HomeMy WebLinkAbout2023-034 PO 20230180- Studio Fuwafuwa LLC Purchase Order
Irma CITY Y*coo Fiscal Year 2023 Page: 1 of: 1
B City of Ashland F wi `Y i. T
ATTN: Accounts Payable • � p
L Purchase 20230180
L 20 E. Main
Ashland, OR 97520 Order#
T Phone: 541/552-2010
O Email: payable@ashland.or.us
V S C/O Parks Department
E STUDIO FUWAFUWA, LLC H Admin Office
N PO BOX 103 I 340 South Pioneer
DO P Ashland, OR 97520
MEDFORD, OR 97501 T Phone: 541/488-5340
R O Fax: 541/488-5314
..'-�� .- ` Ie17
�r _----- _�---"_�_
7a_Drsl$r
Tara Kiewel
ed
11/29/2022 2366FOB ASHLAND OR/NET30 City AccountsPayable
_ _ _
Graphic Design APRC PlayGuides ,
1 Graphic design services for layout and design of APRC 1.0 $4,500.00 $4,500.00
PlayGuides
Personal Services Agreement(Less than $35,000)
Completion date: June 30, 2022
Project Account: _
Project Account:
2 ADDED: Processed change order April 19 2023 1.0 $6,100.00 $6,100.00
Completion date extended to September 3a, 2023
Additional compensation $6,100.00
Project Account:
*************** GL SUMMARY***************
120900-606100 $450.00 I I
125301 -606100 $10,150.00
•
•
—mow
tea; _
111,By: Date:
Aut orized S gnature 10 600.00
FORM #10 , ,(7,4 , ,,, CITY OF
CONTRACT AMENDMENT APPROV L REQUES
RM ASHLAND
Request for a Change Order
Name of Supplier I Contractor 1 Consultant: Studio Fuwa Fuwa Total,amount of this
Purchase Order Number:20 4 ® A ( g O contract amendment:•.
Title 1 Description: Graphic Design $ 6,1.00:00
El Per attached contract amendment - . .
•
Contract Amendment
Original contract amount $4,500 100 %of original contract
Total amount of previous contract amendments 0 0 %of original contract
Amount of this contract amendment 6100 57.64 %of original contract
TOTAL AMOUNT OF CONTRACT $10600 157.54 %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 o f Ashland,subject to all of the following conditions:a)goods and services lobe
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 tote 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 to 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. 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 s$100K for Goods&Services,s
Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$501(forAttomey Fees.
Communication. 0 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(Direct Appointment) Communication. 0 Exempt—Reason:
❑r, '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 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 Councl as a Special agreement OR cost will not be more than 25%greater than initial agreement.Renewal ////�
Procurement. 1 approve by City Attorney and department head.affected by ren• ,aLan g'ii��i., d- (N G
❑ if"NO',amount exceeding authority requires Council approval. by City A inistrator 'MC 2.28.045(B)
Attach copy of Council Communication. 0 II'NO' Coun rapproval Is required. ,nee r ' of Counoi Communlc. 1/ '� ,i
Project Number • Account Number 1 2 0 Si 0 0 e 0 s 1 0 0 Account' mbt� er 1 2 5 3 0 1. 6 0 6 1 0 0
'Expenditure must be charge, • he appr pri e accou numbers for the financials to flee!t ad•al expenditures accurately. Attach extra pages it needed.
Employee Signature:ftp �J, / Dep ment Head Signature:' " - "
C
(Equal to or greater than$5,000)
City Manager:
(Contract and ad mita gra or than$35,000)
Funds appropriated for current fiscal year:® NO17 23
Ina ce Director(Equal to or greater than$5,000) I ate
Comments: •
Form#10—Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1,4/23/2020
Kario�nn Olson
From: Rachel Dials
Sent: Monday,April 17,2023 12:32 PM
To: Kariann Olson
Subject: RE:Change order
Yes.thank you!
Rachel Dials pronouns(she/her)
•
Deputy Director
Ashland Parks& Recreation Commission
(APRC) l_
Direct Line: 541.552.2260
From: Kariann Olson<kari.olson@ashland.or.us>
Sent:Monday,April 17, 2023 12:30 PM
To: Rachel Dials<rachel.dials@ashland.or.us>
Cc: Kariann Olson<kari.olson@ashland.or.us>
Subject: RE: Change order
$6,100 t9 125301.606100
There were 2 a/c#'s on Form#10.
Thank you.
Kariann (Kari)Olson,Purchasing Specialist
Illrt;j,
S' fit _
City of Ashland
Purchasing Office
90 North Mountain Avenue, Ashland,Oregon 97520
541.488.5354 I TTY 800.735.2900
Kari.olson@ashland.or.us
This email transmission is official business of the City of Ashland,and it is subject to Oregon Public Records Law for disclosure and
retention.If you have received this message in error,please contact me at 541.488.5354..
From: Rachel Dials<rachel.dials@ashland.or.us>
Sent: Monday,April 17,2023 12:28 PM
To: Kariann Olson<kari.olson@ashland.or.us>
Subject: RE: Change order
1
' S
•
It should come out of the Rec. Division exclusively. 125301.606100
Thanks!
Rachel Dials pronouns (she/her)
Deputy.Director
Ashland Parks& Recreation Commission
(APRC)
Direct Line: 541.552.2260
From: Kariann Olson<kari:olson@ashland.or.us>�
Sent: Monday,April 17, 2023 12:26 PM
To: Rachel Dials<rachel.dials@ashland.or.us>
Cc: Kariann Olson<kari.olson@ashland.or.us>
Subject: RE:Change order
•
Hello Rachel,
I think PO should be 20230180, not 20220224.
Thank you.
Kariann (Kari) Olson,Purchasing Specialist
•
aeitek ,
City of Ashland
Purchasing Office
90 North Mountain Avenue,Ashland,Oregon 97520
541.488.5354 I TTY 800.735.2900
Kari.olson@ashland.or.us
This email transmission is official business of the City of Ashland,and it is subject to Oregon Public Records Law for disclosure and
retention.If you have received this message in error,please contact me at 541.488.5354..
From: Rachel Dials<rachel.dials@ashland.or.us>
Sent: Monday,April 17,2023 11:27 AM
To: Kariann Olson<kari.olson@ashland.or.us>
Subject: RE: Change order
Hi Kari-
Which account numbers are currently on the PO?
Thanks.
2
Rachel Dials pronouns(she/her)
Deputy Director
Ashland Parks& Recreation Commission
(APRC)
Direct Line:541.552.2260
From: Kariann Olson<kari.olson@ashland.or.us>
Sent: Friday,April 14,2023 10:34 AM'
To: Rachel Dials<rachel.dials@ashland.or.us>
Cc: Kariann Olson<kari.olson@ashland.or.us>
Subject:Change order
Hello Rachel,
Got a change order for$6100 for Studio Fuwa Fuwa and two account numbers.
How much do you want expensed to each account number?
Please advise.
• Thank you.
Kariann
Kariann (Kari)Olson,Purchasing Specialist
000*
g#.
City of Ashland
Purchasing Office--
90 North Mountain Avenue,Ashland,Oregon 97520
541.488.5354 I TTY 800.735.2900
Kari.olson@ashland.or.us -
This email transmission is official business of the City of Ashland,and it is subject to Oregon Public Records Law for disclosure and
retention.If you have received this message in error,please contact me at 541.488.5354..
3
I
AMENDMENT NO. 1
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND, '
an Oregon municipal corporation,
("City")
and
Studio Fuwa Fuwa
("Contractor")
for
DESIGN SERVICES
RECITALS
A. The Ciiy and Contractor previously entered into a Personal Services Agreement
effective November 3, 2022 (the "Agreement") to Contractor provide layout and design
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:
KIMEP70EI I(ONEMITt J;u'nes3,OL2'023 S:ep'""`.t bei i0 .0►24
2. Amend the Compensation as follows,with strikeout wording deleted and underscored
wording added:
•
6. Compensation: City shall pay Consultant the sum of$100.00 per page design/layout
(one hundred dollars) as full compensation for Consultant's performance of all Work
under this Agreement. In no event shall Consultant's total of all compensation and
reimbursement under this A:reement exceed the sum of ,
hundred-dollars)MO 600(1,i t ousanddg{imalad dollars 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;
Page 1 of 2: Amendment No. 1 to Personal Services Agreement
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 anck 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:
CITY OF ASHLAND, OREGON Studio a Fuwa (CONTRACTOR)
By: AX--t"44By:
Printed Name: I' Aid/4'h/ 'f Printed Name: Jeremy Holmes
Title:
Title: Partner/Art Director
Date: l/'/.2 3 Date: 3-24-23
Approved as to form:
Carmel-Z,ahraw
Assistant City Attorney, 3/14/23
Page 2 of 2: Amendment No. 1 to Personal Services Agreement