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Home My WebLink About2023-038 PO 20230160- Control Systems NW LLC • • Purchase Orderraw . • c' rY RECORDtil Fiscal Year 2023 Page: 1 of: 1 B -of Ashland • ` ' _ ATTN:,Accounts Payable20 E. ain Purchase L Ashland, OR 97520 Order# 20230160 T Phone: 541/552-2010 O Email: payable@ashland.or.us V CONTROL SYSTEMS NW LLC H CIO Public Works Department E, 22722 29TH DRIVE SE I 51 Winburn Way • STE 210 p Ashland, OR 97520 0, BOTHELL, WA 98021 Phone: 541/488-5347 R Email: AP@RH2.COM T Fax: 541/488-6006 Ec` Ei[AI` 117�J�ILFlti�f 1-Wra =- MIS C. 3siai Scott Fleury _ s=sj ?Is6=� � _ ,� Q p/=4b io _�- 10/12/2022 4978 FOB ASHLAND OR/NET30 City Accounts Payable .p r3 ��-� �{'�1��' cam!,- -f t•69.: Tv��i'= -�._ ____`�E.., '�� 1��1U+=t �._" •.�i --...--s.fv:`�rzi�.. l t t ea UV System Improvements WWTP 1 MODIFIED: UV System and Peripheral Improvements at the 1.0 $34,995.00 $34,995.00 City's Wastewater Treatment Plant Personal Services Agreement(Less than $35,000) . Completion date: 06/30/2023 Processed change order 05/01/2023 Completion date extended to December 31, 2023 Project Account: ***************GL SUMMARY*************** 086100-604100 $34,995.00 1 • • By'IM' Date: 1 . Authorized Signatu ,34 995.00 / FORM #t0 �8 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order Name of Supplier!Contractor 1 Consultant: RH2 Control Systems Total;amount'of the • • • contract=amendment: '`- Purchase Order Number:20230160 Title!Description: wwTP UV Systems ;$ date Change on y ❑■ Per attached contract amendment Contract Amendment Original contract amount $ 100 %of original contract Total amount of previous contract amendments 0 %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 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)Th e 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 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 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. 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: 0 "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 ❑ "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: ❑ 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: "I(A/I WV I'J�Q 'l 1j)4 iartment Head Signature: --"(4ti0AKIl .26.2022 E.Mr= gree ater than$5,000) City Manager: (Contract and add,j d real than$35,000) Funds appropriated for current fiscal year: YES / NO L l tG�a ■ A j Z.,Z3 Finance Director(Equa .o •reaterthan$5,000) D to Comments: Form#10—Contract Amendment Approval Request Form, Request for a Change Order,Page 1 of 1,4/23/2020 c AMENDMENT NO. 1 to PERSONAL SERVICES AGREEMENT between THE CITY OF ASHLAND, an Oregon municipal corporation, ("City") and CONTROL SYSTEMS NW, ("Contractor") for WWTP UV SYSTEM IMPROVEMENTS SERVICES RECITALS A. The City and Contractor previously entered into a Personal Services Agreement effective October 24, 2022 (the "Agreement") to Contractor provide WWTP UV System Improvements 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 ` + CITY OF ASHLAND, OREGON CONTROL SYSTEMS NW (CONTRACTOR) By: By: z. / LQ - Printed Name: Seer— R. 4_y Printed Name: Richard L. Ballard Title: pc)6uL. w0r2.t 5 Pietc..ret__ Title: Director Date: Gt •ZG•ZO - Date: 4/13/2023 Page 2 of 2: Amendment No. 1 to Personal Services Agreement