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HomeMy WebLinkAbout2023-029 PO 20230213- Knife River Materials Purchase Order ,aft Fiscal Year 2023 Page: 1 of: 1 B City of Ashland CITY E C'^ nutri I ATTN: Accounts Payable Purchase .� L 20 Main 20230213 Ashland, OR 97520 Order# T Phone: 541/552-2010 O Email: payable@ashland.or.us ( (� 1 V H CIO Public Works Department E KNIFE RIVER MATERIALS I 51 Winburn Way N PO BOX 1145 p Ashland, OR 97520 MEDFORD, OR 97501 . Phone: 541/488-5347 RT Fax: 541/488-6006 _$17dlT� tiQL� WT11he ; s (541) 779-6304 Scott Fleury .$fl4F l$S'—_$II - QI�}8 —PTA '$ LSI_Ia"a�_ riaki l e( ` s`� - _ � f_ - - - - ITd a--- -- �Atl�_- � 01/17/2023 774 FOB ASHLAND OR/NET30 City Accounts Payable It m _ _ I � �t'i ty�' _:►'€ _-_.�_*� --� _ I TI 9'' -TV NE ftWej . Phase 2 Airport Taxiway Rehab 1 Phase Two Construction of the Ashland Airport Taxiway Rehab 1.0 EACH $2,604,807.75 $2,604,807.75 Public Improvement Contract Completion date: 90 Calendar days following Contractor's receipt of Notice to Proceed Project Account: E-202018-999 2 ADDED: Processed change order 04/13/2023 , 1.0 EACH $42,000.00 $42,000.00 Contract Change Order No. 1 Cost Escalation Project Account: E-202018-999 *************** GL SUMMARY*************** 085700-704200 $2,646,807.75 • Lit1 (VV' 4-7 By: 11 , Date: �.�. ��- • Auth:rized Signature .2 646 807.75 t' .(7 . , FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier 1 Contractor I Consultant: LTM,Inc DBA Knife River Materials TOtai�amou"ntof this' contact amendment;' Purchase Order Number: 20230213 `$.42,000 - . . Title 1 Description: Phase Two-Construction of the Ashland Airport Taxiway Reconstruction Project ❑� Per attached contract amendment ; 4 , Contract Amendment Original contract amount $2,604,807.75 100 %of original contract Total amount of previous contract amendments 0 0 %of original contract Amount of this contract amendment 42,000 1.6 %of original contract TOTAL AMOUNT OF CONTRACT $2,646,807.75 101.6 %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!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. ❑p "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&Sdrvices,s Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$50Kfor Attorney Fees. Communication. 0 If°N0",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 2 0 2 0 -1 8 Account Number 0 8 5 7 0 0- 7 0 4 2 0 0 Account Number - *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: CZ2d2c.42, 7'i.ZC.al Department Head Signature: —1•1i11111111,t— 4.3,2 a ractandad'e '. • _• • h. 35,000) Funds appropriated for current fiscal ye : NO �/� a ce Director(Equal to or greater than$5,000) l ate Comments: • Form#10—Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4/23/2020 CITY OF ASHLAND . DEPARTMENT OF PUBLIC WORKS CONTRACT CHANGE ORDER NO 1l ; PROJECT: Ashalnd Airport og-' frAtkM axiom 'ec+1.+e s i DATES 03 /2 LOCATION: ►p slit igp t 03 IMIndi to tdli Road PR©JECTNO 20201118 CONTRACTOR: "fermi e 31ter als PO NO; 2021302+11 You are requested to perform the following described work upon receipt of an approved copy of this document or as described by the Engineer: Item No. _ -,I _Description Quantity -Unit-Price- I Amount Item#1 Cost Escalation LS 15=42f000T,40] Awarded Grant late did not allow `$ for time to complete project last year _ - 1$1.11111111.1=1 ' Total this Change Order 0 42;000.00 Previous Change Order Original Contract Total _ ._. I $ .+V ,>OF.`(l Revised Contract Total .$ __2,646,807,75 ;PERCENT CHANGE OF ORIGINAL'CONTRACT 1.6% A =win 085700,-5 00.$420 8'0:0 8 The time provided for completion of this contract is increased by no calendar days. This document shall become,an amendment to the contract and all provisions of the contract will apply. Recommended By: L - March 23, 2023 Project Manager Date Approved By: e�ass� 4.3 .2-3 .rks Director Date Approved By: /-ice.ems: rl.�� - . ___14/_3_1( C. Ma :ger - Dat Accepted By: 0( 3/2 /z3 - 1 Con ,ctor Date ENGINEERING E.MaiFax 541-4 8-600 20 E.Main Street Fax:541-088-fi00fi Ashland,Oregon 97520 TTY: 800-735-2900 www.ashland;or.us t O:'pub-wrks\engu2o20 Project Year12020-18 Aviation Engineering Services%Administration\2020-18-Project Accounting Worksheet end Payment Meow-FINAL 3 • CITY OF S H LAND October 17,2022 Ricky Zeedyk LTM,Inc. dba Knife River Materials 3959 Hamrick Rd Central Point,OR 97502 RE: Increased Costs Due to Delayed Project Start for the 2020-18 Ashland Municipal Airport Taxiway Reconstruction and Rehabilitation Project Dear Mr.Zeedyk, Thank you for your October 13,2022,letter regarding"Increased Costs Due to Delayed Project Start"for the.2020-18 Ashland Municipal Airport Taxiway Reconstruction and Rehabilitation Project.We have discussed your proposed additional cost range internally and with our engineering consultant and the Federal Aviation Administration(FAA)Project Manager.From these discussions we have determined the following: 1) Cost escalation such as this is not eligible for either FAA or Oregon Department of Aviation(ODAV)grant funding,and so the cost must be carried entirely by the City of Ashland through its Airport funds. 2) The City of Ashland Airport funds are able to pay a maximum of$42,000.00 in additional cost for the project,bringing the total contract amount to $2,646,807.75 ($2,604,807.75+$42,000.00). 3) The City has determined that paying the cost escalation amount of$42,000.00 is most likely a better value to the City than the cost necessary toTebid-the project in 2023, subjecting it to potential overall schedule delay and price unoertainty. ' r If the cost escalation amount of$42,000.00, for a total contract amount of$2,646,807.75 is acceptable to LTM,Inc dba Knife River Materials,please provide that response in the affirmative.The City and its engineering consultant will prepare Change Order 01 to summarize the process by which the total contract amount is to be established at$2,646,807.75, and this will be signed prior to, and contingent on, City Council approval of the total,amended,contract amount. Sincerely, Noce/fetcag Chance Metcalf Project Manager—City of Ashland Engineering Main Tel:x 54714888. 07 R4 20 E. Street Fax:547-1488.6006 Ashland,Oregon 97520 TTY: 80o/735-190o III a www.ashland.or.us Memo TO: Joseph L. Lessard, City Manager FROM: Tami De Mille-Campos, Administrative Analyst DATE: 4/6/2023 RE: City Manager Signature Needed for LTM amendment Background: This item is coming to you for signature,please see the attachment for more info. Council Action: N/A Signatures Required: 1. Deputy City Manager as Interim Finance Director on Form 10 2. City Manager on Form 10 3. City Manager on PW change order form 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 ,�