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Home My WebLink About2022-100 PO 20220221- RH2 Control Systems NW . Purchase Order. , , ,aft CITY RECOFiDER Fiscal Year 2022 Page: 1 of: 1 R.WB City of Ashland V0 fE , ati4 �010 tvi I ATTN: Accounts Payable Purchase L Ashland, OR 97520 Order# 20220221 T Phone: 541/552-2010 0, Email: payable@ashland.or.us e / 1 V RH2 CONTROL SYSTEMS NW H C/O Public Works Department E 22722 29TH DRIVE SE 1 51 Winburn Way N STE 210 p Ashland, OR 97520 BOTHELL, WA 98021 Phone: 541/488-5347 R Email: AP@RH2.COM T Fax: 541/488-6006 • "teIilfiLlL=J:lfi/.Liiiali ni 1 �7I7 _ gWn i -v�L __ ^—aF io.tti�_*_ '{ j E[" _ _ Scott_Fleu f a d=1, _ S etru1. -.. _ --f ,a o i i eL�"-' . , - _ g aira Fleury i 'a te Dr [Q 12/17/2021 4978 FOB ASHLAND OR/NET30 City Accounts Payable SCADA Services WWTP . , 1 WWTP on-Call SCADA Implementation Services for the duration 1.0 $75,000.00 $75,000.00 specified in the contract Personal Services Agreement(Greater than $25,000.00) Completion date: June 30, 2023 Project Account: , 2 ADDED: Processed change order 10/19/2022 . 1.0 $18,000.00 $18,000.00 Amendment No. 1 Additional WWTP On-call SCADA Implementation Services Project Account: 0 ***************GL SUMMARY*************** 086100-604100 $93,000.00 i • - 0 g 1 na4 u.a..,:..,„7±-, ...1.:z,„..i .t, .E,,,..;„:„: , ________„*. __ B Date: I ica_ ''''-:-=:_71*Y` Au prized Signature fi��l 93 000.00 FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ASHLAND Request for a Change Order Name of Supplier I Contractor 1 Consultant: Control Systems Northwest Tbtal'ainourit'ofothis; 'contract amendment:.' ; Purchase Order Number: 20220221 • Title I Description: WTP On-call SCADA Implementation Services W :'$418;,000 00= . 0 Per attached contract amendment Contract Amendment Original contract amount $75,000.00 100 %of original contract Total amount of previous contract amendments 0.00 0.0 %of original contract Amount of this contract amendment 18,000.00 24.0 %of original contract TOTAL AMOUNT OF CONTRACT $93,000.00 24.0 %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 ❑If"NO",amount exceeding authority requires 5 25%of original contract amount or$250,000 cumulative amendments<—$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: ❑ "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<5100,000 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$250,000 emergency,including necessity and circumstances O "YES",the total amount of cumulative whichever is less. requiring the contract amendment amendments 5 25%of original contract amount. 0 If"NO",amount exceeding authority requires 0 Obtain direction and written approval from City ❑If"NO",amount exceeding authority requires Council approval.Attach copy of Council Administrator Council approval.Attach copy of Council Communication. 0 If applicable,attach copy of Council Communication Communication. ❑ Exempt—Reason: ❑ Exempt—Reason: O Exempt—Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑"YES",the total amount of original contract and cumulative amendments are 0 Renewal of Intergovernmental Agreement:Terms modified in accordance with initial within the amount and terms initially approved by Council as a Special agreement OR cost will not be more than 25%greater than initial agreement.Renewal Procurement approved by City Attorney and department head affected by renewal and approved/signed ❑ If"NO",amount exceeding authority requires Council approval. by City Administrator.AMC 2.28.045(B) Attach copy of Council Communication. 0 If"NO",Council approval is required.Attach copy of Council Communication Project Number Account Number o 8 6 1 o 0- 6 0 4 1 0 0 Account Number - *Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature: eia-otC.a• 7/1-4-&all Department Head Signatu '�"--t if).f.. 2.b LL / IW rr$'T_<71b.rgrea r than$5,000) i a er: (Contract and adde da re ter than$35,000) Funds appropriated for current fiscal year: �NO I v,2 / 1" Finance Direc or(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 CONTROL SYSTEMS NW LLC, ("Provider") for on-call SCADA integrator services to support the water treatment division RECITALS A. The City and Provider previously entered into a Goods and Services Agreement effective 11/9/2021 (the "Agreement"), for the on-call SCADA integrator services to support the water treatment division. 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 3 of the Agreement as follows,with strikeout wording deleted and underscored wording added: 3 City shall pay Consultant the gum of$93,000.00 (ninety-three thousand dollars)$75,000 as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 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: CITY OF AS LAND, OREGON CONTROL SYSTEMS NW,LLC By: By: Sa rina Cotta,Deputy City Manager Printed Name: Richard L. Ballard Date: lei /a*D- Title: Director Date: 9/28/2022 Page 1 of 1: Amendment No. 1 to Personal Services Agreement between the City of Ashland and Control Systems NW,LLC CONTROL SYSTEMS NW LLC C S N W3553 Arrowhead Dr,Ste.200,Medford,OR 97504 541.393.9930/controlsystemsnw.com/Tax ID#84-1772095 L Control Systems HortIiwest OR CCB#228012/OR Electrical CCB#6491S --a.u:mmawu''.'•e WA GC#CONTRSN786JE ork Order • In accordance with our General Services Agreement for the Wastewater Treatment Plant On-Call SCADA Implementation Services project dated 09/30/2021,this is an authorization to engage in the work as described below.The work will be performed and invoiced using the terms and conditions listed in the original agreement, plus previous amendments. Project Name iOn Call Ince rotor Services,Amendment • Client Name City of Ashland WW CSNW Project No. 0210313.00 Client Project No. CSNW Project Manager Eric Summers Client Project Manager Ben Russell Date Developed 8/29/2022 Project Location Ashland,Oregon Expected Completion 6/30/2023 `._.._' Description of Work„ See Exhibit"A"Scope of Work - :Assumptions a_.._ . . See Exhibit"A"Scope of Work `'r Fee Estlrtiate `r • Description Total Hours Total Labor- Total Sub/Material Total Expense., Total Cost ` Task1 Administrative Services 3 $ 371 $ - $ 9 $ 380 1.1 I Manage CSNW Team,Track Work Elements,and Prepare Monthly Invoices 3 $ 371 $ - $ 9 $ 380 Task 2 Design and Electrical Services 15 $ 2,595 $ 4,6.00 $ 509 $ 7,704 2.1 Provide CAD Design Services and Coordination 15 $ 2,595 $ - $ 509 $ 3,104 2.2 Provide Electrical Equipment Installation and Coordination - $ - $ 4,600 $ - $ 4,600 Task 3 Integration Services 48 $ 9,504 $ - $ 412 $ 9,916 3.1 Provide VFD Startup Services 4 $ 792 $ - $ 63 $ 855 3.2 Provide Programmable Logic Controller Programming Services 18 $ 3,564 $ - $ 133 $ 3,697 3.3 Provide Operator Interface Programming Services 8 $ 1,584 $ - $ 83 $ 1,667 3.4 Provide SCADA/HMI Programming Services 18 $ 3,564 $ - $ 133 $ 3,697 . PROJECT TOTAL•. . -,i ` I,•_'66: -;$'12,470 I$ . _,.4,600 1:$-- -. 930;'$'• .- 18,000 By signing,Client verifies that the signing Individual has the authority to enter into a contract with CSNW and authorizes CSNW to proceed with work.This Work Order Is valid within 30 days of development as Identified above. Control Systems NW LLC City of Ashland WW • Signature Signature Print Name/Title Print Name/Title Date Date 1\....••2.....\.r.\C......5......N W10.........10...1COAICOAW WY1210313.00 csm C.......1A».......,N..112022 COAW W 0210313.00 C..v...A,...,"m.., 0122022 2:54 PM EXHIBIT A Scope of Work City of Ashland Contract Amendment No. 1 WWTP On-Call SCADA Implementation Services September 2022 Background Control Systems NW LLC (CSNW) has been providing on-call integration services for the City of Ashland (City) Wastewater Treatment Plant (WWTP) under an existing contract (Project) with an expiration date of June 30, 2023. Due to WWTP aging infrastructure, additional unforeseen projects, and additional programming required for the improved efficiency of operations, the City has asked CSNW to provide budget pricing based on additional work from current date until the expiration date of the current contract. Scope of Work CSNW will furnish additional coordination, labor, and design for the Project, as well as work with the City in a team setting to coordinate deliverables and accomplish the Project. This Scope of Work includes: • Task 1:Administration Services • Task 2: Design and Electrical Services • Task 3: Integration Services Task 1— Administration Services Objective:Administer project records and coordinate with the CSNW project team. Approach: 1.1 Manage CSNW Team, Track Work Elements, and Prepare Monthly Invoices — Manage the CSNW project team to track work elements accomplished, man hours, scope changes, and time and budget expended. Anticipate work for the following week and identify potential problems or changes. Submit monthly invoices summarizing costs and reimbursable expenses. CSNW Deliverables: • Monthly invoices. Task 2— Design and Electrical Services Objective: Provide CAD design, project coordination with vendors, subcontractors, and City, and electrical equipment installation on an as needed basis. 1 9/2/2022 2:55:47 PMZ:\ControlsystemsN W\Operations\Data\COA\COAW W\0210313.00 GS\00 Contract\Amendment No.1\2022 COAWW SOW 02103123.00 Contract Amendment.docx City of Ashland WWTP On-Call SCADA Implementation Exhibit A Services Amendment Scope of Work Approach: 2.1 Provide CAD Design Services and Coordination — New project CAD design, and updates to existing drawings at the request of the City. 2.2 Provide Electrical Equipment Installation and Coordination — Coordination with the City and subcontractors for the installation and testing of electrical equipment required for the operation of the facility. Assumptions: • Coordination with the City on expectations regarding existing site documentation, existing equipment, and site investigations is imperative to maintain project efficiency. Provided by City: • Staff to be available for on-site visits and verification of equipment. Task 3— Integration Services Objective: Provide on-call integration services for Variable Frequency Drive (VFD) startup, Programmable Logic Control (PLC) programming, Operator Interface (01) programming, and Supervisory Control and Data Acquisition/Human Machine Interface (SCADA/HMI) programming. Approach: 3.1 Provide VFD Startup Services —VFD configuration, programming, coordination, and testing of new and existing installations on an as needed basis. 3.2 Provide Programmable Logic Controller Programming Services—PLC programming for existing, or new equipment on an as needed basis. 3.3 Provide Operator Interface Programming Services — 01 programming for existing, or new equipment on an as needed basis. 3.4 Provide SCADA/HMI Programming Services — SCADA/HMI programming for existing, or new equipment on an as needed basis. Provided by City: • City personnel coordination for work and final review of CSNW deliverables. PROJECT TERM Services to commence upon execution of the agreement with an expiration of June 30, 2023. FEE FOR SERVICES The fee for services shall be on a time-and-expense basis. The fee for services shall not exceed $18,000 without prior written authorization of the City. 2 9/2/2022 2:55:47 PMZ:\ControlSystemsNW\Operations\Data\COA\COAWW\0210313.00 GS\00 Contract\Amendment No.1\2022 COAWW SOW 02103123.00 Contract Amendment.docx EXHIBIT C CONTROL SYSTEMS NW LLC 2022 SCHEDULE OF RATES AND CHARGES RATE LIST RATE UNIT Professional I $159 $/hr Professional II $173 $/hr Professional III $189 $/hr Professional IV $206 $/hr Professional V $218 $/hr Professional VI $236 $/hr Professional VII $251 $/hr Professional VIII $262 $/hr Professional IX $262 $/hr Control Specialist I $144 $/hr Control Specialist II $155 $/hr Control Specialist III $171 $/hr Control Specialist IV $187 $/hr Control Specialist V $198 $/hr Control Specialist VI $213 $/hr Control Specialist VII $227 $/hr Control Specialist VIII $238 $/hr Technician I $119 $/hr Technician II $131 $/hr Technician III $150 $/hr Technician IV $161 $/hr Technician V $175 $/hr Technician VI $191 $/hr Technician VII $208 $/hr Technician VIII $217 $/hr Administrative I $79 $/hr Administrative II $93 $/hr Administrative Ill $109 $/hr Administrative IV $131 $/hr Administrative V $153 $/hr CAD/GIS System $27.50 $/hr CAD Plots-Half Size $2.50 price per plot CAD Plots-Full Size $10.00 • price per plot CAD Plots-Large $25.00 price per plot Copies(bw)8.5"X 11" $0.09 price per copy Copies(bw)8.5"X 14" $0.14 price per copy Copies(bw) 11"X 17" $0.20 price per copy Copies(color)8.5"X 11" $0.90 price per copy Copies(color)8.5"X 14" $1.20 price per copy Copies(color)11"X 17" $2.00 price per copy Technology Charge 2.50% %of Direct Labor price per mile Mileage $0.625 (or Current IRS Rate) Subconsultants/Subcontractors 15% Cost+ Materials/Equipment 15% Cost+ Rates listed are adjusted annually. CONTROL SYSTEMS NW LLC � CSNW S N ■.■ 3553 Arrowhead Dr.Ste.200,Medford,OR 97504 Yl 541.393.9930/controlsystemsnw.com/Tax ID#84-1772095 Control Systems Northwest OR CCB#228012/OR Electrical CCB#64915 -kirvW aN W wN[ a.rc WA GC#CONTRSN786JE Work Order In accordance with our General Services Agreement for the Wastewater Treatment Plant On-Call SCADA Implementation Services project dated 09/30/2021,this is an authorization to engage in the work as described below.The work will be performed and invoiced using the terms and conditions listed in the original agreement, plus previous amendments. _ _ Project 14ame On Call Integrator Services Amendment Client Name City of Ashland WW CSNW Project No. 0210313.00 Client Project No. CSNW Project Manager Eric Summers Client Project Manager Ben Russell Date Developed, 8/29/2022 Project Location Ashland,Oregon Expected Completion 6/30/2023 • =- _ _. Descnption_of+Work See Exhibit"A"Scope of Work .. __ .. . 'Assumptions - See Exhibit"A"Scope of Work Fee Estimate Description',... Total Hours Total Labor,:-Total Sbb/Material- ',Total Expense: {Total Cost Task 1 Administrative Services 3 $ 371 $ - $ 9 $ 380 1.1 'Manage CSNW Team,Track Work Elements,and Prepare Monthly Invoices 3 $ 371 $ - $ 9 $ 380 Task 2 Design and Electrical Services 15 $ 2,595 $ 4,600 $ 509 $ 7,704 2.1 Provide CAD Design Services and Coordination 15 $ 2595 $ - $ 509 $ 3,104 2.2 Provide Electrical Equipment installation and Coordination - $ - $ 4,600 $ - $ 4,600 Task3 Integration Services 48 $ 9,504 $ - $ 412 $ 9,916 3.1 Provide VFD Startup Services 4 $ 792 $ - $ 63 $ 855 3.2 Provide Programmable Logic Controller Programming Services 18 $ 3,564 $ - $ 133 $ 3,697 3.3 Provide Operator Interface Programming Services 8 $ 1,584 $ - $ 83 $ 1,667 3.4 Provide SCADA/HMI Programming Services 18 $ 3,564 $ - $ 133 $ 3,697 ' PROJECT TOTAL° ' .,;.. ...- .I- 66.- 1.$`12,470 1,$ :,: 4,600 1,$ .9301$' ' . -18,000 By signing,Client verifies that the signing individual has the authority to enter into a contract with CSNW and authorizes CSNW to proceed with work.This Work Order is valid within 30 days of development as identified above. Control Systems NW LLC City of Ashland WW Signature Signature f Print Name/Title Print Name/Title Date Date 9242022 2.54 PM 1 l Memo TO: Joseph Lessard, City Manager FROM: Chance Metcalf, Senior Project Manager 4w DATE: 10/6/2022 RE: City Manager Signature Needed for Amendment to On-call Scada Contract Background: This is an amendment to an existing on call contract for Scada Services and Maintenance with Control Systems Northwest(CSNW). This was solicited and awarded to CSNW in November of 2021. We are needing to amend this contract because of unforeseen failures within the system to get us to June 30,2023. Council Action: N/A Signatures Re.uired: EaoC�p For I g, CMj 1..I�t'-i'ana l ep s a o o Other Relevant Information: N/A Insurance waived or reduced? No Who to return to if different from sender? Tami Campos Are all other signatures required collected? Yes Are all attachments listed included? Yes Form 10 Original On-call SCADA Contract 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 ,�