HomeMy WebLinkAbout2023-033 PO 20230057- Civil West Engineering Service Purchase Order
F141
L- Fiscal Year 2023 - . Page: 1 of: 1
k ,
B City of Ashland
I ATTN: Accounts Payable
L 20 E. Main Purchase 20230057
Ashland, OR 97520 Order#
T Phone: 541/552-2010
O Email: payable@ashland.or.us .
V H C/O Public Works Department
E CIVIL WEST ENGINEERING SERVICE I 51 Winburn Way
N 486 E STREET p Ashland, OR 97520
D COOS BAY, OR 97420 Phone: 541/488-5347
R T Fax: 541/488-6006
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(541)266-8601 Scott Fleu
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06/29/2022 1226 FOB ASHLAND OR/NET30 City Accounts Payable
1, a =_ +.-, ___:_ ._.ems
• - .- �...�?3.. $.$ I§ ��1Sz _...� -- '--s t B 4E il:..--a�E$55 g�iEi r.- #1
On-call Inspection Services ,
1 MODIFIED: On-call inspection services for public works permits 1.0 $75,000.00 $75,000.00 '
and special projects
Personal Services Agreement Greater than $35,000.00)
Completion date: June 30, 2023 A
Processed change order 04/13/2023
Completion date.extended to December 31, 2023 _
Project Account:
Project Account:
Project Account:
Project Account:
Project Account:
***************GL SUMMARY***************
081500-704200 $6,666.66
081800-704200 $6,666.67
081900-704200 i $6,666.67
086100-704200 $50,000.00 -
088100-604100 $5,000.00
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is
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B A l . 1IL Date: 11/ 7/ -_-- - T
A orze• Signature $75,000.00
FORM #10 ( CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM
Request for a Change Order 'ASHLAND
Name of Supplier I Contractor I Consultant: Civil West Engineering Total amount;of this :
)..,t193 0 0 51 contract,amer3tlment �
Purchase Order Number:
$ only
Title 1 Description: On Call engineering datechange
0 Per attached contract amendment
Contract Amendment
Original contract amount $ 100 %of original contract
Total amount of previous contract amendments %of original contract
Amount of this contract amendment %of original contract
TOTAL AMOUNT OF CONTRACT $ %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 contractprice,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)Th a 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 I 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<—$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 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,<$50KforAttomey 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 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
*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:L��A1� ,a Department Head Signature: i
eL 12-2..
U o or grea•r than$5,000)
City Manager:
(Contract and a�lten��afar than$35,000)
Funds appropriated for current fiscal year: I)/ NO l��
man e rector(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
CIVIL WEST ENGINEERING SERVICE,
("Contractor")
for
ON CALL INSPECTION SERVICES
RECITALS
A. The City and Contractor previously entered into a Personal Services Agreement
effective October 24, 2022 (the "Agreement") to Contractor provide On call inspection
services; and
B. The City and Contractor wish to amend the Agreement to extend the term of the
Agreement.
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 December 31, 2023
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 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
b $$
CITY OF ASHLAND, OREGON CIVIL WEST ENGINEERING
SERVICE,/(CONTRACTOR)
By. By: Vin
Printed Name: (Scta'F- ssor—,/ Printed Name: Manny Ramos
Title: .��i�-tom L,Jn S 01 ague_ Title: Principal
Date: A.12 .zo23 Date: 4-11-2023
Page 2 of 2: Amendment No. 1 to Personal Services Agreement