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Home My WebLink About2023-069 PO 20220253 Amnd #1- Carollo Engineers, Inc. • Purchase Order IMO Fiscal Year 2022 Page: 1 of: 1 J-WES B City of Ashland 4riz 4 6-� I ATTN: Accounts Payable Purchase L 20 E. Main 20220253 Ashland, OR 97520 Order# T Phone: 541/552-2010 0 Email: payable@ashland.or.us V H C/O Public Works Department E CAROLLO ENGINEERS, INC 1 51 Winburn,Way N PO BOX 30835 P Ashland, OR 97520 O SALT LAKE CITY, UT 84130-0835 Phone: 541/488-5347 R O Fax: 541/488-6006 —�r_ S3S11 � �3ILf47H9 ¢ Ytk——.iE1*ieta. _ =`'-'I,_ice"__: € vj 'i-n 3,sF `vI11i x:g.IET _ . Scott Fleury giaate ord m =-�� :. i=; = _=- ► �h tee ear �= <,''a, rte ?E<,-:s_ iar 01/31/2022 69 FOB ASHLAND OR/NET30 City Accounts Payable gain* -Z76-;-- Mitiftatateel WW System Upgrade Phase II 1 MODIFIED: Phase 2-WWTP Disinfection System Upgrade 1.0 $99,636.00 $99,636.00 Project, Construction Engineering Services Personal Services Agreement(Greater than $25,000.00) Completion date: June 30, 2023 'Processed change or ed r 0-6/2137-10-2-3 7 Amendment No. 1 `Completion date extend to 12/31/2023_ Project Account—E=20.1925=999 Project Account: E-201925-999 ***************GL SUMMARY*************** • 086100-704200 $79,70 086300-704200 $19,9277.20 QV II 0.17". . r' ' I I , I l By: i1 Y..Ll4 Dater 'J A honzed Signe, `, _ $99,636.00 i f & ..--- ( FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM 'ASHLANDRequest for a Change Order ' Name of Supplier I Contractor!Consultant: Carollo Engineers,Inc. ! I `Total an bthittof this,. �� 75 � ,cotitract;amendment: Purchase Order Number:20 5 �.' datee'chan g _l` . Title 1 Description: WWTP Disinfection System Upgrade Project $ geony 0 Per attached contract amendment Contract Amendment Original contract amount $ 100 %of original contract • Total amount of previous contract amendments i %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 sSolicitation 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 contracture the same as the goods and services to be provided under the unamended contract;b)Th a 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: 3• i i 1 SMALL PROCUREMENT—Not exceeding$5,000 INVITATION '0 BID or • COOPERATIVE PROCUREMENT,QRF or ❑'YES",the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments<—$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 I cumulative amendments s$100K for Goods&Senrices,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 i I❑If°N0",amount exceeding authority requires Council ❑ Exempt—Reason: Council approval.Attach copy of Council I approval.Attach copy of Council Communication. PERSONAL SERVICES(Direct Appointment) Communication. i i❑ Exempt—Reason: ❑ "YES",cumulative amendments 5$35,000 ❑.Exempt—Reason: ❑ If°N0",requires council approval.(Attach CC) INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods&Services•>$5,000 and<$100,000 0 'YES",the total amount of cumulative amendments j❑ Written Findings:Document the nature of the Personal Services•>$5,000 and<$75,000 .5 25%of original contract amount or$250,000 , emergency,induding necessity and circumstances ❑ 'YES",the totaFamountof cumulative whichever is less. i '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. 0 Exempt—Reason: 0 Exempt—Reason: ❑ Exempt—Reason: I 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 I •,--' 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: Oa. V A � 11,I -6440Department Head Signatu'r•CC�__,\\/f,� ' • , Zo2- ►r,.:f too great- than$5,000) City Manager: I • 1 (Equal to or greater than$25,000 or 0%) Funds appropriated for current fiscal ;'� NO, C �-ry�3(2t' '. • erectoryEquai,.\.rgreaterthan$5000) Dap Comments: 41 11A t 1 . Form#10—Contract Amendment Approval Request Form,Request for a Change Order,Page 1 of 1,4/2312020 • • I AMENDMENT NO. 1 to PERSONAL SERVICES AGREEMENT between THE CITY OF ASHLAND, an Oregon municipal corporation, ("City") and Carollo Engineers Inc., ("Contractor") • for WWTP DISINFECTIONS SYSTEM UPGRADE SERVICES RECITALS A. The City and Contractor previously entered into a Personal Services Agreement effective January 19, 2022 (the "Agreement") to Contractor provide WWTP disinfection System Upgrade 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 bene its 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 b o th parties. 3. Except as specifically modified by this Amendment No. 1,the terms and conditions of the Agreement remain in fullforce 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 CAROLLO.ENGINEERS INC. (CONTRACTOR) By: By: j7a,,,j Printed Name: Se6 rr 1..EU12,.>/ Printed Name Dan E. Laffitte, P.E. Title: puf.-lc_ Lat2tS l QIVL'tL _ Title: A.sociate Vice President Date: (o•fo'• 26 2.3 Date: 4/12/2023 • • Page 2 of 2: Amendment No. 1 to Personal Services Agreement _ Kariann Olsbn From: Tami Campos Sent: Friday,June 16,2023 3:38 PM To: Kariann Olson Subject: Fwd:2019-25 WWTP UV Upgrade Attachments: ' Carollo-PO 20200415-CO 3-Design.pdf;Carollo-PO 20220253-Construction.pdf • • Hi Kari, The date change I sent in for P020200415 should have b:••n for P0202202531 I .ote the wrong PO#on form 10. Please undo the change order processed for P020200415 and pro.-ss the chan:--or:er.iIf you have any questions please let me know. Thank you! . • Get Outlook for iOS From:Chance Metcalf<chance.metcalf@ashland.or.us> Sent:Thursday,June 15,2023 1:29:22 PM • To:Tami Campos<tami.campos@ashland.or.us> Subject: 2019-25 WWTP UV Upgrade v Hi Tami, I hope things are going well. I wanted to catch up with you about the above contracts. The recent'date extension that we did for the UV Project was supposed to be for our most recent contract attached above as PO 20220253 Construction but it was extended to the design contract also attached a PO 20200415. Is there a way to update and change the construction contract? Sorry for any confusion. Thanks Chance Metcalf,PMP . Senior Project Manager. City of Ashland Public Works/Engineering 20 East Main St,Ashland OR 97520 +" O 541.488.5587 I D 541.552.2448 I TTY 800.735.2900 Hours I Mon-Thurs,6:OOam-5:OOpm PST ��JJ `, etteivJ Temp Hours(Mon-Thurs 6am-3:30pm&Fri 6am- J 10am) . chance.metcalWashland.or.us Online ashland.or.us;social media(Facebook @CityOfAshlandOregon I Twitter @CityofAshland) 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 541.488.5587. 1