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HomeMy WebLinkAbout2022-020 PO 20200365- Robertson Sherwood Architects PC Ns N4 9y Purchase Order !r- P —P��_' Fiscal Y(..„, ear 2020 Page: 1 of: 1 0 B Ashland Parks Commission • F i-� 511 , J�a V' `_?-` T�`!L_ ATTN:Accounts Payable L 20 E. Main Purchase 20200365 Ashland, OR 97520 Order# T Phone: 541/552-2010 ' O Email: payable@ashland.or.us r ei) V S C/O Parks Department EROBERTSON SHERWOOD ARCHITECTS, PC H Admin Office . 132 E BROADWAY SUITE 540 P 340 South Pioneer D EUGENE, OR 97401 Ashland, OR 97520 O T Phone: 541/488-5340 R o Fax: 541/488-5314 Jvzo-n�ia si=i ��� 3—mb�i 4. 1 ��tib -,1 i -._ a,, ,r -_ _ .� � - - 1 s�� � � le,..7.--:-:-,-: :-.7- _–___-=::-:=_. -= YY. �. - Michael Black -71 . !@ t 7Gla �� a] l 9191�31eI !F 1 Vi a °V !=1 z ;�e]( !!1 4f _�� If§RI _ 1d 1 1 ��3aetV 39 I ]3 _ _. 03/26/2020 5299 Parks Accounts Payable Ai lea - :5 ti;4a0fills is� _ .iF: i , h tel i 0 tj' giii rdTiz-' *- 1 IZ =sPl-rte Design Svcs Daniel Meyer Pool 1 Design Services for the rebuild of Daniel Meyer Pool t 1.0 $161,130.0000 $161,130.00 Personal Services Agreement(Greater than $25,000.00) Completion date: 02/28/2021 Project.Account: E-000706-100 $161,130.00 ' • 2 ADDED: Processed change order 03/03/2022 1.0 $24,650.0000 $24,650.00 Amendment No. 1 Solar and Geothermal Energy Study Project Account: E-000706-100 $24;650.00 ***************GL SUMMARY*************** I 123000-704200 $185,780.00 n 7 . • r r - -- __ By: Date: ,5....7._ ..e_. Authorized Signature lii_IL 4 ',185 780.00 Kariann()Ikon • From: Kariann Olson Sent: Wednesday,March 02,.20221:17 PM. To: • Tara Kiewel . Cc: Kariann Olson Subject: RE:Contract Amendment-R'obertson Sherwood Hello Tara, - •.It is my understanding that Joe/City Mgr needed to sign the actual contract amendment. The total amount of the contract exceeds the department head's$35,000 limit. Please advise. Thank you. Kariann Kariann Olson • Purchasing ,Specialist City of Ashland • 90 N. Mountain Ave. Ashland, Oregon 97520 Tel 541-488-5354 Fax 541-488-5320 TTY 800-735-2900 kari.olson@ashland.or.us Visit the City's web site at: www.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.Thank you. From:Tara Kiewel<tara.kiewel@ashland.or.us> • • Sent:Wednesday, March 02, 2022 1:07 PM To: Kariann Olson<kari.olson@ashland.or.us> Subject: Contract Amendment-Robertson Sherwood HI Kariann, Here is a signed contract amendment and Form #10. Let me know if you need anything else. • Thank you Tara rcr.rrc eAve' . Administrative Analyst Ashland Parks&Recreation Commission 340 S.Pioneer St.,Ashland,OR 97520 Tel:541-552-2257 Fax 541-488-5314 www.ashlandparksandrec.org 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 541-552-2257. Thank you. • roRM#xo CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM C r JL LL `�1 J Request for a-Change Order Name of stippIierlContractor!Consultant: Robertson Shaiwood,Ar61rlteelSP.C. • Total amount of this • contract amendment: Purchase Order Number:20280400- 20200365 $ 24,650.00 • i I Title I Description:Design Services Daniel Moyer Pool Robul!d E Per.attached contract amendment • Contract Amendment Original contract amount $101,130.00 100 %of original contract Total amount of previous contract amendments 0 . D ale of original contract Amount of.this contract amendment 24,050.00 15 . %of original contract • . TOTAL AMOUNT OF CONTRACT . $105,780 115 %of original contract In accordance vdlb OAR 137-047.0800:1)The amendmentis vd@in the scope of procurement as de sorbed in the solicitation documents,Sole Source nonce or approval of Special . Procurement.2)The umendmentis necessary to comply ail 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 caniractand the amendment Is advantageous la the ay of Ashland,subjeclta all of the follovdng conditions:a)goods and services lobe provided under the amended contract ale the same as the goods and services to be provided under the unamended contract;b)The City determines(hal,with all things considered,the amended contract is al least as favorable b the Cly as Orb unamended contract;o)The amended contract does not have a Iola I term greater than allowed h the solicitation document, contractor approval of a Sp eclat Procurement.An amendment!spot vdihin the scope of the procurement if the Cily determines kalif 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'11 NO (If"NO",requires Council approval I Attach copy of CCS Sourcing Method: SMALL PROCUREMENT—Not exceeding$5,000 JNVITATION TO MD or COOPERATIVE PROCUREMENTSgRF or • CI'YET,the total amountof contract and cuinulative. REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC2.50 amendments S$6,000. © 'YES',the total amount of cumulative amendments. ❑'YES',the total amount of original contract and .- ❑lf'N0',amount exceeding authority requires ' s 25"%aof original contract ameuntor$250000 cumulative amendments 5$100K for Goods if Services,s 1 Council approval.Attach copy of Council whichever Is less. $751(for Personal Services,<550K for Attorney Fees. Communication, DII N0',amount exceeding authority requires 011140,amount exceeding authority requiros Council O Exempt—Reason', Council approval.Attach cony of Council approval.Attach copy of Council Communication. PERSONAL SERVICES!Direct Appointment) Communication. • 0 Exempt--Reason: • In'YES',cumulative amendments 405,000 0 Exempt--Reason; ❑ if'NO',requires council approval.(Attach CC) INTERMEDIATE PROCUREMENT • SOLE SOURCE EMERGENCY PROCUREMENT Goods&Services•>$4,400 and<$100,000 0 'YES',Ihetatal amount of cumula6Ye amendments 0 Written Findings;Document the nature of the Personal services->MOOD and<$75,000 s25°%ofoeiginelcontract amender$250000 emergency,idduding necessity and circumstances ❑'YES',the total amountof cumulative whkheverts less. requiring the contract amendment amendments s 25%of original contract amount, ❑If'NO',amount exceeding authority requires ❑ Obtain direction and mitten approval from City • • 0 If'NO',amount exceeding authority requires Council approval.Attach copy of Coundl Administrator Council approval.ABach carry of Council Communication. 0 If applicable,attach copy of Council Communication i Communication. 0 Exempt—Reason; 0 Exempt—Reason: ❑ Exempt—Reason: • SPECIALPROCUREMENT INTERGOVERNMENTAL AGREEMENT i ❑'YES',the total amountof original contract and cumulative amendments ere 0 Renewal of Intergovernmental Agreement:Terms modified inn accordance W M Initial titian the amount and terms Inifaly approved by Councii as a Special agreement°Rcostwill not be more than 25%grealer than Initial agreement.Renewal Procurement. approved by City Attorney and deparlmenlhead affected by renewal and approved/signed • ❑ If'NO',amount exceeding authorIty requires Council approval. • by CiyAdmrnlstrator.AMC 2:28045(B) Attach cony of Council Communicatlo f. ❑ if'NO'Council approval Isreguired Attach ogyakunell Cornmunicelion . Project Number er 0 7 0 0.1 o o Account Number-, 8 3 jr o' 7 o e 2 a o Account Number • 'Expenditure must be charged Who appropriate account numbers for the financials to reflect the actual expenditures sedum*. Attach extra pages ri1feded. employee Signature: /a/24-- r- A- Department Head Signature: • 'Vr`--%f - o or groat56,000) City Administr tor: /41514-atietif�, o mummer2s,00ecv�101i) . Funds appropriated for current fiscal year,. YE /NO Z-2_7• l ?� F nance Director(Equal to orgreaterfhan 85,000) -Dale Comments: • Form#10-Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1,4123/2020 - • .ASHLAND PARIS& RECREAT'ION COMMISSION • 340.S PIONEER STREET • ASHLAND,OREGON 97520 COMMISSIONERS: : A g Michael A.Black,AICP Mike Gardiner ! 9 • Director Rick Landt Julian Bellv , • b? Leslie Eldridge $REL.?.f�'€� Jim Lewis 541.488.5340 AshlandParksandRec.org parksinfo@ashland.or.us STAFF MEMORANDUM TO: Joe Lessard, City Manager • FROM: Tara Kiewel,APRC Administrative Analyst • DATE: February 23,2022 SUBJECT: Robertson Sherwood Architects'P.C. Contract Amendment Form#10 Signature Needed APRC would like to amend the contract with Robertson Sherwood Architects. In January of 2020 a RFQ was solicited for the professional services to provide design and construction documents for the Daniel Meyer Pool rebuild. February 10, 2020,the Parks Commission approved the RFQfor Robertson Sherwood Architects P.C.and acting as the local contract review board Council • approved the RFQ award on February 18,2020, https://www.ashland.or.us/Agendas.asp?AMID=7493&Display=Minutes On September 8, 2021,the Parks Commission approved staff to amend the scope of work fo'r the pool design contract and secure consultants to prepare comparisons in cost to resize the pool,solar evaluation,geothermal evaluation,and evaluate costs to enclose the.pool. • AMENDMENT NO.1 to PERSONAL SERVICES AGREEMENT • between THE CITY OF ASHLAND,• • an Oregon municipal corporation, ("City") and Robertson Sherwood,Architects P.C., ("Contractor") for DESIGN SERVICES RECITALS A. The City and Contractor previously entered into a Personal Services Agreement effective March 5, 2020 (the "Agreement") to Contractor provide design services for the new Daniel Meyer Swimming Pool; and Si B. The City and Provider now wish to amend the Agreement to increase the amount of compensation to be paid to Provider. AGREEMENT NOW THEREFORE, in consideration of the mutual benefits and obligations set forth herein,the parties agree as follows: 1. Amend Section 2 of the Agreement as follows,with strikeout wording deleted and • underscored wording added: 2.1 City shall pay Provider the sum of$185,780 (one hundred and eight five thousand seven hundred and eighty. dollars) $161,130.00 as provided herein as full compensation for the Work as specified in the quote dated September 16,2021. 2.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed the sum.of$185,780 (one hundred and eight five thousand seven hundred and eighty dollars) dollars) $161,130.00 without the express, . written approval from the:City official whose signature appears below, or such official's successor in office. Provider expressly acknowledges that no other person has authority to order or authorize additional Workwhichwould cause this maximum sum to be exceeded and that any authorization from the responsible official must be in writing. Provider further acknowledges that any Work delivered or expenses incurred without authorization as provided herein is done at Provider's own risk and as a volunteer without expectation of compensation or reimbursement. Page 1 of 2: Amendment No. 1 to Personal Services Agreement—Robertson Sherwood,Architects P.C. 2. This Amendment No. 1 is effective upon being signed by both parties. 3. Except as specifically modified by this Amendment No. 1,the terms and conditions of the Agreement remain in full force and,effect. IN WITNESS WHEREOF the parties have caused this Amendment No. 1 to be signed in their respective names by their duly authorized representatives,as of the dates set forth below: I' • I CITY OF ASHLAND, OREGON Roberts. . ood,Architects P.0 i/ 'A By: A.9e1//e4deti, B 0/0- /f dr Printed Name: 1€$epk L.L. &yt. Printed Name: _Carl Sherwood,AIA Title: (iIV P'_t(�,./hcLc er Title: _Corporate Secretary Date: 37o/ — Date: November 29,2021 Ap -d as to Form Douglas McGeary Assistant City Attorney • ' • • • • Page 2 of 2: Amendment No. 1 to Personal Services Agreement—Robertson Sherwood,Architects P.C. • I • AMENDMENT NO. I to • IF • PE NAL SERVICES AGREEMENT . between • THE CITY OF ASHLAND, Oregon municipal corporation, , a ("City") i and Robe•tson Sherwood,Architects P.C., . ("Contractor") . for ESIGN SERVICES . • RECITALS • • . A. The City and Contractor previously entered into a Personal Servic- Agreement • i effective March 5, 2020 (the "Agreem: t") to Contractor provide deli_ services for the .1E new Daniel Meyer Swimming Pool;and • B. The City and Provider now wish to arne d the Agreement t. increase the amount of compensation to be paid to Provider. . • - AGREEM 1 T NOW THEREFORE,in consideration of the m• ual benefits and obligations set forth herein,the parties agree as follows: ' 1. Amend Section 2 of the Agreement as fo .ws,wi strikeout wording deleted and • underscored wording added: • I. I 2.1 City shall pay Provider the s of$185 780 one hundred and ei 1 ht five thousand i seven hundred and ei. ' dollars) :. : , t.ee as provided herein as full I. compensation for'the W••lc as specified in the quote dated.September 16,2021. • r 2.2 In no event shall Pro ider's total of all compensation :nd reimbursement under this- • Agreement excee. the sum of$185 780 one hundre 0 and ei l ht five thousand 11 seven hundred ,nd ei l h dollars dollars} , '. , ••e.e e without the express, • written approv: from the City official whose signature .ppears below, or such . official's sue-essor in office. Provider expressly acknowled:;s that no other person • has autho• to order or authorize additional Work whiel would cause this • maxim - sum to be exceeded and that any authorization•fithm the responsible official must be in writing. Provider further acknowledges that any Work delivered • . - or expenses incurred without authorization as provided herein is done.at Provider's • own risk and as a volunteer without expectation of compensation or reimbursement. I[ i Page 1 of 2: Amendment No. 1 to Personal Services Agreement—Robertson Sherwood,Architects P.C. 1. • ;[ ii 2. This Amendment o. 1 is effective upon being signed by both parties. 3. Except as specifics y modified by this Amendment No. 1,the terms and conditions of the Agreement remain full force and effect. IN WITNESS WHEREOF the parties have caused this Amendment No. 1 to be signet 'n their 1 respective names by their duly authorized representatives as of the dates set forth b- •w: CITY OF ASHLAND,OREGON . Roberts t vood,Architects P.0 By: 714.0-1-4414. 4 B P' �1�%L :ILEI`NNW 1 Printed Name: Michael A Black Printed Name: Carl Sherwood,A1A Title; Director, APRC Title: Corporate Secretary 1 Date: 11/29/21 • Date: November 29,2021 A.• -d as to Form r, • Douglas Mc -my 1 Assistant City ttorney • • • Page 2•of2: Amendment No. 1 to Personal Services Agreement—Robertson Sherwood,ArchitectsP.C. . Robertson I Sherwood I Architects PC ;r, 132 East Broadway, Suite 540 P 5411342.8077 www.robertsonsherwood.com 11 Eugene,Oregon 97401 , F 5411345.4302 September 16,2021 City of Ashland Parks and Recreation Commission 340 South Pioneer Street g f Ashland, Oregon 97520 • Attention: Michael Black,Ashland Parks and Recreation Director - Re: Daniel Meyer Swimming Pool Replacement—Solar and Geothermal Energy Study Dear Michael: • Robertson/Sherwood/Architects pc is pleased to submit this fee proposal to provide additional planning and design services for the proposed Daniel Meyer Swimming Pool Replacement—Project#000706. Specifically,these services would provide'a comparative energy analysis of the scope and impact of a range of solar array alternatives,for both solar hot water and/or photovoltaic renewable technologies, and the potential for both low-temperature and high-temperature geothermal heat resources,on the water heating requirements for the proposed expansion. The bulk of this analysis would be performed by Systems West Engineers as outlined in their attached • proposal. The finding would be summarized in tabular form with assumptions cited. The solar energy study would be supplemented by Robertson Sherwood Architects.with research and development of a concept design and cost estimate for the structure of the Parking Area Solar/Shade Cover alternative shown on the attached aerial photo plan. This information would then be extrapolated to identify costs for the smaller On-Deck Solar/Shade Cover and larger Tennis Court Solar/Shade Cover. This cost information is necessary for the study in understanding the return on investment in these renewable technologies.All of the results of the study would then be incorporated into a revised report. Proposed compensation for these services are as follows: Systems West Engineers • - Solar Energy Analysis $ 8,800 Systems West Engineers Geothermal Energy Analysis $ 8,600 Robertson Sherwood Architects Concept Design/Revised Report $ 4,750 Construction Focus Cost Estimating $ 2,500 Lump Sum Fee $24,650 We will provide all services in close coordination with designated City of Ashland personnel throughout the study.We are prepared to begin scheduling our work on this study immediately and would hope to have results within 4 to 6 weeks. As always and if needed,we are prepared to adjust the scope of • services to meet your needs and expectations. If you have any questions or need additional information,please do not hesitate to contact me. Sincerely, . 0 ,I�Carl S--mod, Corporate Secretary ' Robertson'SherwoodlArchitects x • • • SYSTEMS WEST ENGINEERS \ 725 AStreet 4 Springfield,OR 97477 541.342.7210 systemswestengineers.com • July 20,2021 P21-202R2 • Mr.Carl Sherwood Robertson Sherwood Architects 132 East Broadway,Suite 540 Eugene,OR 97401 RE: Ashland Daniel Meyer Pool Renewable Energy Study. • Dear Carl: . Systems West would be pleased to provide a comparative energy analysis for renewableenergy • alternatives at the Ashland Daniel Meyer Pool. PROJECT DESCRIPTION • The Ashland Daniel Meyer Pool is considering eight options for renewable energy systems: 1. Solar photovoltaic(PV) system in array configuration A 2. Solar Hot Water(SHW)for pool preheat in array configuration A 3. PV system in array configuration B 4. SHW for pool preheat in array configuration B • • 5. PV system in array configuration C • 6. SHW for pool preheat in array configuration C • 7. Direct-use geothermal pool heating with heat pump chiller (for low-temperature heat resource) 8. Direct-use geothermal pool heating (for high-temperature"heat resource) An economic analysis of the alternatives is required to guide the design decision on the most effective option. At this time, the site's direct-use geothermal heat quality is undetermined, so the analysis breaks out options 7 and 8 separately pending a future feasibility site evaluation. BASIC SERVICES Systems West will analyze the relative performance, emissions reduction, and economic impact of the eight options for the Daniel Meyer Pool design.Systems West will perform the following for this scope of work: ■" Review the design options for the Daniel Meyer Pool and associated array options. ■ Estimate the annual pool heating load profile and the amount of energy offset by each option,taking into account the local weather, solar irradiance resources, and geothermal heating quality assumptions based on independent research. ■ Calculate the pool heating energy consumption, energy costs, carbon emissions, and opinion of probable installation costs (not including structural)for each option. ■ Estimate an opinion of probable costs for geothermal well feasibility study and construction.This will include the following: o Interviews with geothermal specialty contractors to estimate potential heating ) • • July 20,2021 P21-202R2 Page 2 • resources at the site as well as feasibility study costs o Estimation of aquifer flow rates for direct heat exchange with pool heating loop. o Benchmarking of construction costs based on engineering experience,and opinions of probably costs from contractor interviews. This includes the resource and injection wells. ■. Summarize the comparative findings in tabular form with assumptions cited.. } • • • FEE PROPOSAL Systems West Engineers will provide the services described above for the fixed fee listed below: • Solar Analysis(Options 1-6) $ 8,800 Geothermal Analysis(Options 7&8) • 8,600 Basic Services Total $ 17,400 • • If this is acceptable,please prepare a professional service agreement.Please give us a call if you have • any questions.We are looking forward to working with you on this project. Sincerely, SYSTE S WEST ENGI ••S, INC. e t7+�N. :ng on, •E • President • GNL/JMI/jaw S Sent via Email . S • • • • J • • 1