ashland Community Center and Pioneer Hall services; and B. The City and Contractor wish to amend the Agreement to extend the term of the Agreement and 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 Completion Date as follows,with strikeout wording deleted and underscored wording added: COMPLETION DATE: June 30, 2023 June 30, 2024 2. Amend the Compensation as follows,with strikeout wording deleted and underscored wording added: 2.1 City shall pay Contractor the sum of$103,756.00 (one hundred three thousand seven hundred fifty-six dollars) S-5636.74,40 as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 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 Personal Services Agreement DocuSign Envelope ID:Cl0997FD-250E-4840-813B-696D78CDA092 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 ZCS ENGINEERING AND ARCHITECTURE (CONTRACTOR) UocuSlynod . By: frfilf/7,4/Aftil 106d41.2bLA 440/... Printed Name: jovt._ L- Le5sot d Printed Name: syl as Allen Title: Q?x Adel C{�o�e,r Title: CEO / �1 Date: 3 3l/7-3 Date: 3/27/2023 • Page 2 of 2: Amendment No. 1 to Personal Services Agreement DocuSign Envelope ID:C10997FD-250E-4840-8138-696D78CDA092 CC ENGINEERING ARCHITECTURE February 03, 2023 City of Ashland Public Works 51 Winburn Way Ashland, OR 97520 Reference: Ashland Community Center and Pioneer Hall Subject: Additional Design Services.Proposal (Phase 1 Services) We are pleased to present our proposal for additional design services for the proposed improvements at the Ashland Community Center and Pioneer Hall. It is our understanding the scope involves additional improvements to accessibility, ADA, structural improvements to roof framing for snow loading, and structural improvements to existing floor framing for live loading. Project Scope Based on direction from Ashland City Council and previous discussions with you, our understanding of the additional project scope to be included is as follows: • Accessibility improvements to north exit stair of Community Center. • Concrete ADA access/ramp to main entry. • ADA access to the existing stage of the Community Center. • Install of new ADA compliant ramp. • We have partnered with Pariani Land Surveying to provide survey services for install of the new ADA ramp. • ADA and accessibility improvements to the existing kitchen of the Community Center. • Structural retrofit of existing roof framing within the Community Center to support snow loading. • Structural retrofit of existing floor framing within the Community Center to support live loading. • Structural retrofit of existing roof framing within Pioneer Hall to support snow loading. • Structural retrofit of existing floor framing within Pioneer Hall to support live loading. Fees Our services will be performed on a lump sum basis and billed based on percentage of completion unless otherwise noted in the fee schedule. We have attached a fee schedule exhibit showing additional project fees required for the completion of the projects. 127 NW D Street, Grants Pass, OR 97526 • P 541:479.3865 • ZCSEA.com 1 Grants Pass • Klamath Falls • Medford • Oregon City DocuSign Envelope ID:C10997FD-250E-4840-813B-696D78CDA092 ENCINEERIKG ZC ARCHITECTURE Any significant scope changes made by the Owner or required by local review committees after commencement of work affecting design or drawings may be considered extra services and would be billed with your prior authorization. Additionally, it is assumed that our current insurance coverage will be satisfactory and not required to be increased under the agreement. Exclusions and Assumptions: The following services are not included in the above fee proposal but can be provided upon your request: • It is assumed all design phases will take place at the same time at both sites. • Design of HVAC, Plumbing, Electrical and Fire Alarm upgrades is excluded. • Fire Sprinkler, Site Utility, and Low Voltage System design are excluded. • All third-party special inspection fees during construction are excluded. • All Hazmat reporting and abatement scope development is excluded. • All System Development Charges, land development fees, permitting fees, LEED design and documentation are excluded. • It is assumed that full public utilities are available and adequate on-site. Off-site utility improvements have been excluded. • Design revisions associated with value engineering (VE) after completion of design (100% CD) will be considered additional service and may require additional fee. Please review the above proposal. If you have any questions, feel that we have misinterpreted the scope of work, or feel that the fee proposed is beyond your expectations for this project please contact us so that we can work together to develop an acceptable package for this project. The services outlined,above are proposed to be performed on a Lump Sum basis and billed based on percentage of completion. We appreciate the opportunity to submit this proposal. Sincerely, .°4341911A/2. 1) Gni Stephen L. Chase Sylas E. Allen, PE Project Manager Principal Enclosure: Appendix'A' — Design Fee Schedules 127 NW D Street, Grants Pass, OR 97526 • P 541.479.3865 • ZCSEA.com 2 Grants Pass • Klamath Falls • Medford • Oregon City DocuSign Envelope ID:C10997FD-250E-4840-813B-696D78CDA092 ENGINEERING ,� ►J ARCHITECTURE Appendix 'A' Design Fee Schedule 127 NW D Street, Grants Pass, OR 97526 • P 541.479.3865 • ZCSEA.com 3 Grants Pass • Klamath Falls • Medford • Oregon City DocuSign Envelope ID:C10997FD-250E-4840-8138-696D78CDA092 ZCSE1 ARCHITECTURE ASHLAND COMMUNITY CENTER IMPROVEMENTS CONSULTANT FEES INCLUDE+10% Schematic -IDesign� Construction Additional Services Total:_ Design Devolgpment> D:o'cum'ents Architectural $1,000 $6,000 $8,000 $15,000 Civil $2,000 $4,000 $6,000 Site Survey(Pariani) $2,085 $2,085 Structural $1,000 $3,500 $7,500 $12,000 Total $1,500 $4,000 $6,500 $35,085 PIONEER HALL IMPROVEMENTS Additional Services Schematics Design =ConstructionTotalk ®esign, Development' DocumentsL Architectural $1,000 $2,500 $3,500 $7,000 Structural $500 $1,500 $3,000 $5,000 Total $1,500 $4,000 ' $6;500 $12,000 127 NW D Street, Grants Pass, OR 97526 • P 541.479.3865 • ZCSEA.com 4 Grants Pass • Klamath Falls • Medford • Oregon City �ve •A Council Business Meeting March 21,2023 Contract Amendment with ZCS Engineering for the Community Center and Pioneer Agenda. Hall Design Fro-m n' Scott Fleury PE Public Works Director Contact;:` *a Scott.fleury@ashland.or.us Item Type A`z Requested by Council Update Request for Direction ® Presentation.,. .�;; 1E1 ® LI SUMMARY Before the Council is a request to approve a contract amendment with ZCS Engineering and Architecture for work associated with the Community Center and Pioneer Hall Rehabilitation Project. The additional design work and associated fee is based on direction received from Council previously to resolve live and dead load structural issues within each facility along with Americans with Disabilities improvements. POLICIES.PLANS&GOALS SUPPORTED Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure.regarding planning management and financial resources BACKGROUND AND ADDITIONAL INFORMATION At the November 14,2022 Council Study Session,staff and ZCS Engineering and Architecture presented the schematic design documents for the Community Center and Pioneer Hall Rehabilitation Project (Staff Report, Minutes). This presentation included an overview of the priority structural improvements required to reoccupy the Community Center,ADA improvements and a list of other deficiencies that could be resolved for each facility.ZCS broke the improvements down into priorities 1-5 with priority 1 being the needed improvements in order to reopen the Community Center and provide Americans with Disabilities (ADA) restrooms and ingress/egress accessibility. As a reminder the priority one improvements for the Community Center were: • Roof repairs over auditorium where existing trusses have inadequate capacity to support dead load of roof and ceiling framing • Repairs to address phantom bearing wall where ceiling joists do not have adequate gravity support • Foundation improvements at north wall where settlement has occurred,and previous work has resulted in lack of definable lateral load path between shear walls and foundations Page 1 of 3 .r �eUvr,`�igefkv,. was Council Business Meeting • Renovation of existing restrooms to provide compliance with ADA and accessibility. In addition,remove attic stairs to accommodate restroom reconfiguration and provide adequate egress to rear exit • Removal of existing non-compliant rear stairs and re-work of porch framing to provide compliant egress at rear exit • Provide 3'-0"wide door to existing kitchen for accessibility • Provide new ramp at main entry for accessibility and ADA compliant entrance The priority one improvements for Pioneer Hall were: • Renovation of existing restrooms to provide compliance with ADA and accessibility Priorities 2-5 where not needed to directly reopen the Community Center and continue current operations for Pioneer Hall but were developed to show what would be required to provide upgrades to meet current building code and ADA requirements along with providing general improvements including upgrading the mechanical, electrical and plumbing systems,changing out light fixture systems to LED,adding insulation and upgrading windows. The Council showed interest in performing additional improvements to each facility including meeting current building code live load and snow load requirements and performing more Americans with Disabilities (ADA) improvements.Council was informed these additions would require a contract amendment with ZCS in order to move forward with the design development phase for the additional improvements.This contract amendment incorporates the scope and fee necessary to provide the additional design for improvements and associated updated cost estimates. FISCAL IMPACTS The proposed contract amendment with ZCS Engineering and Architecture preliminary/final engineering and cost estimating services is $47,085.Proposed costs pertain to the Council direction to incorporate additional structural and ADA design solutions for each facility.There are current appropriations within the 2023 Biennium Budget to cover the cost increase for the additional design work. Staff has attached a costing breakdown of all items and their priorities for each structure.This shows the cost for the priority l improvements along with the additions Council wanted to include to resolve all structural deficiencies except for the seismic conditions.The costing comes from the schematic design construction cost estimates developed by ZCS and provided to Council in November of 2022. Staff will need to request funds be appropriated for the construction phase in the 2023-2025 Biennium Budget process. Page2of3 IriA • raa Council Business Meeting STAFF RECOMMENDATION Staff recommends the Council authorized the City Manager to sign a contract amendment with ZCS Engineering and Architecture for design additions associated with the Community Center and Pioneer Hall rehabilitation project. ACTIONS,OPTIONS&POTENTIAL MOTIONS 1. I move approval of a professional services contract with ZCS Engineering and Architecture in the amounts of$47,085. 2. I move to amend the contract amendment with ZCS Engineering and Architecture for preliminary engineering (insert amendment). DISCUSSION QUESTIONS Does the Council have any questions about the contract amendment or process moving forward? SUGGESTED NEXT STEPS Next steps include moving forward with the Design Development phase incorporating the additional design elements and updating construction costs. REFERENCES&ATTACHMENTS Attachment#1:ZCS Engineering and Architecture contract amendment Attachment#2:ZCS Engineering and Architecture Facilities Assessment Memo Attachment#3:Schematic Design Construction Estimate Breakdown Page 3 of 3 VMS aetlekTogeMen. Memo TO: Joseph L. Lessard, City Manager FROM: Tami De Mille-Campos, Administrative Analyst q DATE: 3/8/2023 RE: City Manager Signature Needed for ZCS Engineering amendment Background: This item is coming to you for signature after Council approved this amendment. Council.Action: Approved by Council on 3/21/2023. Signatures Required: 1. Deputy City Manager as Interim Finance Director on 10 2. City Manager on Form 10 3. City Manager on page 2 of amendment 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 ASHLAND 20 East Main Street Tel:541-488-6002 Ashland,Oregon 97520 Fax:541-488-5311 www.ashland.or.us TTY: 800-735-290 0