HomeMy WebLinkAbout2022-043 PO 20220216- Canopy LLC Purchase Order
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CFO( R ECOR D E Fiscal Year 2022 Page: 1 of: 1
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B, City of Ashlanda��� ,
) ATTN: Accounts Payable Purchase
Ashland,�OR 97520 Order# 20220216
T' Phone: 541/552-2010
O Email: payable@ashland.or.us
V H C/O Public Works Department
E CANOPY LLC I 51 Winburn Way
N 157 MAX LOOP p Ashland, OR 97520
TALENT, OR 97540 Phone: 541/488-5347
R T Fax: 541/488-6006
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Scott Fleu ,
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12/14/2021 995 FOB ASHLAND OR/NET30 Ci Accounts Pa able
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Tree Topping Airport Runway
1 FM required tree topping in Airport runway approach zone 1.0 $78,000.00 $78,000.00
Goods and Services Agreement(Greater than $35,000)
Completion date: December 31, 2021
Project Account: -
2 ADDED: Processed change order 05/16/2022 1.0 $2,500.00 $2,500.00
Amendment-No. 1 (Tree topping airport runway approach zone)
Project Account:
***************GL SUMMARY*************** ,
085700-704100 $80,500.00
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By: Date: 1-1‘
lJ
A thorize ignature om .80 500.00
FORM#10 C I T Y '0 F
CONTRACT AMENDMENT'APPROVAL REQUEST FORM AS H LA
Request for a Change Order N D
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Name of Supplier!Contractor I Consultant: CANOPY LLC iTb Xamountstif4thls '7 .
• contract famendmefi
Purchase Order Number:20220216 =
Title!Description: FAA required tree lopping In Airport runway approach zone
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I Per attached contract amendment
Contract Amendment
Original contract amount $78,000.00 • 100 %of original contract
Total amount of previous,contract amendments 0 0 %of original contract •
Amount of this contract amendment. • 2,500.00 3 %of original contract
TOTAL AMOUNT OF CONTRACT '$80,500.00 • 103 %of original contract
In ac ordance with OAR 137-047.0800:1)The amendment is within the scbpe 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 contact price,of a contract and the amendment Is advantageous to the City of Ashland,subject to all of the following condlfons: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 nothave a total term greater than allowed in the solicitation document,
contract or'approval of a Speclal 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!Attach copy of CC.)
Sourcing Method:
SMALL PROCUREMENT—Not exceedinn$5,000 INVITATION TO BID or COOPERATIVE'PROCUREMENT,QRF or
❑°YES°,the total amount of contractand 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 amountor$250,000 cumulative amendments s$100K for Goods A Services;s
Council approval,Attach-copy of Council whichever is less. $75K for Personal Services,<$50KforAttorney 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 copy of Council Communication._......_._ -__-_- __,_
PERSONAL SERVICES(Direct Appolntmentt Communication. ❑ Exempt_Reason: •
❑ 'YES°,cumulative amendments s$35,000 0 Exempt—Reason:
❑ If"NO',requites coundi approval.(Attach CC)
INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT ___.
Goods&Services->$5,000 and<$100,000 0 °YES;the total amount of cumulative amendments ❑ Written Findings:Document the nature of the
Personal Services=>$5,000 and<$75,000 s 25%of original contract ainountdr$250,000 emergency,Including necessity and circumstances
El °YES°,the total amount of cumulative . whichever is less. • requiring the contract amendment
amendments 525%of original contract amount 0 if NO amount exceeding authority requires ❑ Obtain direction and written approval from City
❑11%0%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
Comrriunication. 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 end terms initially approved by Counci as a Special agreement OR Cost wll 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(0)
Attach copy of Council Communication. ❑ If°NO°,Council approval is required.Attach cony of Council Communication
Project Number • _– Account Number o 8 5 7 o o- 7 o 4 1 o o Account Number -
•
'Expenditure must be charged to���1/ ►.the appropriatenQ1 account numbers for the financials to reflect the actual expendihires accurately. Attach extra pages if needed.
Employee Signature:00011+ rtment Head Signature.7441111111L t 2z
'7.•a r greater Vii,8/10'
City Manager: - I e –
�/ /� ( .n .ctandaddendagreaterthan$35,000)
Funds appropriated for current fiscal year: YES/NO 4fl- ( May 10, 20?2
— Finance Director(Equaiio orgreaterthan$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. I.
to
GOODS &SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
("City")
and
Canopy LLC,
a(corporation/company),
("Provider")
for
FAA-required tree topping in Airport runway approach zone
•
RECITALS
A. The City and Provider previously entered into a Goods and Services Agreement effective
December 08,2021 (the"Agreement"),for the FAA-required tree topping in Airport runway
approach zone.
B. The City and Provider now wish to amend the Agreement to increase the amount of compensation
to be paid to Provider and extend the completion date.
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$80,500.00 (eighty thousand five hundred dollars)
$78,000.00 as provided herein as full compensation for the Work as specified in the
SUPPORTING DOCUMENTS.
2.2 In no event shall Provider's total of all compensation and reimbursement under this
Agreement exceed the sum of $80,500.00 (eighty thousand five hundred dollars)
$78,000.00 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 Work which would
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.
2. Amend section 6 of the agreement as follows,with strikeout wording deleted and underscored
wording added:
Page 1 of 2: Amendment No. 1 to Goods&Services Agreement between the City of Ashland and Canopy LLC
•
•
COMPLETION DATE: December 31,2021 December 31,2022
•
3. This Amendment No. 1 is effective upon being signed by both parties.
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4. 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:
CITY OF ASHLAND,OREGON CANOPY LL
By: fird By: eS er ose h L.Lessard
I � p
Printed Name: Christopher John
Date: cS fD Title: President
Date: 05/04/2022
Page 2 of 2: Amendment No.1 to Goods&Services Agreement between the City of Ashland and Canopy LLC
•
Memo
TO: Joseph Lessard
FROM: Tami De Mille-Campos (Public Works)
DATE: 5/10/22
RE: City Manager Signature Needed for change order—Canopy LLC
Background:
We will have to have Canopy come back to the airport later this summer or early fall to complete tree
topping of several trees that had active bird nests in them at the time of the original contract.
• Council Action: N/A
Other Relevant Information:
•
Insurance waived or reduced?No
Who to return to if different from sender?
Are all other signatures required collected? Yes
If no,please collect before sending them to the City Manager.
Are all attachments listed included? Yes
If no,please include all attachments before sending to the City Manager.
CITY OF ASHLAND
20 East Main Street Tel:541-488-6002
Ashland,Oregon 97520 Fax:541.488-5311
www.ashland.or.us TTY: 800-735-2900