HomeMy WebLinkAbout2022-026 PO 20220181- Adkins Consulting Engineering LLP Purchase Order
,MSFiscal Year 2022 Page: 1 of: 1
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TY e l S DE9 1! 3�6
B City of Ashland l 1:"—P0 � Vis[ 4` § C �i�le,§,�T 214,-;
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I ATTN: Accounts Payable Purchase
L 20 E. Main20220181 •
Ashland, OR 97520 Order#
T Phone: 541/552-2010
O Email: payable@ashland.or.us
✓ H C/O Public Works Department
E ADKINS CONSULTING ENGINEERING, LLP I 51 Winburn Way
N 1435 ESPLANADE AVE p Ashland, OR 97520
O KLAMATH FALLS, OR 97601 T Phone: 541/488-5347
4541/488-6006-547
• RO
Scott Fleury
sr �r fel€.71618°IBI IF �l i��E4 1_Ioll€ie — _ 2s 1CF�� Llr S rlale7� lYa = �[f_ I Id��72 s- -O C 19 11/01/2021 4019 _ FOB ASHLAND OR/NET30 City Accounts Payable
-Ei?�A i€53 = :ma —` EW 3 E 3 SiC.l: r''9:ETZ 1rd�i
Design Ivy-Morton Waterline •
1.Design engineering of the Ivy-Morton waterline project to include 1.0 • $34,400.00 $34,400.00
project management, surveying, bidding and construction support
services as described in the attached scope of work.
Personal Services Agreement($35,000 or Less)
Completion date: December 31, 2022
Project Account: E-201404-999
2 ADDED{-Processed change order 03/28/20 1.0 $1,500.00 ikaktitionarterit eparatia�riservacs1;5p0-00 ;-
Project Accou Etn 201404-999 = - S°`"r
***************GL SUMMARY***************
081800-704200 $35,900.00
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By: 'Mt Date: � � = —
Authorized Signature 1 == $35 900.00
FORM #10 CITY OF •
CONTRACT AMENDMENT APPROVAL REQUEST FORM
Re uest for a Chan a Order AsHLAND
q 9
. Name of Supplier 1 Contractor/Consultant: Adkins Consulting Engineering LLP Total".amount of this
;contract amendment:
Purchase Order Number: 20220181
$� 1;500
Title 1 Description: Design of Ivy-Morton waterline improvements _
•
0 Per attached contract amendment ..
Contract Amendment
Original contract amount • $34,400 100 %of original contract
Total amount of previous contract amendments 0 %of original contract
Amount of this contract amendment $1,500 4 %of original contract
TOTAL AMOUNT OF CONTRACT $35,900 104 %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 1 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
o
❑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(DirectAppointmentl 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 ❑ "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°N0",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:
•
o 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 cony of Council Communication. - 0 If"NO",Council approval is required.Attach copy of Council Communication
Project Number 2 0 1 4 -0 4 Account Number 0 8 1 8 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:�CIXVID iana, - % .1 a artment Head Signature: 1422
C77rilat•aterthan'. ,000)
Cr iav\Y\ Co_dwz,11 City Manager:
(Equal to or g •• . '.35,000 or 10%)
Funds appropriated for current fiscal year: YES / NO
Finance Director(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
Adkins Engineering and Surveying,
("Contractor")
for
Easement preparation SERVICES for the Ivy-Morton Waterline project •
RECITALS
` ' A. The City and Contractor previously entered into a Personal Services Agreement
effective October 26, 2021 (the "Agreement") for Contractor to provide design, •
• surveying, bidding and construction support services for'the Ivy-Morton Waterline' •
• project;and •
B. The City and Contractor wish to amend the Agreement to increase the compensation
paid to Contractor by $1,500.00 for Easement preparation services as described in the
attached.memo.
AGREEMENT
NOW THEREFORE,in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows: _
• •1. Amend the Compensation amount in section 6 of agreement as follows,with strikeout
wording deleted and underscored wording added:
' City shall pay Consultant the sum of X4,100 $35,900
1 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
•
Page 1 of 2: Amendment No.1 to Personal Services Agreement: 2014-041vy-Morton WL
•
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 Adkins Engineering(CONTRACTOR)
By: Scott Fleury,Public Works Director By:
Printed Name: &iv* Fur00./ Printed Name: e (
JAG 14ki
Title: p .K,_ uzce .S CJtQecceL_ Title: PA.- .—
Date: 1142 . Date: l y..3.;e?-4.
•
Page 2 of 2: Amendment No.1 to Personal Services Agreement 2014-04 Ivy-Morton WL '
4AiKNS
A 7 v \ENGINEERING&SURVEYING
February 1,2022
Kevin Caldwell
City Ashland,Public Works
20 East Main Street •
Ashland,Oregon 97520
RE: City of Ashland Morton Street to Ivy Street Waterline Replacement
Scope&Fee proposal for Easement Assistance
Dear Mr.Caldwell:
•
Based on recent discussions about the current easements for the existing water mains in Waterline
Road,the current easements do not encompass the current water mains or proposed water main.
We propose to assist the City in obtaining a new easement.The scope of work is amended as follows:
Task 5 -- Easement Assistance
Draft legal description and exhibit map for new easement.The City will utilize the legal description and
exhibit to obtain a new easement.
We propose to perform Tasks 5 for the Scopes listed above on a Fixed Fee basis for$1,500.
' Additional work requested by the City and not described herein will be performed on a Time and
Materials basis according to our 2022 Standard Fee Schedule.Prior to performing any additional work
Adkins will notify.the City's Project Manager that work has been requested outside the scope of the '
proposed Tasks and Scope and will only perform the additional work once approval has been issued by
the City in writing.Additional work explicitly excluded from the scope described herein includes but is
not limited to utility potholing,right-of-way or easement development and negotiations,soils
investigation and report,environmental or cultural investigations,permitting and construction
monitoring,system modeling and capacity design,public involvement,and Owner directed design
modifications during construction.
Thank you for this opportunity to provide you with this proposal and we look forward to working with
the City on this project.Please contact me if you have any questions or would like to discuss any details
of this proposal.
Sincerely,
•
Dan Scalas,P.E.&C.W.R.E.
Project Manager/Partner
1435 Esplanade Ave,Klamath Falls,OR 97601
o 541.884.4666 I f 541.884.5335 1 w AdkinsEngineering.com
•